Deliverable 1.1. Pre-Submission Conference Agenda FINAL~1.pptx

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Disclaimer

DoIT will record this conference to ensure all information discussed is captured accurately.

Questions will not be permitted during this conference. All questions must be submitted via email as instructed in the RFP.

WELCOME

Pre-bid Conference (Laboratory Information Management System RFP)(25-448DOIT-ADMIN-B-46893)

AGENDA

Welcome Lori A. Andrews, CPPB, ITPO Category Manager BEP Compliance Reginald Lampkin RFP Highlights Lori A. Andrews, CPPB, ITPO Category Manager

BEP Compliance

BEP

Compliance and Responsiveness BEP Compliance and Responsiveness

BEP Goal: 10%

Our intent is to assist all Prime Bidders, BEP certified Subcontractors in completing the solicitations’ Utilization Plan, or U-Plan for short. The U-Plan is the means through which the Prime bidder identifies how their organization will meet the BEP diversity participation goals for the solicitation.

Please make sure that you have the most up-to-date version of the Utilization Plan, currently Version 25.1, which is attached to the solicitation in BidBuy. If you do not submit the current version of the U-Plan, your U-Plan may be determined to be non-responsive and you may be disqualified from receiving an award.

For BEP/VBP assistance please contact:

Reginald.Lampkin@illinois.gov or help desk 312-814-4190 or 1-800-356-9206 e-mail cei.bep.compliance@illinois.gov https://cei.illinois.gov/vendor-resources/get-bep-certified.html

Utilization Plan U-Plan Part I - Identify which of the three available options will be used to meet the Participation Goal.

BEP certified who will fully meet the participation goal through self-performance If this is the option selected, complete the rest of this page, sign, and attach it with your submittal ensuring that no fields or spaces are left blank.

Identified a single or multiple BEP firms certified who will fully meet the participation goal as a Subcontractor Complete, sign, and return Parts I and II. Part II must also be signed by the BEP certified Subcontractor. If you have engaged multiple contractors to meet the participation goal, you must submit a separate Part II for each Subcontractor Can only partially meet or cannot meet the participation goal but has made a Good Faith Effort towards meeting the goal and wishes to request a waiver or reduction of the goal.

Requesting a reduction to the goal – Return Parts I, II, and III Requesting a waiver – Return Parts I and Parts III

U-Plan Part II - Participation Agreement between the Prime Bidder and BEP certified Subcontractor and identifies who the Prime Bidder is partnering with and the description or scope of work that will be performed by the Subcontractor.

Part II, Section (d), must list the work to be performed or the goods or equipment to be provided by the BEP certified Subcontractor and you must include the NIGP code or codes associated with the work to be performed or goods or equipment to be provided.

A separate Part II for each BEP certified Subcontractor is required when multiple Subcontractors will be engaged to meet the participation goal.

Part II must be signed by both the Prime Bidder and the Subcontractor and all spaces on the Participation Agreement must be completed if something does not apply, please enter N/A or not applicable.

In Section (a) you will identify the percentage of the participation goal the Subcontractor will receive.

If you engage multiple BEP certified Subcontractors, the sum of each goal identified on each individual U-Plan must equal the total participation goal

U-Plan Part III - Good Faith Efforts Section, defines the requirements necessary for successful completion of the Good Faith Effort when the Prime Bidder has exhausted every effort in meeting the BEP participation goals.

In order for a Bidder’s Good Faith Effort to be determined responsive, the Bidder must contact every BEP firm certified in the NIGP Codes whose contact information is provided on the BEP vendor listing attached to the solicitation in BidBuy.

In order to be considered as having completed a “good faith effort”, all BEP vendors certified under NIGP Codes listed in the solicitation must be contacted and their responses entered in the BEP Utilization Plan. The Prime Bidder must email all registered BEP vendors under the NIGP Codes and follow up by telephone call. All emailed responses and phone logs (including date, time, and who you spoke with) must be submitted along with your BEP Utilization Plan.

Please keep in mind that during the Good Faith Effort responsiveness review, the BEP program staff may contact each vendor recorded on the contact log to verify its accuracy.

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.

U-Plan Part IV - it is important that the Prime and all Subcontractors read and understand the Terms of Utilization provided in Part IV. Part IV includes definitions and terms and conditions, which, along with Parts I, II, and III, as applicable, will become a material part of the contract

BEP Diversity Contract Monitoring System (DCMS)

BidBuy

Utilization Plan Version 25.1

Diversity Contract Monitoring System (DCMS) Compliance Resources

Business Enterprise Program Questions?

RFP Highlights

Lori A. Andrews, CPPB ITPO Category Manager

RFP Objectives and Goals

GOAL:

Secure a contract that covers the design, configuration, deployment, and ongoing support of a modernized Laboratory Information Management System (LIMS). This contract will span an initial four-year term, encompassing all supplies, services, and enhancements as specified in the solicitation.

Establish a framework for the vendor to provide the necessary services throughout the contract lifecycle, including identifying, designing, developing/configuring, and deploying enhancement releases. The framework should ensure that services are efficiently delivered, aligned with business needs, and adaptable to future requirements.

OBJECTIVES:

Contract with a vendor to provide a Laboratory Information Management System (LIMS) and related services as specified in this solicitation. To ensure the health and safety of all Illinois residents, the State is undertaking a modernization effort to replace the existing LIMS (currently STARLIMS and paper-based systems) with a comprehensive, modern solution.

LABORATORY INFORMATION MANAGEMENT SYSTEM RFP

Section D. Evaluation Procedures

D.2. RESPONSIVENESS

D.3. EVALUATION METHODOLOGY

D.4. COMMITMENT TO DIVERSITY ELEMENTS

D.5. MINIMUM REQUIRED POINTS

D.6. PRICE

D.7. MAXIMUM AVAILABLE POINTS

Section D.2. Responsiveness

Financial Disclosures – Vendor Disclosures (Formerly Forms A) or IPG Active Registered Vendor Disclosures (Formerly Forms B). Financial Disclosures will also need to be completed for any parent entities listed on Vendor Disclosures.

Active Registered Vendor Disclosures are for vendors registered in the Illinois Procurement Gateway (IPG)

Vendor Disclosures are for vendors NOT registered in the Illinois Procurement Gateway (IPG).

If the Bidder includes any subcontractors with an annual value over $100,000, then Bidder shall complete Section B. Subcontractor Disclosure of the Offer to the State of Illinois Information and Technology document.

Must include subcontractor Vendor Disclosures or IPG Active Registered Vendor Disclosures

D.2. RESPONSIVENESS

D.3. EVALUATION METHODOLOGY

D.4. COMMITMENT TO DIVERSITY ELEMENTS

D.5. MINIMUM REQUIRED POINTS

D.6. PRICE

D.7. MAXIMUM AVAILABLE POINTS

Section D.2. Responsiveness

Illinois Department of Human Rights Public Contracts Number

Illinois Secretary of State – In Good Standing

Board of Elections- must be registered at the time you have submitted your proposal

BEP Utilization Plan

Signed Offer

Pricing entered into BidBuy Line items

Section E. Administrative Requirements

E.2. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT

E.3. MINORITY CONTRACTOR INITIATIVE

E.4. FEDERAL FUNDS

E.5. EMPLOYMENT TAX CREDIT

E.6. RESERVATIONS

E.7. AWARD

E.8. INVOICING ADDRESS

E.9. PROTEST REVIEW OFFICE

E.10. RESPONSIBILITY

E.11. BIDBUY TERMINOLOGY

Illinois law and rules govern this solicitation and any resulting contract. The Illinois Procurement Code (30 ILCS 500) and the Standard Procurement Rules (44 ILL. ADM. CODE PART 1) are applicable to this solicitation.

View full detail: Section E.1. of the RFP

Minimum Number of References: (3) Three For protests related to specifications, the Protest Review Office must physically receive the protest no later than two (2) weeks after the solicitation or related addendum was posted to the Bulletin.

Mailing Address:

Email:

CPOGS.PRO@illinois.gov

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.

D.2. RESPONSIVENESS

D.3. EVALUATION METHODOLOGY

D.4. COMMITMENT TO DIVERSITY ELEMENTS

D.5. MINIMUM REQUIRED POINTS

D.6. PRICE

D.7. MAXIMUM AVAILABLE POINTS

Section F. — Proposal Forms

Offeror must complete and submit:

Mandatory Requirements without Evidence (Section F.1.)

Offeror shall respond by checking the “Agree” box.

Mandatory Requirements with Evidence (Section F.2.)

Offeror shall respond by checking the “Met” box and providing the section and page number where the supporting evidence can be found within the Proposed Technical Solution.

Proposed Technical Solution (Section F.3.)

Offeror shall use this section as the Offer.

Commitment to Diversity (Section F.4.)

Offeror shall submit the BEP Utilization Plan.

Price Workbook (Section F.6.)

Offeror shall submit Attachment F – Price Workbook, as well as documenting the official price proposal within BidBuy using the provided worksheet within this attachment.

Section G. — Attachments and Exhibits

G.1. Attachment A — HIPAA Business Associate Agreement A signed copy shall be returned as Attachment A of the Offer.

LABORATORY INFORMATION MANAGEMENT SYSTEM RFP G.2. Attachment B — State Standard Security Requirements Contains all State standard security requirements which must be followed.

A signed copy of the DoIT Scanning Agreement, found on the final page of this document, shall be returned as Attachment B of the Offer.

G.3. Attachment C — Commitment to Diversity

All vendors are required to fill out and submit the Commitment to Diversity Vendor Answer Sheet.

G.4. Exhibit D — Glossary Provides definitions of terms and acronyms used throughout the RFP to ensure complete clarity and understanding between the State and the Offeror.

G.5. Attachment E — References Questionnaire Three (3) completed and signed copies shall be returned to DoIT directly by the reference. This will NOT be submitted by the Offeror.

G.6. Attachment F — Price Workbook This attachment shall be used to develop the price proposal and be submitted as “Attachment F – Price Workbook”.

PLEASE NOTE: There is a requirement within this RFP solicitation to provide this “Attachment F – Pricing Workbook” as an attachment to the submitted quote in BidBuy. When attaching this document on the Attachments Tab, it also states to mark the box that says “Pricing Related”.

It also states that “Failure to mark this box when attaching a pricing document will result in disqualification.”

G.7. Attachment G — Traceability Matrix (TM) Contains deliverables, desirable technical functionality, mandatory services, service level requirements, and performance definitions.

Leverage to complete and submit with the Offer (Section F.3.).

G.8. Attachment H — Laboratory Tests & Equipment This includes all clinical tests that are currently utilized and will need to be performed with the new system.

This also includes a list of equipment utilized to run laboratory tests.

Solution should integrate with equipment to remove the need for manual documentation of the test results.

Important Dates Offers are to be submitted in BidBuy by 04/17/2025 at 02:00:00 PM CST Questions are to be submitted to lori.andrews@illinois,gov by close of business 04/01/2025 Do not submit Offers via email Offerors need to be registered in BidBuy For Vendor assistance, contact the BidBuy Vendor Help Desk:

by email at il.bidbuy@illinois.gov by phone at 866-455-2897 Hours of Operation: Monday through Friday from 8:30am to 4:30pm CT

Thank you.

All questions must be submitted in writing to Lori.Andrews@illinois.gov no later than close of business April 1, 2025.

Answers to questions will be posted as an Amendment in BidBuy.

This Conference Slide Show will also be posted via Amendment in BidBuy.

No responses will be provided in email.

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