B-48493 - DoIT Surplus RFP.pdf

State of Illinois RFP V.25.2

Illinois Department of Innovation and Technology Request for Proposal

Surplus Inventory Management System RFP

25-448DOIT-ADMIN-B-48943

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Department of Innovation and Technology (DoIT) on behalf of the Illinois Department of Central Management Services (CMS) is seeking proposals from qualified offerors for a comprehensive end-to-end SaaS surplus inventory solution for all CMS divisions and offices along with associated services to develop, configure, test, implement, support, maintain, host, train, manage, and administer the solution (referred to as the “solution”).

DoIT invites interested offerors who meet the qualifications listed in this document to submit Proposals. All information shall be submitted in the format stipulated in this RFP and within the state’s eProcurement portal, BidBuy. Proposals should be signed by the person(s) duly authorized to bind the Vendor to contracts.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

DoIT desires a solution that will enable it to fulfill several key business objectives, such as:

• Improving the efficiency of surplus inventory processes through increased automation.

• Facilitating all surplus inventory activities through a single portal to improve self-service capabilities and provide enhanced mobile experience via responsive design.

• Replacing legacy systems with a single, secure, modern Solution.

• Creating seamless integrations with external systems.

• Complete migration of all current data to the new system

• Providing a user-friendly experience for all internal and external users. For internal users, the user-friendly experience should include the ability for DoIT to make relatively simple self-service configuration changes without vendor support.

DoIT desires the transition to the new solution to encompass CMS’s entire surplus inventory. This is known as the Full Solution. This should be completed in a series of phases within 24 months of contract execution. DoIT’s desired phase list consists of the following:

• Phase 1: Project Planning

• Phase 2: Design and Development Planning

• Phase 3: Design and Development Execution

A.3. SCHEDULE & BUDGET

Procurement Schedule RFP Posting Date to BidBuy August 14, 2025

Pre-Submission Conference N/A

Offeror Questions Submission Deadline N/A

Tentative Date for Posting of Answers to Offeror Questions

N/A

RFP Offer Submission Deadline August 28, 2025

10:00 AM CST

Evaluation Period September 8, 2025

Oral Presentations September 29, 2025

Anticipated Notice of Award October 13, 2025

Anticipated Contract Start Date November 1, 2025

A.4. TERM

A.4.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term of ten (10) years commencing upon the last dated signature of the Parties. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80.

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

STATE SURPLUS

State surplus property (all tangible personal property of a non-consumable nature – JCAR 5010.105) is made available by priority to state government entities on a “first come, first serve” basis. When property is no longer needed by state government, property is made available next to priority agencies (i.e., units of local government (cities, towns, counties, etc.), non‐profit organizations (501c, organizations providing assistance to homeless, food banks, etc.), as well as veteran and minority-owned small businesses. There are approximately 2,598 eligible organizations utilizing the Priority Agency Program and 98 State entities enrolled in the State Surplus Property Program.

• All property received at the warehouse is first made available to State agencies (no charge) on a first come, first serve basis.

• After fifteen (15) calendar days, state surplus property is offered to members of the Priority Agency Program (i.e., local governments, school districts, non-profits, etc.) in accordance with 44 IL Administrative Code Section 5010 for purchase prior to public auction

• After thirty (30) Calendar days onsite, state surplus property is then offered for public sale via their online auction platform iBid (ibid.illinois.gov) to generate revenue that is deposited into the State General Revenue Fund (GRF).

The State of Illinois Department of Central Management Office (CMS) Surplus Property Control maintains a Surplus Property Warehouse located at 1924 S. 10 ½ Street in Springfield, Illinois. This warehouse acts as a repository for transferable State surplus property able to be acquired by State Agencies and other State entities for use in their operations as a means to reduce procurement of new equipment. Priority Agencies may view the available State surplus equipment at the warehouse in Springfield on weekdays (except holidays) from 12:30 p.m. until 3:30 p.m. by appointment. Available surplus can be tagged to hold for pickup by using tags supplied by the surplus warehouse staff. Once a tag is filled out and attached to surplus item, the entity will have 10 days to pick up tagged item. If a tagged asset has not been picked up after 10 days, the tag will be removed, and the surplus item will become available to other entities. All surplus property being picked up will need to be invoiced by warehouse staff prior to departure. A nominal service charge is assessed for Priority Agencies depending on the age and condition of each item of property to cover overhead costs.

CMS State Surplus also administers the State of Illinois electronic recycling program (e- Cycle). Electronic Data Processing (EDP) equipment that is deemed unvaluable for sale, broken, or otherwise damaged is sent to State-use contracted electronic recyclers for destruction disposition.

GENERAL SERVICES ADMINISTRATION (GSA) FEDERAL SURPLUS (FS)

CMS Surplus Property Control also administers the distribution of federal surplus property under rules promulgated by the U.S. General Services Administration (GSA). Federal Surplus generally includes equipment such as vehicles, electronics, food service equipment, hand‐tools, outdoor equipment, etc. Member organizations are typically units of local government, providers of community‐based health or human services (non‐profits, museums, libraries, etc.), and veteran-owned small businesses.

The GSA specifies the terms and conditions for the receipt and transfer of all federal property to Illinois donees.

• All items and property donated with a value (original acquisition cost) of less than $5,000 including, but not limited to, clothing, backpacks, tents, tools, power tools, mowers, kitchen equipment, furniture, and other consumable commodities are subject to a restriction period which expires twelve (12) months from the date the property is placed into use.

• Equipment donated with a value (original acquisition cost) of more than $5,000, including motor vehicles, must be placed into service within twelve (12) months and used for a period of eighteen (18) months before disposal. These items are referred to as compliance items per the GSA. All compliance items are subject to on‐site compliance inspection and donee organizations are required to respond to “compliance surveys” affirming their continued compliance with the terms and conditions of the program.

• Items such as large watercraft/vessels, aircraft and other large equipment remain in the federal system’s perpetual inventory. When these large dollar items are no longer desirable or useful by the donee, disposition of such property is determined by GSA.

Two compliance forms are system generated for anything item over $5,000 and must be sent to donee to be filled out and mailed back to show proof of utilization in order to begin the restriction period prior to complete ownership.

Photos of combat aircraft must be taken once per year and placed in the allocation files.

Site visits with donees are done as needed.

LESO Federal Surplus Illinois law enforcement agencies are eligible for enrollment in a special equipment program administered by CMS, Law Enforcement Support Office (LESO) Program. By means of a Memorandum of Agreement, the U.S. Secretary of Defense is authorized by 10 U.S.C. § 2576a to transfer to Federal and State Agencies personal property that is excess to the needs of the Department of Defense (DoD) and that the Secretary determines available personal property suitable for use by such agencies in law enforcement activities, with emphasis on counter‐drug/counter‐terrorism activities under such terms as prescribed by the Secretary. Law enforcement activities are defined as activities performed by government agencies whose primary function is the enforcement of applicable Federal, State, and local laws and whose compensated law enforcement officers have powers of arrest and apprehension.

The Governor of Illinois appoints the Statewide Coordinator of the LESO program. The Governor‐appointed Statewide Coordinator is recognized by the U.S. Department of Defense. The Statewide Coordinator has full authority to conduct, approve, and execute transactions. Daily LESO program duties are performed by CMS employees.

The core mission of the Law Enforcement Support Office (LESO) is to coordinate and approve the transfer of excess federal and military property to registered law enforcement agencies (LEA) in the State of Illinois. Currently, there are about 420 law enforcement agencies (LEAs) registered with the CMS LESO program in the State of Illinois. All property transferred, including military weapons such as M16s, M14s, side arms, and other personal property such as computers, electronics, vehicles, etc., is screened on the Internet by approved departments, and requests for property are transferred electronically to CMS LESO office for approval. Once approved, property is awarded, and LEAs may arrange for transportation or pick‐up of their property from military agencies located across the nation. Authority for transfers is sanctioned by means of a Memorandum of Understanding between the Department of Defense and State of Illinois (CMS), and a State Plan of Operation between CMS and participating LEA.

B.2. VOLUMES & QUANTITIES

Inventory System/Recoup

• Over 1M Assets created in lifetime of current system – 100,000 Assets Created in 2023

• Total Active Assets: 135,000, Assets in 2023: 3,000

• Transfers Created in 2023: 1800

• In transfers in 2023: 21,000 (pending receipt)

• Assets Received in 2023: 91,000 vs. 90,300 Assets Scrapped (Scrapped items are automatically marked inactive in the current system)

• Counter sales in 2023: State 399 completed, 4 returns, 2 pending/in transfer; Federal

1190 completed, 49 returns, 10 void, 51 pending/in transfer,

• Lifetime account usage: 1,148 Users created, 1,475 Contacts, 2,333 Counter sale accounts, 135 agencies, Donee Accounts 4,400, Donee Contacts 9,944

Auction system/iBid 2017 - 2023

Sale Amount in Date Range

FY Year-To- Date Sale Amount

Sale Amount Since Inception

Current User Count

Previous User Count

Current Auction Count

Previous Auction Count

Auctions in Date Range

$ 2,750,306.68 $ 1,284,999.78 $ 35,979,625.58 42,917 38,621 61,848 59,117 2,731

B.3. AREAS OF CONCERN/CHALLENGES

One of the major areas of concern deals with integration of the proposed system with the different State/Federal platforms currently in use. As stated in the overview above there are multiple types of property being managed, auctioned, and disposed of in the State’s current system. The ideal vendor will be able to demonstrate a history of working through such integrations and providing services that are seamless in their implementation.

Additionally, integrations with the GSA platform, State of Illinois ibid system, Illinois State Treasurer’s ePay system and communication and data transfer between the Offeror’s system and the State’s SAP system are integral to a successful transition.

Other potential areas of concern are migration of data, cyber security, hosting and availability, technical support, and response time when reporting issues to the offeror or issues being reported from the offeror.

Section C. PROPOSAL REQUIREMENTS Only Electronic Submissions through BidBuy of Offers will be Accepted

C.1. REQUIRED DOCUMENTS TO COMPLETE AND SUBMIT

The Offeror shall submit the listed documents in BidBuy under the Attachments tab in the appropriate “Required Attachments” spaces.

• Vendor Disclosure or IPG Active Registered Vendor Disclosure

• Attachment F - Offer to State of Illinois Information and Technology (Including

Subcontractor Disclosure and Where Services are to be Performed, found in BidBuy Attachments.)

• Technical response

• Commitment to Diversity

• References

• Terms and Conditions

• BEP Utilization Plan

Blank documents may be found on the Chief Procurement Officer for General Service’s website at https://cpo-general.illinois.gov/solicitation-and-contract-templates.html and on the BidBuy posting under “File Attachments:”. Business Enterprise Program/Veterans Small Business Program Utilization Plan may be downloaded from the Commission on Equity and Inclusion’s website at https://cei.illinois.gov/purchasing-entity-resources/compliance.html.

Failure to submit Vendor Disclosure or IPG Active Registered Vendor Disclosure, as applicable, and the Utilization Plan(s), as applicable, with the Offer submitted in BidBuy shall render the Offer non-responsive.

Offerors are required to submit their response to the State’s solicitation through BidBuy. Any information sent to the State outside of BidBuy, for example by US Mail, FedEx, UPS, e-mail, or hand delivery, will neither be accepted nor considered. Offeror submissions will only be considered if they are received through BidBuy and on or before the time and date indicated as the “Bid Opening Date” on the BidBuy posting. Any required attachments must be submitted via BidBuy.

https://cpo-general.illinois.gov/solicitation-and-contract-templates.html https://cei.illinois.gov/purchasing-entity-resources/compliance.html

Price entries on the Items tab will be locked automatically upon submission of the quote.

E n t e r i n g c o s t , p r i c i n g o r d i s c o u n t i n f o r m a t i o n i n t h e A l t e r n a t e D e s c r i p t i o n m a y r e s u l t i n d i s q u a l i f i c a t i o n . If the agency requires pricing to be submitted in an attachment, Offeror shall upload pricing under the “Required Documents” section on the Attachments tab and check the box “Does the attachment contain any pricing, cost or discount information?”. Failure to check this box allows your pricing to be viewed when bids are opened and will result in disqualification of your offer. NOTE: Do not check “Does the attachment contain any pricing, cost or discount information” if the attachment does NOT include pricing, cost, or discount information.

Documents shall be submitted in an electronic format that is accessible and readable using Microsoft Office suite software or Adobe Reader. Corrupted files shall not be considered. It is the Offeror’s responsibility to check that files are accessible and legible after uploading.

The Offeror is solely responsible for ensuring timely submission of their electronic solicitation response. Failure to allow adequate time prior to the Bid Opening Date to complete and submit a response to a solicitation, particularly in the event technical support assistance from the State is required, places the Offeror and their offer or response at risk of not being accepted.

The State encourages the Offeror to ensure that their BidBuy account is up to date. It is recommended that you access your BidBuy account prior to the solicitation due date and time to make sure that your company’s information is up-to-date, and your password is current. Files may be uploaded at any time prior to submission.

File size may impact the uploading and downloading speed and may lead to browser time-outs, resulting in failed upload/download attempts. Please consider this dependency when attaching very large documents.

OFFEROR INSTRUCTIONS TO SUBMIT IN BIDBUY

Create Quote:

General Tab : Save and Continue Items Tab Follow instructions in the Pricing section of the solicitation document as to whether pricing will be entered in the Unit Cost of the Items Tab or submitted as a separate Pricing Document in the Attachments Tab.

Note: any pricing entered in the Unit Cost of the Items Tab will be locked until after Technical Evaluations take place. Do not enter cost, pricing, or any discount information in the Alternate Description field. Entering cost, pricing or discount information in the Alternate Description may result in disqualification.

Terms and Conditions Tab

: Select “Yes”, “No”, or “Yes with Exceptions” Note: If taking any exceptions to Standard Terms and Conditions an offeror must submit a redline version of the Standard Terms and Conditions with their proposal.

Attachments Tab For each required quote attachment listed:

: “Upload” (next to each required attachment) : “Choose File” Note: If a pricing document is required, mark the box next to the question, “Does this attachment contain any pricing, cost, or discount information?”

Failure to mark this box when attaching a pricing document will result in disqualification.

Check this box ONLY if a separate pricing document is required.

Do NOT check this box for any other required quote attachment such as the Technical Proposal, Vendor Disclosure / IPG Active Registered Vendor Disclosure, or Utilization Plan(s), or Offer.

Summary Tab : “Submit Quote”

Offerors may also view the “Request for Proposal (RFP) Vendor Submission Instructions Video found at https://cpo-general.illinois.gov/vendor-resources.html

C.2. DUE DATE AND TIME FOR SUBMISSION OF OFFERS

Each solicitation contains the Offer due date and time, appearing as the “Bid Opening Date:” on the BidBuy posting. Offeror shall submit Offers in BidBuy, and the State shall open Offers electronically in BidBuy on the “Bid Opening Date”. The Offer must remain firm for 180 days from opening.

C.3. CONFLICT BETWEEN INFORMATION IN ELECTRONIC DOCUMENTS AND ON BIDBUY

If the State provides information in electronic documents (i.e., the RFP and other attachments) that is different or in conflict with the information the State provides on BidBuy, then the information in electronic documents is presumed to represent the State’s intent. If the Offeror provides information in electronic documents that is different or in conflict with the information the Offeror provides in BidBuy through their Seller Account, then the information in electronic documents shall represent the Offeror’s intended submission.

C.4. PUBLISHED PROCUREMENT INFORMATION

The State publishes procurement information, including solicitations, awards, and amendments, on the Chief Procurement Officer for General Services’ Illinois Procurement Bulletin, known as the Bulletin or BidBuy (https://www.bidbuy.illinois.gov/bso/). Procurement information may not be available in https://cpo-general.illinois.gov/vendor-resources.html https://www.bidbuy.illinois.gov/bso/ any other form or location. Offeror is responsible for monitoring BidBuy. The State will not be held responsible if Offeror fails to receive the optional e-mail notice of future amendments to the solicitation.

C.5. INFORMATION CONTACT

The individual listed in the “Info Contact:” field on the BidBuy posting shall be the single point of contact for this solicitation. Unless otherwise directed, Offeror should only communicate with the Information Contact. The State/Agency shall not be held responsible for information provided by or to any other person.

Suspected errors should be immediately reported to the Information Contact. Do not discuss, directly or indirectly, the solicitation or any Offer with any State officer or employee other than the Information Contact.

C.6. OFFEROR QUESTIONS AND AGENCY RESPONSE

All questions, other than questions raised at the Pre-Submission Conference, pertaining to this solicitation must be submitted in writing to the Information Contact no later than N/A. Questions received and Agency responses may be posted as a Bid Amendment to the original solicitation on BidBuy; only these posted answers to questions shall be binding on the State. Offeror is responsible for monitoring BidBuy and BidBuy email notifications.

C.7. PRE-SUBMISSION CONFERENCE

The Agency may conduct a Mandatory or Non-Mandatory Pre-Submission Conference, listed in the “Pre-Bid Conference:” field of the BidBuy posting. Please refer to BidBuy for this information.

If attendance is mandatory, Offeror (current contractor included) will be disqualified and considered non-responsive if Offeror does not attend, is not on time, leaves early, or fails to sign the attendance sheet. Offeror must allow adequate time to accommodate security screenings at the site.

N/A

C.8. SMALL BUSINESS SET-ASIDE

In the Bulletin posting, if “Yes” is shown to the question “Is this a Small Business Set- Aside Procurement?”, then Offeror must be registered by the Illinois Small Business Set- Aside Program at the time Offers are due for the Offer to be evaluated. For requirements on qualifying Offeror’s business in the Small Business Set-Aside Program, please go to the Chief Procurement Office for General Service’s website at https://cpo-general.illinois.gov/sell-2-illinois.html .

C.9. BUSINESS ENTERPRISE FOR MINORITIES, WOMEN, AND PERSONS WITH DISABILITIES

ACT PARTICIPATION AND UTILIZATION PLAN

The BidBuy posting indicates whether this solicitation contains a goal to include businesses owned and controlled by minorities, women, and persons with disabilities. If this solicitation contains a goal, then failure to complete and submit a Utilization Plan, including documentation demonstrating good faith efforts when requesting a waiver, shall render the Offer non-responsive. 30 ILCS 575/4(e). All questions regarding the subcontracting goal must be directed to the Information Contact indicated in BidBuy no later than N/A, See the Utilization Plan for NIGP codes used to establish this goal.

BEP Goal: 1%

NIGP Codes used for BEP: 208-55, 208-18, 962-09, 920-24, 958-77

Go to https://cei.illinois.gov/vendor-resources/get-bep-certified.html for complete requirements for BEP certification. Go to State of Illinois Commission on Equity and Inclusion at https://supplierdiversitymanagementportal.illinois.gov/home.aspx to search for certified BEP vendors.

C.10. VETERAN SMALL BUSINESS PARTICIPATION AND UTILIZATION PLAN

The BidBuy posting indicates whether this solicitation contains a goal to include businesses owned and controlled by military veterans. If this solicitation contains a goal, then failure to submit a Utilization Plan as instructed later in this solicitation may render the Offer non-responsive. All questions regarding the subcontracting goal must be directed to the Information Contact indicated in BidBuy no later than N/A. See the Utilization Plan for NIGP codes used to establish this goal.

VBP Goal: 0%

NIGP Codes used for BEP: 208-55, 208-18, 962-09, 920-24, 958-77

Go to https://cei.illinois.gov/programs0/veterans-business-program.html for complete requirements for Veteran Owned Small Business (VOSB) or Service-Disabled Veteran Owned Small Business (SDVOSB) certification. Go to State of Illinois Commission on Equity and Inclusion at https://supplierdiversitymanagementportal.illinois.gov/home.aspx to search for certified VOSB and SDVOSB vendors.

C.11. SECURITY

Bid/Performance Bond: $N/A https://cpo-general.illinois.gov/sell-2-illinois.html https://cpo-general.illinois.gov/sell-2-illinois.html https://cei.illinois.gov/vendor-resources/get-bep-certified.html https://supplierdiversitymanagementportal.illinois.gov/home.aspx https://cei.illinois.gov/programs0/veterans-business-program.html https://supplierdiversitymanagementportal.illinois.gov/home.aspx

C.12. TERMS AND CONDITIONS

Information and Technology Standard Terms and Conditions will become a part of any resulting contract. To view the Information and Technology Standard Terms and Conditions, please go to:

https://cpo-general.illinois.gov/solicitation-and-contract-templates.html.

https://cpo-general.illinois.gov/solicitation-and-contract-templates.html

Section D. EVALUATION PROCEDURES

D.1. EVALUATION PROCESS

The State assesses each Offer for Responsibility (E.10) and Responsiveness. The State considers the information provided and the quality of that information when assessing Offers. If the State finds a failure or deficiency, the State may reject the Offer or reflect the failure or deficiency in the assessment.

There are three scored parts to each proposal – technical, commitment to diversity, and pricing. Each part of the proposal is evaluated and ranked independently of the other parts of the proposal. The results of the evaluation of all three parts shall be used in ranking the proposals.

The State may award to the most responsive and responsible offeror whose offer best meets the specified criteria.

D.2. RESPONSIVENESS

A responsive offeror is one who submits an offer that conforms in all material respects to the Request for Proposal and includes all required forms.

D.2.1. The State will determine whether the Offeror complied with the instructions for submitting offers. Except for late submissions, and other requirements that by law must be part of the submission, the State may require that an Offeror correct deficiencies as a condition of further evaluation.

D.2.2. Subcontractor Disclosure: If the Offer includes any subcontractors, then Offeror shall complete the Subcontractor Disclosure section of the Offer to the State of Illinois.

D.2.3. If completing IPG Active Registered Vendor Disclosure, then responsiveness may include and may not be limited to:

• Active Illinois Procurement Gateway registration # with expiration date

• Certifications timely to this solicitation

• Disclosure of lobbyists for Offeror and parent entity(ies)

• Disclosure of pending and current contracts

D.2.4. If completing Vendor Disclosure, required parts may include and may not be limited to:

• Business and Directory Information: Offeror should complete and return the Business and Directory Information form in Vendor Disclosure, Part 1.

• Illinois Department of Human Rights (IDHR) Public Contracts Number: Offeror shall complete and return the IDHR Public Contracts Number form in Vendor Disclosure, Part 2.

• Authorized to Transact Business or Conduct Affairs in Illinois: A person (other than an individual acting as a sole proprietor) must be a duly constituted legal entity prior to submitting an Offer and authorized to transact business or conduct affairs in Illinois prior to execution of the contract. For more information, see Authorized to Transact Business or Conduct Affairs in Illinois in Vendor Disclosure, Part 3.

• Standard Illinois Certifications: Offeror shall complete and return the Standard Illinois Certifications form in Vendor Disclosure, Part 4.

• State Board of Elections Registration: Offeror may be prohibited from making political contributions and be required to register with the State Board of Elections. For more information, see State Board of Elections in Vendor Disclosure, Part 5.

• Disclosure of Business Operations with Iran: Offeror should complete and return the Disclosure of Business Operations with Iran form in Vendor Disclosure, Part 6.

• Financial Disclosures and Conflicts of Interest: Offeror shall complete and return the Financial Disclosures and Conflicts of Interest form in Vendor Disclosure, Part 7.

• Taxpayer Identification Number: Offeror should complete and return the Taxpayer Identification form in Vendor Disclosure, Part 8.

D.2.5. The State will determine whether the Offer meets the stated Technical requirements. Minor differences or deviations that have negligible impact on the price or suitability of the supply or service to meet the State’s needs may be accepted or corrections allowed. If no offeror meets a particular Technical requirement, the State may waive that requirement.

D.2.6. When the specification calls for “Brand Name or Equal,” the brand name product is acceptable. Other products will be considered with proof that the other product meets stated specifications and is equivalent to the brand product in terms of quality, performance, and desired characteristics.

D.3. EVALUATION METHODOLOGY

The Technical Requirements are described in Sections F.1., F.2., F.3., and F.4. The State evaluates the Technical Requirements without consideration of price.

D.3.1. Total Number of Points Available for Technical Requirements is: 1,485.

D.3.2. Offeror shall complete and return Sections F.1., F.2., F.3., and F.4.

D.3.3. Relative Weight in Point Format

Technical Requirements Points Available Mandatory Requirements without Evidence 0; all must be agreed to and are evaluated as pass or fail Mandatory Requirements with Evidence 0; all must be met and are evaluated as pass or fail Qualifications and Experience (Desirable elements) 100 Proposed Technical Solution (Desirable elements) 1285 Demonstration 100

D.4. COMMITMENT TO DIVERSITY ELEMENTS

Sections 20-15 and 35-30 of the Illinois Procurement Code (30 ILCS 500/) require offerors to be evaluated on their commitment to diversity. The points available for Commitment to Diversity are described in Section F.4. and are equivalent to 20% of the Technical Requirements points. The State evaluates Commitment to Diversity without consideration of price.

D.4.1. The total number of points for Commitment to Diversity is 297

D.4.2. Offeror shall complete and return Section F.4 Commitment to Diversity

D.4.3. Commitment to Diversity Categories: The percentages at the end of each section reflect the weighted distribution of points available identified in D.4.1.

Commitment to Diversity Categories Category 1 – BEP Compliance - Whether or how well the Offeror meets this solicitation’s goal of contracting or subcontracting with businesses owned by women, minorities, or persons with disabilities. 5% Category 2 – Subcontracting/Contracting with any WMD businesses (not limited to BEP vendors) - Whether the Offeror assisted businesses owned by women, minorities, or persons with disabilities. 10% Category 3 – Diversity, Equity and Inclusion (DEI) Spend – Offeror’s percentage of business, education and/or community spend from prior calendar year gross revenue that involves businesses owned by women, minorities and/or persons with disabilities. The assisted businesses are not required to be certified in the Illinois Business Enterprise Program. 20%

Category 4 – DEI Time - Offeror’s hours spent in the prior calendar year on promoting DEI in the workplace, the community, education institutes, or supporting businesses owned by women, minorities, or persons with disabilities. The assisted business is not required to be certified in the Illinois Business Enterprise Program.

The success or failure of each event does not impact the points achieved. The event may be voluntary or paid time. 20% Category 5 – DEI Policies - Entity has provided a written copy of, or link to, their current written workforce diversity, equity, and inclusion policy. Policies must be actionable plans, not overarching concepts around

DEI. 10%

Category 6 – Diversity in Staffing - % of individuals on governing board and/ or Senior executives out of all staff who identify as women, minorities or person with disabilities. 10% % of individuals in management /supervisor positions out of all staff who identify as women, minorities or person with disabilities. 13% % of total staff who identify as women, minorities or person with disabilities. 12%

D.5. MINIMUM REQUIRED POINTS

Requests for Proposal may specify that offerors must receive a minimum number of points in their Technical and Commitment to Diversity proposals combined to be considered for price evaluation and award.

The State determines how well offers meet the Technical and Commitment to Diversity requirements and rank the offers from best to least qualified using a point ranking system (unless otherwise specified) as an aid in conducting the evaluation. Offerors who receive fewer than the minimum required points will not be considered for price evaluation and award.

D.5.1. The total number of available points for Technical and Commitment to Diversity is 1,782

D.5.2. The top three (3) scoring proposals in total points (Technical and Commitment to Diversity) will be eligible for demonstrations.

D.5.3. All three vendors proceeding to demonstrations will be eligible for price evaluation and award consideration.

D.6. PRICE

The State opens Price proposals after evaluating all Technical and Commitment to Diversity proposals.

If the State does not consider the price to be fair and reasonable and negotiations fail to meet an acceptable price, the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State determines whether the price is fair and reasonable by considering the offer, including the offeror's qualifications, the offeror's reputation, all price proposals submitted, other known prices, the project budget, and other relevant factors.

D.6.1. The total number of points for Price is 357 D.6.2. The State will determine Price points using the following formula:

Maximum Price Points X (Lowest Price/Offeror’s Price) = Total Price Points

D.7. MAXIMUM AVAILABLE POINTS

The maximum number of points is 1,485 (Technical) + 297 (Commitment to Diversity) + 357 (Price) = 2,139 maximum available points.

Section E. ADMINISTRATIVE REQUIREMENTS

E.1. GOVERNING LAW AND FORUM

Illinois law and rules govern this solicitation and any resulting contract. Offeror must bring any action relating to this solicitation or any resulting contract in the appropriate court in Illinois. This document contains statutory references designated with “ILCS”.

To view the full text, go to http://www.ilga.gov/legislation/ilcs/ilcs.asp . The Illinois Procurement Code (30 ILCS 500) and the Standard Procurement Rules (44 ILL. ADM.

CODE PART 1) are applicable to this solicitation. To view them respectively, go to http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7) and https://www.ilga.gov/commission/jcar/admincode/044/044parts.html

E.2. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT

Offers become the property of the State. All offers will be open to the public under the Illinois Freedom of Information Act (FOIA) (5 ILCS 140) and other applicable laws and rules, unless Offeror requests in its Offer that the State treat certain information as confidential. A request for confidential treatment will not supersede the State’s legal obligations under FOIA. The State will not honor requests to keep entire Offers confidential. Offerors must show the specific grounds in FOIA or other law or rule that support confidential treatment. Regardless, the State will disclose the successful Offeror’s name, the substance of the Offer, and the price.

If Offeror requests confidential treatment, Offeror must submit additional copy/copies (see Instructions for Submission of Offers in Section C.) of the Offer with proposed confidential information redacted. This redacted copy must tell the general nature of the material removed and shall retain as much of the Offer as possible. In a separate attachment, Offeror shall supply a listing of the provisions identified by section number for which it seeks confidential treatment and identify the statutory basis or bases under Illinois law, including a detailed justification for exempting the information from public disclosure.

Offeror will hold harmless and indemnify the State for all costs or damages associated with the State defending Offeror’s request for confidential treatment. Offeror agrees that the State may copy the Offer to facilitate evaluation, or to respond to requests for public records. Offeror warrants that such copying will not violate the rights of any third party.

E.3. MINORITY CONTRACTOR INITIATIVE

The State requires a fee of $15 to cover expenses related to the administration of the Minority Contractor Opportunity Initiative. Any offeror awarded a contract of $1,000 or more under Section 20-10, 20-15, 20-25 or 20-30 of the Illinois Procurement Code (30 http://www.ilga.gov/legislation/ilcs/ilcs.asp http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7)%20%20 https://www.ilga.gov/commission/jcar/admincode/044/044parts.html

ILCS 500) is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the Comptroller’s Administrative Fund. 15 ILCS 405/23.9.

E.4. FEDERAL FUNDS

The resulting contract may be partially or totally funded with Federal funds. Upon notice of intent to award, the percentage of supplies and/or services involved that are Federally funded and the dollar amount of such Federal funds will be disclosed.

E.5. EMPLOYMENT TAX CREDIT

Offerors who hire qualified veterans and certain ex-offenders may be eligible for tax credits. 30 ILCS 500/45-67 and 45-70. Please contact the Illinois Department of Revenue (217-524-4772) for information about tax credits [35 ILCS 5/216, 5/217].

E.6. RESERVATIONS

Offeror must read and understand the solicitation and tailor the Offer and all activities to ensure compliance. The State reserves the right to amend the solicitation, reject any or all offers, award by item/services, group of items/services, or grand total, and waive minor defects. The State may request a clarification, inspect Offeror’s premises, interview staff, request a presentation, or otherwise verify the contents of the Offer, including information about subcontractors and suppliers. The State may request Best & Final Offers when appropriate. The State will make all decisions on compliance, evaluation, and terms and conditions, and shall make decisions in the best interests of the State and in accordance with the Illinois Procurement Code, rules and other applicable State and Federal statutes and regulations. This competitive process may require that Offeror provide additional information and otherwise cooperate with the State. If an offeror does not comply with requests for information and cooperate, the State may reject the offer as non-responsive to the solicitation. Submitting an offer does not entitle Offeror to an award or a contract. Posting a vendor’s name in a Bulletin notice does not entitle the vendor to a contract. The State is not responsible for and will not pay any costs associated with the preparation and submission of any offer.

Awarded Offeror(s) shall not commence and will not be paid for any billable work undertaken prior to the date all parties execute the contract, unless approved in writing in advance by the State Purchasing Officer or the Chief Procurement Officer (or designee).

E.7. AWARD

The State is not obligated to award a contract pursuant to this solicitation. If the State issues an award, the award will be made to the responsive and responsible offeror whose offer best meets the specified criteria unless otherwise permitted by the Illinois

Procurement Code and Illinois Administrative Code. However, if the State does not consider the price to be fair and reasonable and negotiations fail to meet an acceptable price, then the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State will determine whether the price is fair and reasonable by considering the offer, including the offeror's qualifications, the offeror's reputation, all prices submitted, other known prices, the project budget and other relevant factors. The State will post a notice to the Bulletin identifying the apparent most responsive and responsible offeror.

E.8. INVOICING ADDRESS

The awarded Vendor shall invoice at the completion of the contract unless invoicing is tied in the contract to milestones, deliverables, or other invoicing requirements agreed to in the contract. The Bulletin posting contains the “Bill-to Address:” where invoices should be sent.

Vendor shall not bill for any taxes unless accompanied by proof that the State is subject to the tax. If necessary, Vendor may request the applicable Agency’s Illinois tax exemption number and Federal tax exemption information.

E.9. PROTEST REVIEW OFFICE

Offeror may submit a written protest to the Protest Review Office following the requirements of the Standard Procurement Rules. 44 ILL. ADM. CODE 1.5550. For protests related to specifications, the Protest Review Office must physically receive the protest no later than fourteen (14) days after the solicitation or related addendum was posted to the Bulletin. For protests related to rejection of individual proposals or awards, the protest must be received by close of business no later than fourteen (14) days after the protesting party knows or should have known of the facts giving rise to the protest.

The Protest Review Office’s information is as follows:

Chief Procurement Office Attn: Protest Review Office Email: cpogs.pro@illinois.gov

E.10. RESPONSIBILITY

A responsible Offeror is one who has the capability in all respects to perform fully the contract requirements and who has the integrity and reliability that will assure good faith performance. The State determines whether the Offeror is a “responsible” offeror;

an offeror with whom the State can or should do business. For example, the State may consider the following:

E.10.1. A “prohibited bidder” includes any person assisting an employee of the State of Illinois by reviewing, drafting, directing, or preparing any mailto:cpogs.pro@illinois.gov invitation for bids, a request for proposal, or request of information, or providing similar assistance unless such assistance was part of a publicly issued opportunity to review drafts of all or part of these documents. For purposes of this section, an employee of the State of Illinois means one who, by the nature of his or her duties, has the authority to participate personally and substantially in the decision to award a State contract. No person or business shall submit specifications to a State agency unless requested to do so by an employee of the State. No person or business that contracts with a State agency to write specifications for a particular procurement need shall submit a bid or proposal or receive a contract for that procurement need.

Nothing herein is intended to prohibit a vendor from bidding or offering to supply developing technology, supplies or services after providing the State with a demonstration of the developing technology, supplies, or services; provided the subject of the demonstration to the State represents industry trends and innovation and is not specifically designed to meet the State's needs. Nothing herein is intended to prohibit a person or business from submitting a bid or offer or entering into a contract if the person or business: (i) initiates a communication with an employee to provide general information about products, services, or industry best practices and, if applicable, that communication is documented in accordance with Section 50-39 of the Illinois Procurement Code or (ii) responds to a communication initiated by an employee of the State for the purposes of providing information to evaluate new products, trends, services, or technologies.

E.10.2. Other factors that the State may use to evaluate to determine responsibility include, but are not limited to: political contributions, certifications, conflict of interest, financial disclosures, taxpayer identification number, past performance in business or industry, references (including those found outside the Offer), compliance with applicable laws, financial responsibility, insurability, effective equal opportunity compliance, payment of prevailing wages if required by law, capacity to produce or sources of supply, and the ability to provide required maintenance service or other matters relating to the offeror’s ability to deliver in the quality and quantity within the time and price as specified in this solicitation.

E.10.3. Awarded offerors must always have financial resources sufficient, in the opinion of the State, to ensure performance of the contract and must provide proof upon request. The State may require a performance bond if, in the opinion of the State, it ensures performance of the contract.

The State may terminate the contract, consistent with the termination for cause provision of the contract, if the vendor lacks the financial resources to perform under the contract.

E.10.4. The State may require that an offeror correct any deficiencies as a condition of further evaluation.

E.11. BidBuy Terminology and Guidance: BidBuy is an online e-procurement system. There may be some difference between the procurement terminology used in this solicitation and the terms used in BidBuy. Please learn more about BidBuy by accessing the online resources found here:

https://www2.illinois.gov/cpo/PathwayToProcurement/Pages/Guides-and-Manuals.aspx https://www2.illinois.gov/cpo/PathwayToProcurement/Pages/Guides-and-Manuals.aspx

Section F. PROPOSAL FORMS

Offeror must complete and return:

• The following tables include: Contract Requirements without Evidence (Section F.1.), and the following Technical Requirements: Mandatory Requirements with Evidence (Section F.2.), Qualifications and Experience (Section F.3.), Project Management Technical Proposal (Section F.4.), and Proposed Technical Solution (Section F.5.)

• Commitment to Diversity (Section F.5.)

• Offer to the State of Illinois Information and Technology

Please read and follow each instruction carefully.

F.1. CONTRACT REQUIREMENTS

Please read each contract requirement carefully in F.1. These contract requirements shall be included in any contract resulting from this solicitation.

MANDATORY REQUIREMENTS WITHOUT EVIDENCE

F.1.1 Solution must be hosted in an Offeror maintained Cloud environment and not be stored, maintained, or accessed via on-premises servers.

F.1.2 Offeror’s solution must support the most common web browsers, including the most commonly used versions of Microsoft Edge, Google Chrome, Safari and Mozilla Firefox to support usage by end-users employing either PC or Mac-compatible operating systems and multiple mobile devices, including, but not limited to Apple iPads/iPhones and Samsung tablets/smart phones. All of which must not be dependent on the Flash player.

F.1.3 Offeror’s solution must include technical and client support, complete training for staff including documentation and reference material, available in electronic format, for any solution.

F.1.4 Offeror must store data in a non-proprietary, readily accessible format, or Vendor must provide a solution, at no additional cost to the State of Illinois, to extract any State of Illinois data stored in Vendor’s solution in a non-proprietary, readily accessible format. Offeror will provide all “data” to the State of Illinois upon termination of this contract. “Data” will include live auction bidder lists, timed auction bidder lists, all inventory databases that have been created, all administrative user lists and permissions tables, and all other “data” associated with each module of this system. This “data” will be provided in a form that is acceptable to the State.

F.1.5 At the time of termination of the contract, the Offeror agrees to re-direct active bidders from Offeror’s host website to a new URL (website) as determined and requested by the State of Illinois.

F.1.6 Routine server system maintenance must be scheduled to minimize disruption to the State and its customer. It is recommended that system maintenance be performed between 2:00 a. m. – 3:00 a.m. (CST) each Monday, or at such times as agreed to by State and Offeror. Offeror’s system must provide high availability, with no more than six (6) hours per week scheduled downtime. Specifically, the system must have no more than six (6) hours per week scheduled down time, which must occur outside of “State workdays”, or on any State-observed holidays, or weekend days.

F.1.7 To avoid disruptions in services to current auction clientele, Offeror’s proposed solution must incorporate an online auction module which allows the State to run various types of auctions, including but not limited to online auctions, live auctions, and timed live auctions.

F.1.8 Proposed solution must be in compliance with the Illinois Information Technology Accessibility Act (“IITAA”) (see: http://www.illinois.gov/iwas ) as well as accessibility requirements that apply to Federal agencies under (the amended) Section 508 of the Rehabilitation Act of 1973. Offeror must test its system and courseware for such compliance. Should compliance with any provision of those standards (Section 508 and IITAA) not be practical or feasible, the Offeror must identify and describe the problem and propose a solution acceptable to the State.

Offeror must test its system for compliance with Section 508 requirements and IITAA and provide results of such testing to the State in advance of implementation of the system.

F.1.9 Notwithstanding any provision to the contrary in Vendor’s supplemental terms and conditions, or in any licensing agreement attached hereto:

(a) The procuring Agency and the State do not waive sovereign immunity (including all rights provided in the State Lawsuit Immunity Act, 745 ILCS 5);

(b) The procuring Agency and the State do not consent to be governed by the laws of any state other than Illinois;

(c) The procuring Agency and the State do not consent to be represented in any legal proceeding by any person or entity other than the Illinois Attorney General or his or her designee;

(d) The procuring Agency and the State shall not be bound by the terms and conditions contained in any click-wrap agreement, click-wrap license, click-through agreement, click-through license, end user license agreement, or any other…