Table of Contents

G.9. ATTACHMENT I — NARRATIVE RESPONSE TEMPLATE 95

State of Illinois RFP V.25.4. ii State of Illinois RFP V.25.5. 1 State of Illinois Department of Public Health Request for Proposal Immunization Information System (IIS)

26-482DPH-OFCDI-B-50619

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Department of Public Health (IDPH) seeks proposals for developing and maintaining a comprehensive Immunization Information System (IIS), the sole state immunization registry compliant with Illinois law. IDPH seeks a vendor capable of delivering a modernized Solution that offers scalable, maintainable, and forward-looking technological improvements. Offerors should thoroughly understand the challenges associated with immunization data management and have a proven history of delivering similar projects. The awarded vendor will work closely with IDPH to ensure the Solution can adapt to future changes in immunization protocols and public health strategies, thereby supporting IDPH’s long-term health initiatives and contributing to the overall welfare of its residents.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

The objective of this procurement is to secure a Commercial Off-the-Shelf (COTS) IIS that offers advanced capabilities such as patient search, immunization reporting, vaccine lot management, and integration with existing health records systems. This project aims to enhance health outcomes through more effective vaccine management and distribution, improved compliance with immunization schedules, and an enhanced ability to respond to public health emergencies. Additionally, the project will prioritize compliance with federal and state regulations regarding patient data security and privacy, ensuring that all legal requirements are met.

IDPH will not consider Solutions that involve:

· Custom-built Solutions: Solutions defined as comprehensive IIS systems developed from the "ground up," exclusively to meet the specific needs of IDPH. This includes addressing both business and technical functionalities using modern development tools and methodologies, irrespective of whether the systems are to be operated within a state data center or hosted via a cloud provider.

· Proprietary Technology Dependencies: Solutions that incorporate proprietary technologies which significantly restrict the selection of supporting vendors available to the IDPH. Such dependencies should be minimized to ensure flexibility in service and maintenance contracts.

· Outdated Legacy Technologies: Solutions that are based on mainframe systems or other aging legacy technologies that do not align with current technological standards and practices, potentially hindering future integration and scalability.

· On-Premises Hosting Requirements: Solutions that necessitate on-premises hosting either within facilities managed by IDPH or at a State Data Center. These solutions should be evaluated for potential transition to more flexible, scalable, and cost-effective hosting environments.

IDPH anticipates the Solution will be fully deployed and operational statewide within two (2) years of contract execution. Offerors should note that the School Health Module functionalities are low priority. Offerors able to meet these functionalities, as outlined in Attachment E — Traceability Matrix, worksheet F.3., Table 2., should take into consideration when developing the project plan IDPH’s preference to implement all other functionalities as Phase I of the project and delay engaging in efforts for the School Health Module until Phase II. IDPH also prefers to begin Phase II only after all Phase I functionalities have been implemented and in maintenance and operations for no less than six (6) months. This delay will allow end users to become familiar with the new IIS before embarking on implementation efforts for this low priority module.

Through this initiative, IDPH seeks to achieve the following desired outcomes:

· Data Integrity and Accuracy: Minimize duplications, ensure data consistency across multiple access points, and improve the quality of immunization records.

· User Experience: Develop an intuitive and user-friendly interface for all stakeholders, including healthcare providers, administrators, and public health officials.

· Accessibility and Scalability: Ensure the system is accessible across various devices and platforms, supporting a wide range of users with different levels of technology access.

· Reporting and Analytics Capabilities: Enable users to independently generate and analyze reports to support data-driven decision-making.

· Security and Compliance: Safeguard sensitive health information in compliance with federal and state regulations, ensuring robust data security and privacy.

· Sustainable and Future-Ready Infrastructure: Develop a flexible and future-ready platform capable of adapting to evolving public health needs and technological advancements.

Through these outcomes, IDPH aims to bolster the effectiveness of Illinois’ immunization programs, strengthen public health response capabilities, and improve health outcomes for the state’s residents. The awarded vendor will provide alignment to the IIS Functional Standards set by the CDC. Detailed information can be found at IIS Functional Standards.

A.2.1. Services The table below depicts the scope of services requested to support the resulting contract of this RFP, aligned with Service Domains. Please refer to Attachment E — Traceability Matrix, worksheet F.2. for more detailed information on each service domain.

Service Domains

Project Management

Requirements Validation

Solution Design & Development/Configuration

Data Migration

Testing

User Training

Solution Hosting & Provisioning

Cutover/Deployment/Hypercare

Maintenance & Operations

Knowledge Transfer & Exit Transition

Multi-Vendor Integration

Organizational Change Management

A.2.2. Key Vendor Roles To ensure the successful execution and support of this solicitation's resulting contract, the following key vendor roles and their associated responsibilities have been identified. These roles are crucial to achieving the project objectives and maintaining high-quality service delivery throughout the contract term.

· Ensure alignment with public health goals and compliance with relevant regulations.

· Coordinate with the IDPH Project Sponsors, other stakeholders, and project team members to ensure successful project delivery.

· Provide expertise in the functional capabilities of the Solution, ensuring it meets public health needs.

· Collaborate with stakeholders and project team members to gather and validate business requirements and desirables.

· Manage the configuration, enhancement, and maintenance of all infrastructure for all environments, ensuring the Solution's reliability and performance.

· Oversee technical teams and ensure the technical Solution aligns with the overall project goals and public health requirements and desirables.

· Develop guides, desk references, and application wizards.

· Coordinate with the IDPH to facilitate online and classroom-based training for end-users, ensuring consistent system understanding between IDPH and Vendor staff.

· Manage change initiatives to ensure smooth transitions and adoption of new processes and Immunization Information System within the organization.

· Work closely with stakeholders to ensure that the system meets their needs.

· Translate business requirements into technical specifications.

· Ensure the Solution meets public health requirements and integrates seamlessly with other health information systems.

· Provide technical leadership and guidance to development teams.

· Develop, implement, and maintain HL7 interfaces that enable data exchange between different healthcare systems, such as Electronic Health Records (EHR).

· Ensure seamless integration between all identified systems using HL7 standards, facilitating the interoperability of various healthcare applications.

· Perform data mapping exercises to translate data from different systems into HL7-compliant formats.

· Provide technical services for HL7 interfaces, including monitoring, onboarding, and troubleshooting of issues related to message transmission and processing.

· Ensure the compliance of all HL7 implementations with relevant standards (e.g., HL7 v2, HL7 CDA, HL7 FHIR) and regulatory requirements.

· Stay up to date with the latest developments in HL7 standards, identifying any necessary updates for IDPH to maintain compliance.

· Provide subject matter expertise in the support of training and documentation, quality assurance and testing, and strategic planning and improvement.

· Serve as the primary point of contact for communication and coordination of transition-in and transition-out activities with the IDPH, ensuring minimal disruption to public health services.

· Oversee deployment activities and ensure successful implementation of new releases.

· Provide oversight for all development teams and ensure that system milestones have been met.

· Manage the overall Maintenance and Operations workstream, ensuring the system is functional, processes are standardized, and all Service Level Agreement (SLAs)/Key Performance Indicators (KPIs) are consistently managed and monitored.

· Implement DevOps practices to streamline development, security, and operational processes.

· Protect sensitive health data and ensure compliance with public health regulations.

· Conduct regular security assessments and audits.

· Coordinate and manage all data management and database administration work.

· Lead the data conversion strategy, including the management and conversion of data, to support transition during phases of implementation.

· Develop and maintain data models and data integration strategies.

· Ensure that measures are taken and reported for continuous quality improvement.

· Manage the testing processes, including automated testing and test data, and oversee the vendor testing team and support of the state's UAT testers.

· Develop and implement quality assurance strategies and test plans.

· Handling escalated issues from Level 1 support.

· Performing advanced troubleshooting and diagnostics.

· Resolving more complex software issues.

· Providing guidance and support to Level 1 technicians.

· Escalating issues to Level 3 support if necessary.

Provide Level 3 Help Desk Support

· Handling escalated issues from Level 2 support.

· Performing deep technical analysis and troubleshooting.

· Resolving complex software, hardware, and network issues.

· Working on system integrations and advanced configurations.

· Implementing and testing patches, updates, and upgrades.

A.2.3. Milestones and Deliverables The table below outlines the anticipated deliverables for each Service Domain mentioned above. These deliverables are expected to be part of the awarded contract of this RFP. For further details, including the expected minimum content of these deliverables, please refer to Attachment E — Traceability Matrix, worksheet F.2.

Project Schedule

Weekly Status Report

Standard Operating Procedures

Configuration Management Plan

Data Entry Protocol

Role Based Access Control (RBAC)

Solution Design Document

System Security Plan

Data Migration Strategy

Test Plans

Test Results Reports

Test Scripts, Test Cases, Test Scenarios, & Test Data

Train-the-Trainer Plan

Training Curriculum & Materials

Training Report

Disaster Recovery Plan

Infrastructure & Solution Recovery Plan

Infrastructure Management Plan

Infrastructure Documentation

Post-Implementation Report

Successful Deployment Report

Plan of Action and Milestones (POAM)

Production Support Plan

Release Management Plan

System and User Documentation

As Needed Enhancement Plan

Final Acceptance Document

Knowledge Transfer Plan

Organizational Change Management (OCM) Effectiveness Report

Organizational Change Readiness Assessment Report

A.3. SCHEDULE

Procurement Events Estimated Timeline

A.4. UNIQUE CONSIDERATIONS

The proposed Solution must be capable of supporting both IDPH and the Chicago Department of Public Health (CDPH) while allowing for all data reporting to be conducted separately for each entity as they are two (2) distinct Centers for Disease Control and Prevention (CDC) awardees. As defined in 410 ILCS 527: Illinois Immunization Registry Act, IDPH will have ultimate oversight and approval authority over all aspects of the IIS. The awarded Vendor must work in close collaboration with IDPH to ensure all requirements, services, and standards are met to the satisfaction of IDPH.

A.5. TERM

A.5.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term of six (6) years from last dated signature of the Parties. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80.

A.5.2. RENEWAL: Subject to the maximum total term identified above, the State has the option to renew for the following term(s):

· One renewal term for four (4) years; or

· Individual one (1) year renewal terms for up to four (4) years; or

· Any Combination of the full four (4) years or partial amounts up to and including the entire four (4) years.

A.5.2.1. Pricing for the renewal term(s), or the formula for determining price, is in the Pricing section of this solicitation.

A.5.2.2. 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

I-CARE is a robust, homegrown, web-based s registry designed to facilitate the management of immunization records across the state. The system was initially implemented to manage the Vaccine for Children program and to house immunization records. It has grown organically through many iterations since its inception to meet the evolving needs of IDPH. With the latest iteration, I-CARE version 3, the system has embraced significant technological advancements to enhance performance and functionality. Deployed in 2019, this version brought improved data handling capabilities, including a transition from the Network Enabled Technologies (.NET) Framework to .NET Core Model-View-Controller (MVC). This transition increased request handling capacity by over 2300% and significantly reduced server load. This upgrade aligned I-CARE with the Department of Innovation and Technology's (DoIT) standards and addressed the evolving landscape of web and mobile technologies, infrastructure changes, and architectural advancements.

Established to ensure that all Illinois residents are protected against vaccine-preventable diseases, I-CARE integrates seamlessly with other state systems, healthcare provider systems statewide, as well as the CDC Vaccine Tracking System (VTrckS) and Immunization (IZ) Gateway. The registry supports crucial public health functions and provides tools for proactive health management and campaign assessments. For a list of current integrations, please refer to section G.8., Attachment H — I-CARE Integrations.

I-CARE offers extensive reporting capabilities essential for monitoring vaccine coverage and managing immunization data effectively. It supports a wide array of reports, from vaccine inventory management to patient-specific coverage level reports, each tailored to various administrative and operational needs. These reports assist healthcare providers and public health officials in making informed decisions, which are crucial for maintaining high immunization rates and ensuring compliance with health regulations. This makes I-CARE a cornerstone of public health management in Illinois. For a list of current reports, please refer to section G.7., Attachment G — I-CARE Reports.

IDPH currently utilizes Team Foundation Server (TFS) DevOps for change management, to ensure efficient tracking and implementation of changes within I-CARE. Change requests are tracked outside of the system via Smartsheet. Communication regarding updates, changes, and other important information is posted on the I-CARE homepage and sent via the I-CARE system-generated email and through the State of Illinois Rapid Electronic Notification (SIREN) system.

B.2. VOLUMES & QUANTITIES

To better support Offeror’s in the understanding of volume, the below data points have been collected.

Users by Role Administration: Admin Level Access Data Entry: Create/Edit Access Provider: Read-Only Access Administration: 50 Data Entry: 5,500 Providers: 2,500 Administration: 35 Data Entry: 1,450 Providers: 450

New User Applications: 35 Organization Enrollments: 5 (new sites and PRA designations) General Inquiries: 125 Immunization Record Request: 30 Per Business Day Average

New User Applications: N/A Organization Enrollments: N/A General Inquiries: 30 Immunization Record Request: 10 New User Applications: N/A Organization Enrollments: 5-10 per month (result in denial of access) General Inquiries: N/A Immunization Record Request: N/A

* Other in the above table refers to IZ Gateway connections with various CDC jurisdictions, including Michigan, Kentucky, Florida, the City of Philadelphia, Rhode Island, New Jersey, Utah, Veterans Affairs, the federal Refugee system (RIISE), container sites for major EMR/HL7 connectivity partners with out-of-state business addresses, out-of-state sites, and sites with blank or invalid state assignments.

B.3. AREAS OF CONCERN/CHALLENGES

Despite significant advancements and improvements throughout the evolution of the I-CARE system, several areas currently fall short of IDPH’s ideal system.

· Technological Limitations and Infrastructure Needs: Continuous updates to the underlying technology and infrastructure were essential to keep pace with advancements in healthcare IT. The transition to newer technologies, such as .NET Core MVC, has significantly improved system performance but necessitates further enhancements in hardware and software.

· Data Integration and Quality Issues: Reliance on seamless integration and exchange of data across various healthcare systems has made data consistency, accuracy, and timeliness a challenge. Robust HL7 data interfaces and ongoing issues with data duplication and address verification highlight the critical need for improved data quality measures.

· User Interface and Accessibility: There is an ongoing need to ensure the system is accessible and user-friendly across different devices, including mobile platforms.

· Security and Compliance: Evolving cyberthreats requiring security framework enhancements to maintain the highest standards of data security and ensuring compliance with health regulations such as HIPAA are perennial concerns.

· Training and Support: Providers have expressed a need for more comprehensive training materials and support mechanisms to navigate the system’s features and updates effectively.

· Budgetary and Resource Constraints: Financial constraints are a significant challenge, affecting everything from system upgrades to staff maintenance and training.

· Adherence to Standards and Regulatory Requirements: Changes to state and federal regulations/standards for immunization registries, growing vaccine types, and changes in immunization schedules pose a constant challenge.

B.4. STRENGTHS

It is crucial for Offerors to recognize the current strengths of I-CARE that IDPH aims to retain and enhance in the future IIS.

· Comprehensive Reporting Capabilities: I-CARE supports a wide array of detailed reports that aid in vaccine management, coverage assessments, and compliance monitoring. These reports are invaluable for healthcare providers to track immunization status, manage vaccine inventories, and assess public health interventions.

· High Data Integrity and Security: The system adheres to stringent security protocols to ensure data confidentiality, integrity, and availability. This includes compliance with HIPAA regulations, robust user authentication measures, and secure data transmission capabilities, safeguarding sensitive patient information against unauthorized access.

· User-Centric Design and Accessibility: The user interface of I-CARE is designed to be intuitive and accessible across multiple platforms, including mobile devices. This ensures that healthcare providers can efficiently navigate the system, enter data, and access necessary information with ease, regardless of their location or device.

· Interoperability with Healthcare Systems: I-CARE excels in integrating with various electronic health records (EHR) systems through HL7 interfaces, facilitating seamless data exchange and enhancing the accuracy and completeness of immunization records.

· Support for Public Health Initiatives: The system supports proactive public health campaigns and allows for the monitoring of immunization effectiveness across different demographics and regions. This capability is crucial for identifying areas of need and adjusting public health strategies accordingly.

· Commitment to Continuous Improvement: I-CARE is continuously updated to include new features and functionalities that respond to the evolving needs of its users and advancements in healthcare technology. This commitment ensures that the system remains relevant and effective in supporting the state’s immunization and public health goals.

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

· Offer to the State of Illinois Information and Technology (Including Subcontractor Disclosure and Where Services are to be Performed, found in BidBuy Attachments.)

· Technical Response — Sections F.2. through F.4.

· Commitment to Diversity

· Attachment A, Section 7 — DoIT Scanning Agreement

· Attachment B — HIPAA Business Associate Agreement

· Attachment D — Reference Questionnaire (submitted directly to IDPH by the reference; not included in the proposal)

· Attachment E — Traceability Matrix

· Attachment F — Price Workbook

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

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

Offerors are required to submit their response to the State’s solicitation through BidBuy. Any information sent to the State outside of BidBuy, for example by US Mail, FedEx, UPS, e-mail, or hand delivery, will neither be accepted nor considered. Offeror submissions will only be considered if they are received through BidBuy 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 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 Information and Technology Standard Terms and Conditions an offeror must submit a redline version of the Information and Technology Standard Terms and Conditions with their proposal.

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

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

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

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

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

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

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

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

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

C.4. PUBLISHED PROCUREMENT INFORMATION

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

C.5. INFORMATION CONTACT

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

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

C.6. OFFEROR QUESTIONS AND AGENCY RESPONSE

All questions, other than questions raised at the Pre-Submission Conference, pertaining to this solicitation must be submitted in writing to the Information Contact no later than 02/23/2026 at 2:00 PM CDT. Questions received and Agency responses may be posted as a Bid Amendment to the original solicitation on BidBuy; only these posted answers to questions shall be binding on the State. Offeror is responsible for monitoring BidBuy and BidBuy email notifications.

C.7. PRE-SUBMISSION CONFERENCE

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

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

https://illinois.webex.com/illinois/j.php?MTID=m87b97b0cffbf0f6701ff76dbf9d35901

C.8. SMALL BUSINESS SET-ASIDE

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

C.9. 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.10. TERMS AND CONDITIONS

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

Section D. EVALUATION PROCEDURES

D.1. EVALUATION PROCESS

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

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

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

D.2. RESPONSIVENESS

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

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

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

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

· Active Illinois Procurement Gateway registration # with expiration date

· Certifications timely to this solicitation

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

· Disclosure of pending and current contracts

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

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

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

D.3. EVALUATION METHODOLOGY

The Technical Requirements are described in 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: 1,500.

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 300.

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

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

Commitment to Diversity Categories

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

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

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

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

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

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

D.5. MINIMUM REQUIRED POINTS

Requests for Proposal may specify that offerors must receive a minimum number of points in their Technical and Commitment to Diversity proposals combined to be considered for price evaluation and award.

The State determines how well offers meet the Technical and Commitment to Diversity requirements and rank the offers from best to least qualified using a point ranking system (unless otherwise specified) as an aid in conducting the evaluation. Offerors who receive fewer than the minimum required points will not be considered for price evaluation and award.

D.5.1. The total number of available points for Written Technical and Commitment to Diversity is 1,575.

D.5.2. A minimum of 1,180 of the available (Written Technical and Commitment to Diversity) points is required to be eligible for Technical demonstrations.

D.6. 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.6.1. The total number of points for Price is 360.

D.6.2. The State will determine Price points using the following formula:

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

D.7. MAXIMUM AVAILABLE POINTS

The maximum number of points is 1,275 (Written Technical) + 225 (Technical Demonstration) + 300 (Commitment to Diversity) + 360 (Price) = 2,160 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”.