CMMS Modernization RFP FINAL~1.docx

Illinois Department of Transportation Request for Proposal Construction and Materials Management System (CMMS) Modernization

27-494DOT-FINAD-B-53247

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Department of Transportation (IDOT) seeks to procure a commercial off-the-shelf (COTS) software as a service (SaaS) hosted solution to replace the existing construction and materials management system (CMMS). This procurement will include configuration and implementation of the SaaS, data conversion, and integration with other IDOT applications.

The three main components of CMMS are construction management, materials inspection, and contract payment management. These processes represent key components of the “eConstruction” initiative within the Illinois Department of Transportation (IDOT). Once contracts for highway construction are awarded and the execution of the contracts has commenced, construction management is a culmination of monitoring and controlling the construction process. Materials inspection processes encompass both “in contract” and “out of contract” inspections of materials that will be used within a highway construction contract. Contract payment management includes transferring data to an IDOT financial system to pay contractors for the execution of the work.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

IDOT seeks to procure a web-based solution that will interface with existing IDOT applications to manage construction projects, materials inspections, and contract payments. To accomplish this, the system will need to include the functionality and deliverables outlined below in A.2.1.

The successful Offeror will customize and implement the solution based on the project requirements, convert data from the legacy system(s), integrate the solution with existing IDOT applications and provide hosting services as outlined in this RFP and attachments.

A.2.1. Functional Deliverables - Below are descriptions of some of the most significant business functionality needed in this solution. For a complete list of mandatories and desirable requirements See Attachment A.

System administration: The system will include administrative functionality allowing IDOT to implement role-based permissions based upon user groups.

Contract Summary: The system will interface with IDOT systems to receive new contract data as well as allow users to manually create new contract records. The system will display all agency defined attributes of construction contracts.

Construction Diary: The construction diary is one of the most essential records kept for each contract. A diary is kept on each contract by the resident engineer (RE) assigned to the contract. The diary contains individual daily diary entries. Each day, inspection reports are gathered along with inspector and RE notes and a daily diary entry is made to record exactly what occurred at the jobsite. These entries include, but are not limited to, a weather report, traffic inspection reports, the site conditions, the number of workers at the site, location information, comments, and progress indication.

Pay Item Management: The pay items on an IDOT contract are the work items (including both materials and labor) that can be itemized and paid for as work progresses. The RE tracks work completed using pay items. Pay items must be managed on a contract during the execution of the contract. Pay items with their “estimated” quantity are identified during the design phase of a contract. However, pay item adjustments and changes commonly occur during the construction phase of a contract. These adjustments/changes include adding new pay items and adjusting (i.e. adding or deducting) pay item quantities. When a pay item adjustment/change is needed, an authorization of contract change is created and approved prior to making the adjustment/change.

Pay Item Quantities: Daily quantities are recorded on a contract as work is being completed. The RE will record, daily, the quantities of pay items installed (including details such as the location of the work, quantities of specific pay items constructed and evidence of material inspections). A daily quantity entry consists of one or more pay items.

Material Assignments & Jobsite Tracking: Materials tracking is a process that ensures all materials received at the jobsite and incorporated into the contract work have been inspected and approved by the department. Material approval/acceptance is accomplished by having evidence of materials inspections tied to all materials incorporated into the contract work.

Process Change Control: Changes will occur during the implementation of a construction contract. Types of changes include, but are not limited to, contract adjustments, change orders, advanced monetary allowances for materials (i.e. material allowances), extensions of time requests, liquidated damages monetary assessments, contract claims, etc. The common theme for process change control is a workflow process or approval process. The system should provide a mechanism to initiate and track these process changes for a contract.

Pay Estimates and Invoices: The RE periodically submits daily quantities for work completed to be paid via the pay estimate process. Rules dictate the frequency of pay estimates and initiate the accounting process for processing payments. The system does not directly make payments to contractors but must include the ability to transfer payment data to a department financial system.

Liens & Deductions: Holds on contract funds are processed via liens and deductions. Funds are held from or released to the contractor at the pay estimate level.

Funding & Appropriations: An appropriation is an authorization from the Illinois General Assembly to spend money for a specific purpose. A FAS ID (fund-area-system) is a code from which funding will be provided. Appropriations are associated to FAS IDs by a fund group. FAS IDs are assigned to contracts and the individual pay items within a contract. There can be many FAS IDs assigned to a single pay item.

Obligations: An obligation, or contract obligation document (COD), is a commitment of part of an appropriation to cover the cost of a contract. Positive and negative CODs are created via construction authorizations or manually by a user. Funds are added to or deducted from a contract via an assigned appropriation. CODs are released to and approved in an interfacing department financial system.

Materials Laboratory Management: All private and district laboratories in Illinois must be inspected and approved before being allowed to test materials for IDOT. Inspected laboratories can be comprised of one or more lab units (i.e. HMA lab, PCC lab, Aggregate lab, etc.). Initial laboratory inspections, with the exception of aggregate labs, are performed by the Bureau of Materials. The Districts are responsible for all laboratory re-inspections on a recurring basis as defined by the Bureau of Materials.

The Bureau of Materials is mandated to track all inspections, both initial and re-inspections, statewide for all laboratories. The districts are responsible for tracking changes in laboratory capabilities, available equipment, and general contact data for each laboratory throughout the state during the re-inspection process. Laboratories which pass inspection are provided a successful completion report and a list of all approved equipment. Laboratories which fail re-inspections are provided a report of deficiencies discovered and given a grace period in which to correct the deficiencies. Laboratories which fail to correct all deficiencies, may have their status to perform testing revoked by the Bureau of Materials.

Materials Vendor Management: Vendors include producers and suppliers. One very critical part of the current materials inspection management process is the tracking of producers of materials as well as suppliers. Producers can also be suppliers of their produced materials, but in many cases suppliers to the jobsite do not produce the materials they supply. In order to continually manage materials and the assignment of approved materials to the contracts, IDOT must be able to manage the source of the materials.

Materials Specification Management: Materials specification management defines the materials, the corresponding methods of acceptance for the materials, and the evidence of inspection needed when a material is used within a job. Prior to associating a material with a vendor, the material specifications are created.

Materials Inspector Management: Material inspectors are managed within the system. The system must provide demographic details with inspector’s status and provide the ability to produce a list of qualified inspectors by district.

Material Association to Vendors: Vendors are approved to produce and/or supply a set of materials based on the specifications of the materials and the capabilities of the vendor. When a vendor is approved to produce and/or supply a material to an IDOT contract then an association is made between the materials and the vendor. The association allows the appropriate material – vendor combination to supply materials for a contract.

Materials Test Sample Creation: Material test samples must be tracked and managed from the time the samples are taken and sent to a lab through the testing steps. This section encompasses only the creation of the sample records within the system including attributes that define the samples and allow the assignment of a sample to a contract.

Materials Distribution and Testing: Material sample testing and the recording of results from tests must be tracked. Because materials, material specifications, and testing methods evolve over time, and because the department has some unique testing methods, the system must be highly flexible and configurable. The system must allow for test screens to be created, versioned, and updated.

Materials Plant Inspections: Hot mix asphalt (HMA) and Portland cement concrete (PCC) plants must initially be inspected and then re-inspected on set intervals by IDOT. The inspection includes tracking the potential production output of the plant along with equipment inventories and demographic data.

Materials Mix Designs: HMA and PCC producers must submit mix designs for asphalt and concrete mixtures prior to using those mixtures on an IDOT contract. These mix designs must be tracked within the new system.

In addition, the system should include the following:

· Workflow functionality built around user defined business processes

· Document storage and management capabilities

· Standard system reports, as defined by the department, as well as the ability to create ad-hoc reports

A.2.2. Project Documentation Deliverables: The offeror should include the following deliverables as part of the project. See Attachment A for a full description of mandatories and desirables the Agency is seeking.

· Project plan

· Implementation plan

· Data migration/conversion plan

· Testing plan

· Training plan

· Change management plan

· Defect management plan

· Risk and issue management plan

A.2.3. Offeror and Staff Specifications: The offeror should include the following deliverables as part of the project. See Attachment A for a full description of mandatories and desirables the Agency is seeking.

· Profile and history

· Experience in software space

· Client information

· Implementation team

A.2.4. Support and Service Level Agreement (SLA): See Attachment F – IDOT Cloud Hosting Terms and Conditions for a full description of the support and service level agreement items the Agency is seeking.

A.3. TERM

A.3.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term commencing upon the last dated signature of the Parties and ending ten years after the last dated signature of the Parties. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80.

A.3.2. RENEWAL: Subject to the maximum total term identified above, the State has the option to renew for the following term(s): N/A. There are no renewal terms for this contract.

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

The original contract for a construction and materials management system was awarded in 2017 and the implementation was completed in 2025. It replaced several dated mainframe systems and manual processes with a single web-based application. The goal of this RFP is to continue the efficiencies gained with the first implementation.

B.2. VOLUMES & QUANTITIES

There are approximately 2600 active CMMS users across the nine IDOT districts and the central office. CMMS is being used to manage approximately 6700 active contracts. Approximately 1000 new contracts were added in 2024 and 800 through August of 2025.

B.3. FIGURES, DIAGRAMS, & REFERENCE DOCUMENTS

See attachment G for a current context diagram, which shows how the CMMS application interfaces with other IDOT applications.

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

C.1. REQUIRED DOCUMENTS TO COMPLETE AND SUBMIT

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

· Vendor Disclosure or IPG Active Registered Vendor Disclosure

· Technical response

· Offer to the State of Illinois Information and Technology

· Commitment to Diversity

· References

· Pricing

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

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

Offerors are required to submit their response to the State’s solicitation through BidBuy. Any information sent to the State outside of BidBuy, for example by US Mail, FedEx, UPS, e-mail, or hand delivery, will neither be accepted nor considered. Offeror submissions will only be considered if they are received through BidBuy 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 14 days prior to the Bid Opening 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. PRE-SUBMISSION CONFERENCE

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

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

C.8. SMALL BUSINESS SET-ASIDE

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

C.9. BUSINESS ENTERPRISE FOR MINORITIES, WOMEN, AND PERSONS WITH DISABILITIES ACT PARTICIPATION AND UTILIZATION PLAN

The BidBuy posting indicates whether this solicitation contains a goal to include businesses owned and controlled by minorities, women, and persons with disabilities. If this solicitation contains a goal, then failure to complete and submit a Utilization Plan, including documentation demonstrating good faith efforts when requesting a waiver, shall render the Offer non-responsive. 30 ILCS 575/4(e). All questions regarding the subcontracting goal must be directed to the Information Contact indicated in BidBuy no later than 14 days prior to the Bid Opening Date. See the Utilization Plan for NIGP codes used to establish this goal.

BEP Goal: 6% Go to https://cei.illinois.gov/vendor-resources/get-bep-certified.html for complete requirements for BEP certification. Go to State of Illinois Commission on Equity and Inclusion at https://supplierdiversitymanagementportal.illinois.gov/home.aspx to search for certified BEP vendors.

C.10. VETERAN SMALL BUSINESS PARTICIPATION AND UTILIZATION PLAN

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

VBP Goal: 0% Go to https://cei.illinois.gov/programs0/veterans-business-program.html for complete requirements for Veteran Owned Small Business (VOSB) or Service-Disabled Veteran Owned Small Business (SDVOSB) certification. Go to State of Illinois Commission on Equity and Inclusion at https://supplierdiversitymanagementportal.illinois.gov/home.aspx to search for certified VOSB and SDVOSB vendors.

C.11. SECURITY

Bid/Performance Bond: N/A. 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.12. TERMS AND CONDITIONS

Information and Technology Standard Terms and Conditions will become a part of any resulting contract. To view the Information and Technology Standard Terms and Conditions, please go to https://cpo-general.illinois.gov/solicitation-and-contract-templates.html.

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 Attachment A. The State evaluates the Technical Requirements without consideration of price.

D.3.1. Total Number of Points Available for Technical Requirements is: 28,380.

D.3.2. Offeror shall complete and return Attachment A.

D.3.3. Relative Weight in Point Format. For a breakdown of individual category points, see Attachment A.

RFP Mandatory Elements

RFP Desirable Elements

Quality of Product – Functionality

14,270

Quality of Product – Technical

1,470

Implementation Services

1,470

Vendor Information

References Reference 1 Questionnaire Responses Reference 2 Questionnaire Responses Reference 3 Questionnaire Responses 240 (80 points maximum per reference)

Product Demonstration

Product Functionality

Product Usability Visual Appeal/Navigation/Ease of Use

Vendor Handling Quality of demo Adherence to script

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 5,676.

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 - Entity has provided a written copy of, or link to, their current written workforce diversity, equity, and inclusion policy. Policies must be actionable plans, not overarching concepts around DEI. 10%

Category 6 – Diversity in Staffing - % of individuals on governing board and/ or Senior executives 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. DEMONSTRATIONS

Offerors will be allowed up to two (2) hours (not mandatory to use all 2 hours) to deliver the oral/product demonstrations virtually via WebEx for IDOT selection committee staff. IDOT will host and send a WebEx invite. Demonstrations are targeted to be within forty-five (45) days of the bid submittal deadline. See Attachment D for a script which outlines vendor expectations for which scoring will be based.

Oral/product demonstrations are expected to only use generally available software that is currently available in the marketplace. Offerors shall not use beta software or software versions still in development that have not been approved for production availability in the marketplace.

Offerors who are unable to provide an oral/product demonstration within the dates identified by the Department will receive a score of zero (0) and as a result, will not be considered further in the evaluation process.

D.6. 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 demonstrations, 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.6.1. The total number of available points for Technical RFP Desirable Elements (18,380) and Commitment to Diversity (5,676) is 24,056.

D.6.2. A minimum of 16,850 of the available (Technical RFP Desirable Elements and Commitment to Diversity) points is required to be eligible for demonstrations.

D.7. 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.7.1. The total number of points for Price is 6,810.

D.7.2. The State will determine Price points using the following formula:

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

D.8. MAXIMUM AVAILABLE POINTS

The maximum number of points is 28,380 (Technical) + 5,676 (Commitment to Diversity) + 6,810 (Price) = 40,866 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. 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. No person or business shall submit specifications to a State agency unless requested to do so by an employee of the State. No person or business that contracts with a State agency to write specifications for a particular procurement need shall submit a bid or proposal or receive a contract for that procurement need.

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

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

E.10.3. Awarded offerors must always have financial resources sufficient, in the opinion of the State, to ensure performance of the contract and must provide proof upon request. The State may require a performance bond if, in the opinion of the State, it ensures performance of the contract. The State may terminate the contract, consistent with the termination for cause provision of the contract, if the vendor lacks the financial resources to perform under the contract.

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

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

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

Section F. PROPOSAL FORMS Offeror must complete and return:

· Attachment A – Mandatory and Desirable Requirements: Mandatory Requirements without Evidence (Section F.1), Mandatory Requirements with Evidence (Section F.2), and Desirable Requirements (Section F.3)

· Commitment to Diversity (Section F.4)

· Pricing Spreadsheet (Attachment B)

· Offer to the State of Illinois Information and Technology Please read and follow each instruction carefully.

F.1. MANDATORY REQUIREMENTS WITHOUT EVIDENCE

Please read each item carefully and check “Agree” indicating acceptance for each requirement in Attachment A. An Offeror that does not check “Agree” will be disqualified and the rest of the proposal will not be scored. These Mandatory Requirements shall be included in any contract resulting from this solicitation.

F.2. MANDATORY REQUIREMENTS WITH EVIDENCE

Please check “Met” next to each of the mandatory requirements for the proposed solution within Attachment A. An Offeror that does not provide substantiating evidence for each requirement will be disqualified and the rest of the proposal will not be scored.

These Mandatory Requirements shall be included in any contract resulting from this solicitation.

Please provide substantiating evidence in your Proposed Technical Solution. Use the column on the right to indicate the section and page number where your evidence/response to each item may be found. The State will evaluate Offeror’s evidence/response to verify the mandatory requirement is met.

F.3. DESIRABLE REQUIREMENTS

Please explain how your organization meets or will meet each of the desirable elements within Attachment A using the appropriate response code from the “Response Code Description” tab of Attachment A. Use the column on the right to indicate the section and page number of your proposal where your response to each item may be found.

The Desirable Requirements and the Offeror’s responses shall be included in any contract resulting from this solicitation.

F.4. COMMITMENT TO DIVERSITY

Commitment to Diversity Vendor Guidance including Vendor Submission Forms are located on the Chief Procurement Officer for General Service’s website at https://cpo-general.illinois.gov/commitment-to-diversity/c2d-guidance.html and on the BidBuy posting under “File Attachments:”

All references should complete Attachment E – Customer Reference Questionnaire, all of which must currently be using the complete proposed solution in production and must have been using it for at least one (1) year; one (1) of the references must be state governmental; IDOT will review ONLY the first three (3) Customer Reference Questionnaires received.

IMPORTANT NOTE: All references must be provided by the representative on Attachment E - Customer Reference Questionnaire. The completed questionnaire must be submitted via email by the Reference’s email, not the Offeror’s email.

The Offeror is responsible for coordinating the electronic submission of references utilizing the completed Customer Reference Questionnaires. The Offeror is to follow the steps listed below:

1) Send a copy of Attachment E - Customer Reference…