JPMC ADOBE Products and Professional Services RFP.pdf

State of Illinois RFP V.25.5

State of Illinois Department of Innovation and Technology

Request for Proposals JPMC – Adobe Products & Professional Services

26-448DOIT-ADMIN-B-53894

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Department of Information Technology (DoIT) is seeking proposals from qualified Offerors to provide Adobe professional services, software, licenses, and related Maintenance and training for all products that are listed on the Adobe Website, https://www.Adobe.com, including but not limited to Adobe Acrobat Sign, Creative Cloud Pro, Adobe Analytics Enterprise, Journey Optimizer, AEM Sites and Optimizer, Adobe Target Premium, and Related Services, which will be available to all governmental units and qualified not-for-profit agencies for of the State of Illinois. Please include any value-added services the offeror can provide that are within the scope of this RFP.

Goal: The purpose of this competitive solicitation is to identify and award a single Joint Purchase Master Contract (JPMC) to a qualified vendor authorized to provide the full range of Adobe products and services for all State of Illinois agencies, governmental units, and qualified not-for-profit agencies. This includes, but is not limited to, software licensing, subscriptions, renewals, upgrades, maintenance, technical support, and related professional services. The selected vendor must demonstrate the capability to deliver Adobe solutions in compliance with applicable federal, state, and local laws, regulations, and procurement requirements, while ensuring cost-effective pricing, scalability, security, and continuity of service. This solicitation is intended to establish a reliable contractual vehicle that supports organizational operations, enhances productivity, and ensures consistent access to Adobe technologies throughout the contract term.

As a result of this RFP, DoIT expects to receive and evaluate responses and award (1) qualified Respondent with whom to enter into negotiations. Section C PROPOSAL REQUIREMNENTS of this RFP contains more information regarding evaluation and Respondent selection process. The awarded contract shall be an indefinite quantity Joint Purchase Master Contract (JPMC) with no minimum guarantees of any purchases.

This solicitation is issued by the Department of Innovation and Technology in cooperation and agreement with the Chief Procurement Officer for General Services. The purpose of this solicitation is to establish a contract to enable DoIT, governmental units, and qualified not-for-profit agencies to purchase supplies or services on an as needed basis during the contract period. By submitting an offer., Vendor agrees to extend all terms and conditions, specifications, and pricing or discounts specified in the resulting contract to all governmental units and qualified not-for-profit agencies.

https://www.salesforce.com/

The supplies or services subject to the resulting contract shall be distributed or rendered directly to each governmental unit or qualified not-for-profit agency. Vendor shall bill each governmental unit or qualified not-for-profit agency separately for its actual share of the costs of the supplies or services purchased. The credit or liability of each governmental unit or qualified not-for-profit agency shall remain separate and distinct.

Disputes between vendors and governmental units or qualified not-for-profit agencies shall be resolved between the affected parties.

“Governmental unit” means State of Illinois, any State agency as defined in Section1-

15.100 of the Illinois Procurement Code, officers of the State of Illinois, any public authority which has the power to tax or any other public entity created by statute.

“Qualified not-for-profit agency” means any not-for-profit agency that qualifies under Section 45-35 of the Illinois Procurement Code and that either (1) acts pursuant to a board established by or controlled by a unit of local government or (2) receives grant funds from the State or from a unit of local government.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

The desired outcome of this solicitation is to establish a contract with a vendor capable of supplying the entire Adobe product portfolio on an as-needed basis. This includes, but is not limited to, core platforms such as Acrobat Sign, Creative Cloud Pro, Adobe Analytics Enterprise, Journey Optimizer, AEM Sites, Optimizer and Adobe Target Premium and associated development and integration tools.

In addition to software licensing and subscriptions, the selected vendor must also be able to deliver professional services related to the implementation, configuration, customization, integration, training, and ongoing support of Adobe solutions. These services must be made available to agencies and other permitted users across the state.

Rationale for a Statewide Contract:

Standardization Across Agencies:

A single, statewide contract enables agencies to adopt consistent licensing terms, pricing models, and deployment standards, promoting interoperability and alignment with enterprise architecture and digital service strategies.

Volume-Based Cost Efficiencies:

Consolidating Adobe purchases under a master agreement provides the opportunity to leverage volume-based discounts and enterprise-level pricing, significantly reducing overall costs compared to agency-by-agency procurements.

Scalability and Flexibility:

Agencies have varying needs and timelines for deploying Adobe products. A statewide contract provides a flexible procurement mechanism that can scale based on evolving program requirements and usage levels, without the need to rebid for each engagement.

Faster Time to Procurement:

Having an established contract in place eliminates the need for multiple, repetitive solicitation processes and streamlines acquisition timelines, allowing agencies to more quickly respond to new initiatives, regulatory requirements, or citizen service improvements.

Access to Specialized Expertise:

The scope includes certified Adobe implementation partners who understand the unique compliance, security, and integration requirements of public sector environments. This ensures that projects are aligned with best practices and DoIT’s IT governance standards.

Improved Contract Oversight and Reporting:

A centralized contract allows for enhanced visibility into product usage, service levels, spend data, and performance metrics, enabling better contract management, compliance monitoring, and strategic planning at the enterprise level.

By establishing a statewide contract for Adobe products and services, the State aims to support a cohesive digital transformation strategy that maximizes value, accelerates delivery of public services, and reduces procurement complexity across government entities.

A.3. SCHEDULE & BUDGET

Below is an approximate timeline of actions for this solicitation.

Procurement Schedule Pre-Submission Conference Wednesday, September 16, 2026 from 3:00 PM to 4:00

PM CT.

Offeror Questions Submission Deadline

Wednesday, September 23, 2026 at 5:00 PM CT.

Tentative Date for Posting of Answers to Offeror Questions

Wednesday, September 30, 2026.

RFP Offer Submission Deadline

Wednesday, October 7, 2026 at

2:00 PM CT.

Evaluation Period 3 weeks from proposal due date

Procurement Schedule Anticipated Contract Start Date 8 Weeks from proposal due date Licensing Renewal Start Date December 22, 2026

A.4. TERM

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

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

Adobe branded licenses are required to support the Agency's Adobe products and platform. Since 2020, the State has invested approximately $13,000,000.00 on average annually into installing and implementing the Adobe platform, Adobe products and in the necessary third-party, application specific products necessary to support Adobe for the State This will be utilized to support several of the State's key initiatives for modernizing legacy business applications.

Adobe licenses are required to continue the functionality of the Adobe tools owned and operated by the State. These Adobe licenses are critical to the continued functionality of State applications and are needed to facilitate DoIT's continued expanding use of the platform.

B.2. REQUIRED PRODUCTS

Adobe Professional software, licenses, and related Maintenance for all products that are listed on the Adobe Website, https://www.Adobe.com.

All Adobe products shall be new, unused, of most recent manufacture and not discontinued. If an item becomes discontinued or otherwise not available during the term of this Contract, Vendor may propose to substitute an equivalent or better product at no additional cost to the State, subject to approval by the State.

“Maintenance” refers to all Adobe intermittent, annual and any other technical support necessary for the continued operation of all new and legacy Adobe solutions as well as patches and upgrades.

B.3. REQUIRED SERVICES

Adobe Professional Services and Value-Added Services used by the State of Illinois are intended to provide: advanced support and assistance in cases of critical systems being at risk both from an IT infrastructure and IT application development perspective;

implementation and engineering advice; implementation, integration, and migration assistance; advisory services and mentoring to customer staff. Work efforts will require a Statement of Work (“SOW”) with hourly and/or daily rates, defined deliverables and/or task milestones that will be completed. This SOW must be submitted along with the customer order. This is not intended to be used for acquiring long-term services for IT application development, application maintenance and/or routine daily IT and business operations. DoIT reserves the right to reject any orders against the resulting contract that are deemed to be outside of the scope of this solicitation.

https://www.salesforce.com/

B.3.1 “Professional Services” are Adobe services that can assist in the planning, design, implementation, use and support of Adobe solutions. This includes virtual, remote, and onsite professional services. Professional Services include, but are not limited to, installation, consulting, training, etc. for all products purchased above. Training may include, but is not limited to, virtual, remote, and onsite training.

B.3.2 “Value-Added Services” are reseller services that can assist in the planning, design, implementation, use and support of Adobe solutions. This includes virtual, remote, and onsite services. Value-Added Services include, but are not limited to, installation, consulting, training, etc. for all products purchased above. Training may include, but is not limited to, virtual, remote, and onsite training.

B.4. LICENSES AND MAINTENANCE AGREEMENTS

Volume License Agreements (VLA) and Enterprise License Agreements (ELA)

The Reseller will honor existing purchasing entities VLA's or ELA's with publishers and include those licenses as part of the Reseller's license tracking service. Resellers will sell additional seats consistent with purchasing entities' Enterprise or Volume Agreements.

Reseller will work with purchasing entity(ies) and Publisher (Adobe) as needed to establish new VLAs or ELAs. The Reseller will work with the Publisher and purchasing entity as necessary to ensure they receive timely and pertinent license information, such as: license or agreement renewals, or opportunities based on actual volume.

Reseller will work directly with purchasing entity(ies) in establishing, signing, and maintaining enrollment agreements. Resellers shall monitor and be able to report on the current levels of software ordered towards any of the purchasing entity’s VLA required sales levels to ensure they do not fall short and thereby incur Publisher penalties. The Reseller shall be responsible for providing license usage information to the Publisher, if such information is required by the Publisher, in a timely manner (e.g., for 'true up' assessments)

Individual Software Licenses. Purchasing Entities can purchase individual licenses, such as perpetual and non-perpetual licenses, through the Reseller.

B.5. SOFTWARE MAINTENANCE AND SUPPORT AGREEMENTS

Purchasing entities can purchase maintenance agreements, including upgrade protection, through the Reseller. Resellers will sell software maintenance agreements, even if the software was not purchased under this agreement, such as on-going support for a User's existing perpetual license. As requested, Reseller will explain what product support or services are included in a Publisher's maintenance agreement.

B.5.1 Software Maintenance and Support. Reseller to provide needed services to support maintenance products such as maintenance agreements, software upgrades, annual updates, patches, and fixes needed to improve functionality and keep the software in working order. Such services may include providing recommendations on most cost-effective or appropriate long-term maintenance plan. Reseller will provide such support, not only to maintenance packages purchases under this agreement, but in support of any existing and current agreements.

B.5.2 Software Updates.

B.5.2.1 Users are eligible to receive, from the Publisher, all new releases, and updates of the software, at no additional charge, while under a maintenance agreement. A "Release" means any collection of enhancements or updates which the Publisher generally makes available to its installed base of customers of such programs. The Reseller shall assist the Purchasing Entity to obtain such releases or updates for their Users from the Publisher.

B.5.2.2 Should a User not want to receive the next upgrade; the User shall so notify the respective Publisher.

B.5.3 License Confirmations

For licenses ordered under the contract by purchasing entity(ies), Reseller shall be able to provide:

• Certified Licensing Confirmation Certificates for all software licenses;

• Reseller's certified license confirmation certificates in the name of such

Licensee; or,

• Written confirmation from the Reseller or Publisher accepting the Eligible Purchasing Entity(ies) contract or purchase order as proof of license.

The form of "Proof of License" provided by the reseller must be acceptable proof to the Publisher, and in the format requested by the Purchasing Entity. The Proof of License shall be provided as an electronic file and/or a hard copy document, as required by the Purchasing Entity. Reseller will retain an electronic file of Purchasing Entity's Proof of Licenses and provide copies to the Purchasing Entity as requested.

B.5.4 Transitioning License Tracking Information at Contract Termination -The license information acquired and retained by Reseller will be stored as sortable data fields so the license information can be transferred to the Purchasing Entity upon contract termination. Reseller will work with Participating Entities, or their designees, to ensure that the license information data has been successfully transferred in a usable format.

B.6. REPORTING

Provide Tracking, Management, Usage Monitoring and Reporting of Licenses Upon Request

• Reseller shall have in place a product license inventory and asset management system, which will include an accurate inventory record of product licenses purchased under this Contract.

• Reseller must also have the capability to track maintenance renewal and other significant due dates.

• At a minimum, this system shall be able to provide this information at

Purchasing Entity level.

• Reseller shall work with the State, other Purchasing Entities, publishers, previous and subsequent contract software resellers, and hardware computer contractors to ensure the most comprehensive record of licenses is created, maintained, and the information transferrable.

B.7. ORDERING AND PAYMENT TERMS

B.7.1 Vendor shall provide the Products and Services in this contract when requested on an as-needed, if-needed basis. All Orders placed, including invoices, under this Contract shall be between the governmental unit/qualified not-for-profit agency and Vendor, and not a subcontractor.

B.7.2 Each individual order shall have its own ship to/bill to information and will include any applicable license agreement(s) or additional terms and conditions that govern the use of the software or other services, or supplies included in this RFP and its resulting contract. Custom Configuration Services used by the State of Illinois are intended to provide advanced support and assistance in cases from an IT infrastructure and IT application development perspective; implementation and engineering advice;

implementation kick start; and training on specific Adobe products.

B.7.3 Orders against this Contract will be made by the State using a State approved form (e.g. Purchase Order (PO)/Basic Ordering Agreement (BOA)) as the need arises.

Other institutions entitled to use the resulting contract may utilize their own individual purchase order.

Participating State Agencies under the purview of the Illinois Chief Procurement Office for General Services (CPO-GS) that wish to place orders directly against any contract resulting from this solicitation shall do so by following the Order Against Master process as defined by CPO-GS.

Participating entities not under the purview of the Illinois Chief Procurement Office for General Services shall follow all applicable rules pertaining to the use of Joint Purchase Master Contracts as defined by the participating entity.

B.8. PRE-SALE ADVISEMENT

Vendor shall provide Pre-Sale Advisement to purchasing entities. There shall be no charge for these services. These service include but are not limited to:

B.8.1. Needs Assessment:

• Reviewing the customer’s current hardware, software, or system environment.

• Identifying which components require ongoing maintenance or support.

B.8.2. Contract Scope Clarification:

• Explaining what is covered under the maintenance contract (e.g., break/fix support, firmware updates, patches, proactive monitoring).

• Detailing service levels (e.g., response times, 24x7 support, on-site vs. remote service).

B.8.3. Asset Validation & Coverage Review:

• Verifying serial numbers, entitlements, license types, and warranty status to ensure proper contract alignment.

• Confirming whether assets are eligible for renewal or require reinstatement.

B.8.4. Cost Estimation and Options:

• Providing pricing for various support tiers (e.g., basic vs. premium).

• Offering co-termination, bundling, or multi-year options for cost efficiency.

B.8.5. Lifecycle and End-of-Support Guidance:

• Identifying any hardware or software nearing end of life (EOL) or end of support (EOS).

• Advising on upgrade paths or migration options to maintain coverage.

B.8.6. Compliance and Licensing Check:

• Ensuring the customer is in compliance with the original purchase terms.

• Addressing any gaps in support that could expose the organization to operational or legal risk.

B.9. SERVICE LEVEL AGREEMENTS (SLA’s)

Business days are Monday through Friday and Business Hours are 8am to 5pm CT

Response Time SLA

Priority Level Description Response

Time Resolution/Workaround

Time

Critical (P1)

System-wide outage, license failure blocking operations, or inability to access essential Adobe functions impacting public service delivery

1 hour (24/7)

4 hours or mutually agreed workaround within 8 hours

High (P2)

Major functionality loss affecting multiple users, but not a complete outage. No viable workaround available.

2 hours (Business Hours)

1 business day

Medium (P3)

Degraded performance, configuration issues, or limited impact on business functions with a workaround available

4 business hours 3 business days

Low (P4)

General inquiries, enhancement requests, non-urgent support, or minor issues

1 business day

5–10 business days, depending on complexity

License Management SLA’s Request Type SLA New license provisioning 1 business day

License deactivation 1 business day License usage report or audit support 3 business days

Professional Service SLA’s

Milestone or Task SLA or Expectation Kickoff after PO or SOW Within 5 business days Project plan delivery Within 10 business days Change request response Within 2 business days

Post-go-live support response Within 2 business hours (for go-live week)

Section C. PROPOSAL REQUIREMENTS

Only Electronic Submissions through BidBuy of Offers will be Accepted

C.1. REQUIRED DOCUMENTS TO COMPLETE AND SUBMIT

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

• Vendor Disclosure or IPG Active Registered Vendor Disclosure

• Technical response

• Offer to the State of Illinois Information and Technology

• Commitment to Diversity

• BEP Utilization Plan

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

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

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

E n t e r i n g c o s t , p r i c i n g o r d i s c o u n t i n f o r m a t i o n i n t h e A l t e r n a t e D e s c r i p t i o n m a y r e s u l t i n d i s q u a l i f i c a t i o n . 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.

https://cpo-general.illinois.gov/solicitation-and-contract-templates.html https://cei.illinois.gov/purchasing-entity-resources/compliance.html

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:

General Tab : Save and Continue Items Tab Follow instructions in the Pricing section of the solicitation document as to whether pricing will be entered in the Unit Cost of the Items Tab or submitted as a separate Pricing Document in the Attachments Tab.

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.

Terms and Conditions Tab

: Select “Yes”, “No”, or “Yes with Exceptions” 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.

Attachments Tab For each required quote attachment listed:

: “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.

Summary Tab : “Submit Quote”

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

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

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

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

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

C.4. PUBLISHED PROCUREMENT INFORMATION

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

C.5. INFORMATION CONTACT

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

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

C.6. OFFEROR QUESTIONS AND AGENCY RESPONSE

https://cpo-general.illinois.gov/vendor-resources.html https://www.bidbuy.illinois.gov/bso/

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 15 days after the bid posting date, 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.

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

Non Mandatory Pre-Bid Meeting:

Join from the meeting link https://illinois.webex.com/illinois/j.php?MTID=m09acc8d9666f645200f05064de2802c3

Join by meeting number Meeting number (access code): 2869 031 2961 Meeting password: MJpRPwZa574

Tap to join from a mobile device (attendees only) +1-312-535-8110,,28690312961## United States Toll (Chicago) +1-415-655-0002,,28690312961## US Toll

Join by phone +1-312-535-8110 United States Toll (Chicago) +1-415-655-0002 US Toll Global call-in numbers

Join from a video system or application Dial 28690312961@illinois.webex.com You can also dial 173.243.2.68 and enter your meeting number.

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-https://illinois.webex.com/illinois/j.php?MTID=m09acc8d9666f645200f05064de2802c3

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 15 days after bid posting date. The below NIGP codes were used to establish this goal.

BEP Goal: 5%

208 11 Application Software, (Not Otherwise Classified), Microcomputer

918 28 Computer Hardware/Software Consulting

918 29 Computer Hardware/Software Consulting

918 71 Computer Hardware/Software Consulting

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 ten (10) days after contract execution. The bond must be from a surety licensed to do business in Illinois. An irrevocable letter of credit is an acceptable substitute. The form of security must be acceptable to the State.

C.11. TERMS AND CONDITIONS

https://cpo-general.illinois.gov/sell-2-illinois.html https://cpo-general.illinois.gov/sell-2-illinois.html https://cei.illinois.gov/vendor-resources/get-bep-certified.html https://supplierdiversitymanagementportal.illinois.gov/home.aspx

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

Section D. EVALUATION PROCEDURES

D.1. EVALUATION PROCESS

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

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

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

D.2. RESPONSIVENESS

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

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

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

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

• Active Illinois Procurement Gateway registration # with expiration date

• Certifications timely to this solicitation

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

• Disclosure of pending and current contracts

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

• Business and Directory Information: Offeror should complete and return the Business and Directory Information form in Vendor Disclosure, Part 1.

• Illinois Department of Human Rights (IDHR) Public Contracts Number: Offeror shall complete and return the IDHR Public Contracts Number form in Vendor Disclosure, Part 2.

• 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 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 Vendor Disclosure, Part 3.

• Standard Illinois Certifications: Offeror shall complete and return the Standard Illinois Certifications form in Vendor Disclosure, Part 4.

• State Board of Elections Registration: 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 Vendor Disclosure, Part 5.

• Disclosure of Business Operations with Iran: Offeror should complete and return the Disclosure of Business Operations with Iran form in Vendor Disclosure, Part 6.

• Financial Disclosures and Conflicts of Interest: Offeror shall complete and return the Financial Disclosures and Conflicts of Interest form in Vendor Disclosure, Part 7.

• Taxpayer Identification Number: Offeror should complete and return the Taxpayer Identification form in Vendor Disclosure, Part 8.

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. and F.3. The State evaluates the Technical Requirements without consideration of price.

D.3.1. Total Number of Points Available for Technical Requirements is: 1000

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

D.3.3. Relative Weight in Point Format

Technical Requirements Points Available Mandatory Requirements with Evidence 0; all must be met and are evaluated as pass or fail Proposed Technical Solution (Desirable elements SectionF.3) 1000

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 200.

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

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

Commitment to Diversity Categories Category 1 – BEP Compliance - Whether the Offeror meets the set goal for contracting or subcontracting with businesses owned by women, minorities, or persons with disabilities or completed a Good Faith Effort Waiver for this procurement. 5% Category 2 – Subcontracting/Contracting with any WMD businesses (not limited to BEP vendors) - Whether the Offeror has contracted/subcontracted within the prior calendar year with businesses owned by women, minorities, or persons with disabilities. 10%

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

Category 4 – DEI Time - Offeror’s hours spent in the prior calendar year on promoting DEI in the workplace, the community, education institutes, or supporting businesses owned by women, minorities, or persons with disabilities. The assisted business is not required to be certified in the Illinois Business Enterprise Program. The success or failure of each event does not impact the points achieved. The event may be voluntary or paid time. 20% Category 5 – DEI Policies - Entity has provided a written copy of, or link to, their current written workforce diversity, equity, and inclusion policy. Policies must be actionable plans, not overarching concepts around DEI. 10%

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

D.5. PRICE

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

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

D.5.1. The total number of points for Price is 240 D.5.2. The State will determine Price points using the following formula:

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

D.6. MAXIMUM AVAILABLE POINTS

The maximum number of points is 1000 (Technical) + 200 (Commitment to Diversity) + 240 (Price) = 1440 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 http://www.ilga.gov/legislation/ilcs/ilcs.asp http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7)%20%20 https://www.ilga.gov/commission/jcar/admincode/044/044parts.html

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 (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 fourteen (14) days after the solicitation or related addendum was posted to the Bulletin. For protests related to rejection of individual proposals or awards, the protest must be received by close of business no later than fourteen (14) days after the protesting party knows or should have known of the facts giving rise to the protest.

The Protest Review Office’s information is as follows:

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

E.10. RESPONSIBILITY

A responsible Offeror is one who has the capability in all respects to perform fully the contract requirements and who has the integrity and reliability that will assure good faith performance. The State determines whether the Offeror is a “responsible” offeror;

an offeror with whom the State can or should do business. For example, the State may consider the following:

E.10.1. A “prohibited bidder” includes any person assisting an employee of the State of Illinois by reviewing, drafting, directing, or preparing any mailto:cpogs.pro@illinois.gov 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.