CENTO - Mail Xray Scanner B-49163 IFB.docx

The following information will become the contract between the awarded vendor and the Illinois Department of Corrections. Instructions and requirements to submit a bid response are found in the attachment titled “Invitation for Bid Vendor Instructions and Requirements”.

Illinois Department of Corrections Contract Mobile X-Ray Mail Scanner with Contraband Detection

26-426DOC-CENTO-B-49163

The Parties to this contract are the State of Illinois acting through the undersigned Agency (collectively the State) and the Vendor. This contract, consisting of the signature page and numbered sections listed below and any attachments referenced in this contract, constitute the entire contract between the Parties concerning the subject matter of the contract, and in signing the contract, the Vendor affirms that the Certifications and Financial Disclosures and Conflicts of Interest attached hereto are true and accurate as of the date of the Vendor’s execution of the contract. This contract supersedes all prior proposals, contracts and understandings between the Parties concerning the subject matter of the contract. This contract can be signed in multiple counterparts upon agreement of the Parties.

1. SCOPE OF WORK

1.1. OVERVIEW AND PURPOSE:

1.1.1. The Illinois Department of Corrections (“IDOC”) is issuing this Invitation for Bid (IFB) to establish a multi-year contract for the purchase, delivery, installation, training, and ongoing maintenance of cabinet-style X-ray mail scanners with contraband detection capabilities.

The scanners will be deployed across 28 correctional facilities statewide to inspect incoming mail and packages for prohibited items, thereby enhancing facility safety and security.

The Contractor shall provide all necessary equipment and services to ensure operational readiness of the scanners, including but not limited to:

· Scheduled preventive maintenance.

· On-demand repair services.

· Provision of software updates and security patches; and

· Delivery of hardware upgrades at mid-term and renewal-term intervals to ensure continued compliance with operational and security requirements.

1.2. SUPPLIES AND/OR SERVICES REQUIRED:

1.2.1. Cabinet x-ray scanner designed for contraband detection, screening letters, flats, small parcels in a secure mailroom environment

1.2.1.1. General requirements

1.2.1.1.1. Equipment must be new (used/refurbished will not be accepted)

1.2.1.1.2. Unit exterior must be tamper-resistant and include no exposed screws or user-accessible service panels

1.2.1.1.3. No opening or vents may allow contraband concealment

1.2.1.1.4. Smooth exterior surfaces must allow for easy cleaning and inspection

1.2.1.1.5. Design shall not interfere with existing facility protocols or create visual obstructions

1.2.1.1.6. Minimum one-year warranty covering parts & labor

1.2.1.1.7. Onsite delivery to the specified Illinois Department of Corrections locations

1.2.1.1.8. Initial training for operators and maintenance staff

1.2.1.1.9. All relevant documentation including user manual, operator quick guide, and safety certification

1.2.1.2. Unit Function & Application

1.2.1.2.1. Scanner shall be designed specifically for the inspection of incoming mail, parcels, envelops and small to medium packages within correctional facility

1.2.1.2.2. Unit shall be capable of detecting concealed items such as blades, needles, drugs, powders, electronic components, and contraband

1.2.1.2.3. System shall allow safe and efficient scanning of items without opening or physically tampering with contents

1.2.1.2.4. Equipment shall be able to be utilized without additional certifications or registrations for either facility or operator.

1.2.1.2.5. Throughput capacity: minimum 1,000 letters/flats per hour and 200 parcels per hour.

1.2.1.2.6. The Department reserves the right to request a unit from the lowest responsive and responsible bidder, at no cost to the State, for the limited purpose of verifying compliance with required throughput, safety, and emissions specifications prior to final acceptance. This verification shall not be used as part of the evaluation process and shall occur only after award. Failure of the provided unit to meet the stated specifications may constitute cause for termination for default.

1.2.1.3. Scanning Chamber Size & Capacity

1.2.1.3.1. Internal scan chamber must accommodate packages up to at least 18 inches (W) x 18 inches (H) x 18 inches (D)

1.2.1.3.2. External unit dimension should not exceed 35 inches (W) x 30 inches (D) x 48 inches (H) to allow placement in limited mailroom space

1.2.1.3.3. Equipment shall be free-standing, tamper resistant, and mounted on lockable casters

1.2.1.4. Imaging & Detection Requirements

1.2.1.4.1. Integrated flat-panel monitor, minimum 17-inch, with high-resolution grayscale imaging.

1.2.1.4.2. Option for larger monitor upgrades.

1.2.1.4.3. Dual-Image area: not less than 15” (W) x 11” (H)

1.2.1.4.4. Uniform image quality across the full scanning area

1.2.1.4.5. Real-time digital image generation with sufficient contrast to differentiate organic, inorganic, and metallic material

1.2.1.4.6. Equipment shall offer real time viewing of mail and parcel contents and be able to identify the items consistent with Department of Homeland Security guidelines which include but are not limited to explosives, illicit items, contraband, powders, liquids, chemicals, biological, radiological, nuclear, and residues.

1.2.1.4.7. Resolution adequate to detect objects as small as 38 AWG wire (approx. 0.1 mm) or equivalent.

1.2.1.4.8. Capability The system shall include the capability to store, print, or export scan images when connected to an authorized output device or network, subject to prior written approval and configuration by IDOC IT Security.

1.2.1.4.8.1. Image data shall be stored only on:

1.2.1.4.8.1.1. A secure, local hard drive integrated into the scanner or a directly connected device; or

1.2.1.4.8.1.2. A closed, correctional facility network drive explicitly approved and configured by IDOC IT

1.2.1.4.8.2. No image data may be transmitted or stored on third-party cloud platforms or internet-connected external systems unless explicitly authorized in writing by IDOC IT

1.2.1.4.8.3. All exported files must use standard, non-proprietary formats (e.g., JPG, PNG, TIFF) and be protected by access controls and multi-level password permissions. The scanner shall allow manual control over image deletion and retention settings in accordance with IDOC’s chain-of-custody and data retention policies

1.2.1.4.9. Timestamp and system identification included on saved images.

1.2.1.4.10. Consistent detection and image rendering without operator delay.

1.2.1.5. The x-ray scanner shall incorporate the following safety features and adhere to all relevant regulatory compliance standards:

1.2.1.5.1. Scanner must use a fully enclosed cabinet design with integrated shieling to eliminate radiation leakage

1.2.1.5.2. Emission levels must not exceed limits established by the FDA 21 CFR 1020.40 and ANSI/HPS N43.3 radiation safety standards for cabinet x-ray systems

1.2.1.5.3. System must comply with applicable ANSI, FDA, and OSHA radiation and electrical safety standards

1.2.1.5.4. Required safety features to include at minimum:

1.2.1.5.4.1. Key switch or password-controlled access

1.2.1.5.4.2. Emergency stop button

1.2.1.5.4.3. Automatic radiation cut-off when access panel or scanning chamber door is open

1.2.1.5.5. Software interface shall support:

1.2.1.5.5.1. Zoom, invert, pseudo-color filters

1.2.1.5.5.2. Measurement tool and image annotation

1.2.1.5.5.3. On-screen display of time, date and scan ID

1.2.1.5.6. Scan image file formats must be standard (e.g., JPG, BMP, or TIFF)

1.2.1.5.7. Multi-level password protection for system settings and scan archive access

1.2.1.5.8. If network connectivity is required for image archiving, administrative access, or software updates, the system must support secure operation on a closed or restricted correctional facility network. The unit must not require internet access to function. All network communication must be configurable via static IP with no open inbound ports. USB-based image export and offline software update capability must also be supported.

1.2.1.6. Electrical & Environmental Requirements

1.2.1.6.1. Input voltage: 110-240-V AC, single phase, 50/60 Hz

1.2.1.6.2. Standard fused power inlet with grounded connection.

1.2.1.6.3. Power consumption not to exceed 1.0 kVA during operation.

1.2.1.6.4. Temperature range: 32 °F to 104 °F (0 °C to 40 °C)

1.2.1.6.5. Relative humidity: up to 95% non-condensing

1.2.1.6.6. Unit must be suitable for mailrooms within secure correctional institutions with limited environmental controls

1.2.1.6.7. Unit weight not to exceed 275 lb to permit installation without structural modification

1.2.1.7. Software Maintenance & Updates

1.2.1.7.1. The system’s imaging and operating software shall support routine updates provided by the manufacturer or vendor for the duration of the equipment’s support period

1.2.1.7.2. Updates shall include, at a minimum:

1.2.1.7.2.1. Security patches to address known or emerging software vulnerabilities

1.2.1.7.2.2. Performance enhancements to maintain system efficiency and reliability

1.2.1.7.2.3. Threat detection updates to improve identification of contraband or prohibited materials

1.2.1.8. If the scanner is network connected, software must not require open internet access to function – secure offline update methods (usb stick or local server deployment) are required for correctional setting

1.2.1.9. No subscription-based software fees shall be required for receiving critical functionality updates during warranty period

1.2.2. Onsite installation, setup, configuration at each site

1.2.3. Full-service maintenance program for the duration of the Contract term, including all renewal periods, as described in Section 1.6.

1.2.4. Technical support for the duration of the Contract term, including all renewal periods, as described in Section 1.6.

1.2.5. Onsite operator training in accordance with the requirements in Section 1.3.1.3.

1.3. MILESTONES AND DELIVERABLES

1.3.1. Vendor shall:

1.3.1.1. Provide inside delivery of each x-ray scanner to the designated installation site at each facility

1.3.1.2. Install each unit at the respective facility in accordance with manufacturer specifications and department requirements

1.3.1.3. Provide two in-person operator trainings (one at Decatur and one at Centralia) within three (3) weeks of final installation at each site.

1.3.1.3.1. Be sized appropriately to allow for effective hands-on instruction

1.3.1.3.2. Cover system operations, safety protocols, image interpretation, and basic troubleshooting

1.3.1.3.3. Provide each participant with a printed quick reference guide and a copy of the full user manual

1.3.1.4. Provide technical support to demonstrate a successful performance, which shall include unlimited phone, email, and remote web-based troubleshooting for duration of Contract

1.3.1.5. Provide documentation or technical support material outlining basic troubleshooting procedures for IDOC staff

1.3.1.6. Perform yearly preventative maintenance, including onsite inspections, software upgrades and adjustments or alignments to original factory specifications or better

1.3.1.7. Upon completion of installation, provide a preventative maintenance and diagnostic checklist verifying that the unit has been inspected, tested, and deemed “ready for operation” in accordance with vendor protocols

1.3.1.8. Complete delivery and installation of all units within four (4) weeks from purchase order issuance, unless a different schedule is mutually agreed upon in writing by the Department and vendor

1.4. VENDOR/STAFF SPECIFICATIONS

1.4.1. Vendor shall be a manufacturer, an authorized dealer or authorized reseller of the proposed equipment

1.4.2. Vendor shall demonstrate experience delivering x-ray scanner units to secure environments such as public schools, universities, hospitals, correctional facilities, or airports as well as ongoing equipment support.

1.4.3. Vendor shall designate a single point of contact responsible for coordinating delivery and addressing any product or service issues

1.4.4. All units shall be delivered on time and meet performance and safety requirements

1.4.5. Equipment installation shall take place during normal facility operating hours of 8:00 a.m. to 4:00 p.m. Central Standard Time, unless otherwise approved in writing by IDOC

1.4.6. Vendor shall provide assistance to IDOC employees regarding image interpretation, equipment troubleshooting, and performance inquires. Assistance may be provided via a dedicated phone line or secure web access. 24/7 assistance to IDOC employees regarding image interpretation, equipment troubleshooting, and performance questions. Assistance may be provided via dedicated phone line or via web access.

1.4.6.1. The vendor shall be capable of providing such assistance 24/7 if operational needs require it

1.4.7. The Vendor shall coordinate with the Illinois Department of Corrections (IDOC) and the Department of Innovation & Technology (DoIT) prior to initiating any system functions that require internet or network access, including email communications and remote access portals.

1.4.8. If any portion of the services includes the use of a web-based portal for data submission, reporting, or communication, the Vendor shall ensure compatibility with State of Illinois security protocols and shall share all portal links or login credentials with IDOC and DoIT in advance to allow sufficient time for review and approval.

1.4.9. Vendor shall provide notification of available software updates

1.4.10. Vendor shall perform installation of all software updates during the warranty period and any active maintenance term, unless otherwise directed by the Department.

1.5. DATA SECURITY AND CONFIDENTIALITY

1.5.1. The Vendor shall comply with all applicable State of Illinois enterprise information security policies, including but not limited to those issued by the Department of Innovation & Technology (DoIT). This includes the DoIT System and Services Acquisition Policy, the Enterprise Information Security Policy, and the Acceptable Use Policy, available at: https://doit.illinois.gov.

1.5.2. The Vendor shall coordinate with IDOC and DoIT prior to initiating any system functions that require internet or network access, including email communications, remote access portals, or web-based submission platforms.

1.5.3. If any services involve the use of a web-based portal for data submission, reporting, or communication, the Vendor shall ensure compatibility with State of Illinois security protocols and provide all portal links and login credentials to IDOC and DoIT in advance for security review and approval.

1.5.4. The Vendor shall promptly notify IDOC and DoIT of any suspected or confirmed data breach, unauthorized access, or system compromise involving Department data, and shall cooperate fully with any investigation, mitigation, or remediation efforts as required by the Department or applicable law.

1.6. MAINTENANCE, SUPPORT AND UPGRADE PROGRAM

The Vendor shall provide a full-service maintenance and support program for the entire Contract term, including all renewal periods, to ensure continuous operational reliability, compliance with security requirements, and technological currency throughout the life of the Contract.

1.6.1. Preventative Maintenance & Repairs:

The Vendor shall provide a full-service maintenance and support program for the entire Contract term, including all renewal periods, to ensure continuous operational reliability, compliance with security requirements, and technological currency throughout the life of the Contract.

1.6.2. Software & Security Updates:

The Vendor shall provide all firmware and software updates, including security patches, functional improvements, and feature enhancements, at no additional cost to the Department. Updates shall be applied in a timely manner to maintain operational readiness and compliance with State of Illinois security standards.

1.6.3. Renewal-Term Hardware Upgrade (Years 6-7)

1.6.3.1. If the Contract is renewed beyond the initial five (5) year base term, the Vendor shall perform a hardware upgrade to the existing scanner unit(s) between the start of Contract Year 6 and the end of Contract Year 7.

1.6.3.2. The upgraded model shall meet or exceed the original technical specifications in Section 1.2, include all features required for correctional mailroom use, and comply with all applicable security and operational standards.

1.6.3.3. The cost of the hardware upgrade, including installation, setup, and any required training, shall be included in the Contract pricing.

1.6.3.4. Installation and setup of upgraded unit(s) shall be completed within 90 calendar days of the Department’s written acceptance of the upgrade proposal.

1.6.3.5. Failure to meet the upgrade obligation constitutes a material breach of contract and may result in termination for cause or other legal remedies available to the State.

1.7. TRANSPORTATION AND DELIVERY

1.7.1. Equipment should be delivered during normal facility operating hours of 8am – 4pm Central Standard Time.

1.7.2. Facility does not have a forklift, equipment should not be palletized or if it is palletized, delivered in a fashion that a forklift is not required.

1.7.3. The vendor shall be responsible for any damage to the equipment that occurs during transportation. All units must arrive in new, undamaged condition. Any damaged items must be replaced or repaired at the vendor’s expense.

1.7.4. FOB Destination: Title and risk of loss remain with the vendor until the scanners are delivered to and accepted by the Illinois Department of Corrections at the designated facility.

1.7.5. Orders and deliveries will be placed and shipped to individual facilities under this contract:

JOLIET TREATMENT CENTER

2848 McDonough St Joliet, IL 60436 Acceptable delivery days: Monday through Friday excluding State authorized holidays.

Receiving Hours: 8:00am – 2:00pm (Central Standard Time) Accessibility: All Trucks and Tractor/Trailers Loading Docks and ground unloading All deliveries uploaded with forklift or hand trucks.

Driver must present valid I.D. Drivers License before entering State Grounds.

Truck must be turned off and keys secured-prior to unloading the truck.

Must have a pallet jack.

No glass or metal food utensils are allowed or anything deemed as contraband on State grounds.

All pallets must be shrink wrapped and not to exceed a height of 6ft.

Not responsible for personal effects of the driver of passenger. DELIVERY CONTACT:

Alternate: Business Administrator Phone (815) 730-4400 ext. 2650 Fax# (815) 730-4402

DIXON CORRECTIONAL CENTER

2600 North Brinton Avenue Dixon, IL 61021 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 2:00 pm (Central Standard Time) Accessibility: tractor/trailer may not exceed 12 ft. in height or 48 ft. length. Dock unloading capability.

SPECIAL INSTRUCTIONS:

24-hour notification required prior to delivery Truck must be turned off and keys secured prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license. DELIVERY CONTACT:

Phone (815) 288-5561 ext. 2601 Fax# (815) 288-0118 Alternate: Warehouse Phone: (815) 288-5561 ext. 2610 Fax# (815) 288-0118

EAST MOLINE CORRECTIONAL CENTER

100 Hillcrest Rd.

East Moline, Illinois 61244 Acceptable delivery days: Monday through Friday excluding state authorized holidays.

Receiving hours: 8:00am – 2:00 pm (Central Standard Time) Accessibility: tractor/trailer may not exceed 12 ft. in height or 48 ft. length. Dock unloading capability.

SPECIAL INSTRUCTIONS:

Must have a pallet jack Truck must be turned off and keys secured- prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped and do not exceed a height of 6 FT.

Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license.

DELIVERY CONTACT: Business Administrator Phone: (309) 755-4511 ext. 2511 Fax# (309) 755-6484

HILL CORRECTIONAL CENTER

600 South Linwood Road Galesburg Illinois 61401 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving Hours: 8am – 2pm Accessibility: All trucks and tractor/trailers. Loading docks used and ground unloading if necessary.

All deliveries unloaded with forklift or hand trucks.

SPECIAL INSTRUCTIONS:

Truck must be turned off and secured prior to unloading.

No drugs, weapons, or tobacco allowed on grounds.

All pallets must be shrink wrapped.

DELIVERY CONTACT:

Primary Contact: Commissary Manager (309) 343-4212 ext. 161 Alternative Contact: Business Administrator (309) 343-4212 ext. 133

ILLINOIS RIVER CORRECTIONAL CENTER

1300 West Locust Canton, Illinois 61520 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 2:30 pm (Central Standard Time) Accessibility: tractor/trailer may not exceed 15 ft. in height. Dock unloading capability.

SPECIAL INSTRUCTIONS:

24-hour notification required prior to delivery Truck must be turned off and keys secured- prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license. DELIVERY CONTACT:

Alternate: Business Administrator Phone: (309) 647-7030 ext. 230

KEWANEE LIFE SKILLS RE-ENTRY CENTER

2021 Kentville Rd.

Kewanee, Illinois 61443 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 2:00 pm (Central Standard Time) Accessibility: tractor/trailer may not exceed 12 ft. in height or 48 ft. length. Dock unloading capability.

SPECIAL INSTRUCTIONS:

Must have a pallet jack.

Truck must be turned off and keys secured prior to unloading.

No glass, prescription drugs or metal foot utensils allowed.

All pallets must be shrink wrapped and do not exceed a height of 6 ft.

Not responsible for personal effects of the driver or passenger.

Truck driver must present valid driver’s license. DELIVERY CONTACT:

Business Administrator Phone: (309) 852-4601 ext. 1100

SHERIDAN CORRECTIONAL CENTER

4017 East 2603 Road Sheridan, Illinois 60551 Acceptable delivery days: Monday through Friday excluding State authorized Holidays Receiving hours: 8:00am – 2:00 pm (Central Time) Accessibility: tractor/trailer NO height restrictions and 53 ft. length only. Dock unloading available.

SPECIAL INSTRUCTIONS:

24-hour notification required prior to delivery Truck must be turned off and keys secured- prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license.

DELIVERY CONTACT:

Business Administrator Phone: (815) 496-2181 ext. 2006 Fax# (815) 496-2931

DANVILLE CORRECTIONAL CENTER

3820 East Main Danville, IL61834 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 2:30 pm (Central Standard Time) Accessibility: tractor/trailer may not exceed 12 ft. in height or 48 ft. length. Dock unloading capability.

SPECIAL INSTRUCTIONS:

24-hour notification requested prior to delivery Truck must be turned off and keys secured- prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license. DELIVERY CONTACT:

Contact: Business Administrator Phone: (217) 446-0441 Ext. 212 Fax# (217) 446-5098

DECATUR CORRECTIONAL CENTER

2310 East Mound Rd Decatur, IL Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 2:30 pm (Central Standard Time) Accessibility: tractor/trailer may not exceed 13’ 6” ft. in height or 53 ft. length. Dock unloading capability.

SPECIAL INSTRUCTIONS:

24-hour notification required prior to delivery Truck must be turned off and keys secured- prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license. DELIVERY CONTACT:

Business Administrator Commissary 217-877-0353 ext 400

LOGAN CORRECTIONAL CENTER

1096 1350th Street Lincoln, IL 62656 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 2:30 pm (Central Standard Time) Accessibility: tractor/trailer may not exceed 12 ft. in height or 48 ft. length. Dock unloading capability.

SPECIAL INSTRUCTIONS:

24-hour notification required prior to delivery Truck must be turned off and keys secured- prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license. DELIVERY CONTACT:

Business Administrator Phone: (217) 735-5581 x-3231 Fax# (217) 735-2895

LINCOLN CORRECTIONAL CENTER

1098 1350th St, P.O. Box 549 Lincoln, Illinois 62656 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 2:00 pm (Central Standard Time) Accessibility: tractor/trailer. Dock unloading capability.

SPECIAL INSTRUCTIONS:

Truck must be turned off and keys secured- prior to unloading All pallets must be shrink-wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license. DELIVERY CONTACT:

Business Administrator Phone: (217) 735-5411 ext. 226

TAYLORVILLE CORRECTIONAL CENTER

1140 N 1600 East Road Taylorville, IL 62568 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 2:30 pm (Central Standard Time) Accessibility: tractor/trailer may not exceed 12 ft. in height or 48 ft. length. Dock unloading capability.

SPECIAL INSTRUCTIONS:

24-hour notification required prior to delivery Truck must be turned off and keys secured- prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license. DELIVERY CONTACT:

Business Administrator Phone: (217) 824-4004, ext. 5461

PONTIAC CORRECTIONAL CENTER

700 W. Lincoln Street Pontiac, Illinois 61764 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 2:00 pm (Central Standard Time) Accessibility: tractor/trailer may not exceed 12 ft. in height or 48 ft. length. Dock unloading Capability and/or Forklift Capability

SPECIAL INSTRUCTIONS:

24-hour notification required prior to delivery Truck must be turned off and keys secured- prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license. DELIVERY CONTACT:

Business Administrator Phone (815) 842-2816 ext. 2675 Fax# (815) 842-3051

GRAHAM CORRECTIONAL CENTER

12078 Illinois Route 185 Hillsboro, IL 62049 P.O. Box 499 Hillsboro, IL 62049 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 2:00 pm (Central Standard Time) Accessibility: tractor/trailer may not exceed 12 ft. in height or 48 ft. length. Dock unloading capability.

SPECIAL INSTRUCTIONS:

24-hour notification required prior to delivery Truck must be turned off and keys secured- prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license.

DELIVERY CONTACT:

Business Administrator Phone: (217) 532-6961 ext. 2230 Fax# (217) 532-2230

JACKSONVILLE CORRECTIONAL CENTER

2268 E. Morton Ave. Jacksonville, Illinois 62650 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 2:00 pm (Central Standard Time) Accessibility: tractor/trailer standard height and length.

Dock unloading capability.

DELIVERY CONTACT:

Business Administrator Phone: (217) 245-1481 ext. 215

SOUTHWESTERN ILLINOIS CORRECTIONAL CENTER

950 Kingshighway East St. Louis, Illinois 62203 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00 am – 2:00 pm (Central Standard Time) Accessibility: No restrictions on height or length of tractor / trailer. Dock unloading capability. Commissary deliveries are unloaded with a pallet jack. SPECIAL INSTRUCTIONS:

All delivery vehicles must pass through inspection at Sally Port at Main Entrance prior to delivery at warehouse.

Truck must be turned off and keys secured – prior to unloading.

No glass, prescription drugs or metal food utensils allowed.

All pallets must be shrink wrapped.

Not responsible for personal effects of driver or passenger.

Truck driver must present valid driver’s license.

Delivery contact:

Business Administrator Phone (618) 394-2228 ext. 2432

VANDALIA CORRECTIONAL CENTER

Route 51 North, Box 500 Vandalia, Illinois 62471 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00 am – 2:00 pm (Central Standard Time) Accessibility: Tractor trailer may not exceed 13.6 feet in height or trailer may not exceed 53 feet in length. No unloading dock is available. All commissary deliveries are unloaded with a forklift.

SPECIAL INSTRUCTIONS:

24-hour notification required prior to delivery Truck must be turned off and keys secured- prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license.

DELIVERY CONTACT:

Business Administrator Phone (618) 283-4170 ext. 2238

WESTERN ILLINOIS CORRECTIONAL CENTER

2500 Route 99 South Mt. Sterling, Illinois 62353 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 2:00 pm (Central Standard Time) Accessibility: Dock unloading capability.

SPECIAL INSTRUCTIONS:

24-hour notification required prior to delivery Truck must be turned off and keys secured- prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license.

DELIVERY CONTACT:

Business Administrator Phone: (217) 773-4441 ext. 233

BIG MUDDY RIVER CORRECTIONAL CENTER

251 N. Illinois Highway 37 Ina, Illinois 62846 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 1:30 pm (Central Standard Time) Accessibility: Tractor trailer may not exceed 13.6 feet in height or trailer may not exceed 53 feet in length. No unloading dock is available. All commissary deliveries are unloaded with a fork lift.

SPECIAL INSTRUCTIONS:

24-hour notification required prior to delivery Truck must be turned off and keys secured- prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license.

DELIVERY CONTACT:

Business Administrator Phone: (618) 437-5300 ext. 242 Fax# (618) 437-5472

CENTRALIA CORRECTIONAL CENTER

9330 Shattuc Road, P.O. Box 1266 Centralia, IL 62801 Acceptable delivery days: Monday through Friday excluding State authorized Holidays Accessibility: tractor trailer may not exceed 12 ft. in height or 48 ft. length. Dock unloading capability

SPECIAL INSTRUCTIONS:

24-hour notification prior to delivery Truck must be turned off and keys secured – prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped.

Not responsible for personal effects of driver or passenger Truck driver must present a valid driver’s license

DELIVERY CONTACT:

Business Administrator Phone: (618) 533-4111, ext. 2232

LAWRENCE CORRECTIONAL CENTER

10940 Lawrence Road Sumner, Illinois 62466 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 2:30 pm (Central Standard Time) Accessibility: tractor/trailer may not exceed 13.6 ft. in height or 53 ft. length. Unloading dock available.

SPECIAL INSTRUCTIONS:

24-hour notification required prior to delivery Truck must be turned off and keys secured- prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license.

DELIVERY CONTACT:

Business Administrator Phone: (618) 936-2064 ext. 2010

MENARD CORRECTIONAL CENTER

711 Kaskaskia Street Menard, Illinois 62259 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 1:30 pm (Central Standard Time) Accessibility: Tractor trailer may not exceed 13.6 feet in height or trailer may not exceed 53 feet in length. No unloading dock is available. All commissary deliveries are unloaded with a forklift.

SPECIAL INSTRUCTIONS:

24-hour notification required prior to delivery Truck must be turned off and keys secured- prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be clear shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license.

DELIVERY CONTACT:

Business Administrator Phone: (618) 826-5071 ext. 2264

PINCKNEYVILLE CORRECTIONAL CENTER

5835 State Route 154 Pinckneyville, IL 62274-3410 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:30 am – 2:00 pm (Central Standard Time) Pinckneyville Correctional Center has no accessibility restrictions SPECIAL INSTRUCTIONS:

24-hour notification required prior to delivery Truck must be turned off and keys secured – prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license

DELIVERY CONTACT:

Business Administrator Phone: (618) 357-9722, Ext. 2030

ROBINSON CORRECTIONAL CENTER

13423 East 1150th Ave. Robinson, Illinois 62454 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 2:30 pm (Central Standard Time) Accessibility: tractor/trailer may not exceed 12 ft. in height or 48 ft. length. Dock unloading capability.

SPECIAL INSTRUCTIONS:

24-hour notification required prior to delivery Truck must be turned off and keys secured- prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license.

DELIVERY CONTACT:

Business Administrator Phone: (618) 546-5659 ext. 5402

SHAWNEE CORRECTIONAL CENTER

6665 State Route 146 E Vienna, Illinois 62995 Approximate offender population: 1,100 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 1:30 pm (Central Standard Time) Accessibility: Loading dock available- No restrictions SPECIAL INSTRUCTIONS:

Truck must be turned off and keys secured- prior to unloading No glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Not responsible for personal effects of driver or passenger Truck driver must present valid driver’s license.

DELIVERY CONTACT:

Business Administrator Phone: (618) 658-8331 extension 2003 Fax# (618) 658-2155

VIENNA CORRECTIONAL CENTER

6695 State Rt. 146 East Vienna, IL 62995 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving Hours: 8:00 am – 2:00pm (Central Standard time) Accessibility: Tractor trailer deliveries or smaller delivery trucks, unloading dock is available, Commissary deliveries are unloaded according to size of load.

SPECIAL INSTRUCTIONS:

Trucks must be secured prior to unloading No, glass, prescription drugs or metal food utensils allowed All pallets must be shrink wrapped Upon request, driver must present valid driver’s license. Drivers must comply with Department rules while on grounds.

DELIVERY CONTACT:

Business Administrator Phone: (618) 658-8371 ext. 500 Phone: (618) 618-3609

Murphysboro Life Skills Re-Entry Center 636 Elza Brantley Drive Murphysboro, IL 62966 Approximate offender population: 190 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:30 am – 2:00 pm (Central Standard Time)

SPECIAL INSTRUCTIONS:

1. 24-hour notification required prior to delivery

2. Truck must be turned off and keys secured – prior to unloading

3. No glass, prescription drugs or metal food utensils allowed

4. All pallets must be shrink wrapped

5. Not responsible for personal effects of driver or passenger

6. Truck driver must present valid driver’s license

DELIVERY CONTACT:

Business Administrator Phone: 618-565-2944

Stateville Correctional Center P.O. Box 112 Joliet, Illinois 60434 Phone (815) 727.3607 Delivery Location:

16830 South Broadway Crest Hill, IL 60403 Approximate offender population: 2,500 Acceptable delivery days: Monday through Friday excluding State authorized Holidays.

Receiving hours: 8:00am – 1:30 pm (Central Standard Time) Accessibility: tractor/trailer may not exceed 12 ft. in height or 48 ft. length. Dock unloading capability.

1.8. SUBCONTRACTING:

Subcontractors are allowed.

1.8.1. Will subcontractors be utilized? |_| Yes |_| No

1.8.2. Please identify below subcontracts with an annual value of $100,000 or more that will be utilized in the performance of the contract, the names and addresses of the subcontractors, and a description of the work to be performed by each.

· Subcontractor Name: Click here to enter text

1.8.3. If the annual value of any subcontracts is more than $100,000, then the Vendor must provide to the State the Financial Disclosures and Conflicts of Interest for that subcontractor.

1.8.4. If at any time during the term of the Contract, Vendor adds or changes any subcontractors, Vendor is required to promptly notify, in writing, the State Purchasing Officer or the Chief Procurement Officer of the names and addresses and the expected amount of money that each new or replaced subcontractor will receive pursuant to this Contract. Any subcontracts entered prior to award of this Contract are done at the sole risk of the Vendor and subcontractor(s).

1.9. WHERE SERVICES ARE TO BE PERFORMED: Unless otherwise disclosed in this section all services shall be performed in the United States. If the Vendor performs the services purchased hereunder in another country in violation of this provision, such action may be deemed by the State as a breach of the contract by Vendor.

Vendor shall disclose the locations where the services required shall be performed and the known or anticipated value of the services to be performed at each location. If the Vendor received additional consideration in the evaluation based on work being performed in the United States, it shall be a breach of contract if the Offeror shifts any such work outside the United States.

· Location where services will be performed: Various IDOC Locations Value of services performed at this location: 100%

· Location where services will be performed: Click here to enter text Value of services performed at this location: Click here to enter text

2. PRICING

2.1. TYPE OF PRICING: The Illinois Office of the Comptroller requires the State to indicate whether the contract price is firm or estimated at the time it is submitted for obligation. The total price of this contract is estimated.

2.2. VENDOR’S PRICING: Vendor’s pricing is located in the Items Tab in the BidBuy Purchase Order. The State includes in this contract the BidBuy Purchase Order as it contains the agreed pricing.

2.3. RENEWAL COMPENSATION: If the contract is renewed, the price shall be at the same rate as for the initial contract term, unless a different compensation or formula for determining the renewal compensation is stated in this section.

2.3.1. Agency Formula for Determining Renewal Compensation: Renewal compensation shall be in accordance with the vendor’s awarded quote, as referenced in Section 2.3.2.

2.3.2. Vendors renewal pricing is per the quote upon which the award was determined. Quote number ENTER QUOTE NUMBER. The awarded quote number will be entered by the State prior to execution of the contract.

2.4. MAXIMUM AMOUNT: The total payments under the initial term of this contract shall not exceed $__________________ without a formal amendment. The maximum amount will be entered by the State prior to execution of the contract.

3. TERM AND TERMINATION

3.1. TERM OF THIS CONTRACT:

3.1.1. The initial term of this Contract (“Base Term”) shall be five (5) years. If a start date is not specified, the term shall commence upon the last dated signature of the Parties and continue for a period of five (5) years thereafter.

3.1.2. The Department may, at its sole discretion, renew this Contract for up to five (5) additional one-year renewal terms, subject to mutual written agreement between the Parties and continued appropriations by the Illinois General Assembly.

3.1.3. In no event shall the total Contract term, including the initial term, any renewals, and any extensions, exceed ten (10) years.

3.1.4. If the Contract is renewed beyond the Base Term, the Vendor shall perform the Renewal-Term Hardware Upgrade described in Section 1.6.3 between the start of Contract Year 6 and the end of Contract Year 7.

3.1.5. Vendor shall not commence billable work in furtherance of this Contract prior to its full execution, except as permitted under 30 ILCS 500/20-80.

3.1.6. RENEWAL: Subject to the maximum total term identified in Section 3.1.3, the State has the option to renew this Contract for the following additional terms, contingent upon mutual written agreement between the Parties and continued appropriations by the Illinois General Assembly:

· Renewal #1: Year 6 – Exact dates to be determined upon execution of renewal

· Renewal #2: Year 7 – Exact dates to be determined upon execution of renewal

· Renewal #3: Year 8 – Exact dates to be determined upon execution of renewal

· Renewal #4: Year 9 – Exact dates to be determined upon execution of renewal

· Renewal #5: Year 10 – Exact dates to be determined upon execution of renewal

3.2. TERMINATION FOR CAUSE: The State may terminate this contract, in whole or in part, immediately upon notice to the Vendor if: (a) the State determines that the actions or inactions of the Vendor, its agents, employees or subcontractors have caused, or reasonably could cause, jeopardy to health, safety, or property, or (b) the Vendor has notified the State that it is unable or unwilling to perform the contract.

If Vendor fails to perform to the State’s satisfaction any material requirement of this contract, is in violation of a material provision of this contract, or the State determines that the Vendor lacks the financial resources to perform the contract, the State shall provide written notice to the Vendor to cure the problem identified within the period of time specified in the State’s written notice. If not cured by that date the State may either: (a) immediately terminate the contract without additional written notice or (b) enforce the terms and conditions of the contract.

For termination due to any of the causes contained in this Section, the State retains its rights to seek any available legal or equitable remedies and damages.

3.3. TERMINATION FOR CONVENIENCE: The State may, for its convenience and with thirty (30) days prior written notice to Vendor, terminate this contract in whole or in part and without payment of any penalty or incurring any further obligation to the Vendor.

Upon submission of invoices and proof of claim, the Vendor shall be entitled to compensation for supplies and services provided in compliance with this contract up to and including the date of termination.

3.4. AVAILABILITY OF APPROPRIATION: This contract is contingent upon and subject to the availability of funds. The State, at its sole option, may terminate or suspend this contract, in whole or in part, without penalty or further payment being required, if (1) the Illinois General Assembly or the federal funding source fails to make an appropriation sufficient to pay such obligation, or if funds needed are insufficient for any reason (30 ILCS 500/20-60), (2) the Governor decreases the Agency’s funding by reserving some or all of the Agency’s appropriation(s) pursuant to power delegated to the Governor by the Illinois General Assembly, or (3) the Agency determines, in its sole discretion or as directed by the Office of the Governor, that a reduction is necessary or advisable based upon actual or projected budgetary considerations. Contractor will be notified in writing of the failure of appropriation or of a reduction or decrease.

4. STANDARD BUSINESS TERMS AND CONDITIONS

4.1. PAYMENT TERMS AND CONDITIONS:

4.1.1. LATE PAYMENT: Payments, including late payment charges, will be paid in accordance with the State Prompt Payment Act and rules when applicable. 30 ILCS 540; 74 III. Adm. Code 900. This shall be Vendor’s sole remedy for late payments by the State. Payment terms contained in Vendor’s invoices shall have no force or effect.

4.1.2. MINORITY CONTRACTOR INITIATIVE: Any Vendor 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.

4.1.3. EXPENSES: The State will not pay for supplies provided or services rendered, including related expenses, incurred prior to the execution of this contract by the Parties even if the effective date of the contract is prior to execution.

4.1.4. PREVAILING WAGE: As a condition of receiving payment Vendor must (i) be in compliance with the contract, (ii) pay its employees prevailing wages when required by law, (iii) pay its suppliers and subcontractors according to the terms of their respective contracts, and (iv) provide lien waivers to the State upon request. Examples of prevailing wage categories include public works, printing, janitorial, window washing, building and grounds services, site technician services, natural resource services, security guard and food services. The prevailing wages are revised by the Illinois Department of Labor (DOL) and are available on DOL’s official website, which shall be deemed proper notification of any rate changes under this subsection. Vendor is responsible for contacting DOL at 217-782-6206 or (https://labor.illinois.gov) to ensure understanding of prevailing wage requirements.

4.1.5. FEDERAL FUNDING: This contract may be partially or totally funded with Federal funds. If Federal funds are expected to be used, then the percentage of the good/service paid using Federal funds and the total Federal funds expected to be used will be provided to the awarded Vendor in the notice of intent to award.

4.1.6. INVOICING: By submitting an invoice, Vendor certifies that the supplies or services provided meet all requirements of this contract, and the amount billed and expenses incurred are as allowed in this contract. Invoices for supplies purchased, services performed, and expenses incurred through June 30 of any year must be submitted to the State no later than July 31 of that year; otherwise Vendor may have to seek payment through the Illinois Court of Claims. 30 ILCS 105/25. All invoices are subject to statutory offset. 30 ILCS 210.

4.1.6.1. 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.

4.1.6.2. Vendor shall invoice at this completion of the contract unless invoicing is tied in this contract to milestones, deliverables, or other invoicing requirements agreed to in the contract.

Send invoices to:

For procurements conducted in BidBuy, the Agency may include in this contract the BidBuy Purchase Order as it contains the Bill To address.

4.2. ASSIGNMENT: This contract may not be assigned or transferred in whole or in part by Vendor without the prior written consent of the State.

4.3. SUBCONTRACTING: For purposes of this…