DCFS PO19-165 - CCWIS Enhanced IVV Services RFP v.4 Updated 12.13.21.docx

STATE OF ILLINOIS

SECTION 4.M. GLOSSARY

STATE OF ILLINOIS

SECTION 4. M. Glossary

The Illinois Department of Children and Family Services (“DCFS”, “Agency”, “Department”, or “State”) requests proposals from responsible Offerors to meet its needs. A brief description is set forth below for the Offeror’s convenience, with detailed requirements in subsequent sections of this solicitation. If interested and able to meet these requirements, the State appreciates and welcomes an Offer.

Brief Description:

The purpose of this Request for Proposal (RFP) is to secure the services of a vendor to provide Independent Verification and Validation (IV&V) services for the Comprehensive Child Welfare Information System (CCWIS) Implementation Project. The Department’s goal for the IV&V portion of the CCWIS Project is expanded from traditional IV&V services to include real-time objective assessments of processes and outcomes (quality assurance) throughout the software development life cycle (SDLC) of the DCFS CCWIS Project. In addition, the Department is requesting the IV&V vendor facilitate early detection and correction of errors, enhance Department insight into project risks, develop risk avoidance measures for the Department, and help ensure compliance with project performance, schedule, and budget requirements, and aid in Administration for Children and Families (ACF) recognition as a CCWIS compliant Solution. The IV&V vendor is expected to provide on-going real-time expert advisory and strategy consultation to supplement the Department’s internal expertise and enable the Department to make informed decisions throughout implementation. In short, DCFS is seeking a vendor to become our Trusted Advisor throughout the CCWIS Project while also providing traditional IV&V services.

Services include but are not limited to the following broad categories: 1) Technical Compliance (Traditional IV&V), 2) Quality Assurance, 3) Strategic Planning, 4) Project Advisory and/or Consulting (Trusted Advisor), 5) Risk Management, and 6) IT Auditing.

Please see DCFS CCWIS System Integrator and Modules Implementation RFP posted in BidBuy Bid# B-16539 for more information on the DCFS CCWIS Project and the Department IT ecosystem.

DCFS is in the process of replacing the current Illinois Child Welfare Information System (ICWIS), otherwise known within the Agency as the Statewide Automated Child Welfare Information System (SACWIS); other key legacy systems, including main frame system(s); numerous small stand-alone applications; and many paper-based systems across the Agency. DCFS is in the process of selecting an experienced System Integrator that will partner with best of breed subcontractors to provide a Solution which satisfies all Illinois Comprehensive Child Welfare Information System (CCWIS) functional business, and non-functional technical requirements (not included in this RFP). This RFP represents the second of four solicitations for the DCFS CCWIS Implementation Program. Two additional RFPs will be released in short order for Organizational Change Management and Business Process Redesign (OCM/BPR) and Program Management (PMO). No single vendor shall be awarded a contract for more than one of these four RFPs. See Section 1, D.1 below for more information on this restriction.

For Federal purposes, the scope of IV&V for the CCWIS Project has been expanded to include advisory, strategic planning and oversite, and other programmatic activities in conformance with the term’s usage in Federal regulations at 45 CFR 307.15(b)(10). Federal support documents for some IV&V services requested in this RFP are guided by the full Federal Office of Child Support Enforcement (OCSE) IV&V description, in the OCSE IV&V Statement of Work Template, https://www.acf.hhs.gov/css/resource/ivv-statement-of-work-template.

The resulting contract with the awarded Offeror shall have an initial term of six (6) Years. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions exceed ten (10) years. 30 ILCS 500/20-60. Subject to the maximum total term limitation, DCFS has the option to renew for the following terms: 12 Months.

Please read the entire solicitation package and submit an Offer in accordance with the instructions. All forms and signature areas contained in the solicitation package must be completed in full and submitted along with the technical response and price proposal which combined will constitute the Offer. Do not submit the instruction pages with Offers.

Notice of Electronic Only Bid Submission: Pursuant to CPO Notice 2020.06, State agencies may only accept electronic submissions for competitive solicitations through BidBuy. Manual submissions in paper format or on electronic medium, for example USB drives or digital video discs (DVD), will not be accepted nor considered.

Forms A, Forms B, BEP Utilization Plan, and VSB Utilization Plan may be downloaded from the Chief Procurement Officer for General Service’s website at https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx .

These sections are a material part of this solicitation and must be returned when applicable with an Offeror’s Offer.

The following Attachments supplement this RFP and should be downloaded from BidBuy:

Attachment A: IV&V Narrative Attachment B: Pricing Table Attachment C: SAMPLE IT Audit Template Attachment D: SAMPLE IT Audit SIAAB Guidance Attachment E: CMS Registered BEP Vendors List Attachment F: Questions and Answers Template Changes highlighted in red throughout RFP.

Offers that do not adhere to the form and content of the Request for Proposal requirements may not be considered.

STATE OF ILLINOIS

REQUEST FOR PROPOSAL

Illinois Department of Children and Family Services Enhanced Independent Verification & Validation Services for CCWIS Project v.4 Updated 12.13.2021 DCFS PO19-165 – BidBuy Bid #s B-24914 & B-24915

In compliance with the State and Federal Constitutions, the Illinois Human Rights Act, the U.S. Civil Rights Act, and Section 504 of the Federal Rehabilitation Act, the State of Illinois does not discriminate in employment, contracts, or any other activity.

The State of Illinois encourages prospective vendors to consider hiring qualified veterans and Illinois residents discharged from any Illinois adult correctional center, in appropriate circumstances.

State of Illinois RFP 3 Introduction V.20.1

SECTION 1

A. Instructions for Submitting Offers………………………………………………………………………………………………………………………….5 B. Selection of Vendor………………………………………………………………………………………………………………………………………………17 C. Offer to the State of Illinois………………………………………………………………………………………………………………………………….20

G. SUBCONTRACTING AND LOCATION OF SERVICES...……………………………………………………………………………………………….59

SECTION 2

H. Pricing 56

SECTION 3.

SECTION 4.

M. Glossary 70

(Forms A, Forms B, BEP Utilization Plan, and VSB Utilization Plan may be downloaded from the Chief Procurement Officer for General Service’s website at https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx

OUTLINE

A. INSTRUCTIONS FOR SUBMITTING OFFERS

A. INSTRUCTIONS FOR SUBMITTING OFFERS

A.1. PROCESS CHANGES RESULTING FROM BIDBUY

BidBuy is the State’s eProcurement system being used by State agencies under the jurisdiction of the Chief Procurement Officer for General Services. With the implementation of BidBuy, some procurement processes have changed. In some instances, BidBuy entirely replaces the State’s previous procurement processes. In others, the past instruction or process remains unchanged or is augmented by BidBuy.

The State publishes Requests for Proposals (RFP) in BidBuy. BidBuy consists of public webpages that may be referred to as the “Bulletin” or information “on BidBuy”. BidBuy also permits vendors to create password protected Seller Accounts allowing electronic quoting for some procurement methods. The RFP, along with other attachments and information on BidBuy, constitutes the State’s solicitation. The State requires electronic offers in response to RFPs through BidBuy. Offerors must pay special attention to the instructions found on BidBuy as they augment the information in this RFP. Offerors shall read the entire contents of this RFP and direct any questions to the Information Contact found on the BidBuy posting

A.2. CONFLICT BETWEEN INFORMATION IN PAPER FORMAT AND ON BIDBUY

If the State provides information in paper format (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 paper format is presumed to represent the State’s intent. If the Offeror provides information in paper format that is different or in conflict with the information the Offeror provides in BidBuy, then the information in paper format shall represent the Offeror’s intended submission.

A.3. HOW TO ENTER INFORMATION

Type information in the red text form fields provided. Text fields are indicated by the instruction “Click here to enter text”. in red font. If the information requested does not apply to the Offeror’s situation, then enter “N/A” into the text form field. Please enter the requested information or N/A into every red text field.

A.4. PUBLISHED PROCUREMENT INFORMATION

The State publishes procurement information, including solicitations, awards, and amendments, on the General Services Illinois Procurement Bulletin (IPG), referred to 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 the Bulletin. The State will not be held responsible if Offeror fails to receive the optional e-mail notice of future amendments to the solicitation.

A.5. SOLICITATION CONTACT

The individual listed below shall be the single point of contact for this solicitation. Unless otherwise directed, Offerors shall only communicate with the Solicitation Contact. The State/Agency shall not be held responsible for information provided by or to any other person.

Table 1: Solicitation Contact

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.

A.6. SCHEDULE OF EVENTS AND DEADLINES

Table 2: Schedule of Events and Deadlines (Dates are provided solely to aid offerors understanding of the process, these are ONLY estimates and may change at any time)

All times in the event schedule are local times for the Central Time Zone. The State reserves the right to revise this schedule at any time. Revisions, if any, will be formalized by the issuance of an addendum to the RFP and posted in BidBuy.

A.7. 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 the dates identified in the table found in Section 1 A.6 Schedule of Events and Deadlines using Attachment F Q&A Template. Questions received and Agency responses will be posted as an Amendment to the original solicitation on BidBuy; only these posted answers to questions shall be binding on the State. Offerors are responsible for monitoring BidBuy.

A.8. PRE-BID CONFERENCE

Date: December 1st, 2021 Time: 2:00PM CST to 4:00 PM CST Location: WebEx Meeting Only: 1-415-655-0002 US Toll; Meeting number (access code): 245 313 27181; Password: CCWISIVV There will be one (1) Pre-Bid Conference that is outlined in the Schedule of Events and Deadline table found in Section 1 A.6. Schedule of Events and Deadlines. Attendance is not mandatory.

Please plan to attend via WebEx (instead of calling in) so you’re able to view the host presentation screen. To allow DCFS to document attendees information, please type the following information for all attendees joining the meeting into the Chat Feature in WebEx once you join: 1) Name, 2) Company Name, 3) Phone #, 4) Email, 5) Whether you’re a Prime or Subcontractor. DCFS’ appreciates your assistance to ensure a smooth Pre-Bid meeting for everyone.

https://illinois.webex.com/illinois/j.php?MTID=m8e7a80a3f6977444d872601205d9b269 Free WebEx Application can be downloaded here: https://www.webex.com/downloads.html Pre-bid Conferences are a great opportunity to meet and partner with registered BEP and VBP vendors and allow the Agency to highlight important sections of the RFP. The Department will facilitate notification of contract goals and Pre-bid Conference opportunity to all applicable CMS registered BEP and VBP vendors.

Attendees will be allowed to audio record the Pre-bid conference to aid in preparing their Offer.

A.9. OFFER DUE DATE, AND TIME FOR SUBMISSION OF OFFERS:

Offers will be electronically opened at the Submit/Deliver Offers To address provided below at the Offer Due Date & Time specified below. If interested, Offerors may attend the opening via WebEx at the date and time indicated. Offers will be opened in the sixth-floor conference room. Note, since this is an RFP, no pricing will be opened, and no evaluation will occur during the offer opening. Paper Offers are NOT allowed.

A.9.1. Offer Due Date and Time:

A.9.2. Date: January 6th , 2022 A.9.3. Time: 3:00PM CST A.9.4. Offer Opening WebEx Information: +1-415-655-0002 US Toll, Meeting number (access code): 245 827 30264; Password: yeCm6dPQg33 A.9.5. Offer Firm Time: The Offer must remain firm for 120 days from opening.

A.9.6. Proposal Submission Information: Offers must be submitted in BidBuy. Please see vendor instructions for electronic response attachment for submission of technical proposal and pricing.

Proposal Submission Information

Time: 3:00PM CST

A.10. ORGANIZATION REQUIRED:

Offers may be submitted in as few as six and as many as seven packets. Please follow these instructions carefully. Separately label each packet. Offeror shall submit the following forms and others by uploading them in the Attachment tab in BidBuy.

A.10.1. Packet 1 shall contain the Offeror’s response to the Scope of Work provided in Section 1, Part D, Part E, and Part F (Attachment A – IV&V Vendor Narrative) (Includes Offeror’s Commitment to Diversity and requested documents).

A.10.2. Packet 2 Requested Sample Work Product: See Section D.1 and Attachment A for more information. A complete list can be found in Section C.7 below.

A.10.3. Packet 3 shall contain the Offeror’s Pricing Table – Attachment B. ONLY submit pricing on Bid #: B-24915 A.10.4. Packet 4 shall contain the Offeror’s Offer found in Section 1, Part C, and applicable forms found in Section 3, Parts F through J.

A.10.4.1. Offer to the State of Illinois (Checklist) (Signed)

A.10.4.4. Subcontractor Form A or Form B for all identified subcontractors (Signed), and Subcontractor DCFS Specific Disclosures for all identified subcontractors (Signed).

A.10.4.5. Where Are Services to Be Performed, Section 1.G

A.10.5. Packet 5 shall contain Offeror’s Form A or Form B and DCFS Specific Disclosures for the Offeror.

A.10.6. Packet 6 shall contain a redacted copy of the Offer (if applicable).

A.10.6.1. Offeror may provide a redacted copy of the Offer that removes material considered to be a trade secret or competitively sensitive, confidential, or proprietary.

A.10.7. Packet 7 shall contain a response to the Minorities, Women, and Persons with Disabilities participation requirements. Packet 7 is required as this solicitation contains a Business Enterprise Program (BEP) goal. See Section 1, A.25.

A.11. ELECTRONIC SUBMISSION OF OFFERS:

The Offer must be attached in BidBuy in separate packets as indicated below. Submission of Technical proposals and other required forms should only use BidBuy Bid # B-24914, and submission of Pricing proposal shall only be attached to BidBuy Bid # B-24915. Please see Notice of Electronic Submission Only and Vendor Instructions attached in BidBuy. Table below is the required packets for electronic submission and their corresponding Bid Numbers to attach.

Table 3: Submission of Offers

PACKET 1:

· Attachment A - IV&V Vendor Narrative Response

PACKET 2:

· Requested Sample Work Product: See Section D.1 and Attachment A – Complete list in Section C.7 B-24914

PACKET 3:

· Attachment B - Pricing Table B-24915

PACKET 4:

· Offer to the State of Illinois (Checklist) (Signed)

· Exceptions to Solicitation and Contract Terms and Conditions (Signed)

· Subcontractor Disclosure - See Section 3, Part K

· Subcontractor Form A or Form B, and Subcontracted DCFS Specific Disclosures for each subcontractor (Signed)

· Where Services Are to Be Performed – Section 1.G B-24914

PACKET 5:

· Offeror’s Form A or Form B; and DCFS Specific Disclosures (Signed) B-24914

PACKET 6:

· Redacted copy of Offer (If applicable) B-24914

PACKET 7:

· BEP Utilization Plan and Participation Agreement(s) (Signed) B-24914

A.12. BID BOND/PERFORMANCE BOND: N/A

A.13. SMALL BUSINESS SET-ASIDE: N/A

A.14. 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.

A.15. FEDERAL FUNDS: The resulting contract may be partially or totally funded with Federal funds. Upon notice of intent to award, the percentage of goods and/or services involved that are Federally funded and the dollar amount of such Federal funds will be disclosed.

A.16. 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.

A.17. 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”. Offeror may view the full text at http://www.ilga.gov/legislation/ilcs/ilcs.asp. The Illinois Procurement Code (30 ILCS 500) and the Standard Procurement Rules (44 ILL. ADM. CODE PARTS 1) are applicable to this solicitation and may be respectively viewed at http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7) and http://www.ilga.gov/commission/jcar/admincode/044/044parts.html.

A.18. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT: Offers become the property of the State and late submissions will not be returned. All offers will be open to the public under the Illinois Freedom of Information Act (FOIA) (5 ILCS 140) and other applicable laws and rules, unless Offeror requests in its Offer that the State treat certain information as confidential. A request for confidential treatment will not supersede the State’s legal obligations under FOIA. The State will not honor requests to keep entire Offers confidential. Offerors must show the specific grounds in FOIA or other law or rule that support confidential treatment. Regardless, the State will disclose the successful Offeror’s name, the substance of the Offer, and the price.

If Offeror requests confidential treatment, Offeror must submit additional copy/copies (see Instructions for Submission of Offers in Section A.11.) 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.

A.19. 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).

A.20. 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.

A.21. REFERENCES: |X| No A.22. INVOICING ADDRESS: The awarded Vendor shall invoice monthly or quarterly, or as otherwise agreed to by the parties.

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.

A.23. 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 Email: eec.legalstaff@illinois.gov Attn: Protest Review Office

Springfield, IL 62706

A.24. EVALUATION PROCESS

The State determines how well offers meet the Responsiveness requirements. The State will rank offers, without consideration of price, from best to least qualified using a point ranking system (unless otherwise specified) as an aid in conducting the evaluation. Offerors who fail to meet minimum requirements or who receive fewer than the minimum required points, if any, will not be considered for price evaluation and award.

The State evaluates four categories of information: Responsibility, Responsiveness, Commitment to Diversity, and Price. The State considers the information provided and the quality of that information when evaluating Offers. If the State finds a failure or deficiency, the State may reject the offer or reflect the failure or deficiency in the evaluation.

A.24.1. 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.

A.24.1.1. The State will determine whether the Offer meets the stated 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 requirement, the State may waive that requirement.

A.24.1.2. 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.

A.24.1.3. The State will determine whether the Offer 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.

A.24.2. 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:

A.24.2.1. Prohibited Bidder 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, goods or services after providing the State with a demonstration of the developing technology, goods, 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.

A.24.2.2. Other Responsibility Factors Other factors that the State may 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.

Awarded offerors must at all times 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.

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

A.24.3. PRICE

The State identifies the highest ranked Offer that meets the responsibility and responsiveness requirements.

A.25. BUSINESS ENTERPRISE FOR MINORITIES, WOMEN, AND PERSONS WITH DISABILITIES ACT PARTICIPATION AND UTILIZATION PLAN:

This solicitation contains a goal to include businesses owned and controlled by minorities, women, and persons with disabilities in the State’s procurement and contracting processes. Failure to submit a BEP Utilization Plan with Offer shall render the Offeror Non-Responsive (30 ILCS 575/4(f)) and the Offer will be rejected. All questions regarding the subcontracting goal must be directed to the Agency Business Enterprise Program (BEP) Liaison or directly to CMS BEP Program staff prior to submission of proposals.

This solicitation contains a BEP goal. |X| Yes The BEP goal is: 20% BEP Liaison: Van Austin Phone Number: 217-558-0011 Email Address: DCFS.BidBuy@Illinois.gov Businesses included in Utilization Plan as meeting BEP requirements as prime vendors or subcontractors must be certified by CMS as BEP vendors prior to the Offer closing date.

The following NIGP Codes were used to calculate the Business Enterprise Program Goal:

The vendors associated with the code(s) above are listed on the BEP Vendor Listing attached in BidBuy to the solicitation. See Attachment E CMS Registered BEP Vendors List attached. This is not an all-encompassing list of who may be used as a subcontractor to fulfill this goal. If you have a potential subcontracting opportunity for goods or services by a vendor subject to the NIGP codes referenced in the solicitation documents that would be considered applicable to the resulting contract, you may submit that subcontractor to fulfill the BEP goal, assuming they are BEP certified with the State of Illinois at the time of bid submission. Only vendors certified as BEP at the time of bid submission and subject to the code(s) above shall count towards the goal.

In order to be considered as having completed a “good faith effort”, 100% of all listed vendors must be contacted and their responses entered in the BEP Utilization Plan.

Registered BEP vendors must still complete and submit a Utilization Plan showing they will self-perform the Goal to be found Responsive.

Go to: https://www2.illinois.gov/cms/business/sell2/bep/Pages/default.aspx for complete requirements for BEP certification. Go to: https://cms.diversitycompliance.com/ to search for certified BEP vendors. As the CMS registered BEP vendors list is being updated frequently, the Agency encourages Offerors to check the website often for additional registered Vendors.

A.26. VETERAN SMALL BUSINESS PARTICIPATION AND UTILIZATION PLAN

This solicitation does not contain a goal to include businesses owned and controlled by military veterans.

A.27. 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

-END OF INSTRUCTIONS-

STATE OF ILLINOIS

SUBCONTRACTOR DISCLOSURES

ATTACHMENT FF

SECTION 1.A. INSTRUCTIONS FOR SUBMITTING OFFERS

State of Illinois RFP 30 Attachment FF– Subcontractor Disclosures V.13.3 State of Illinois RFP 18 Section 1. Part A. Instructions V.20.1

B. SELECTION OF VENDOR

B. SELECTION OF VENDOR

B.1. The State may award to the most responsive and responsible Offeror whose Offer best meets the below criteria.

B.2. The State determines how well Offers meet the responsiveness requirements. The State ranks Offers, without consideration of price, 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.

B.3. 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 prices submitted, other known prices, the project budget, and other relevant factors.

B.4. EVALUATION PROCESS:

The subsections and chart below describe the evaluation process and the elements of Responsiveness the Department will evaluate, their relative weights in point format and minimum point requirements.

B.4.1. Responsiveness Evaluation:

An initial evaluation by the DCFS Office of Procurement will be performed to assess the Offeror’s responsiveness to all proposal requirements. If the Offeror fails to meet the proposal requirements or mandatory requirements, they may be deemed non-responsive. No points are awarded during the Responsiveness Evaluation.

The following packets will be reviewed during the Responsiveness Evaluation:

· Packet 4, Packet 5, Packet 7

B.4.2. Responsibility Evaluation:

The Department will evaluate Offeror’s written proposal and Offerors who receive fewer than the minimum required points will not be considered for Price evaluation and award.

The following packets will be reviewed during the Responsiveness Evaluation:

· Packet 1, Packet 2

B.4.3. Commitment to Diversity:

The Department will evaluate Offeror’s written commitment to diversity. This evaluation and scoring is separate from the Responsibility and Pricing scoring but is counted as part of determining the highest ranked offeror.

· The total number of points for Commitment to Diversity is 410 Points.

B.4.4. Pricing and Award:

Upon completion of Responsibility Evaluation, the Department will open and evaluate pricing for all Offerors meeting the minimum scoring requirement. The Department may request vendors provide their Best and Final Offer.

· The total number of points for Pricing is 300 Points.

B.5. The chart below shows the elements of Responsibility that the State evaluates, their relative weights in point format and the minimum point requirements.

B.5.1.1. The total number of points for Responsibility is 2,120 Points.

B.5.1.2. RESPONSIBILITY ELEMENTS

The Department will notify Offerors that fail to receive the minimum required points in writing within 5 business days of determining final evaluation scores for all Offeror’s Responsibility Evaluation.

The minimum required points to advance to Price evaluation and award is 1,696 points or 80% of the total Responsibility points available. Minimum Responsibility Points do not include Commitment to Diversity points.

Table 5. Evaluation Categories and Scoring

The evaluation will be based upon the quality of responses in meeting the general descriptions and specific criteria described in the following sections:

Attachment A - IV&V Narrative (Packet 1) RFP Reference: Sections D Scope of Work, Section E Deliverables, Section F Key Personnel Offeror’s Sample Work Products (Packet 2)

Whether the respondent, on the solicitation being evaluated, assisted businesses owned by women, minorities, or persons with disabilities in obtaining lines of credit, insurance, necessary equipment, supplies, materials, or related assistance or services.

50 Points

Attachment B – Pricing Table Form 300 Points

B.6. The number of points for Price is 300. The State will determine Price points using the following formula:

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

STATE OF ILLINOIS

SECTION 1.B. SELECTION OF VENDOR

STATE OF ILLINOIS

SECTION 1.B. Selection of Vendor

B.7. The maximum number of points is 2,830 (Responsiveness 2,120 + Commitment to Diversity 410 + Price 300).

State of Illinois RFP 19 Section 1.B. Selection of the Vendor State of Illinois RFP 20 Section 1.B. Selection of the Vendor

C. OFFER TO THE STATE OF ILLINOIS

C. Project Title / Reference # DCFS PO19-165 Enhanced IV&V Services for CCWIS Project, BidBuy Bid #s B-24914 & B-24915 – v.2 Updated 11.29.2021 The undersigned authorized representative of the identified Offeror hereby submits this Offer to perform in full compliance with the subject solicitation. By completing and signing this Form, the Offeror makes an Offer to the State of Illinois that the State may accept.

Offeror shall use this Form as a final check to ensure that all required documents are completed and included with the Offer. Offeror must mark each blank below as appropriate; mark N/A when a section is not applicable to this solicitation. Offeror understands that failure to meet all requirements is cause for disqualification.

C.1. SOLICITATION AND CONTRACT REVIEW

Offeror reviewed the Request for Proposal, including all attachments and instructions, completed all blanks, provided all required information, and demonstrated how it will meet the requirements of the State of Illinois.

|_| Yes |_| No

C.2. ADDENDA

Offeror acknowledges receipt of any and all addenda to the solicitation and has taken those into account in making this Offer.

|_| Yes |_| No |_| N/A

C.3. OFFEROR CONFERENCE

Attendance is not mandatory.

|X| N/A

C.4. OFFER SUBMISSION

Offeror is attaching the packets in BidBuy by the due date and time.

|_| Yes |_| No

C.5. BONDS

No bonds are required.

|X| N/A C.6. PACKET 1 – IV&V Narrative Response & Commitment to Diversity Attachment A - IV&V Narrative |_| Yes |_| No Commitment to Diversity (Attachment A – Section B.5) |_| Yes |_| No

C.7. PACKET 2 – Work Product Samples (May be redacted or templates)

C.8. PACKET 3 – PRICING

Attachment B Pricing Table (Bid B-24915 ONLY) |_| Yes |_| No

C.9. PACKET 4 – OFFER

C.10. PACKET 5 – OFFEROR’S FORM A; OR FORM B BELOW:

C.11. PACKET 5 – OFFEROR’S FORM B

PA

C.12. PACKET 6 – REDACTED OFFER

Redacted copy of Offer (if applicable) |_| Yes |_| No

C.13. PACKET 7 – BEP UTILIZATION PLAN

C.15. PREFERENCES

The Illinois Procurement Code provides various preferences to promote business opportunities in Illinois.

Does Offeror make any claims for preferences? If so, please mark the applicable preference(s) and include a listing of the items that qualify for the preference at the end of this Section and a description of why the preference applies. Agency reserves the right to determine whether the preference indicated applies to Offeror.

|_| Resident Bidder (30 ILCS 500/45-10).

|_| Soybean Oil-Based Ink (30 ILCS 500/45-15).

|_| Recycled Materials (30 ILCS 500/45-20).

|_| Recycled Paper (30 ILCS 500/45-25).

|_| Environmentally Preferable Supplies (30 ILCS 500/45-26).

|_| Correctional Industries (30 ILCS 500/45-30).

|_| Sheltered Workshops for the Severely Handicapped (30 ILCS 500/45-35).

|_| Gas Mileage (30 ILCS 500/45-40).

|_| Small Businesses (30 ILCS 500/45-45).

|_| Illinois Agricultural Products (30 ILCS 500/45-50).

|_| Corn-Based Plastics (30 ILCS 500/45-55).

|_| Disabled Veterans (30 ILCS 500/45-57).

|_| Vehicles Powered by Agricultural Commodity-Based Fuel (30 ILCS 500/45-6) |_| Bio based Products (30 ILCS 500/45-75).

|_| Historic Preference Area (30 ILCS 500/45-80).

|_| Procurement of Domestic Products (30 ILCS 517).

|_| Public Purchases in Other States (30 ILCS 520).

|_| Illinois Mined Coal (30 ILCS 555).

|_| Steel Products Procurement (30 ILCS 565).

|_| Business Enterprise for Minorities, Women, and Persons with Disabilities Act (30 ILCS 575).

|_| Veterans Preference (330 ILCS 55).

Items that Qualify and Explanation: Enter text Signature of Authorized Representative:

Printed Name of Signatory: Enter text Offeror’s Name: Enter text Date: Click here to enter a date.

SECTION 1.C. OFFER TO THE STATE OF ILLINOIS

State of Illinois RFP 24 Section 1. Part C. Offer to the State of Illinois V.20.1

DCFS has embarked on a comprehensive and strategic IT transformation. This IT transformation will allow the Agency to better support its commitment to act in the best interests of the children and families of Illinois by increasing its ability to provide a safe, nurturing environment for children to grow and prosper.

D.1 Federal Role in and Perspective on IV&V For Federal purposes, the scope of IV&V has been expanded to include advisory, strategic planning and consulting, oversite, and other programmatic activities in conformance with the term’s usage in Federal regulations at 45 CFR 307.15(b)(10).

Offerors to this solicitation are hereby notified that the requirements of IV&V for the DCFS CCWIS Implementation Program do not precisely conform to industry standard practices for verification and validation as defined in the Electrical and Electronics Engineers (IEEE) Standard for System, Software, and Hardware Verification and Validation (V&V) (IEEE Std 1012-2016). Federal requirements for IV&V are a subset of the full V&V standard defined by the IEEE Standard. The IEEE standard describes software IV&V processes as generally determining if development products of a given activity conform to the requirements of that activity and if the software satisfies the intended use and user needs. In other words, the IEEE standard answers the dual question, “… did we build the product right, and did we build the right product?” As defined in the IEEE standards, IV&V processes include activities such as assessment, analysis, measurement, inspection, and testing of software products and processes. These IV&V processes include assessing software in the context of the system, including the operational environment, hardware, interfacing software, operators, and users. The IEEE standard seeks to assure that software IV&V is performed in parallel with software development, not intermittently or at the conclusion of the software development. The IV&V Vendor shall have an integral role in the State’s project daily requirements.

Federal requirements for IV&V on State automation projects have variations to “traditional” IV&V in two key regards:

D.2 IV&V Standards…