ISBE Electronic Grants Management System_July 2025.docx

Illinois State Board of Education Request for Proposal (RFP) Electronics Grants Management System Subscription/Transition

26-586SBE-FINAN-B-48838

SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois State Board of Education (ISBE or Agency’ is initiating this Request for Proposals to solicit proposals from Vendors interested in participating on a project to implement and configure a public-facing Electronic Grants Management and Funding System. ISBE is seeking a Commercial off-the-Shelf (COTS), Modifiable off-the-Shelf (MOTS), Software as a Service (SaaS), or Platform as a Service (PaaS) solution that will facilitate the workflow providing Program Managers the ability to build form packages and allow external stakeholders across the state to submit applications for funding and be authorized to receive Federal, State, and local funds from ISBE. The preference is to have the system hosted by the Vendor and be customizable to meet State and Federal rules, guidelines, and reporting requirements, as well as the specific needs of ISBE. While ISBE cannot definitively categorize the level of customization required as minimal or extensive at this stage, the solution must be flexible enough to support the creation of custom fields, workflows, and business rules. Importantly, we expect that all configuration and customization work, including tenant setup—will be completed by the vendor or their subcontractor.

The system implemented by this project should also provide robust reporting and performance monitoring capabilities to better manage grant funding with a goal of tying expenditures to performance outcomes and consolidating plans across programs to reduce duplication.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

ISBE is the primary Agency charged with overseeing K-12 public education in Illinois. Led by State Superintendent of Education Dr. Tony Sanders, ISBE works with the State’s 852 school districts and over 2,500 other public entities (e.g., not-for-profit organizations, universities, Regional Offices of Education [ROEs], etc.) to administer basic education programs and implement education reform on behalf of more than 2 million public school students.

The current electronic Grants Management System (eGMS) is a custom, purpose-built system used to process applications and financial expenditures associated with the disbursement of funds from Federal, State, and other sources. The system was developed in the early 2000s and requires frequent enhancements. ISBE would like to use a system and delivery solution that supports current Agency needs while also progressing to a modernized approach. Operational support also would be included as part of the services. Requirements for these delivery components are included in the Proposal Forms section of this document.

The proposed system should also have the capability to replace ISBE’s internally created applications and corresponding interfaces for the following. Please note that ISBE’s data is stored in the Microsoft SQL Server database, and it must be migrated to the same.

· Replace or integrate with Financial Reimbursement Information System (FRIS) Inquiry

· A view-only, public system that contains financial data for Local Education Agencies (LEAs) that administer State and Federal grant or claim-based projects and receive funding from ISBE. FRIS Inquiry is updated nightly and allows the general public access to all approved LEA grant budgets and expenditure reports, as well as grant and claim funds distributed by ISBE. In addition, users have the ability to generate and extract data reports.

· Interface with Web-based Illinois Nutrition System (WINS)

· Supports application submissions and reimbursement processing for public and nonpublic schools with respect to State and Federal nutrition programs.

· Interface with Health/Life Safety Processing System

· Allows users external to ISBE to create and submit 10-year survey and amendment data, annual inspection reports, and annual ROE reports for school district buildings maintained in a facility inventory listing. Application submission and reimbursement processing also are features.

· Interface with School Maintenance

· Supports maintenance/upkeep of buildings or structures for educational purposes. Application submission and reimbursement processing are also features.

· Interface with Pupil Transportation

· Supports application submissions and reimbursement processing associated with Illinois student transportation programs.

A.3. SCHEDULE

A.4. UNIQUE CONSIDERATIONS

To ensure security, all users must be granted permission to access the electronic Grants Management System through a secured portal, IWAS or MyISBE. (IWAS is an acronym for the ISBE Web Application Security system. ISBE offers many internet-based systems that allow our educational partners to submit and retrieve information needed to conduct educational business with ISBE. Having an IWAS account allows you to have one login ID and password to gain access to most of ISBE’s internet-based systems.) An IWAS rebrand to MyISBE is currently being planned for implementation within ISBE. IWAS integration is not a requirement. Internal staff integration is possible via Azure EntraID or AD/LDAP connection. When MYISBE is released, 100% of external stakeholders will authenticate to our systems and will utilize OAUTH by way of Deunde Identity Server.

ISBE has several internally created applications that support specific process facets of the overall grants management delivery effort. This RFP is intended to determine if those elements can be replaced by a consolidated, more comprehensive tool.

A.5. TERM

A.5.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term commencing upon the last dated signature of the Parties and ending on June 30, 2030. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions, exceed 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) or a combination thereof:

Renewal #1: July 1, 2030, through June 30, 2035

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.

A.5.3. TRANSITION ASSISTANCE: If this Agreement is not renewed at the end of the Term, the Vendor shall provide all reasonable transition assistance requested by ISBE, for up to three (3) months after the expiration to facilitate the orderly transfer of such Services to ISBE or its designees. Such transition assistance will be deemed by the Parties to be governed by the terms and conditions of this Agreement (notwithstanding its expiration).

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

After a 2001 feasibility study and competitive bid process, MTW Solutions was awarded a contract in 2005. The intent of the contract allowed MTW to develop an electronic Grants Management System. MTW has provided support and maintenance of the existing eGMS. This system is proprietary; ISBE retains all rights to collected data.

ISBE has several internally created applications that support specific process facets of the overall grants management delivery effort. This RFP is intended to determine if those elements can be replaced by a consolidated, more comprehensive tool. Ultimately, the Agency is looking to modernize its system for grants management.

For reference, during 2024 the agency sent out $2,416,250,292 in combined state and federal funding that flowed through an electronic grants management system, excluding stimulus funded projects.

There are over 300 internal ISBE program staff that access the grants system to read, review, and approve/disapprove grant applications. Associated system use durations are shared in the table below:

ISBE has seven staff that assist in the development, funding and technical assistance with grant application systems. There are over a thousand external users creating and submitting applications and reports. Each fiscal year can yield approximately 115 programs with 18,124 applications per year. The expected annual expenditure of the various grant programs varies each year based on federal and state funding. In a recent fiscal year, ISBE had approximately 8,000 grants that were administered through the existing electronic grant management system. This amount excludes stimulus funded projects which typically do not recur from year to year.

Enhancements and new features ISBE is hoping to gain compared to the current system:

· A more streamlined design user interface with functional live help links.

· An assist tool for rolling prior-year grants forward into the next fiscal year and allows for copy/mass replication of items. A set of default parameters (which are editable if needed) and automated functionality to save time and reduce the risk of manual error.

· Software with greater damage control capacity which would not require intervention by programmers to rectify.

· An all-encompassing system that houses and displays district/school data, grants, reporting, expenditures, etc.

· Report creation without programmer assistance.

· Software that fully integrates with IWAS data collection systems and, if possible, the GATA Portal specific to fiscal year considerations. Ideally, prequalification data and indirect cost rates would pull in from the GATA Portal without the need for manual loading.

With regard to implementation, ISBE prefers a phased approach as opposed to a “Big Bang” wherein each of the phases would include a set of unique grants. ISBE would like to migrate past grant data including application data.

B.2. AREAS OF CONCERN/CHALLENGES

This current system is proprietary; ISBE retains the rights to collected data, while the current supplier retains the rights to its software. The new Vendor would need to provide a system that displays collected data stored on ISBE’s servers to comply with the record retention legislation, delivers the required functions outlined in the requirements defined in Section F of this document, and integrates or replaces ISBE’s existing digital infrastructure (e.g., Illinois Web Application Security (security) system, Financial Reimbursement Information System (fiscal), and Entity Profile System (identifies the user). Potential system replacements also are identified in Section F.

Current bottlenecks or inefficiencies that ISBE would like to eliminate:

· Currently it takes two people in two departments performing multiple manual tasks to connect funding streams to grant systems. If there are errors in the manual process, an additional coding programmer (separate department) is required to assist. Ideally, one person should be able to connect the appropriate funding streams to a given system, and correct errors without external dependencies.

· Currently allocations are provided by ISBE departmental program areas and the agency's Funding and Disbursements department. The program area communicates with the ISBE eGMS team, who formats allocation information for the grant system. Then Funding and Disbursements confirms the allocations are correct. This is a three-step process that consumes time and energy, and manual hand transfers with an increased risk of errors.

· Currently to update an entity name, the design team must gather updated data and manually enter. This process is time consuming and increases risk of errors. The grant system does not sync with the data collection where districts update data. The external entity updates one system, but it does not update automatically to the grant system which slows the grant process as the programs must request the manual changes.

B.3. STRENGTHS

The existing system currently delivers all the desired requirements defined in Section F, and no additional expenses are incurred by the addition of new funding opportunities, internal users, or external users. The ability for ISBE to generate new grant applications as need arises is the current system’s greatest strength.

B.4. FIGURES, DIAGRAMS, & REFERENCE DOCUMENTS

Please refer to Section G of this document for Terms and Conditions, as well as overviews of the processes associated with the Agency’s prequalification and grant management efforts are also supplied. The grant management overviews include details for both Competitive RFP and Non-Competitive Grants to better provide visibility into how each of the grant types are built and staged for publication so that grant applicants can apply.

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 State (Including Subcontractor Disclosure and Where Services are to be Performed, found in BidBuy Attachments.)

· Technical response

· Commitment to Diversity

· BEP 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 (e.g., by U.S. Mail, FedEx, UPS, email, 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 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 email 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 August 8, 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. PRE-SUBMISSION CONFERENCE

The Agency may 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.

Offeror must allow adequate time to accommodate security screenings at the site.

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. 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 August 8, 2025. See the Utilization Plan for NIGP codes used to establish this goal. The NIGP codes used for this solicitation include NIGP codes: 920-45, 918-29, 918-38, 208-53, 208-68.

BEP Goal: 5.1% 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.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 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

Agency specific terms and conditions will become a part of any resulting contract, which are included herein as Attachment A.

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

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: 200

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 36.

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 or how well the Offeror meets this solicitation’s goal of contracting or subcontracting with businesses owned by women, minorities, and/or persons with disabilities. 5%

Category 2: Subcontracting/Contracting with any WMD businesses (not limited to BEP Vendors) – Whether the Offeror assisted businesses owned by women, minorities, and/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 DEI policy. Policies must be actionable plans, not overarching concepts pertaining to DEI. 10%

Category 6: Diversity in Staffing – Percentage of individuals on governing board and/ or Senior executives out of all staff who identify as women, minorities or person with disabilities. 10% Percentage of individuals in management /supervisor positions out of all staff who identify as women, minorities or person with disabilities. 13% Percentage 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 Technical and Commitment to Diversity is 216.

D.5.2. A minimum of 100 of the available (Technical and Commitment to Diversity) points is required to be eligible for demonstrations.

D.5.3. A minimum of 175 of the available (Technical and Commitment to Diversity) points is required for Price evaluation and award consideration.

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 90.

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 180 (Technical) + 36 (Commitment to Diversity) + 90 (Price) = 306 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 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. To view them respectively, go to http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7) and https://www.ilga.gov/commission/jcar/admincode/044/044parts.html.

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) is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the Comptroller’s Administrative Fund (15 ILCS 405/23.9).

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

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

Section F. PROPOSAL FORMS Offeror must complete and return:

· The following three 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

F.1.1. Program Management and Planning. The system shall feature a centralized program management and planning capability. The system will primarily work on processing State and Federal grants/disbursements administered by ISBE to recipients in Illinois. The new system will need to be able to import or at least use data that will be needed for reporting and importing into future grants. The new vendor will need to be able to work with ISBE to facilitate this ability to blend items from the current system until such a time as this would no longer be necessary. This capability shall include:

1. Creation of grant-seeking and grant-making programs.

2. Maintenance of embedded workflows and online applications.

3. Creation and maintenance of various system data-input forms pertinent to the grant-seeking and grant-making process.

4. Project plan that provides task-level detail for system setup, as well as collection and import of all prerequisite data required of ISBE. Durations for data collection tasks may be estimated until finalized with ISBE. An estimated project plan must be provided at the time of demonstration. Project plans shall be submitted in an electronic format that is accessible and readable using Microsoft Office suite software or Adobe Reader. No other format is acceptable. It should be noted that ISBE does not consider Microsoft Project to be part of the Microsoft Office suite.. For planning purposes, ISBE's migration to the supplier's tool cannot occur during May-September. It is anticipated that ISBE will be in a pilot stage no later than FY27. Some duplicate work should be anticipated as the new system is brought online to address carryover funds from prior to current grants. Thus, additional resources will likely be needed by the supplier and ISBE to address this aspect of the migration to the new solution.

5. Monthly progress updates in the form of status reports submitted to ISBE. The status will be reviewed during status review meetings that will include ISBE leadership and ISBE's Project Manager. This will allow for a forum to communicate project progress, risks, issues and dependencies.

6. In the event that ISBE opts to approach support and implementation in a phased manner, groups of grants would be set up in a new system, as opposed to proceeding with a full cutover on a specified date. The new supplier would need to demonstrate that the system and support can accommodate ISBE's various and complex grant types before the next group of grants are migrated to the new system.

☐ Agree

F.1.3. Grant-Seeking. The system must facilitate management of the grant-seeking process. The system shall, at a minimum, offer features that streamline and track activities associated with:

1. Applying for grants,

2. Supplying documentation and other materials to grantors,

3. Award notification,

4. Invoicing for awarded funds. System features also shall include, where possible, system-to system integration, such as that offered by https://www.grants.gov, with external grantor systems.

☐ Agree

F.1.4. Integration with Internal ISBE Systems.

The system must feature system-to-system integration with internal ISBE system platforms, whenever possible. Where viable, the supplier solution can replace the existing ISBE application. The preference is for the supplier solution to replace ISBE internal applications. ISBE will determine whether the supplier solution can replace its existing application. Integration shall involve existing repositories or external applications:

1. Provide one of these two options: a. Integrate from the outset with ISBE's IWAS authentication portal to ensure that distinct security clearance levels are available. b. Integrate with OAUTH2 (Open Authorization) identity providers, such as Okta or Duende, AND the ability to integrate with Microsoft Entra AND the ability to read custom user tables from SQL Server to ensure that distinct security clearance levels are available. Only those personnel who are registered as the individual with legal authorization to sign contracts on behalf of the grantee should be allowed to do so (105 ILCS 5).

2. Replace or integrate from the outset with ISBE's FRIS Inquiry payments system and with ISBE's grant design and publication work; budgets approved in ISBE’s designed grant system must automatically feed that budget information to FRIS. Replacement is preferred. If integrating with FRIS, an API or service capable of transacting with SQL Server would be necessary and must include the ability to automate/schedule these transactions in bulk.

3. If the proposed eGMS cannot replace ISBE's FRIS application, then it must directly interface with ISBE's financial systems in order to…