DCFS PO22-260A - IT Project Services RFP Final v3.docx

STATE OF ILLINOIS

REFERENCES

SUBCONTRACTORS

The Illinois Department of Children and Family Services (“DCFS”, “Department”, “Agency,” 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 Illinois Department of Children and Family Services (DCFS) seeks to establish a 24 -Month Indefinite Delivery Indefinite Quantity (IDIQ) Contract to enable DCFS to complete the Work Service Management Project. This project is one of four (4) critical Information Technology (IT) projects. Services shall be provided in the form of hourly professional service resources. The awarded vendor for each project shall supply resources as needed per the project scope outlined in this Request for Proposal (RFP). The methodology for this project shall be a hybrid agile approach.

The Work Service Management Project will expand upon the current Jira Software Environment to provide a mechanism for process workflows in the Agency. This project will implement to key processes utilizing the Work Management tool. For example, the first process will be the New Hire Provisioning Workflow. This workflow will improve the processes within DCFS to prepare for new employees to start. DCFS currently uses Jira Software to track and monitor development efforts and has recently expanded the platform to include the Confluence module as well as the TFS4Jira module. The project team outlined in section D.1, will be expected to complete this project from Discovery to Implementation. The project team shall complete the Discovery phase and present a project schedule in the first 30 days of the resulting contract term.

This RFP represents one of four solicitations for IT Project Services. Three additional RFPs will be released in short order for OIG Case Management, Nomad Decommission, and Access DB Conversion. No single vendor shall be awarded a contract as the prime vendor for more than one of these four RFPs. Subcontractors may be utilized for more than one of these Contracts provided they are not reusing dedicated resources across multiple projects. Subcontractors performing work on any of the four contracts are prohibited from being awarded any one of these four Contracts as the prime vendor. DCFS Office of Procurement will review all subcontractors utilized on these four Contracts for a Conflict of Interest, and reserves the right, subject to the Chief Procurement Office approval, to require any Vendor replace any subcontractor based on a documented conflict of interest.

Offeror’s may submit offers on more than one of these four RFPs. However, following posting of a Notice of Intent to Award, regardless of which RFP is awarded first, the awarded Offeror shall withdraw any and all outstanding Offers for the other three related RFPs.

The resulting contract with the awarded Vendor shall have an initial term of 24 months. 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, has the option to renew for the following terms: No Renewals are allowed.

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 Request for Proposal (RFP) 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.

Form A and Form B 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.

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

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: Narrative Response Attachment B: Diversity Plan Attachment C: CMS Registered BEP Vendors List

REQUEST FOR PROPOSAL

Illinois Department of Children and Family Services IT Project – Work Service Management DCFS Reference #PO22-260A – BidBuy Reference # 22-418DCFS-PROCU-B-28568

Attachment D: Question and Answer Template

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 1 Introduction V.20.1

SECTION 1.

SECTION 2

Pricing E.

SECTION 3.

The following sections (FORM A, FORM B, BEP Utilization Plan, VSB Utilization Plan, Letter of Intent) of the solicitation may be found on the CPO’s website at:

https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx

FORMS A

Complete this section if you are not using a State of Illinois Vendor Registration Number which represents registration in the Illinois Procurement Gateway (IPG).

FORM B

Complete this section if you are using an active State of Illinois Vendor Registration Number.

To ensure that you are registered in the IPG, search for your business name in the IPG Registered Vendor Directory. If your company does not appear in the search results, then you are not registered in the IPG.

OUTLINE

State of Illinois RFP 4

OUTLINE

V.20.1

SECTION 1.

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 through their Seller Account, 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. 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 text form field.

The Offer shall submit all information via BidBuy by following the prompts and instructions contained within BidBuy.

A.4. PUBLISHED PROCUREMENT INFORMATION: The State publishes procurement information, including solicitations, awards, and amendments, on the General Services Illinois Procurement Bulletin, 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. INFORMATION CONTACT: The individual listed in the “Info Contact:” on the Bulletin posting shall be the single point of contact for this solicitation. Unless otherwise directed, Offerors 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.

A.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 April 15, 2022 5PM CST. Questions received and Agency responses may be posted as an Amendment to the original solicitation in BidBuy on or before April 19, 2022 5PM CST. Only these posted answers to questions shall be binding on the State. Offerors are responsible for monitoring BidBuy.

A.7. PRE-SUBMISSION CONFERENCE

The Agency has scheduled a Pre-Submission Conference.

Attendance at the Pre-Submission Conference is not mandatory.

Please plan to attend via WebEx (instead of calling in) so you’re able to view the host presentation screen. DCFS will pause the Pre-Bid meeting for 10 minutes to help facilitate networking between primes and subcontractors. Upon joining the WebEx, please type the following information for all attendees joining the meeting into the Chat Feature: 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.

Pre-bid Conferences are a great opportunity to meet and partner with registered BEP vendors and allow the Agency to highlight important sections of the RFP. DCFS will facilitate notification of contract goals and Pre-bid Conference opportunity to all applicable CMS registered BEP vendors.

Date: April 14, 2022

Time: 10:00 AM CST to 11:00 AM CST Location: WebEx Meeting Only: +1-415-655-0002 US Toll Meeting number (access code): 246 822 23323

Join from the meeting link https://illinois.webex.com/illinois/j.php?MTID=m79ac6ef7c4943799d836d94b16b7f195

Join by meeting number Meeting number (access code): 246 822 23323 Meeting password: Cu8YekpmF46

Free WebEx Application can be downloaded here: https://www.webex.com/downloads.html

A.8. OFFER DUE DATE, TIME, AND ADDRESS FOR SUBMISSION OF OFFERS:

Each solicitation contains the Offer Due Date and Time appearing as the “Bid Opening Date:” on the Bulletin posting. Offers will be electronically opened at the Submit/Deliver Offers To address provided below.

A.8.1. Offer Due Date and Time:

A.8.2. Date: May 3, 2022 A.8.3. Time: 3:00PM CST A.8.4. Offer Opening Meeting Invite:

WebEx Meeting: 1-415-655-0002 US Toll, Meeting number (access code): 246 710 50426 Join from the meeting link:

https://illinois.webex.com/illinois/j.php?MTID=m6f719d953b3f14040adafd4657354d3b

Join by meeting number: 246 710 50426 Meeting password: GCx2SxPpq34 A.8.5. Offer Firm Time: The Offer must remain firm for 120 days from opening.

A.8.6. Electronic Submission Only

Time: 3:00PM CST

A.9. SUBMISSION OF OFFERS:

The Offer must be attached in BidBuy in separate packets as indicated below. Please see vendor instructions for electronic response attachment for submission of technical proposal and pricing.

ORGANIZATION REQUIRED

PACKET 1:

· Attachment A – Narrative Response

See CPO Notice 2020.06 attached to the solicitation in BidBuy. Paper bids are not allowed, vendor must submit these packets in BidBuy ONLY.

PRICING – shall be submitted electronically in BidBuy under Bid number 22-418DCFS-PROCU-B-28568, in the Items Tab.

PACKET 2:

· Attachment B - Diversity Plan

PACKET 3:

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

· Where Services Are to Be Performed

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

· Subcontractor Disclosure

· Subcontractor Form A or B (Signed) Subcontractor DCFS Specific Disclosure (Signed)

PACKET 4:

· BEP Utilization Plan for Offeror. (Registered BEP vendors must still complete a Utilization Plan showing they will self-perform the Goal.)

PACKET 5:

· Offeror’s Form A or Form B

· DCFS Specific Disclosures (Signed)

PACKET 6:

· Redacted copy of Offer (If applicable)

A.10. BID BOND/PERFORMANCE BOND: N/A

A.11. SMALL BUSINESS SET-ASIDE: N/A

A.12. 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.13. 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.14. 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.15. 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.16. 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.10.) 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.17. 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.18. AWARD: The State is not obligated to award a contract(s) pursuant to this solicitation. If the State issues an award(s), the award(s) will be made to the responsive and responsible offerors 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.19. REFERENCES: |X| No.

A.20. INVOICING ADDRESS: The awarded Vendor shall invoice monthly for each contract. Agency approved timesheets for each resource hour billed shall be included in invoice packet.

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.21. 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.22. 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.22.1. 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.22.1.1. Subcontractor Disclosure: If the Offer includes any subcontractors, then Offeror shall complete the Subcontractor Disclosure form found in Section 3, Part I.

A.22.1.2. References: References are not required.

A.22.1.3. If completing Forms B, then responsiveness may include and may not be limited to:

· Active Illinois Procurement Gateway registration # with expiration date

· Disclosure of lobbyists for Offeror and parent entity(ies)

· Disclosure of pending and current contracts

· Certifications timely to this solicitation A.22.1.4. If completing Forms A, required forms may include and may not be limited to:

· Business and Directory Information: Offeror should complete and return the Business and Directory Information form in Forms A , Part 1.

· Illinois Department of Human Rights Public Contracts Number: Offeror shall complete and return the IDHR Public Contracts Number form in Forms A , Part 2.

· Authorized to Transact Business or Conduct Affairs in Illinois: A person (other than an individual acting as a sole proprietor) must be a duly constituted legal entity prior to submitting a bid and authorized to transact business or conduct affairs in Illinois prior to execution of the contract. For more information, see Authorized to Transact Business or Conduct Affairs in Illinois in Forms A, Part 3.

· Standard Certifications: Offeror shall complete and return the Standard Certifications form in Forms A , Part 4.

· State Board of Elections Registration: Offeror may be prohibited from making political contributions and be required to register with the State Board of Elections. For more information, see State Board of Elections in Forms A, Part 5.

· Disclosure of Business Operations with Iran: Offeror should complete and return the Disclosure of Business Operations with Iran form in Forms A , Part 6.

· Financial Disclosures and Conflicts of Interest: Offeror shall complete and return the Financial Disclosures and Conflicts of Interest form in Forms A , Part 7.

· Taxpayer Identification Number: Offeror should complete and return the Taxpayer Identification form in Forms A , Part 8.

A.22.1.5. 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 particular requirement, the State may waive that requirement.

A.22.1.6. 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.

A.22.1.7. 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.22.2. 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.22.2.1. 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, 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.22.2.2. 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.

A.22.2.3. Awarded offeror 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.

A.22.2.4. The State may require that an offeror correct any deficiencies as a condition of further evaluation.

A.23. BUSINESS ENTERPRISE FOR MINORITIES, WOMEN, AND PERSONS WITH DISABILITIES ACT PARTICIPATION: The Bulletin posting indicates whether this solicitation contains a goal to include businesses owned and controlled by minorities, women, and persons with disabilities. If this solicitation is for non-construction supplies or services and contains a goal, then failure to submit a Utilization Plan shall render the Offer non-responsive. 30 ILCS 575/4(f). All questions regarding the subcontracting goal must be directed to the Agency Business Enterprise Program (BEP) Liaison prior to submission of proposals.

BEP Goal: 28%

BEP Liaison: Amber Wright Phone Number: 217-785-0384

Email Address:

The following NIGP Codes were used to determine the BEP goal for this procurement:

95877: Project Management Services 92040: Programming Services, Computer, Including Mobile Device Applications 92065: System Requirements Quality Assurance Review 92091: Training, Computer Based, Software Supported CMS Registered BEP vendors must still complete a Utilization Plan showing they will self-perform the Goal.

The vendors associated with the code(s) above are listed on the BEP Vendor Listing attached in BidBuy to the solicitation. See Attachment C 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. Businesses included in Utilization Plans as meeting BEP requirements as prime vendors or subcontractors must be certified by the Department of Central Management Services as BEP vendors prior to the Bid Opening Date. 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.24. VETERAN SMALL BUSINESS PARTICIPATION AND UTILIZATION PLAN: N/A

A.25. 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

INSTRUCTIONS FOR SUBMITTING OFFERS

State of Illinois RFP 30 Attachment FF– Subcontractor Disclosures V.13.3 State of Illinois RFP 16 Section 1. Part A. Instructions V.20.1

B. SELECTION OF VENDOR

B.1. The State may award to the most responsive and responsible Offeror(s) whose Offer(s) best meet the below criteria.

This RFP represents one of four solicitations for the IT Project Services. Three additional RFPs will be released in short order for OIG Case Management, Nomad Decommission, and Access DB Conversion. No single vendor shall be awarded a contract as the prime vendor for more than one of these four RFPs. Subcontractors may be utilized for more than one of these Contracts provided they are not reusing dedicated resources across multiple projects. Subcontractors performing work on any of the four contracts are prohibited from being awarded any one of these four Contracts as the prime vendor. DCFS Office of Procurement will review all subcontractors utilized on these four Contracts for a Conflict of Interest, and reserves the right, subject to the Chief Procurement Office approval, to require any Vendor replace any subcontractor based on a documented conflict of interest.

Offeror’s may submit offers on more than one of these four RFPs. However, following posting of a Notice of Intent to Award, regardless of which RFP is awarded first, the awarded Offeror shall withdraw any and all outstanding Offers for the other three related RFPs.

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 technical points, if applicable, will not be considered for price evaluation and award.

B.3. Section 30 ILCS 500/20-15 of the Illinois Procurement Code requires Offerors to show a demonstrated commitment to diversity. There are three 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.

B.3.1. The Commitment to Diversity points are equivalent to 20% of the total technical points.

B.3.2. Offerors must provide evidence supporting their commitment to diversity using Attachment B – Diversity Plan. Failure to submit evidence substantiating commitment will result in a low score. Offerors owned by minorities, females, and people with disability must also complete this section and provide the requested evidence.

B.3.3. Commitment to Diversity Categories:

For the purpose of section B.3.3., the assisted businesses are not required to be registered with the Illinois CMS Business Enterprise Program.

B.4. 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.5. EVALUATION PROCESS:

B.5.1. 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.

B.5.2. 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.

B.5.3. Commitment to Diversity: Section 30 ILCS 500/20-15 of the Illinois Procurement Code requires Offerors to show a demonstrated 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.

B.5.4. 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.

B.6. The chart below shows the elements of responsiveness that the State evaluates, their relative weights in point format and any minimum point requirements.

B.6.1. The total number of technical points is 950 Points.

B.6.2. The total number of points for Commitment to Diversity is 190 Points.

RESPONSIBILITY ELEMENTS

B.7. Offeror must receive a minimum of 713 (75%) technical Points to move to the Commitment to Diversity and Pricing phase.

B.8. The total number of points for Price is 170. The State will determine Price points using the following formula:

Maximum Price Points X (Lowest Price/Offeror’s Price) = Total Price Points B.9. The maximum number of points is 1,310 (Responsibility 950 + Commitment to Diversity 190 + Price 170).

SUBCONTRACTOR DISCLOSURES

ATTACHMENT FF

STATE OF ILLINOIS

INSTRUCTIONS FOR SUBMITTING OFFERS

State of Illinois RFP 30 Attachment FF– Subcontractor Disclosures V.13.3 State of Illinois RFP 16 Section 1. Part B Selection of Vendor V.20.1 C. Project Title IT Project Services RFP - Work Service Management, DCFS Reference #PO22-260A - BidBuy Reference # 22-418DCFS-PROCU-B-28568 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 should 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 referenced documents 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. PRE-SUBMISSION 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. FORMS A or FORMS B: Offeror is properly submitting either Forms A or Forms B, but not both.

|_| Yes |_| No

C.6. BOND: N/A.

|X| N/A

C.7. SMALL BUSINESS SET-ASIDE: N/A.

|X| N/A C.8. PACKET 1 – Narrative Response (Attachment A) |_| Yes |_| No

C.9. PRICING –

Submitted in the Unit Cost of the Items Tab |_| Yes |_| No C.10. PACKET 2 – Vendor’s Diversity Plan (Attachment B) |_| Yes |_| No

C.11. PACKET 3 – OFFER

C.12. PACKET 4 – BEP UTILIZATION PLAN

C.13. PACKET 5 – OFFEROR’S FORM A

|_| Yes |_| No

C.14. PACKET 5 – OFFEROR’S FORM B

C.15. PACKET 6 – REDACTED OFFER

C.16. 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).

|_| Not-for-Profit Agencies for Persons with Significant Disabilities (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) |_| Biobased 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: Click here to enter text.

Signature of Authorized Representative:

Printed Name of Signatory: Click here to enter text.

Offeror’s Name: Click here to enter text.

Date: Click here to enter a date.

OFFER TO THE STATE OF ILLINOIS

State of Illinois RFP 21 Section 1. Part C. Offer to the State of Illinois V.20.1

D. SPECIFICATIONS/QUALIFICATIONS/STATEMENT OF WORK

D.1. GOAL:

The Illinois Department of Children and Family Services (DCFS) seeks to establish a 24 -Month Indefinite Delivery Indefinite Quantity (IDIQ) Contract to enable DCFS to complete the Work Service Management Project, which is one of four (4) critical (IT) projects. Services shall be provided in the form of hourly professional service resources. The awarded vendor shall supply resources as needed per the project scope outlined in this RFP. The methodology for this project shall be a hybrid agile approach.

These prices must be all inclusive hourly rates. For the purposes of the resulting contracts, “inclusive hourly rates” shall have the following definition: fully-loaded hourly rate inclusive of salary, benefits, insurance, labor, ordinary travel, materials, deliverables, tools, equipment, supplies, expenses, overhead, insurance, fuel, freight, transportation, and any other ordinary cost of conducting the Offeror’s daily business.

The goal of this project is to expand the DCFS Jira implementation to include Jira Service Management and Work Management as well as expand the current usage of Jira products which will provide the ability to use online forms submission of IT related service requests and reports. The Project team will be expected to complete this project from Discovery to Implementation. The project team shall complete the Discovery phase and present a project schedule in the first 30 days of the resulting contract term.

This Project will have four major areas; The first will be to implement Jira Service management to replace the current Custom built .Net helpdesk system. Data migration will not be a part of this engagement; however, some reference data may need to be copied into the new solution. The second will be the integration of Service management with the State of Illinois ServiceNow System which is the Helpdesk System used by Department of Innovation Technology (DoIT). The third is the expansion of Jira Software to cover our future software development practices. Additionally, Jira Work Management will be used to implement and automate workflows not included as part of the case management solutions. For example, the New Employee Provisioning Workflow will provide great efficiency by requiring the submission of a single web form to request all equipment, facilities, system roles, training, etc. for newly hired employees. The current process requires the submission of 19 or more forms. The automation of the New Employee Provisioning Workflow is expected to improve new employee impression of DCFS and thus drive better retention of the challenging to hire DCFS workers. DCFS Currently uses the following Jira products; Jira Software , Confluence, Team Center, and TFS4Jira.

During the discovery phase the project team will be expected to identify processes which would be good candidates to implement on Jira Work Management and include these in the proposed project schedule.

D.2. SUPPLIES AND/OR SERVICES REQUIRED:

This is estimated to be an 24-month Project with the following 8 Resources Required:

Project Manager (1 required) – Key Personnel

· Minimum of a bachelor’s degree, or equivalent work experience, in Computer Science or related field

· Ten (10) or more years of experience managing software development projects as a Project Manager

· Current PMP Certification from the Project Managers Institute, or equivalent certification

· Five (5) or more years of demonstrated experience in Agile/scrum working environments and knowledge of those principles.

· Experience utilizing Microsoft Excel, Word, PowerPoint, Visio, and Project.

Business Analyst, Sr. (2 required) - 1 is Key Personnel

· Minimum of a bachelor’s degree, or equivalent work experience, in Computer Science or related field

· Seven (7) or more years of demonstrated experience working as a business analyst on complex projects with experience creating work/data flow diagrams, electing requirements, and collaboration with development teams and stakeholders

· Three (3) or more years of demonstrated experience doing strategic analysis focusing on determining best route to meet business needs

· Three (3) or more years of experience determining and working with business to refine processes and/or procedures

· Three (3) or more years of experience conducting detailed fit/gap analysis determining best solution(s) to meet business needs

Software Quality Assurance Specialist (1 required)

· Minimum of a bachelor’s degree, or equivalent work experience, in Computer Science or related field

· At least 5 years of experience testing software applications, including creation of test plans, using and setting up automated tests, recording test results, and leading/supporting successful user-acceptance-testing

· At least 3 years of demonstrated experience in creating and executing test cases for workflow-based solutions.

Senior Software Developer (Jira Specialty) (1 required) – Key Personnel

· Minimum of a bachelor’s degree, or equivalent work experience, in Computer Science or related field

· Five (5) or more years of demonstrated experience in a role of technical lead.

· Five (5) or more years of demonstrated experience working within full SDLC.

· Five (5) or more years of demonstrated experience with Agile or Hybrid-Agile SDLC.

·…