Illinois State Board of Education Request for Proposal Educator Licensure Information System (ELIS) Team

25-586SBE-CHFED-B-46903

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The agency is seeking to procure a vendor to supply three (3) senior software developers, one (1) senior quality assurance analyst, and one (1) senior IT business analyst. The team will provide specialized application development and maintenance in the agency’s Educator Licensure Information System (ELIS), Annual Program Report (APR), Professional Development (PD+), and other related applications. Offerors are required to submit a maximum of one candidate per position for all positions. Only one vendor will be awarded for all positions.

These positions will be based onsite at the Illinois State Board of Education’s Springfield office, located at 100 North First Street, in the Alzina building. Following a 30-day evaluation period, the team may become eligible for a remote or hybrid schedule of two remote workdays per week with three days onsite, at ISBE’s discretion. ISBE will supply the necessary software for the remote work; however hardware will not be provided.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

The three senior software developers, senior quality assurance analyst, and senior IT business analyst will support the Educator Effectiveness Department by developing, maintaining, and enhancing extant and future applications related to educator licensure and educator preparation.

Extant systems will include (but are not limited to) the Educator Licensure and Information System (ELIS), Annual Program Report (APR) and PD+. See system descriptions below.

Annual Program Report (APR)

ISBE’s web-based application used by educator preparation providers (EPPs) to report annual programmatic data to ISBE. EPPs can view data dashboards in this application and run queries. Data from APR transfers to the external-facing Illinois Educator Preparation Profile (IEPP.) Although APR access is only available to internal users, Offerors may view screenshots and more information about the system on the ISBE Annual Program Reporting webpage.

Educator Licensure Information System (ELIS)

ISBE’s web-based licensure system that houses educator licenses. Educators use the system to apply for and renew licensure credentials. EPPs use the system to verify that candidates enrolled in their preparation programs have met licensure requirements. To view how this system is used by EPPs and licensure candidates, click the Materials and Resources header and view resources under the Entitlement bullet of this page. To view videos showing how educators can apply for and renew their credentials, click the ELIS How-to Demonstrations on this page.

The team will provide an improved user experience when the Illinois educator community reviews or renews their licensure or applies for new licensure in ELIS; when educator preparation programs report licensure data to ISBE in APR; and when current educators use PD+ (the interactive system that houses information about available professional development for Illinois educators and PD providers).

The senior software developers, senior quality assurance analyst, and senior IT business analyst will collaborate with the Educator Effectiveness team and other stakeholders to gather and document requirements, create user and system documentation, document system processes, fulfill Freedom of Information Act (FOIA) data requests, design and develop enhancements and new systems, perform maintenance tasks, create automated testing scripts, perform quality assurance tasks, and provide critical technical support to all systems.

All efforts will support the Educator Effectiveness department as they work to advance their capabilities through system enhancements but will report to and be managed by the Software Solutions management. The senior software developers, senior quality assurance analyst, and senior IT business analyst will be responsible for implementing improvement plans defined by the program area and/or Software solutions management, developing business rules, and creating trainings for all requested applications while still maintaining regular system maintenance and support.

The scope of this contract will include a six-month transition period to transition knowledge, processes, documentation, and support of all new, extant, and related systems from the current vendor to the new vendor.

The senior software developers, senior quality assurance analyst, and senior IT business analyst will be assigned to multiple project teams over the course of the contract. Each team will maintain a backlog that includes clearly defined user stories using a Software Solutions Department-provided template, tasks, and timelines. Each team will maintain a Wiki that contains the system and user documentation for each project. The senior software developers will maintain the code in Azure DevOps repositories for each project.

The project team’s progress and accomplishments will be continually measured/evaluated by management against the expectations to ensure that each member is performing efficiently and adhering to ISBE’s and Software Solution’s policies, standards, and procedures. Effective performance will be measured by Software Solution’s management in determining if each member is meeting software (coding standards and business) requirements, if the requirements are met within the designated timeframe, and if the work is reasonably free of defects. As defined and approved by Software Solutions management, the senior software developers, senior quality assurance analyst, senior IT and business analyst will support ISBE staff by: actively participating in all facets of the systems development life cycle; working with staff to implement programming modifications necessary to improve system performance and availability, improve data quality, and assist staff with data collection and reporting; assisting staff with the implementation of system enhancements/modifications necessary to meet internal agency needs, external stakeholder needs, and to ensure compliance with state and federal mandates; meeting required/defined timelines when providing accurate information for state and federal reporting, internal data requests, and FOIA requests; and continuing work as related to the Agency’s on-going efforts to simplify and streamline data collection, and state and federal reporting processes. Please see attachment F for the detailed qualifications required. Offerors are permitted to submit only one candidate per position. The Offeror’s proposed candidate must be available to start work with the agency on Jan. 2, 2026.

KEY DELIVERABLES (including but not limited to):

APR Reporting- Review and Clean Data for Power BI Reports (ANNUAL PROCESS)

Illinois School Code and Administrative Code Updates (ANNUAL PROCESS)

APR Application Code Modification (support and enhancement) (ANNUAL PROCESS)

Prepare APR Application Code for IEPP Reporting (ANNUAL PROCESS)

IEPP Reporting and Application Support (ANNUAL PROCESS)

APR Application Maintenance and Development for Upcoming Reporting Cycle (ANNUAL PROCESS)

ELIS Application Maintenance and Development for Licensure Renewal (ANNUAL PROCESS)

Assist Educator Preparation Programs with Annual Data Uploads in APR (ANNUAL PROCESS)

Modifications and Updates to Code for APR Reporting (ANNUAL PROCESS)

General System Maintenance/Tech Debt for All Systems

Update Educator Application Wizards

Migration of All Logic from App to API Completion

Back End Technical Rewrite

Business Rules documents for all systems

Document and Database Security Upgrades

Illinois Administrators Academy Management System Rewrite Completion (PD+ Phase 2, 3, & 4)

PD+ Enhancements and Maintenance

PD+ Technical Guide and User Manual

ROE and District Reports Completion

Employment Information System/ELIS Alignment Completion

Evaluator Worksheets

Deficiency Letter Automation

Approval to Endorsement Conversion

ELIS Messaging Center

Online Form Submission Process for ROEs and IHEs

Licensure Status Rewrite

Educator Unfilled Position Code Alignment

Job Connection Portal Phase 1

Job Connection Portal Enhancements

Job Connection Portal Technical Guide and User Manual

Knowledge Transfer

ELIS mobile application development

Revamp ELIS interface to enhance visual design and modernize overall user experience

ELIS online form submission

Upgrade all existing and new systems to use ISBE’s new security portal MyISBE

A.3. UNIQUE CONSIDERATIONS

The Educator Licensure Information System is a large, complex application that serves five different user groups: ISBE staff, regional offices of education, institutions of higher education, Illinois educators, and prospective educators. Each user group has unique access levels and abilities in the application, with some user groups having options for several different access levels. The application was written with legacy coding and consists of numerous tables that connect with multiple other ISBE applications. The successful vendor and its proposed candidates must not only understand licensure applications, but educator licensure requirements in Illinois as well so they understand the impact that one coding change in the application will make on various other related sections of the application or other ISBE applications that use impacted tables. Not understanding these implications may impact unforeseen glitches that negatively impact users, cause ISBE to fall out of compliance with law, and require valuable resource time to correct. The application is (and will continue to be) coded with numerous “exceptions” to logic due to nuances in Illinois legislation regarding educator licensure requirements. Successful candidates must be adept at working in a fast-paced, ever-changing environment because development priorities quickly shift depending on law changes, user needs, or new initiatives.

A.4. TERM

A.4.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term commencing upon Jan. 2, 2026 or the last dated signature of the Parties and ending on June 30, 2028. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80.

A.4.2. RENEWAL: Subject to the maximum total term identified above, the State has the option to renew for the following term(s):

Renewal #1: July 1, 2028 -June 30, 2030

A.4.2.1. Pricing for the renewal term(s), or the formula for determining price, is in the Pricing section of this solicitation.

A.4.2.2. Any renewal of the resulting contract is subject to the same terms and conditions that apply to the initial term of the contract unless otherwise provided. The State may renew the contract for any or all of the option periods specified, may exercise any of the renewal options early, and may exercise more than one option at a time based on continuing need and favorable market conditions, when in the best interest of the State. The contract may neither renew automatically nor renew solely at the Vendor’s option.

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

B.1.1. Background/Overview: ISBE has launched multiple systems -- ELIS, the Employment Information System (EIS), APR and PD+ -- for use in reporting data for teachers, administrators, and other employees. Although the EIS system will not be a system of focus for development, tables from EIS connect to ELIS and one of the project’s deliverables involves aligning ELIS processes with data in this system.

ELIS is a web-based application designed to house current and historical educator licensure data, including the processing of licensure applications, renewals, and inquiries. ELIS is designed to assign a unique Illinois Educator Identification Number (IEIN) to each educator. ELIS allows educators to apply for and maintain their credentials online. ELIS also allows for district personnel to view license information on their educators. In addition, licensure officers have the ability to entitle their candidates for ISBE credentials within ELIS. ELIS users include ISBE staff, current and prospective educators, regional offices of education, school district administration, and educator preparation providers.

EIS is a web-based application designed to collect employment data about teachers, administrators, and other school personnel. EIS allows for data to be submitted via batch file, as well as entered and edited using online screens. In addition, EIS allows data to be reported for both certified and non-certified employees. EIS is designed to collect employment, position, and salary data for each public school employee; track employees from school to school within a district and district to district within Illinois; and collect timely and accurate data through standardized reporting capabilities. EIS serves as the vehicle to collect employee-related information electronically from districts. The EIS web application allows authorized users at district-level entities such as public school districts, regional offices of education, and special education cooperatives to access EIS via the ISBE Web Application Security (IWAS) system. EIS data is displayed in the ELIS application.

All educator preparation providers (colleges and universities) in Illinois use APR to report educator preparation program data to ISBE each year. APR supports ISBE’s efforts to ensure Illinois educators receive high-quality training prior to entering the profession. APR serves as the source data system for the Illinois Educator Preparation Profile. In addition to being used by EPPs, APR is also used by ISBE staff to monitor data submission and program compliance.

PD+ is an interactive system that houses information about available professional development opportunities for Illinois educators and professional development providers. Users of the PD+ system include ISBE staff, professional development providers, and current educators who are seeking to find and complete professional development activities for license renewal.

B.1.2. ISBE Systems Environment ISBE currently operates and supports a multitude of applications to conduct its business processes on various platforms using web-based, client server, and mainframe technologies. ISBE initiatives have incorporated the use of web-based tools utilizing Microsoft®.NET as the primary application development platform and Microsoft® SQL Server as the relational database management system (RDBMS). ISBE operates a Windows-based environment using the Microsoft® Office Suite for staff in its Springfield and Chicago offices.

Web-based applications must be browser-independent and run on Windows-based PC and MAC operating systems. In addition, the selected Vendor is required to follow current ISBE application development standards and procedures while ensuring maximal security. All technical solutions require approval from ISBE Information Systems management.

The solutions related to this RFP must use ISBE approved technologies, which may include Microsoft Visual Studio 2022 (or greater), C#, ASP.NET, MVC, Microsoft SQL Server, SQL Server Integration Services (SSIS), SQL Server Reporting Services (SSRS), Crystal Reports, Microsoft Power BI Business Intelligence, Telerik controls, and Microsoft SharePoint 2016. Microsoft Azure DevOps (DevOps) will be used for version control. Secure access to all ISBE web applications requires the Vendor to use the current ISBE application development framework to integrate into the current ISBE Single Sign-On (SSO) or the ISBE sign-in portal ISBE Web Application Security (IWAS) or future MyISBE portal.

Web-based applications at ISBE must run under Internet Information Server (IIS) 10 or higher on one or more servers running Windows Server 2019 Datacenter Edition. All servers run as virtual machines under VMware ESXi 6.7.

B.2. AREAS OF CONCERN/CHALLENGES

The current system is built on older technology that needs to be updated and modernized and has multiple interdependencies with other applications in the agency.

B.3. STRENGTHS

ISBE owns the system and all coding, and therefore has full control over development priorities and timelines for deliverable completion. The development team will work closely with three subject matter experts in the Educator Effectiveness department.

B.4. FIGURES, DIAGRAMS, & REFERENCE DOCUMENTS (optional – delete this section if it does not apply) These reference documents can be utilized to provide a snapshot of the project or engagement. Examples of this are reports that are run, the workflow of the existing system, outputs. This will be valuable information for an Offeror that is unfamiliar with the current program, service, or system. Provide a description of what is located in Section G and insert these documents in Section G.

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

C.1. REQUIRED DOCUMENTS TO COMPLETE AND SUBMIT

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

· Vendor Disclosure or IPG Active Registered Vendor Disclosure

· Technical response

· Offer to the State of Illinois Information and Technology

· Commitment to Diversity

· BEP Utilization Plan

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

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

Offerors are required to submit their response to the State’s solicitation through BidBuy. Any information sent to the State outside of BidBuy, for example by US Mail, FedEx, UPS, e-mail, or hand delivery, will neither be accepted nor considered. Offeror submissions will be considered only if they are received through BidBuy and on or before the time and date indicated as the “Bid Opening Date” on the BidBuy posting. Any required attachments must be submitted via BidBuy.

Price entries on the Items tab will be locked automatically upon submission of the quote. Entering cost, pricing or discount information in the Alternate Description may result in disqualification. If the agency requires pricing to be submitted in an attachment, Offeror shall upload pricing under the “Required Documents” section on the Attachments tab and check the box “Does the attachment contain any pricing, cost or discount information?” Failure to check this box allows your pricing to be viewed when bids are opened and will result in disqualification of your offer. NOTE: Do not check “Does the attachment contain any pricing, cost or discount information” if the attachment does NOT include pricing, cost, or discount information.

Documents shall be submitted in an electronic format that is accessible and readable using Microsoft Office suite software or Adobe Reader. Corrupted files shall not be considered. It is the Offeror’s responsibility to check that files are accessible and legible after uploading.

The Offeror is solely responsible for ensuring timely submission of their electronic solicitation response. Failure to allow adequate time prior to the Bid Opening Date to complete and submit a response to a solicitation, particularly in the event that technical support assistance from the State is required, places the Offeror and their offer or response at risk of not being accepted.

The State encourages the Offeror to ensure that their BidBuy account is up-to-date. It is recommended that you access your BidBuy account prior to the solicitation due date and time to make sure that your company’s information is up-to-date and your password is current. Files may be uploaded at any time prior to submission.

File size may impact the uploading and downloading speed and may lead to browser time-outs, resulting in failed upload/download attempts. Please consider this dependency when attaching very large documents.

OFFEROR INSTRUCTIONS TO SUBMIT IN BIDBUY

Create Quote:

Note: any pricing entered in the Unit Cost of the Items Tab will be locked until after Technical Evaluations take place. Do not enter cost, pricing, or any discount information in the Alternate Description field. Entering cost, pricing or discount information in the Alternate Description may result in disqualification.

Note: If taking any exceptions to Standard Terms and Conditions an Offeror must submit a redline version of the Standard Terms and Conditions with their proposal.

: “Upload” (next to each required attachment) : “Choose File” Note: If a pricing document is required, mark the box next to the question, “Does this attachment contain any pricing, cost, or discount information?”

Failure to mark this box when attaching a pricing document will result in disqualification.

Check this box ONLY if a separate pricing document is required.

Do NOT check this box for any other required quote attachment such as the Technical Proposal, Vendor Disclosure / IPG Active Registered Vendor Disclosure, or Utilization Plan(s), or Offer.

Offerors may also view the Request for Proposal (RFP) Vendor Submission Instructions Video found at https://cpo-general.illinois.gov/vendor-resources.html

C.2. DUE DATE AND TIME FOR SUBMISSION OF OFFERS

Each solicitation contains the Offer due date and time, appearing as the “Bid Opening Date:” on the BidBuy posting. Offeror shall submit Offers in BidBuy, and the State shall open Offers electronically in BidBuy on the “Bid Opening Date.” The Offer must remain firm for 180 days from opening.

C.3. CONFLICT BETWEEN INFORMATION IN ELECTRONIC DOCUMENTS AND ON BIDBUY

If the State provides information in electronic documents (i.e., the RFP and other attachments) that is different or in conflict with the information the State provides on BidBuy, then the information in electronic documents is presumed to represent the State’s intent. If the Offeror provides information in electronic documents that is different or in conflict with the information the Offeror provides in BidBuy through their Seller Account, then the information in electronic documents shall represent the Offeror’s intended submission.

C.4. PUBLISHED PROCUREMENT INFORMATION

The State publishes procurement information, including solicitations, awards, and amendments, on the Chief Procurement Officer for General Services’ Illinois Procurement Bulletin, known as the Bulletin or BidBuy (https://www.bidbuy.illinois.gov/bso/). Procurement information may not be available in any other form or location. Offeror is responsible for monitoring BidBuy. The State will not be held responsible if Offeror fails to receive the optional e-mail notice of future amendments to the solicitation.

C.5. INFORMATION CONTACT

The individual listed in the “Info Contact:” field on the BidBuy posting shall be the single point of contact for this solicitation. Unless otherwise directed, Offeror should communicate only with the Information Contact. The State/Agency shall not be held responsible for information provided by or to any other person.

Suspected errors should be immediately reported to the Information Contact. Do not discuss, directly or indirectly, the solicitation or any Offer with any State officer or employee other than the Information Contact.

C.6. OFFEROR QUESTIONS AND AGENCY RESPONSE

All questions, other than questions raised at the Pre-Submission Conference, pertaining to this solicitation must be submitted in writing to the Information Contact no later than October 17, 2025. Questions received and Agency responses may be posted as a Bid Amendment to the original solicitation on BidBuy; only these posted answers to questions shall be binding on the State. Offeror is responsible for monitoring BidBuy and BidBuy email notifications.

C.7. SMALL BUSINESS SET-ASIDE

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

C.8. BUSINESS ENTERPRISE FOR MINORITIES, WOMEN, AND PERSONS WITH DISABILITIES ACT PARTICIPATION AND UTILIZATION PLAN The BidBuy posting indicates whether this solicitation contains a goal to include businesses owned and controlled by minorities, women, and persons with disabilities. If this solicitation contains a goal, then failure to complete and submit a Utilization Plan, including documentation demonstrating good faith efforts when requesting a waiver, shall render the Offer non-responsive [30 ILCS 575/4(e)]. All questions regarding the subcontracting goal must be directed to the Information Contact indicated in BidBuy no later than October 17, 2025. See the Utilization Plan for NIGP codes used to establish this goal.

BEP Goal: 20% Go to https://cei.illinois.gov/vendor-resources/get-bep-certified.html for complete requirements for BEP certification. Go to State of Illinois Commission on Equity and Inclusion at https://supplierdiversitymanagementportal.illinois.gov/home.aspx to search for certified BEP vendors.

C.9. VETERAN SMALL BUSINESS PARTICIPATION AND UTILIZATION PLAN

The BidBuy posting indicates whether this solicitation contains a goal to include businesses owned and controlled by military veterans. If this solicitation contains a goal, then failure to submit a Utilization Plan as instructed later in this solicitation may render the Offer non-responsive. All questions regarding the subcontracting goal must be directed to the Information Contact indicated in BidBuy no later than October 17, 2025. See the Utilization Plan for NIGP codes used to establish this goal.

VBP Goal: 1% Go to https://cei.illinois.gov/programs0/veterans-business-program.html for complete requirements for Veteran Owned Small Business (VOSB) or Service-Disabled Veteran Owned Small Business (SDVOSB) certification. Go to State of Illinois Commission on Equity and Inclusion at https://supplierdiversitymanagementportal.illinois.gov/home.aspx to search for certified VOSB and SDVOSB vendors.

C.10. SECURITY

Bid/Performance Bond: $ N/A If a bond is required, Offeror must submit the Bid Bond with your offer or Performance Bond to the Information Contact within ten (10) days after contract execution. The bond must be from a surety licensed to do business in Illinois. An irrevocable letter of credit is an acceptable substitute. The form of security must be acceptable to the State.

C.11. TERMS AND CONDITIONS

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

Agency Terms and Conditions will become a part of any resulting contract and are attached hereto as Attachment A.

Section D. EVALUATION PROCEDURES

D.1. EVALUATION PROCESS

The State assesses each Offer for Responsibility (E.10) and Responsiveness. The State considers the information provided and the quality of that information when assessing Offers. If the State finds a failure or deficiency, the State may reject the Offer or reflect the failure or deficiency in the assessment.

There are three scored parts to each proposal – technical, commitment to diversity, and pricing. Each part of the proposal is evaluated and ranked independently of the other parts of the proposal. The results of the evaluation of all three parts shall be used in ranking the proposals.

The State may award to the most responsive and responsible Offeror whose offer best meets the specified criteria.

D.2. RESPONSIVENESS

A responsive Offeror is one who submits an offer that conforms in all material respects to the Request for Proposal and includes all required forms.

D.2.1. The State will determine whether the Offeror complied with the instructions for submitting offers. Except for late submissions, and other requirements that by law must be part of the submission, the State may require that an Offeror correct deficiencies as a condition of further evaluation.

D.2.2. Subcontractor Disclosure: If the Offer includes any subcontractors, then Offeror shall complete the Subcontractor Disclosure section of the Offer to the State of Illinois.

D.2.3. If completing IPG Active Registered Vendor Disclosure, then responsiveness may include and may not be limited to:

· Active Illinois Procurement Gateway registration number with expiration date

· Certifications timely to this solicitation

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

· Disclosure of pending and current contracts

D.2.4. If completing Vendor Disclosure, required parts may include and may not be limited to:

D.2.5. The State will determine whether the Offer meets the stated Technical requirements. Minor differences or deviations that have negligible impact on the price or suitability of the supply or service to meet the State’s needs may be accepted or corrections allowed. If no Offeror meets a particular Technical requirement, the State may waive that requirement.

D.2.6. When the specification calls for “Brand Name or Equal,” the brand name product is acceptable. Other products will be considered with proof that the other product meets stated specifications and is equivalent to the brand product in terms of quality, performance, and desired characteristics.

D.3. EVALUATION METHODOLOGY

The Technical Requirements are described in Sections F.2., F.3., F.5, and F.6. The State evaluates the Technical Requirements without consideration of price.

D.3.1. Total Number of Points Available for Technical Requirements is: 1400

D.3.2. Offeror shall complete and return Sections F.2., F.3.

D.3.3. Relative Weight in Point Format

D.4. COMMITMENT TO DIVERSITY ELEMENTS

Sections 20-15 and 35-30 of the Illinois Procurement Code (30 ILCS 500/) require Offerors to be evaluated on their commitment to diversity. The points available for Commitment to Diversity are described in Section F.4. and are equivalent to 20% of the Technical Requirements points. The State evaluates Commitment to Diversity without consideration of price.

D.4.1. The total number of points for Commitment to Diversity is 280.

D.4.2. Offeror shall complete and return Section F.4 Commitment to Diversity

D.4.3. Commitment to Diversity Categories: The percentages at the end of each section reflect the weighted distribution of points available identified in D.4.1.

Commitment to Diversity Categories

Category 1 – BEP Compliance - Whether the Offeror meets the set goal for contracting or subcontracting with businesses owned by women, minorities, or persons with disabilities or completed a Good Faith Effort Waiver for this procurement. 5%

Category 2 – Subcontracting/Contracting with any WMD businesses (not limited to BEP vendors) - Whether the Offeror has contracted/subcontracted within the prior calendar year with businesses owned by women, minorities, or persons with disabilities. 10%

Category 3 – Diversity, Equity and Inclusion (DEI) Spend – Offeror’s percentage of business, education and/or community spend from prior calendar year gross revenue that involves businesses owned by women, minorities and/or persons with disabilities. The assisted businesses are not required to be certified in the Illinois Business Enterprise Program. 20%

Category 4 – DEI Time - Offeror’s hours spent in the prior calendar year on promoting DEI in the workplace, the community, education institutes, or supporting businesses owned by women, minorities, or persons with disabilities. The assisted business is not required to be certified in the Illinois Business Enterprise Program. The success or failure of each event does not impact the points achieved. The event may be voluntary or paid time. 20%

Category 5 – DEI Policies - Entity has provided a written copy of, or link to, their current written workforce diversity, equity, and inclusion policy. Policies must be actionable plans, not overarching concepts around DEI. 10%

Category 6 – Diversity in Staffing - Percent of individuals on governing board and/ or Senior executives who identify as women, minorities or person with disabilities. 10% Percent of individuals in management /supervisor positions who identify as women, minorities or persons with disabilities. 13% Percent of total staff who identify as women, minorities or persons with disabilities. 12%

D.5. PRICE

The State opens Price proposals after evaluating all Technical and Commitment to Diversity proposals.

If the State does not consider the price to be fair and reasonable and negotiations fail to meet an acceptable price, the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State determines whether the price is fair and reasonable by considering the offer, including the offeror's qualifications, the offeror's reputation, all price proposals submitted, other known prices, the project budget, and other relevant factors.

D.5.1. The total number of points for Price is 360 D.5.2. The State will determine Price points using the following formula:

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

D.6. MAXIMUM AVAILABLE POINTS

The maximum number of points is 1400 (Technical) + 280 (Commitment to Diversity) + 360 (Price) = 2040 maximum available points.

Section E. ADMINISTRATIVE REQUIREMENTS

E.1. GOVERNING LAW AND FORUM

Illinois law and rules govern this solicitation and any resulting contract. Offeror must bring any action relating to this solicitation or any resulting contract in the appropriate court in Illinois. This document contains statutory references designated with “ILCS.” To view the full text, go to https://ilga.gov/Legislation/ILCS/Chapters. The Illinois Procurement Code (30 ILCS 500) and the Standard Procurement Rules (44 ILL. ADM. CODE PART 1) are applicable to this solicitation. To view them respectively, go to Illinois General Assembly - 30 ILCS 500/ Illinois Procurement Code and Illinois General Assembly - ADMINISTRATIVE CODE..

E.2. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT

Offers become the property of the State. 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 C) of the Offer with proposed confidential information redacted. This redacted copy must tell the general nature of the material removed and shall retain as much of the Offer as possible. In a separate attachment, Offeror shall supply a listing of the provisions identified by section number for which it seeks confidential treatment and identify the statutory basis or bases under Illinois law, including a detailed justification for exempting the information from public disclosure.

Offeror will hold harmless and indemnify the State for all costs or damages associated with the State defending Offeror’s request for confidential treatment. Offeror agrees that the State may copy the Offer to facilitate evaluation, or to respond to requests for public records. Offeror warrants that such copying will not violate the rights of any third party.

E.3. MINORITY CONTRACTOR INITIATIVE

The State requires a fee of $15 to cover expenses related to the administration of the Minority Contractor Opportunity Initiative. Any Offeror awarded a contract of $1,000 or more under Section 20-10, 20-15, 20-25, or 20-30 of the Illinois Procurement Code (30 ILCS 500) s required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the Comptroller’s Administrative Fund. 15 ILCS 405/23.9.

E.4. FEDERAL FUNDS

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

E.5. EMPLOYMENT TAX CREDIT

Offerors who hire qualified veterans and certain ex-offenders may be eligible for tax credits [30 ILCS 500/45-67 and 45-70]. Please contact the Illinois Department of Revenue (217-524-4772) for information about tax credits [35 ILCS 5/216, 5/217].

E.6. RESERVATIONS

Offeror must read and understand the solicitation and tailor the Offer and all activities to ensure compliance. The State reserves the right to amend the solicitation, reject any or all offers, award by item/services, group of items/services, or grand total, and waive minor defects. The State may request a clarification, inspect Offeror’s premises, interview staff, request a presentation, or otherwise verify the contents of the Offer, including information about subcontractors and suppliers. The State may request Best & Final Offers when appropriate. The State will make all decisions on compliance, evaluation, and terms and conditions, and shall make decisions in the best interests of the State and in accordance with the Illinois Procurement Code, rules and other applicable State and Federal statutes and regulations.

This competitive process may require that Offeror provide additional information and otherwise cooperate with the State. If an Offeror does not comply with requests for information and cooperate, the State may reject the Offer as non-responsive to the solicitation. Submitting an Offer does not entitle Offeror to an award or a contract. Posting a vendor’s name in a Bulletin notice does not entitle the vendor to a contract. The State is not responsible for and will not pay any costs associated with the preparation and submission of any Offer.

Awarded Offeror(s) shall not commence and will not be paid for any billable work undertaken prior to the date all parties execute the contract, unless approved in writing in advance by the State Purchasing Officer or the Chief Procurement Officer (or designee).

E.7. AWARD

The State is not obligated to award a contract pursuant to this solicitation. If the State issues an award, the award will be made to the responsive and responsible Offeror whose ffer best meets the specified criteria, unless otherwise permitted by the Illinois Procurement Code and Illinois Administrative Code. However, if the State does not consider the price to be fair and reasonable and negotiations fail to meet an acceptable price, then the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State will determine whether the price is fair and reasonable by considering the offer, including the Offeror's qualifications, the Offeror's reputation, all prices submitted, other known prices, the project budget and other relevant factors. The State will post a notice to the Bulletin identifying the apparent most responsive and responsible Offeror.

E.8. INVOICING ADDRESS

The awarded Vendor shall invoice at the completion of the contract unless invoicing is tied in the contract to milestones, deliverables, or other invoicing requirements agreed to in the contract. The Bulletin posting contains the “Bill-to Address” where invoices should be sent.

Vendor shall not bill for any taxes unless accompanied by proof that the State is subject to the tax. If necessary, Vendor may request the applicable Agency’s Illinois tax exemption number and Federal tax exemption information.

E.9. PROTEST REVIEW OFFICE

Offeror may submit a written protest to the Protest Review Office following the requirements of the Standard Procurement Rules [44 ILL. ADM. CODE 1.5550]. For protests related to specifications, the Protest Review Office must physically receive the protest no later than fourteen (14) days after the solicitation or related addendum was posted to the Bulletin. For protests related to rejection of individual proposals or awards, the protest must be received by close of business no later than fourteen (14) days after the protesting party knows or should have known of the facts giving rise to the protest.

The Protest Review Office’s information is as follows:

Chief Procurement Office Attn: Protest Review Office Email: cpogs.pro@illinois.gov

E.10. RESPONSIBILITY

A responsible Offeror is one who has the capability in all respects to perform fully the contract requirements and who has the integrity and reliability that will assure good faith performance. The State determines whether the Offeror is a “responsible” Offeror; an Offeror with whom the State can or should do business. For example, the State may consider the following:

E.10.1. A “prohibited bidder” includes any person assisting an employee of the State of Illinois by reviewing, drafting, directing, or preparing any invitation for bids, a request for proposal, or request of information, or providing similar assistance unless such assistance was part of a publicly issued opportunity to review drafts of all or part of these documents. For purposes of this section, an employee of the State of Illinois means one who, by the nature of his or her duties, has the authority to participate personally and substantially in the decision to award a State contract. No person or business shall submit specifications to a State agency unless requested to do so by an employee of the State. No person or business that contracts with a State agency to write specifications for a particular procurement need shall submit a bid or proposal or receive a contract for that procurement need.

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

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

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

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

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

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

Section F. PROPOSAL FORMS Offeror must complete and return:

· The following three (3) tables include: Contract Requirements (Section F.1), and Technical Requirements: Mandatory Requirements with Evidence (Section F.2), and Proposed Technical Solution (Section F.3)

· Commitment to Diversity (Section F.4)

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

F.1. CONTRACT REQUIREMENTS

Please read each contract requirement carefully in F.1. These contract requirements shall be included in any contract resulting from this solicitation.

CONTRACT REQUIREMENTS

APR Reporting - Review and Clean Data for Power BI Reports (ANNUAL PROCESS) - Work with product owners to ensure data received each year from a third party meets formatting requirements for import into APR Power BI screens.

Illinois School Code and Administrative Code Updates (ANNUAL PROCESS) - - Work with product owners to ensure that when rule changes affecting licensure or renewal occur, that programming changes and system updates are made in the applicable systems (ELIS, PD+, IAAMS, APR).

APR Application Code Modification (support and enhancement) (ANNUAL PROCESS) - Work with product owners to ensure that the calculation indicators, tables, and resources are called upon correctly on the back end to ensure that APR data is correctly displayed on the front end.

Prepare APR Application Code for IEPP Reporting (ANNUAL PROCESS) - work with product owners to ensure that the calculation indicators, tables, and resources are called upon correctly on the back end to ensure IEPP data is correctly displayed on the front end.

IEPP Reporting and Application Support (ANNUAL PROCESS) - provide support to the product owners when troubleshooting possible issues related to displaying data on the IEPP and IEPP reporting.

APR Application Maintenance and Development for Upcoming Reporting Cycle (ANNUAL PROCESS) - work with product owners to identify any necessary maintenance and that development is completed to ensure the system is ready to “open” to IHEs for reporting purposes.

ELIS Application Maintenance…