B-53745 JPMC Telecom Voice Services RFP FINAL~2.docx

State of Illinois Department of Innovation and Technology Request for Proposal JPMC Statewide Telecom Voice Services – Modern Services

27-448DOIT-TELEC-B-53745

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

This solicitation is issued by Department of Innovation and Technology in cooperation and agreement with the Chief Procurement Officer for General Services, to fulfill the State’s private telecommunications voice service needs. The purpose of this solicitation is to establish a contract to enable Department of Innovation and Technology, all governmental units, and qualified not-for-profit agencies, to purchase supplies or services on an as needed basis during the contract period. By submitting an offer, Vendor agrees to extend all terms and conditions, specifications, and pricing or discounts specified in the resulting contract for the items in the resulting contract to all governmental units and qualified not-for-profit agencies.

Modern Voice Services Voice services include a comprehensive range of telecommunications solutions to support inbound and outbound calling capabilities. These services encompass Direct Inward Dialing (DID) for routing external calls directly to internal users, long-distance calling, toll-free inbound services, and dedicated voice circuits. Solutions also include standard business voice lines, enhanced calling features, directory assistance, operator services, and support for SIP-based voice connectivity.

Modern voice services are delivered over IP networks and may include cloud-based telephony, unified communications platforms, and VoIP-enabled infrastructure. Legacy analog services (such as copper-based POTS lines) are available where necessary but are being phased out in favor of more scalable, flexible, and cost-effective digital alternatives.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

The Illinois Department of Innovation and Technology (DoIT) seeks to establish a comprehensive, secure, and scalable Telecommunications Voice Services solution to serve governmental units and eligible not-for-profit entities throughout the State of Illinois. The desired outcomes of this engagement include, but are not limited to:

1. Modernization of Voice Infrastructure Transition from legacy copper-based telephony (e.g., POTS, Centrex) to modern, IP-based solutions such as VoIP and cloud-based voice services to improve service quality, scalability, and cost-efficiency.

1. Statewide Service Availability Ensure reliable and consistent voice services across all (102) Illinois counties, including urban, suburban, and rural areas, supporting all state agencies, boards, commissions, and qualified external partners.

1. Improved Cost-Effectiveness Leverage economies of scale, shared services, and centralized procurement to reduce the overall cost of voice services to the State and its customers without compromising quality or reliability.

1. Feature-Rich Voice Services Provide advanced voice features and capabilities such as Direct Inward Dialing (DID), call forwarding, voicemail-to-email, call recording, auto-attendant, conferencing, softphone support, and integration with unified communications platforms.

1. Business Continuity and Emergency Preparedness Ensure voice services are resilient and support priority telecommunications capabilities such as Wireless Priority Service (WPS), Government Emergency Telecommunications Service (GETS), and Telecommunications Service Priority (TSP) to maintain operations during emergencies.

1. Accessibility and Compliance Provide accessible voice services that meet the needs of users with disabilities, including TDD/TTY and relay services, in compliance with federal and state accessibility standards.

1. Flexible Service Options and Pricing Models Offer service packages that accommodate varying agency sizes and needs, with transparent, itemized pricing for base services, devices, features, and applicable taxes/surcharges.

1. Strong Service-Level Commitments Establish clear service-level agreements (SLAs) that define performance expectations for availability, uptime, incident response, provisioning times, and customer support.

1. Security and Regulatory Compliance Ensure all voice services comply with applicable state and federal security, privacy, and telecommunications regulations, including encryption, access control, and data protection protocols.

1. Simplified Management and Support Provide centralized account management, billing, reporting, and technical support tools to streamline service administration and improve customer experience for end users and IT personnel.

A.3. SCHEDULE & BUDGET

Schedule

Below is an approximate timeline of actions for this solicitation.

Budget The Illinois Department of Innovation and Technology (DoIT) is seeking competitive proposals for the provision of voice telecommunications services under a cost-effective pricing structure that supports agencies and eligible partners across all (102) counties of Illinois. While no specific budget ceiling is being disclosed, DoIT expects that pricing proposals will:

1. Reflect market-competitive rates for telecommunications voice services;

1. Include transparent and itemized pricing for all service components, including:

1. Base service costs (e.g., VoIP lines, SIP trunks)

1. Device and hardware costs (e.g., IP phones, softphones)

1. Optional features (e.g., call recording, voicemail, conferencing)

1. Installation and setup charges

1. Usage-based fees (e.g., long distance, international calling) Emergency/priority services (WPS, GETS, TSP)

1. Infrastructure support (e.g., network services)

1. All applicable taxes, surcharges, and regulatory fees DoIT intends to enter into a multi-year agreement (with optional renewals) and encourages vendors to propose tiered pricing models or volume discounts where applicable.

Vendors must provide a detailed cost proposal spreadsheet, including:

1. One-time and recurring charges

1. Per-unit rates

1. Optional service pricing

1. Tax and fee estimate by region (e.g., Chicago vs. downstate)

1. Any bundling or package discount options

1. Maintenance/support fees (if applicable) While cost will be a critical factor in the evaluation process, it will be assessed in combination with service quality, scalability, security, and vendor experience. The selected solution must demonstrate the ability to provide robust, future-ready voice services in a fiscally responsible manner.

A.4. TERM

A.4.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term of ten (10) commencing upon Last Date of Execution. 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

This solicitation is issued by DoIT in cooperation and agreement with the Chief Procurement Officer for General Services. The purpose of this solicitation is to establish a Joint Purchase Master Contract (“JPMC”) to enable DoIT, State Agencies, Universities, Colleges, Local Government Agencies, Illinois Century Network (ICN), and qualified not-for-profit agencies (“Ordering entities”) to procure telecommunications voice services for use by State Agencies, Universities, Colleges, Local Government Agencies, Illinois Century Network (ICN), and qualified not-for-profit agencies on an as needed basis during the contract period. The Agency requires a long-term partner for telecommunication voice services to enable the Agency to provide the best economic and operationally efficient options to their constituents in a manner that meets all State of Illinois procurement guidelines. The Agency currently has contracts which cover a variety of telecommunication voice services designed to support communication needs of the Agency and its constituents. By submitting an offer, Vendor agrees to extend all terms and conditions, specifications, and pricing or discounts specified in the resulting contract for the items in the resulting contract to all State Agencies, Universities, Colleges, Local Government Agencies, Illinois Century Network (ICN), and qualified not-for-profit agencies.

Vendors shall bill State Agencies, Universities, Colleges, Local Government Agencies) and qualified not-for profit agencies separately for their actual share of the costs of the supplies or services purchased. The credit or liability of State Agencies, Universities, Colleges, Local Government Agencies, Illinois Century Networks (ICN), and qualified not-for-profits shall remain separate and distinct. Disputes between Vendors and State Agencies, Universities, Colleges, Local Government Agencies, Illinois Century Networks (ICN), and qualified not-for-profits shall be resolved between the affected parties.

Universities, Colleges, Local Government Agencies, Illinois Century Networks (ICN), and qualified not-for-profits shall be resolved between the affected parties.

“Governmental unit” means State of Illinois, any State agency as defined in Section1-15.100 of the Illinois Procurement Code, officers of the State of Illinois, any public authority which has the power to tax, or any other public entity created by statute.

“Qualified not-for-profit agency” means any not-for-profit agency that qualifies under Section 45-35 of the Illinois Procurement Code and that either (1) acts pursuant to a board established by or controlled by a unit of local government or (2) receives grant funds from the State or from a unit of local government.

State Agencies, Boards and Commissions DoIT was created by legislative action to make Illinois State government more effective through centralization of services common to all Agencies. DOIT effectively employs volume purchasing and economies-of-scale to prevent unnecessary duplication, reduce costs, and improve efficiency. Specifically, DOIT is obligated by statute to provide for and control the procurement, retention, installation, and maintenance of telecommunications voice equipment or services used by State agencies in the interest of efficiency and economy (20 ILCS 1370/ 1-35). To accomplish this statutory obligation, DOIT procures telecommunication voice goods and services at optimal costs and leases such goods and services back to client agencies.

DOIT requires that all Client Agencies purchase telecommunications modern voice services through DOIT. Therefore, the Vendor awarded because of this RFP shall not directly solicit nor sell telecommunications voice services directly to any State Agency, Board, or Commission without the expressed authorization from DOIT.

Universities, Colleges, Local Government Agencies, and Illinois Century Network (ICN) DOIT permits Universities, Colleges, Local Government Agencies, Illinois Century Networks (ICN), and Qualified Not-for-Profits to purchase certain telecommunication services directly from DOIT Vendor(s). Additionally, DOIT manages the Illinois Century Network (ICN) which is a statewide, high-speed telecommunications network connecting Educational Entities, State Agencies, Libraries, Museums, Local Governments, Hospitals, and other not-for-profit organizations. DOIT requires certain pricing and services resulting from the award of this RFP shall be extended to Universities, Colleges, Local Government, Illinois Century Network (ICN), and Qualified Not-For-Profits.

The Illinois Department of Innovation and Technology (DoIT) serves as the centralized IT agency for the State of Illinois, providing shared technology services—including voice telecommunications—to state agencies, boards, commissions, and qualifying not-for-profit entities. These services are critical to supporting government operations, public engagement, emergency response, and interagency coordination throughout all (102) Illinois counties.

Currently, DoIT manages a complex and evolving telecommunications environment, which includes a mix of legacy and modern voice systems. Many agencies still rely on traditional analog phone lines (POTS), Centrex-like systems, or other older infrastructure that is becoming increasingly difficult and costly to maintain. At the same time, DoIT has begun transitioning many customers to Voice over IP (VoIP) and cloud-based telephony solutions, which offer improved scalability, reliability, and cost efficiency.

Telecommunications voice services currently delivered include:

1. Local and long-distance calling

1. Direct Inward Dialing (DID)

1. Inbound toll-free services

1. Business lines and Centrex replacements

1. VoIP and softphone deployments

1. Voice mail and call forwarding

1. Call center and contact center integrations

1. Cellular/wireless voice and data services

1. Emergency and priority telecommunications (e.g., WPS, GETS, TSP)

1. Accessibility services such as TDD/TTY

1. Limited DSL and analog services for devices or locations where IP is not yet feasible Despite efforts to modernize, significant gaps remain in the consistency, flexibility, and scalability of voice services across agencies and geographic regions. Many facilities require upgrades to support unified communications, mobile workforce demands, and cloud-first strategies aligned with state IT modernization goals.

This RFP is being issued to identify qualified vendors capable of delivering modern, reliable, and cost-effective voice telecommunications services that align with the State’s enterprise IT strategy. The desired solution must support current operational needs while enabling a phased transition to modern platforms and technologies.

B.2. VOLUMES & QUANTITIES

The Illinois Department of Innovation and Technology (DoIT) currently provides telecommunications voice services to a broad customer base that includes over (100) state agencies, boards, commissions, and eligible not-for-profit entities across all (102) counties in Illinois. Due to the size and scope of government operations statewide, service volumes vary widely across regions, agency types, and technology readiness levels. The Agency will acquire products and/ or services within this solicitation on as needed, if needed, basis.

The following estimated volumes are provided for planning and pricing purposes. These figures represent approximate current usage and are subject to change during the life of the contract based on agency consolidations, service upgrades, or changes in operational requirements.

A. SIP and Voice Services

B. Cellular & Wireless Services

C. Toll-Free & Long-Distance

D. Accessibility & Priority Services

Additional Notes:

1. All quantities are estimates and provided for RFP evaluation and proposal development purposes only.

1. Actual quantities may fluctuate based on:

1. Technology refresh or platform transitions

1. Changes in agency mission or staffing

1. Expansion or reduction of service coverage areas

1. Vendors must support scalable service delivery across all state agencies and partner organizations, including the ability to onboard new customers and expand service capacity over time.

B.3. AREAS OF CONCERN/CHALLENGES

The Illinois Department of Innovation and Technology (DoIT) faces several key challenges related to the delivery and modernization of statewide telecommunications voice services. These challenges impact service quality, cost-effectiveness, security, and the ability to meet evolving users and operational demands. The selected vendor(s) must be prepared to address the following concerns as part of their proposed solution:

1. Legacy Infrastructure and Technology Gaps

1. Many agencies still rely on outdated analog systems (e.g., POTS, Centrex), which are increasingly difficult and costly to support.

1. Limited availability of modern network infrastructure in rural or remote areas complicates efforts to migrate to IP-based voice solutions.

1. Interoperability between legacy and modern platforms is inconsistent and often unsupported.

2. Geographic and Organizational Complexity

1. Services must be delivered reliably across all (102) counties, including highly rural or underserved regions with limited connectivity options.

1. Agencies vary significantly in size, mission, and technological readiness, creating a need for flexible service packages and deployment models.

1. Fragmentation of voice services across agencies has led to duplicated efforts, inconsistent quality, and increased costs.

3. Service Continuity and Emergency Preparedness

1. Reliable voice service is mission-critical for public safety, emergency response, and continuity of government operations.

1. Agencies must have access to priority telecommunications services (e.g., WPS, GETS, TSP), but awareness, implementation, and testing of these services are often limited.

1. The current infrastructure lacks resiliency in certain locations and may not meet modern standards for disaster recovery or failover.

4. Cost Containment and Transparency

1. The current cost structure across multiple platforms and providers lacks transparency and scalability.

1. Agencies require predictable, itemized billing and pricing models that clearly distinguish between base services, add-ons, and applicable surcharges.

1. Centralized cost optimization and volume discounting have been difficult to implement consistently across all agencies.

5. Security, Compliance, and Privacy

1. Voice systems must comply with state and federal cybersecurity standards, including encryption, access controls, and secure call routing.

1. Some legacy services do not meet current compliance expectations, particularly for sensitive communications and data retention.

1. Agencies require secure mobile and remote voice capabilities to support hybrid work environments and field-based personnel.

6. Accessibility and Inclusion

1. Voice services must be accessible to users with disabilities, including support for TDD/TTY and relay services.

1. Consistent and equitable access to telecommunications is essential across all agency types and user groups, but implementation varies.

7. Support and Service Management

1. Agencies report varying levels of customer support, response times, and service resolution depending on the provider and service tier.

1. Lack of centralized service monitoring, reporting tools, and helpdesk integration hinders proactive issue management and accountability.

1. Support models must align with critical agency functions that operate 24/7, including healthcare, public safety, and emergency management.

The State is seeking a partner that can help mitigate these challenges through a scalable, secure, and future-ready voice solution that delivers measurable improvements in service quality, cost control, accessibility, and user experience.

B.4. STRENGTHS

The Illinois Department of Innovation and Technology (DoIT) has made significant progress in modernizing its telecommunications environment and building a foundation for the future of voice services. These strengths position the State to effectively partner with vendors and successfully execute the goals of this RFP.

1. Centralized IT Governance

1. DoIT operates under a unified, enterprise-level IT governance structure, enabling centralized planning, procurement, implementation, and oversight of telecommunications services.

1. This structure streamlines decision-making and promotes standardization across agencies.

2. Broad Agency Participation and Adoption

1. Over (100) agencies and qualified entities currently participate in DoIT’s shared voice services, creating a well-established customer base and significant economies of scale.

1. This broad participation allows for consistent policy enforcement and coordinated service delivery across diverse government functions.

3. Existing VoIP and UC Infrastructure

1. DoIT has already deployed Voice over IP (VoIP) and Unified Communications (UC) services across a substantial portion of the state’s user base.

1. These deployments serve as a foundation for further modernization, including cloud-hosted voice and hybrid solutions.

4. Experienced Technical and Support Teams

1. DoIT maintains skilled technical teams with deep expertise in voice, network, and infrastructure services.

1. A statewide helpdesk and operations center are already in place to provide ongoing support, incident response, and performance monitoring.

5. Strong Security and Compliance Frameworks

1. The State enforces robust cybersecurity policies and compliance standards for voice and data systems.

1. Voice infrastructure is aligned with state information security policies, and ongoing modernization efforts are designed to meet federal and industry benchmarks.

6. Proven Interagency Collaboration

1. DoIT has a strong track record of collaborating with diverse agencies to deliver centralized technology solutions.

1. This collaborative culture supports rapid onboarding of new voice services and user groups, as well as consistent policy implementation.

7. Emphasis on Accessibility and Inclusion

1. Illinois is committed to providing accessible voice services, including support for TDD/TTY, relay services, and mobile communication tools for users with disabilities.

1. Accessibility is integrated into procurement, implementation, and user support processes.

8. Commitment to Innovation and Future-Readiness

1. DoIT ‘s mission includes a focus on innovation and digital transformation.

1. Recent efforts in cloud adoption, mobile workforce enablement, and modernization of IT infrastructure create a strategic environment for next-generation voice services.

These strengths provide a solid platform upon which vendors can deliver enhanced, efficient, and forward-thinking voice telecommunications solutions to support the operational needs of the State of Illinois.

B.5. FIGURES, DIAGRAMS, & REFERENCE DOCUMENTS

The Agency has broken down the State into one-hundred-two (102) Counties as listed by county below. The Vendor can provide different pricing for each County across the State. The Vendor must utilize the Master Pricing Tool Excel Spreadsheet (Attachment D), attached within BidBuy, to price out all telecommunications voice products and services by County. Offeror must then submit the Master Pricing Tool Excel Spreadsheet, via the BidBuy required quote attachments, with its response. When submitting the Master Pricing Tool Excel Spreadsheet within BidBuy: Check the “Does this Attachment contain any pricing, cost or discount information?” box. Failure to mark box when attaching the pricing document may result in disqualification.”

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.

1. Vendor Disclosure or IPG Active Registered Vendor Disclosure

1. Technical response

1. Information and Technology Request for Proposal - Offer to the State of Illinois v.26.1

1. Commitment to Diversity

1. Master Pricing Tool Excel Spreadsheet by County (Attachment D) 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 ten (10) days before Proposal Due Date. 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. 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.8. SECURITY

Bid/Performance Bond: $ NA. If a bond is required, Offeror must submit the Bid Bond with your offer or Performance Bond to the Information Contact within ten (10) days after contract execution. The bond must be from a surety licensed to do business in Illinois. An irrevocable letter of credit is an acceptable substitute. The form of security must be acceptable to the State.

C.9. TERMS AND CONDITIONS

Information and Technology Standard Terms and Conditions v.26.1 will become a part of any resulting contract. To view the Information and Technology Standard Terms and Conditions v.26.1, 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: 1,000

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

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 200.

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. 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 1,200.

D.5.2. A minimum of 840 of the available (Technical and Commitment to Diversity) points is required 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 500.

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 1,000 (Technical) + 200 (Commitment to Diversity) + 500 (Price) = 1,700 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 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 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.