IL_EBT_RFP_V.4_Final.pdf

STATE OF ILLINOIS

REQUEST FOR PROPOSAL

Illinois Department of Human Services

LINK IV EBT SYSTEM

Ref. # 20-444DHS-MIS44-B-9894

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

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

Illinois Department of Human Services RFP 1 Introduction V.19.1

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

Brief Description:

Through this Request for Proposal (RFP), the IDHS Electronic Benefits Transfer Program (LINK/EBT) (hereinafter, either “State” or “The State”) is seeking competitive proposals from responsiveand responsible firms to provide a LINK EBT System (hereinafter “System”), as further detailed in Section D. – Specifications/Qualifications/Statement of Work . It is the intent of the State to award one (1) contract from this procurement.

Please review Attachment 1 - EBT Specific Terms and Definitions for a complete list of terms and definitions.

IDHS is soliciting proposals from Offerors to provide an electronic benefits transfer (referred to herein as EBT) system to serve households receiving benefits through the federal Supplemental Nutrition Assistance Program (SNAP), formerly known as the Food Stamp Program, Disaster SNAP (DSNAP), State Funded Food (SFFOOD), IDHS Cash assistance programs, including Temporary Assistance for Needy Families (TANF), Aid to the Aged, Blind and Disabled (AABD), General Assistance (GA), Refugee Repatriate Assistance (RRA ), Court Ordered Compensatory payments Goldenson (SNCO), and Rodriquez (TFCO).

Offerors shall propose end-to-end solutions that include the following services:

EBT account establishment, with sub accounts for SNAP and Cash Assistance Card Issuance and Replacement Customer and staff training materials Customer account maintenance Transaction processing, with separate accounting for Federally and State funded programs and sub-programs.

Customer Service (Helpline, Mobile Application and Internet website for customers and retailers) Retailer management and training EBT-only terminal deployment and maintenance for qualified LINK retailers Settlement and reconciliation, with separate accounting for SNAP, DSNAP, SFFOOD, and Cash Assistance For Farmers Markets and direct market farms provide at no cost to IDHS and market for wireless POS machines and, absorb wireless fees, EBT transaction fees, set-up fees, and fees during months not in use

REQUEST FOR PROPOSAL

Illinois Department of Human Services

LINK IV EBT SYSTEM

Ref. # 20-444DHS-MIS44-B-9894

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

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

Illinois Department of Human Services RFP 2 Introduction V.19.1

(i.e., return POS then pay fee to reinstall, or keep POS and no fee during off-season). (Please refer to Section D.2.2.2.3 – Farmers Market for more information.)

Reporting Data Warehouse

The resulting contract with the awarded Offeror shall have an initial term of 60 months. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions exceed ten (10) years. 30 ILCS 500/20-

60. Subject to the maximum total term limitation, DHS has the option to renew the contract for an additional 60 months.

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

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

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

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

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

OUTLINE

Illinois Department of Human Services RFP 2

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SECTION 1.

Part Instructions for Submitting Offers ............................................................................................................................ A.

Process Changes Resulting from BidBuy ................................................................................................... A.1.

Conflict Between Information in Paper Format and BidBuy .................................................................... A.2.

How to Enter Information ......................................................................................................................... A.3.

Published Procurement Information ........................................................................................................ A.4.

Information Contact .................................................................................................................................. A.5.

Offeror Questions and Agency Response ................................................................................................. A.6.

Required Meetings .................................................................................................................................... A.7.

Offer Due Date, Time and Address for Submission of Offers ................................................................... A.8.

Organization Required .............................................................................................................................. A.9.

Submission of Offers ............................................................................................................................... A.10.

Security ................................................................................................................................................... A.11.

Small Business Set-Aside ......................................................................................................................... A.12.

Minority Contractor Initiative ................................................................................................................. A.13.

Federal Funds .......................................................................................................................................... A.14.

Employment Tax Credit........................................................................................................................... A.15.

Governing Law and Forum ...................................................................................................................... A.16.

Public Records and Requests for Confidential Treatment ...................................................................... A.17.

Reservations ............................................................................................................................................ A.18.

Award ...................................................................................................................................................... A.19.

References .............................................................................................................................................. A.20.

Invoicing Address .................................................................................................................................... A.21.

Protest Review Office ............................................................................................................................. A.22.

Evaluation Process .................................................................................................................................. A.23.

Minorities, Women, and Persons with Disabilities Participation and Utilization Plan ........................... A.24.

Veteran Small Business Participation and Utilization Plan ..................................................................... A.25.

BidBuy Terminology ................................................................................................................................ A.26.

Selection of Vendor.................................................................................................................................................. B.

Offer to the State of Illinois ....................................................................................................................................... C.

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Specifications/Qualifications/Statement of Work ..................................................................................................... D.

SECTION 2

Pricing ...................................................................................................................................................................... E.

SECTION 3.

Standard Terms and Conditions ................................................................................................................................. F.

Exceptions to Solicitation and Contract Terms and Conditions ................................................................................... G.

State Supplemental Provisions ................................................................................................................................. H.

Subcontractor Disclosure ........................................................................................................................................... I.

References ................................................................................................................................................................ J.

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

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

FORMS A

Complete this section if you are not using an Illinois Procurement Gateway (IPG) Registration #

Business and Directory Information ........................................................................................................................... 1.

Illinois Department of Human Rights Public Contracts Number .................................................................................. 2.

Authorized to Transact Business or Conduct Affairs in Illinois ..................................................................................... 3.

Standard Certifications .............................................................................................................................................. 4.

State Board of Elections ............................................................................................................................................ 5.

Disclosure of Business Operations in Iran ................................................................................................................... 6.

Financial Disclosures and Conflicts of Interest ............................................................................................................ 7.

Taxpayer Identification Number ................................................................................................................................ 8.

FORMS B

Complete this section only if you are using a valid IPG Registration #

To ensure that you are registered in the IPG, search for your business name in the IPG Registered Vendor Directory at https://ipg.vendorreg.com/. If your company does not appear in the search results, then you are not registered in the IPG. Submission of Forms B without a valid IPG Registration # may result in disqualification of the offer.

Illinois Procurement Gateway Registration # and expiration date ............................................................................... 1.

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

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Certification Timely to this Solicitation or Contract .................................................................................................... 2.

Disclosures of Lobbyists and Contracts ................................................................................................................... 3-4.

Download from the CPO’s website and complete these documents if this RFP contains a

Business Enterprise Program (BEP) goal.

BEP Utilization Plan

Letter of Intent Template

INSTRUCTIONS FOR SUBMITTING OFFERS

Illinois Department of Human Services RFP 5 Section 1. Part A.Instructions V.19.1

SECTION 1.

A. INSTRUCTIONS FOR SUBMITTING OFFERS

A.1. PROCESS CHANGES RESULTING FROM BIDBUY: BidBuy is the new electronic procurement system being used by agencies under the jurisdiction of the Chief Procurement Officer for General Services. With the implementation of BidBuy, some procurement processes have changed. In some instances, BidBuy entirely replaces the State’s previous procurement processes. In others, the past instruction or process remains unchanged or is augmented by BidBuy.

The State publishes Requests for Proposals (RFP) in BidBuy. BidBuy consists of public webpages that may be referred to as the “Bulletin” or information “on BidBuy”. BidBuy also permits vendors to create password protected Seller Accounts allowing electronic quoting for some procurement methods. The RFP, along with other attachments and information on BidBuy, constitutes the State’s solicitation. The State does not accept electronic offers submitted through BidBuy in response to RFPs. Offerors must continue to submit offers in paper format and in accord with the instructions for submission. Offerors must pay special attention to the instructions found on BidBuy ((https://www2.illinois.gov/cpo/pathwaytoprocurement/documents/) as they augment the information in this RFP. Offerors shall read the entire contents of this RFP and direct any questions to the Information Contact found on the BidBuy posting.

A.2. CONFLICT BETWEEN INFORMATION IN PAPER FORMAT AND BIDBUY: If the State provides information in paper format (i.e. the RFP and other attachments) that is different or in conflict with the information the State provides on BidBuy, then the information in paper format is presumed to represent the State’s intent. If the Offeror provides information in paper format that is different or in conflict with the information the Offeror provides in BidBuy through their Seller Account, then the information in paper format shall represent the Offeror’s intended submission.

A.3. HOW TO ENTER INFORMATION: Type information in the red text form fields (i.e. ) provided. If the information requested does not apply to the Offeror’s situation, then enter “N/A” into the text form field. Please enter the requested information or N/A into every text form field.

A.4. PUBLISHED PROCUREMENT INFORMATION: The State publishes procurement information, including solicitations, awards, and amendments, on the General Services Illinois Procurement Bulletin, also referred to as the Bulletin or BidBuy (https://www.bidbuy.illinois.gov/bso/). Procurement information may not be available in any other form or location. Offeror is responsible for monitoring the Bulletin. The State will not be held responsible if Offeror fails to receive the optional e-mail notice of future amendments to the solicitation.

A.5. INFORMATION CONTACT: The individual listed in the “Info Contact:” on the Bulletin posting shall be the single point of contact for this solicitation. Unless otherwise directed, Offerors should only communicate with the Information Contact. The State shall not be held responsible for information provided by or to any other person.

https://www2.illinois.gov/cpo/pathwaytoprocurement/documents/bidbuy%20documents/23%20bidbuy%20vendor%20seller%20functional%20manual%20v1%20final.pdf https://www.bidbuy.illinois.gov/bso/

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

A.6. OFFEROR QUESTIONS AND AGENCY RESPONSE: All questions, other than questions raised at the Offeror Pre-Bid Conference/Site Visit, pertaining to this solicitation must be submitted in writing to the Information Contact no later than March 19th, 2020. Questions received and Agency responses may be posted as an Amendment to the original solicitation on the Bulletin; only these posted answers to questions shall be binding on the State. Offerors are responsible for monitoring the Bulletin.

A.7. REQUIRED MEETINGS

In the Bulletin posting, the Agency may schedule a Pre-Bid Conference or Site Visit as the “Pre Bid Conference:”.

Is attendance at the Pre-Bid Conference Mandatory? Yes

Offeror (incumbent included) will be disqualified and considered non-responsive if Offeror does not attend.

Date: March 10, 2020

Time: 10:00 a.m. local time

Location: WebEx

Conference Call-in Information: The mandatory vendor conference will be held on Tuesday, March 10, 2020 at 10:00 a.m. Attendees may join the call by dialing the number below and entering the Meeting Number (access code).

Teleconference Phone Number 1-312-535-8110 or 1-415-655-0002 Meeting Number (access code) 802668259

A.8. OFFER DUE DATE, TIME, AND ADDRESS FOR SUBMISSION OF OFFERS: Each solicitation contains the Offer Due Date and Time appearing as the “Bid Opening Date:” on the Bulletin posting. Offers will be opened at the Submit/Deliver Offers To address provided below on the “Bid Opening Date:”

A.8.1. Offer Firm Time: The Offer must remain firm for 180 days from opening.

A.8.2. Submit/Deliver Offers To: Label (outside of envelopes/containers):

Agency: IL Department of Human Services “Sealed Offer – Do Not Open”

Attn: Jean Sandstrom Project Title & BidBuy Bid #: LINK IV EBT System

Illinois Department of Human Services RFP 7

V.19.1

Address: 401 N. 4th St. Centrum North 2nd Floor, Room 240

Due Date & Time: May 5, 2020 at 2:00pm local time

City, State Zip: Springfield, IL 62702 Offeror Name

Offeror City, State Zip

A.9. ORGANIZATION REQUIRED: Offers may be submitted in as few as four and as many as seven packets.

Please follow these instructions carefully. Separately seal and label each packet.

A.9.1. Packet 1 shall contain the Offeror’s response to the Specifications/Qualifications/Statement of Work provided in Section 1, Part D.

A.9.2. Packet 2 shall contain Offeror’s Pricing provided in Section 2, Part E.

A.9.3. Packet 3 shall contain the Offeror’s Offer found in Section 1, Part C, and applicable forms found in Section 3, Parts F through J.

A.9.3.1. Exceptions must be provided on Agency’s Exceptions to Solicitation and Contract Terms and Conditions form (Section 3, Part G) or must be in a substantially similar format.

Agency discourages taking exceptions. State law shall not be circumvented by the exception process. Exceptions may result in rejection of the Offer.

Additional Offeror Provisions may be stated on this form and should not include exceptions to Agency specifications, terms and conditions, or any other part of this solicitation. This is supplemental information that supports an Offeror’s position; for example, an Offeror’s licensing agreement.

A.9.3.2. The Agency may state additional terms and conditions to contracting in the State Supplemental Provisions (Section 3, Part H).

A.9.4. Packet 4 shall contain either Forms A or Forms B. Forms A contains eight forms and shall be returned by Offerors that are not registered in the Illinois Procurement Gateway (IPG).

Forms B consists of two pages and a one page Taxpayer Identification Number. Forms B is only returned by Offerors that have a valid IPG registration number with expiration date and elect to not use the forms found in Forms A.

A.9.5. Packet 5 shall contain a redacted copy of the Offer.

A.9.5.1. Offeror should provide a redacted copy of the Offer, if applicable, that removes material considered to be a trade secret or competitively sensitive, confidential, or proprietary.

See F.9. in Standard Terms and Conditions, Section 3, Part F.

Illinois Department of Human Services RFP 8

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A.9.6. Packet 6 shall contain a response to the Minorities, Women, and Persons with Disabilities participation requirements. Packet 6 is only returned if a Business Enterprise Program goal is stated in the Bulletin posting.

A.9.7. Packet 7 shall contain a response to the Veteran Small Business (VSB) participation requirements. Packet 7 is only returned if a VSB goal is stated in the Bulletin posting.

A.10. SUBMISSION OF OFFERS: The Offer must be submitted in separately sealed packets as indicated below and clearly labeled with the Request for Proposal title, the BidBuy reference number, the packet number, the Offeror’s name and the wording: “Sealed Offer – Do Not Open.” The separately sealed packets may be submitted together in one mailing/shipping box or may be submitted separately in individual/shipping boxes. Do not put the entire Offer on a single CD or USB flash drive. Pricing must always be on a separate CD or USB flash drive unless otherwise instructed.

Subject Matter # of Originals # of Hard Copies # of CDs or USB flash drives

SPECIFICATIONS/QUALIFICATIONS/STATEMENT

OF WORK – PACKET 1 1 1 1

PRICING – PACKET 2 1 1 1

SECTION 1 Part C (OFFER) and applicable forms in SECTION 3 – PACKET 3 1 1 1

FORMS A or FORMS B – PACKET 4 1 1 1

REDACTED OFFER – PACKET 5 1 1 1

MINORITIES, WOMEN, AND PERSONS WITH

DISABILITIES PARTICIPATION AND UTILIZATION

PLAN – PACKET 6 1 1 1

VETERAN SMALL BUSINESS PARTICIPATION AND

UTILIZATION PLAN – PACKET 7 0 0 0

A.11. SECURITY: Performance Bond: $N/A. If a performance bond is required, Offeror must submit the Performance Bond to the Solicitation Contact within ten (10) days after award. The bond must be from a

Illinois Department of Human Services RFP 9

V.19.1 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.

A.12. FEDERAL FUNDS: The resulting contract may be partially or totally funded with Federal funds. Upon notice of intent to award, the percentage of goods and/or services involved that are Federally funded and the dollar amount of such Federal funds will be disclosed.

A.13. EMPLOYMENT TAX CREDIT: Offerors who hire qualified veterans and certain ex-offenders may be eligible for tax credits. 30 ILCS 500/45-67 and 45-70. Please contact the Illinois Department of Revenue (217-524-4772) for information about tax credits.

A.14. GOVERNING LAW AND FORUM: Illinois law and rules govern this solicitation and any resulting contract.

Offeror must bring any action relating to this solicitation or any resulting contract in the appropriate court in Illinois. This document contains statutory references designated with “ILCS”. Offeror may view the full text at (http://www.ilga.gov/legislation/ilcs/ilcs.asp). The Illinois Procurement Code (30 ILCS

500) and the Standard Procurement Rules (44 ILL. ADM. CODE PART 1) are applicable to this solicitation and may be respectively viewed at (http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7) and (http://www.ilga.gov/commission/jcar/admincode/044/044parts.html).

A.15. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT: Offers become the property of the State and late submissions will not be returned. All Offers will be open to the public under the Illinois Freedom of Information Act (FOIA) (5 ILCS 140) and other applicable laws and rules, unless Offeror requests in its Offer that the State treat certain information as confidential. A request for confidential treatment will not supersede the State’s legal obligations under FOIA. The State will not honor requests to keep entire Offers confidential. Offerors must show the specific grounds in FOIA or other law or rule that support confidential treatment. Regardless, the State will disclose the successful Offeror’s name, the substance of the Offer, and the price.

If Offeror requests confidential treatment, Offeror must submit additional copy/copies (see Instructions for Submitting Offers in Section A.10.) of the Offer with proposed confidential information redacted. This redacted copy must tell the general nature of the material removed, and shall retain as much of the Offer as possible. In a separate attachment, Offeror shall supply a listing of the provisions identified by section number for which it seeks confidential treatment and identify the statutory basis or bases under Illinois law, including a detailed justification for exempting the information from public disclosure.

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

A.16. 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 http://www.ilga.gov/legislation/ilcs/ilcs.asp http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7) http://www.ilga.gov/commission/jcar/admincode/044/044parts.html

Illinois Department of Human Services RFP 10

V.19.1 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 Offeror’s name in a Bulletin notice does not entitle Offeror to a contract. The State is not responsible for and will not pay any costs associated with the preparation and submission of any Offer. Awarded Offeror(s) shall not commence, and will not be paid for any billable work undertaken prior to the date all parties execute the contract, unless approved in writing in advance by the State Purchasing Officer or the Chief Procurement Officer (or designee).

A.17. AWARD: The State is not obligated to award a contract pursuant to this solicitation. If the State issues an award, the award will be made to the Responsive and Responsible Offeror whose Offer best meets the specified criteria unless otherwise permitted by the Illinois Procurement Code and Illinois Administrative Code. However, if the State does not consider the Price to be fair and reasonable and negotiations fail to meet an acceptable price, then the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State will determine whether the price is fair and reasonable by considering the Offer, including the Offeror's qualifications, the Offeror's reputation, all prices submitted, other known prices, the project budget and other relevant factors. The State will post a notice to the applicable Bulletin identifying the apparent most Responsive and Responsible Offeror.

A.18. REFERENCES: Yes No. If “Yes” is marked, Offeror must provide references from established private firms or government agencies other than the procuring Agency, who can attest to Offeror’s experience and ability to perform the contract that is the subject of this solicitation. Offeror must provide the name, contact information and a description of the supplies or services provided using the References form found in Section 3, Part J.

Type of References: Government

Number of Each Reference Type: 3 Government References. If a reference cannot be reached then the vendor will receive zero points for that reference.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.

A.19. 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:

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Chief Procurement Office Email: eec.legalstaff@illinois.gov Attn: Protest Review Office 401 S. Spring Street Facsimile: (217) 558-1399 Suite 515 Stratton Office Building Illinois Relay: (800) 526-0844 Springfield, IL 62706

A.20. EVALUATION PROCESS: The State determines how well Offers meet the responsiveness requirements.

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

The State evaluates three categories of information: responsibility, responsiveness, and price. The State considers the information provided and the quality of that information when evaluating Offers. If the State finds a failure or deficiency, the State may reject the Offer or reflect the failure or deficiency in the evaluation.

A.20.1. RESPONSIVENESS: A responsive Offeror is one who submits an Offer that conforms in all material respects to the Request for Proposal, and includes all required forms.

A.20.1.1. Subcontractor Disclosure: If the Offer includes any subcontractors, then Offeror shall complete the Subcontractor Disclosure form found in Section 3, Part I.

A.20.1.2. References: If references are required, then Offeror shall complete and return the References form in Section 3, Part J.

A.20.1.3. If completing Forms B, then responsiveness may include and may not be limited to:

• Valid Illinois Procurement Gateway registration # with expiration date

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

• Disclosure of pending and current contracts

• Certifications timely to this solicitation

A.20.1.4. If completing Forms A, required forms may include and may not be limited to:

• Business and Directory Information: Offeror shall complete and return the Business and Directory Information form in Forms A , Part 1, or in the Illinois Procurement Gateway.

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

• Authorized to Transact Business or Conduct Affairs in Illinois: A person (other than an individual acting as a sole proprietor) must be a duly constituted legal

Illinois Department of Human Services RFP 12

V.19.1 entity prior to submitting an offer and authorized to transact business or conduct affairs in Illinois prior to execution of the contract. For more information, see Authorized to Transact Business or Conduct Affairs in Illinois in Forms A, Part 3.

• Standard Certifications: Offeror shall complete and return the Standard Certifications form in Forms A , Part 4, or in the Illinois Procurement Gateway.

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

• Disclosure of Business Operations with Iran: Offeror shall complete and return the Disclosure of Business Operations with Iran form in Forms A , Part 6, or in the Illinois Procurement Gateway.

• Financial Disclosures and Conflicts of Interest: Offeror shall complete and return the Financial Disclosures and Conflicts of Interest form in Forms A , Part 7, or in the Illinois Procurement Gateway.

• Taxpayer Identification Number: Offeror shall complete and return the Taxpayer Identification form in Forms A , Part 8, or with Forms B.

A.20.1.5. The State will determine whether the Offer meets the stated requirements. Minor differences or deviations that have negligible impact on the price or suitability of the supply or service to meet the State’s needs may be accepted or corrections allowed.

If no Offeror meets a particular requirement, the State may waive that requirement.

A.20.1.6. When the specification calls for “Brand Name or Equal,” the brand name product is acceptable. Other products will be considered with proof that the other product meets stated specifications and is equivalent to the brand product in terms of quality, performance and desired characteristics.

A.20.1.7. The State will determine whether the Offer complied with the instructions for submitting Offers. Except for late submissions, and other requirements that by law must be part of the submission, the State may require that an Offeror correct deficiencies as a condition of further evaluation.

A.20.2. RESPONSIBILITY: A Responsible Offeror is one who has the capability in all respects to perform fully the contract requirements and who has the integrity and reliability that will assure good faith performance. The State determines whether the Offeror is a “responsible” Offeror; an Offeror with whom the State can or should do business. For example, the State may consider the following:

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A.20.2.1. A “prohibited bidder” includes any person assisting an employee of the State of Illinois by reviewing, drafting, directing, or preparing any invitation for bids, a request for proposal, or request of information, or providing similar assistance unless such assistance was part of a publically issued opportunity to review drafts of all or part of these documents. For purposes of this section, an employee of the State of Illinois means one who, by the nature of his or her duties, has the authority to participate personally and substantially in the decision to award a State contract. No person or business shall submit specifications to a State agency unless requested to do so by an employee of the State. No person or business that contracts with a State agency to write specifications for a particular procurement need shall submit a bid or proposal or receive a contract for that procurement need.

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

A.20.2.2. Other factors that the State may evaluate to determine responsibility include, but are not limited to: political contributions, certifications, conflict of interest, financial disclosures, taxpayer identification number, past performance in business or industry, references (including those found outside the Offer), compliance with applicable laws, financial responsibility, insurability, effective equal opportunity compliance, payment of prevailing wages if required by law, capacity to produce or sources of supply, and the ability to provide required maintenance service or other matters relating to the Offeror’s ability to deliver in the quality and quantity within the time and price as specified in this solicitation.

A.20.2.3. Awarded Offerors must at all times have financial resources sufficient, in the opinion of the State, to ensure performance of the contract and must provide proof upon request. The State may require a performance bond if, in the opinion of the State, it ensures performance of the contract. The State may terminate the contract, consistent with the termination for cause provision of the contract, if the vendor lacks the financial resources to perform under the contract.

A.20.2.4. The State may require that an Offeror correct any deficiencies as a condition of further evaluation.

Illinois Department of Human Services RFP 14

V.19.1

A.20.3. PRICE: The State identifies the lowest priced Offer that meets the responsibility and responsiveness requirements.

A.21. BUSINESS ENTERPRISE FOR MINORITIES, WOMEN, AND PERSONS WITH DISABILITIES ACT PARTICIPATION AND UTILIZATION PLAN: The Bulletin posting indicates whether this solicitation contains a goal to include businesses owned and controlled by minorities, women, and persons with disabilities. If this solicitation is for non-construction supplies or services and contains a goal, then failure to submit a Utilization Plan shall render the Offer non-responsive. 30 ILCS 575/4(f). All questions regarding the subcontracting goal must be directed to the Agency Business Enterprise Program (BEP) Liaison prior to submission of proposals.

BEP Goal for this procurement: 20%

BEP Liaison: Sharron Matthews and Steven Richie

Phone Number: 312-793-4614 and 217-557-8755

Email Address: Sharron.Matthews@illinois.gov and Steven.richie@illinois.gov

Businesses included in Utilization Plans as meeting BEP requirements as prime vendors or subcontractors must be certified by the Department of Central Management Services as BEP vendors prior to the Bid Opening Date. Go to https://www2.illinois.gov/cms/business/sell2/bep/pages/default.aspx for complete requirements for BEP certification. Go to https://cms.diversitycompliance.com/ to search for certified BEP vendors.

A.22. VETERAN SMALL BUSINESS PARTICIPATION AND UTILIZATION PLAN: The Bulletin 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 may render the Offer non-responsive. All questions regarding the subcontracting goal must be directed to the Agency Veteran Small Business Liaison prior to submission of proposals.

No Veteran Goal for this procurement.

A.23. 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/New-Vendor.aspx.

-END OF INSTRUCTIONS-

mailto:Sharron.Matthews@illinois.gov mailto:Steven.richie@illinois.gov https://www2.illinois.gov/cms/business/sell2/bep/pages/default.aspx https://cms.diversitycompliance.com/ https://www2.illinois.gov/cpo/PathwayToProcurement/Pages/New-Vendor.aspx

SELECTION OF VENDOR

Illinois Department of Human Services RFP 15 Section 1. Part B. Selection of Vendor V.19.1

B. SELECTION OF VENDOR

B.1. The State may award to the most Responsive/Responsible Offeror whose Offer best meets the below criteria.

B.2. The State determines how well Offers meet the Responsiveness requirements. The State ranks Offers, without consideration of Price, from best to least qualified using a point ranking system (unless otherwise specified) as an aid in conducting the evaluation. Offerors who receive fewer than the minimum required points will not be considered for Price evaluation and award.

B.3. If the State does not consider the Price to be fair and reasonable and negotiations fail to meet an acceptable Price, the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State determines whether the Price is fair and reasonable by considering the Offer, including the Offeror's qualifications, the Offeror's reputation, all prices submitted, other known prices, the project budget, and other relevant factors.

B.4. The chart below shows the elements of Responsiveness that the State evaluates, their relative weights in point format and any minimum point requirements.

Technical Approach will be evaluated for how the Offeror proposes to meet the functional requirements in the RFP and proposed work plan, meeting all State and federal laws and regulations. Technical Experience will be evaluated for the Offeror experience with a full range of EBT services, operation of an EBT system, resources available to perform the work required in this RFP, and ability to meet federal and state laws, regulations and policy requirements. Personnel will be evaluated for the quality, background and experience of key personnel assigned to the four key project areas in the Mandatory Matrix, and key staff assigned to overall project management. References will be evaluated for the quality of work provided, reliability of the system, timely delivery of products, and the scope of work (i.e., similar in size, nature and scope of work required in this RFP).

B.4.1. The total number of points for Responsiveness is 1000. Vendors must score a minimum of 750 Responsiveness element points in order to move to the price opening.

B.4.2. RESPONSIVENESS ELEMENTS

B Responsiveness Elements Maximum Points Section within

RFP

Technical Approach 600 D.1; D.2; and D.3

Technical Experience 150 D.1; D.2; D.3 and D.4

Personnel 200 D.4 References 50 A.18 Total 1,000

SELECTION OF VENDOR

Illinois Department of Human Services RFP 16 Section 1. Part B. Selection of Vendor V.19.1

B.5. The total number of points for Price is 300. The State will determine Price points using the following formula:

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

Offeror must submit price using Attachment 15 – Cost Proposal.

B.6. The maximum number of points is 1300 (Responsiveness 1000 + Price 300).

OFFER TO THE STATE OF ILLINOIS

Illinois Department of Human Services RFP 17 Section 1. Part C. Offer to the State of Illinois V.19.1

C. Project Title / Reference # LINK IV EBT System

The undersigned authorized representative of the identified Offeror hereby submits this Offer to perform in full compliance with the subject solicitation. By completing and signing this Form, the Offeror makes an Offer to the State of Illinois that the State may accept.

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

C.1. SOLICITATION AND CONTRACT REVIEW: Offeror reviewed the Request for Proposal, including all referenced documents and instructions, completed all blanks, provided all required information, and demonstrated how it will meet the requirements of the State of Illinois.

Yes No

C.2. ADDENDA: Offeror acknowledges receipt of any and all addenda to the solicitation and has taken those into account in making this Offer.

Yes No N/A

C.3. OFFEROR CONFERENCE: If attendance was mandatory, Offeror attended the Offeror’s Conference.

Yes No N/A

C.4. OFFER SUBMISSION: Offeror is submitting the correct number of copies, in a properly labeled container(s), to the correct location, and by the due date and time.

Yes No

C.5. FORMS A or FORMS B: Offeror is properly submitting either Forms A or Forms B, but not both.

Yes No

C.6. BOND: If applicable, Offeror is submitting its Bid Bond or Performance Bond.

Yes No N/A

C.7. SMALL BUSINESS SET-ASIDE: Offeror is a qualified small business in the Small Business Set-Aside Program at the time Offers are due.

Yes No N/A

Illinois Department of Human Services RFP 18

V.19.1

C.8. PACKET 1 – SPECIFICATIONS/QUALIFICATIONS/STATEMENT OF WORK

Yes No

C.8.1 Offeror’s Proposed Solution to Meet the State’s Requirements Yes No

C.8.2 Milestones and Deliverables Yes No

C.8.3 Offeror/Staff Specifications Yes No

C.8.4 Transportation and Delivery Terms Yes No N/A

C.8.5 Where Services Are to Be Performed Yes No N/A

C.9. PACKET 2 – PRICING

Yes No

C.10. PACKET 3 – OFFER

Yes No

C.10.1 Offer Yes No

C.10.2 Exceptions to Solicitation Contract Terms and Conditions Yes No N/A

C.10.3 Supplemental Provisions Yes No N/A

C.10.4 Subcontractor Disclosures Yes No N/A

C.10.5 References Yes No N/A

C.11. PACKET 4 – FORMS A

Yes No

C.11.1 Business and Directory Information Yes No

C.11.2 Illinois Department of Human Rights Public Contracts Number Yes No

C.11.3 Standard Certifications Yes No

C.11.4 Disclosure of Business Operations in Iran Yes No

C.11.5 Financial Disclosures and Conflicts of Interest Yes No

C.11.6 Taxpayer Identification Number Yes No

C.12. PACKET 4 – FORMS B

Illinois Department of Human Services RFP 19

V.19.1

Yes No

C.12.1 Illinois Procurement Gateway Registration # with expiration date Yes No

C.12.2 Certifications Timely to this Solicitation Yes No

C.12.3 Disclosures of Lobbyists and Pending Contracts Yes No

C.13. PACKET 5 – REDACTED OFFER

Yes No

C.14. PACKET 6 – BEP UTILIZATION PLAN

C.14.1 Does this solicitation contain a BEP goal? Yes No

C.14.2 Minorities, Women, Persons with Disabilities Participation and Utilization Plan

Yes No N/A

C.15. PACKET 7 – VSB UTILIZATION PLAN

C.15.1 Does this solicitation contain a VSB goal? Yes No

C.15.2 Veteran Small Business Participation and Utilization Plan Yes No N/A

SPECIFICATIONS/QUALIFICATIONS/STATEMENT OF WORK

Illinois Department of Human Services RFP 20 Section 1. Part D. Specifications/Qualifications/Statement of Work V.19.1

D. SPECIFICATIONS/QUALIFICATIONS/STATEMENT OF WORK

D.1. GOAL:

The goal of this RFP is to select a vendor for the LINK IV EBT System (hereinafter “System”) that will deliver the services and meet the milestones and deliverables described in Section D – Specifications/Qualifications/Statement of Work with high quality and within the budget and schedule defined. The completed System will be fully compliant with all current state and federal requirements.

D.2. SUPPLIES AND/OR SERVICES REQUIRED:

As used below, "Vendor" refers to the entity that the State anticipates contracting with as the result of this solicitation for the performance of services and/or delivery of goods. Unless specifically stated otherwise, "Vendor" means the entity fulfilling contractual requirements.

"Offeror" is used to denote an entity that responds to this solicitation with an Offer. Unless stated otherwise, the word "Offeror" in this solicitation is used to direct an entity responding to this solicitation to provide specific answers and/or deliverables as part of its Offer to the State of Illinois.

“Incumbent Contractor” is used interechangeably with the term “current Vendor/Contractor” to denote the current contractor performing the services and/or delivery of goods outlined in the current contract.

“Successor Contractor” is used to denote any entity that may follow the Vendor as the performance of services and/or delivery of goods.

The contract anticipated to result from this solicitation will include:

1). Contractual Requirements – No Offeror Response Required:

These are requirements that will be included in the contract for the LINK IV system and must be adhered to by the successful Offeror. Offerors do not have to specifically respond to these requirements as part of their Offer, unless a description of how they will meet these requirements is needed for a…