B-50441 FY27-32 Travel Magazine Development and Printing RFP 12-22-25.docx

Illinois Department of Commerce and Economic Opportunity Request for Proposal

FY27-32 TRAVEL MAGAZINE DEVELOPMENT AND PRINTING

BidBuy Bid Number B-50441 Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Department of Commerce and Economic Opportunity (DCEO), Office of Tourism is seeking a Vendor to assist in the ongoing development, production, advertising sales, promotion and printing of the state’s biannual travel magazine, Enjoy Illinois, designed to promote and encourage travel throughout Illinois. The magazine is the primary consumer fulfillment publication of the Office. At the discretion of DCEO and per the contract terms, the Vendor will be responsible for producing biannual magazines for the term of the contract. As per the contract terms, the Vendor will be responsible for both print and digital versions. DCEO, Office of Tourism manages industry efforts that result in sustainable and significant economic and quality-of-life benefits for Illinois residents. We are committed to making Illinois a model of inclusivity and a celebration of diversity.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

The Vendor must be capable of the development, production, advertising sales, promotion and printing of Enjoy Illinois, the state’s biannual travel magazine with the corresponding digital and downloadable versions. Vendor will be responsible for costs associated with the printing and digital and downloadable editions of the magazines.

A.3. SCHEDULE & BUDGET

A.4. TERM

A.4.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term commencing 07-01-26 or the last dated signature of the Parties, whichever is later and ending on 06-30-32. 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

The DCEO Office of Tourism manages industry efforts that result in sustainable and significant economic and quality-of-life benefits for Illinois residents. We are committed to making Illinois a model of inclusivity and a celebration of diversity. Tourism accomplishes this goal through international and domestic advertising campaigns, public relations, and trade programs. Tourism’s grant programs seek to accomplish this goal by funding new tourism attractions and events for future promotions, and by building a grassroots network of 38 certified Convention and Visitors Bureaus that work closely with the Office of Tourism to promote statewide travel and overnight stays in paid accommodations. The Office's primary consumer fulfillment piece is the biannual Enjoy Illinois travel magazine.

A link to the current published information can be found here: Illinois Maps & Visitor Guides | Enjoy Illinois

B.2. VOLUMES & QUANTITIES

We print 500,000 copies of the spring/summer issue (available on/around March 1st) and 200,000 copies of the fall/winter issue (available on/around September 1st)

B.3. AREAS OF CONCERN/CHALLENGES

While funding for the magazine is currently appropriated, it is important to recognize that budgetary constraints may impact the magazine during the term of the contract. Specifically, if the Illinois General Assembly or the applicable federal funding source fails to make an appropriation sufficient to fulfill the financial obligations of the contract, or if funds become insufficient for any reason as outlined in 30 ILCS 500/20-60, the magazine’s operations may be affected. Additionally, if the Governor exercises authority delegated by the Illinois General Assembly to reserve some or all of the Agency’s appropriations, resulting in a decrease in available funding, this may also impact the magazine. Furthermore, the Agency may, at its sole discretion or as directed by the Office of the Governor, determine that a reduction in funding is necessary or advisable due to actual or projected budgetary considerations.

The Office also relies heavily on the Vendor's knowledge of Illinois' tourism industry and their publishing expertise, and they must be able to create timely and relevant content with limited oversight and Office/industry involvement.

B.4. STRENGTHS

Enjoy Illinois remains a widely distributed publication that has played a role in supporting the Office of Tourism’s outreach efforts. Reader feedback reflects overall satisfaction with various elements of the magazine, including photography, paper quality, layout and design, and editorial content. Many readers report taking action after reading, such as saving the magazine or using it to plan travel.

The magazine is produced in collaboration with external vendors who contribute to its development and execution. Vendors are expected to demonstrate an understanding of Illinois’ tourism landscape and the ability to build and maintain relationships with key contacts across the state. The magazine is a joint effort, and day-to-day management is handled by the vendor. Vendors will need to be attentive to budget considerations and aim to use resources efficiently. While the current approach has yielded positive outcomes, we remain open to new ideas, innovations, and partnerships that can further enhance the magazine’s reach, impact, and alignment with our strategic goals under the new contract

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

· Offer to State (Including Subcontractor Disclosure and Where Services are to be Performed, found in BidBuy Attachments.)

· Technical response

· Offer to the State of Illinois

· Commitment to Diversity

· Pricing

· 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.

Price entries on the Items tab will be locked automatically upon submission of the quote. Entering cost, pricing or discount information in the Alternate Description may result in disqualification. 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:

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.

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.

: “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.

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 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 01/23/26 5:00 pm CST. 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.

Non-Mandatory Pre-Bid Conference will take place via WebEX on January 14, 2026 at 11:00 am. CST. WebEx Information below:

Join from the meeting link https://illinois.webex.com/illinois/j.php?MTID=m3330ba0ef338bda260f78bf6b973ea18

Join by meeting number Meeting number (access code): 2867 728 1689 Meeting password: J97JknSf73b

Tap to join from a mobile device (attendees only) +1-312-535-8110,,28677281689## United States Toll (Chicago) +1-415-655-0002,,28677281689## US Toll

Join by phone +1-312-535-8110 United States Toll (Chicago) +1-415-655-0002 US Toll Global call-in numbers

Join from a video system or application Dial 28677281689@illinois.webex.com You can also dial 173.243.2.68 and enter your meeting number.

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 01/23/26.

BEP Goal: 7% NIGP Codes: 915-27, 915-52, 915-72, 918-07, 966-64 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. TERMS AND CONDITIONS

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

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.2., F.3., and F.5. The State evaluates the Technical Requirements without consideration of price.

D.3.1. Total Number of Points Available for Technical Requirements is: 694.

D.3.2. Offeror shall complete and return Sections F.2., F.3. and attach in BidBuy.

D.3.3. Relative Weight in Point Format

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 139.

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 the Offeror meets the set goal for contracting or subcontracting with businesses owned by women, minorities, or persons with disabilities or completed a Good Faith Effort Waiver for this procurement. 5%

Category 2 – Subcontracting/Contracting with any WMD businesses (not limited to BEP vendors) - Whether the Offeror has contracted/subcontracted within the prior calendar year with 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 - The vendor has provided a written copy/screenshot of their current written workforce diversity, equity, and inclusion (“DEI”) policy. The policy provided must be actionable plans, not overarching concepts around DEI. 10%

Category 6 – Diversity in Staffing - % of individuals on governing board and/ or Senior executives who identify as women, minorities or person with disabilities. 10% % of individuals in management /supervisor positions 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. 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.5.1. The total number of points for Price is 156.

D.5.2. The State will determine Price points using the following formula:

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

D.6. MAXIMUM AVAILABLE POINTS

The maximum number of points is 694 (Technical) + 139 (Commitment to Diversity) + 167 (Price) = 1,000 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 https://ilga.gov/Legislation/ILCS/Chapters . 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 and Illinois General Assembly - ADMINISTRATIVE CODE.

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 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

E.8.1. Vendor shall submit invoices to the Department twice a year upon completion of the two issues covered under the contract--spring/summer and fall/winter.

E.8.2. Invoices for services delivered prior to July 1 of any year must be presented to the Department no later than July 31 of that year; otherwise vendor may have to seek payment through the Illinois Court of Claims.

E.8.3. Billings shall conform to State fiscal year requirements, including prorating, if necessary, notwithstanding any contrary provision herein. By submitting its invoices, [vendor] represents that the services have met all written requirements of the Contract.

E.8.4. Upon request by the Department vendor shall submit invoices in reference to an agreed upon work plan.

E.8.5. Invoices shall be submitted as a PDF to CEO.AccountsPayable@Illinois.gov and include:

0. Reference to an appropriate 10-digit contract number or DCEO issued purchase order number.

0. Invoiced amount due, invoice date, [vendor]’s invoice number, remittance address, and period of service.

0. An itemized list of products or services rendered within the invoice period which must include:

0. Detailed accounting of hours worked along with a description of the services provided, and how such services relate to the completion of specific milestones and/or deliverables under this Agreement.

0. Supporting documentation to support payment of amounts within the invoice including but not limited to: hourly billed rate in accordance with the Agreement, copies of receipts, time report logs, and other materials upon request from Agency.

E.8.6. Vendor’s invoices shall not include sales tax that is charged directly to the Department. Additionally, Vendor may not use the Department’s tax-exempt certification to exempt themselves from any tax liability. However, if Vendor incurs taxes while purchasing goods or services on behalf of the Department, the cost may be included on invoices and are allowed to be reimbursed, so long at the invoice is deemed an appropriate expense under the contract.

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 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://pathway2procurement.illinois.gov/bidbuy.html

Section F. PROPOSAL FORMS Offeror must complete and return:

· The following three (3) tables include: Contract Requirements (Section F.1), and Technical Requirements: Mandatory Requirements with Evidence (Section F.2), and Proposed Technical Solution (Section F.3)

· Commitment to Diversity (Section F.4)

· Offer to the State of Illinois

· Written Response responding to the requirements in F.1-F.3 with a complete description of Vendor’s methodology, services and experience in narrative form, links, and/or affirmative statements.

· Completed copy of Tables in F.1, F.2. and F.3.

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.

CONTRACT REQUIREMENTS

Vendor Acknowledgement of Contract Term

|_| Agree

CREATIVE DEVELOPMENT – Vendor responsibilities include aspects listed in F.1.5.

Theme: Develop or evolve copy/layout theme for Enjoy Illinois, encompassing current Illinois tourism business objectives and supported throughout the design and execution of the entire magazine.

Layout: Execute and provide all layouts, including cover design, inside page formats, title spreads and features.

Branding: Follow DCEO’s brand guidelines found at: www.enjoyillinois.com/brandguidelines, as well as work with the Illinois Office of Tourism (IOT) and advertising agency of record to maintain consistency with overall branding.

Relevancy: Vendor should demonstrate strong familiarity with and understanding of the Illinois travel and tourism industry travel and tourism industry and provide examples of previous work demonstrating familiarity with convention and visitors bureaus (CVB) and other Destination Marketing Organizations, and expertise in promoting tourism.

Format: Provide and present creative ideas on formatting to evolve and/or update existing organization of the magazine.

Size/Specifications: Vendor must adhere to the specifications provided in Attachment A – TECHNICAL SPECIFICATIONS. Guide should remain consistent with current size and specifications should be of equal or better quality than current magazine. Page count may be increased as long as approved by DCEO and edit-to-ad ratio is adhered to.

Artwork: Create and present all artwork, including illustrations, maps, tables, charts, logos, etc. based on new and updated content.

Online Presence: Vendor will create, update and maintain all digital offerings including digital formats of the printed magazine on enjoyillinois.com. Vendor will also add new content for the enjoyillinois.com website, up to 16 features a year.

Social Integration: Vendor will present a detailed plan that addresses digital and social marketing opportunities that they will provide at no cost to DCEO. Social promotional and amplification plans would be provided to DCEO prior to the distribution of each issue under this contract.

Value added opportunities: Vendor should present any value-added opportunities they would offer to DCEO.

|_| Agree

CONTENT - Vendor responsibilities include aspects listed in F.1.6.

Copywriting: Provide content and copywriting for, but not limited to, all updated listings, features, index, side bars, tables, map art, image descriptions.

Fact Checking/Editing: Provide fact checking and editing for all magazine content to ensure accuracy in all spelling, grammar, punctuation, kerning and spacing.

Approval Process: A minimum of two rounds of proofing to occur before DCEO approves final proof. DCEO reserves the right to revisit—and possibly revise—content and highlighted attractions upon receiving written content for approval.

Digital Content: Vendor will recommend research and write monthly content pieces for DCEO’s enjoyillinois.com website, up to sixteen (16) features a year.

|_| Agree

IMAGES - Vendor responsibilities include aspects listed in F.1.7.

Stock Images: Vendor will be responsible for any costs associated with stock and royalty-free images.

Usage: All rights for non-DCEO images used on the cover must be granted to the DCEO for unlimited usage online and in paid advertising. Vendor will also be required and responsible for obtaining appropriate documentation for rights granted. DCEO requests unlimited usage of all images Vendor shoots/commissions that are used in the magazine, and at the very least, 10 images each issue with unlimited usage/ownership. DCEO may wish to use a photo for another purpose and needs the Vendor to secure/purchase the rights from the photographer. This is common and the notation is there for vendors to incorporate this cost into their price proposal.

Releases: Vendor will be required to provide DCEO documentation for model releases and other permits required for any images procured, outside of DCEO’s image database.

|_| Agree

ADVERTISING - Vendor responsibilities include aspects listed in F.1.8.

Calling: It is the sole responsibility of the Vendor to call upon advertisers, agencies and industry members. All advertisers must be located within the United States.

Editorial/Advertisement Ratio: A ratio of editorial to advertising will be agreed upon between the DCEO and the Vendor upon award of the contract, but at no time will exceed 30 percent advertising to 70 percent editorial.

Subcontracting: Vendor is eligible to subcontract advertising sales.

Space: DCEO reserves the right to secure up to a one-page placement in every issue at no cost for Office or designated partner.

|_| Agree

PRINT PRODUCTION/PRINTING - Vendor responsibilities include aspects listed in F.1.9.

Scans: Provide all scans for the digitizing of images and artwork procured.

Retouching: Provide all retouching and digital manipulation required to enable the use of any and all images and artwork.

Printing: Printing of the magazines will be the responsibility of the Vendor, and must be in the U.S. As in the past years, we plan to print 500,000 copies of the spring-summer edition and 200,000 of the fall-winter edition. However, the quantities listed above are for information and to facilitate a comparison of offers. They are not a guarantee of the quantity that will be needed during the contract period.

Subcontracting: Vendor is eligible to subcontract magazine printing.

Specifications: Vendor will develop and present printing specifications for the magazine and, upon approval, provide to printer.

Supervision: Vendor will perform mandatory press checks and be responsible for all travel-related expenses.

|_| Agree

PROMOTIONAL SUPPORT - Vendor responsibilities include aspects listed in F.1.10.

Awards: Vendor will be responsible for researching, drafting and submitting annual ESTO Mercury Award entry for the magazine if requested by DCEO. ESTO Awards | U.S. Travel's ESTO Display Cover Reproductions: Vendor must provide blow-up cover reproductions to be used to promote the magazine at industry events and conferences. At the least, DCEO requests two (2) reproductions of each magazine cover no smaller than 24x32.

Framed Cover Reproductions: Vendor is required to produce one (1) framed cover reproduction for each issue.

Online Presence: Vendor will provide an online version of each magazine fully compatible with tablet and smartphone applications (iPad, iPhone, Android, etc.) at no cost to DCEO.

|_| Agree

CONTENT CAPACITY - Vendor responsibilities include aspects listed in F.1.11.

MILESTONES AND DELIVERABLES

|_| Agree

· Reviews and approvals (while drafting magazines) take at least 14 days;

· Review of a color-ready proof (including all ads and content) before final print takes 7 days;

· Final printed magazines must be in DCEO possession at least 14 days before our distribution dates.

|_| Agree

By submitting an offer to this solicitation. The offeror agrees that they will meet the contract requirements in Section F.1.

F.2. MANDATORY REQUIREMENTS WITH EVIDENCE

Please check “Met” to each of the mandatory requirements for the proposed solution.