JPMC FY27-31 Collection Services RFP~1.docx

Illinois Department of Revenue Request for Proposal JPMC FY27-31 Collection Services

27-492DOR-COLLE-B-50076

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Department of Revenue (“IDOR” or “Department”), Division of Collections is seeking proposals from responsive and responsible vendors. IDOR intends to award up to four (4) contracts for First Placements and up to two (2) contracts for Second Placements and consecutively placed debt, up to and including Second Placements civil litigation collection action when appropriate, either inside or outside the State of Illinois to assist in debt collection services.

This solicitation is issued by the Illinois Department of Revenue in cooperation and agreement with the Chief Procurement Officer for General Services. The purpose of this solicitation is to establish contracts to enable the IDOR and governmental units with debt collection services for outstanding debt on an as needed basis during the contract period. By submitting an Offer, vendors agree to extend all terms and conditions, specifications, and pricing or discounts specified in the resulting contract for the items in the resulting contract to the IDOR and governmental units.

The supplies or services subject to the resulting contract shall be distributed or rendered directly to the IDOR and each governmental unit. Vendors shall bill the IDOR and each governmental unit separately for its actual share of the costs of the supplies or services purchased. The credit or liability of the IDOR or each governmental unit shall remain separate and distinct. Disputes between vendors and the IDOR or governmental units shall be resolved between the affected parties.

“Governmental unit” means State of Illinois, any State agency as defined in Section 1-15.100 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.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

The vendors shall agree to provide collection services on first time placed, second time placed and consecutively placed debt, up to and including civil litigation collection action when appropriate, either inside or outside the State of Illinois, to the Department and each governmental unit. Services shall be expected to meet acceptable levels of performance as prescribed by the Department, regardless of the reason or amount of the debt. The minimum work standard required will be written demand notices followed by a series of telephone contacts. Collection services shall be provided to the Department and governmental units for delinquent State debt, primarily tax debt that is a minimum of 90 days old or older, with debtor residing both in and out of state. Debt may include any tax administered by the Department as well as any State debt the Department is responsible for collection efforts. Although the Department is the contracting party pursuant to statute, the vendor will receive its debt placements from the individual governmental units that have generated the accounts receivable in question. IDOR facilitates the vendor relationship information and monitors the compliance working with the individual agencies. This joint purchase agreement creates a legal relationship so that governmental units can use these contracts pursuant to (30 ILCS 525/1.1) Joint Purchasing Programs. Vendors must calculate additional interest on accounts, and collection fees when appropriate, and must provide that information on demand notices. This program does not affect collections in process, thus collections undertaken by means of the offset or interception of state warrants by the Comptroller or other governmental units will continue. Contracts may be awarded to multiple vendors, and there is no guarantee each vendor will get referrals on all or any types of receivables during the life of the contract. Contracts may be awarded for First Placements only, Second Placements/Litigation only, or the combination of both depending on the results of the proposal’s evaluation. Each placement will be evaluated separately. The Department anticipates the award of up to four (4) contracts for First Placements and up to two (2) contracts for Second Placements/Litigation.

Under the Constitution and laws of Illinois the Attorney General alone is authorized to appear in court on behalf of the State. Consequently, any attorney who appears on behalf of the State to collect debts referred under a contract resulting from a proposal submitted pursuant to this Solicitation must have previously been appointed a special assistant attorney general.

Pursuant to 30 ILCS 210/et.seq., as amended August 20, 2003, the Illinois Department of Revenue assumed collection duties of most governmental units by becoming the primary debt collecting entity for the State. IDOR is the facilitator of debt collection for most governmental units. Below is a brief listing that includes, but is not limited to, those governmental units and the debt type associated that is anticipated to be placed under this contract.

*Note: This list is not intended to be all-inclusive.

A.3. SCHEDULE

A.4. UNIQUE CONSIDERATIONS

Section F.2.2. of the RFP requires that the successful vendors and subcontractors must maintain an office in the State of Illinois though the duration of the contract. All collection activity must be performed from a location within the borders of the State of Illinois. (MANDATORY REQUIREMENTS) IRS Publication 1075 addresses Tax Information Security Guidelines for Federal, State, and Local Agencies. The IDOR, vendors, and subcontractors must comply with all the requirements within the Publication. The IDOR is responsible for vetting its vendors and subcontractors for compliance. The vetting and compliance for this requires initial site visits to the vendor and subcontractor locations with periodic follow up site visits through the duration of the contract.

A.5. TERM

A.5.1. TERM OF THIS CONTRACT: The contracts resulting from this procurement will have an initial term commencing on July 1, 2026, and ending on June 30, 2031. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80.

A.5.2. RENEWAL: There are no renewal options.

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

The Department is responsible for the collection of delinquent tax debt as well as other state debt determined to be the Department's responsibility to collect under the Illinois State Collection Act of 1986, 30 ILCS 210 https://www.ilga.gov/legislation/ilcs/ilcs3.asp?ActID=490&ChapterID=7. The Department currently has five (5) contracts for First Placements and two (2) contracts for Second Placements that will expire on 06/30/2026, the goal is to select vendors that can immediately transition to assist the Department and governmental units for these services.

The Department utilizes GenTax software to conduct collection activities. Vendors have the capability to format all remittances and data exchanges to cooperate with this GenTax software and to transmit via HTTPS POST through IDOR Gateway application. All file format requirements are set by the Department and are adhered to by the vendors.

The vendor shall be responsible for the collection services of delinquent State debt, primarily tax debt that is a minimum of 90 days old or older, as well as any State debt the Department is responsible for in collection efforts, with debtors residing both in state and out of state. The current policy of the Department where it is discovered the debtor is deceased, a death certificate must be presented as proof. The collection assignment along with the death certificate must be returned to the Department for processing with no further action required from the vendor.

B.2. VOLUMES & QUANTITIES

Collection Efforts performed Prior to Placement First Placements Individual Income Tax (IIT) – Minimum of three notices will be sent to the taxpayer along with automated robo call.

Business Taxes – Any available administrative remedy within the Department’s legal rights, including but not limited to, notices, phone calls, personal calls, levy, lien, personal liability assessments, license suspensions/revocations, and seizure of assets.

Other State Agency debt – This will vary greatly from agency to agency. At a minimum a letter and phone call attempt will be made.

Average Total Placement of Tax Debt (past 3 years):

First Placements individual income tax – 183,000 cases, $333 million First Placements all other tax types – 17,000 cases, $96 million Other State Agencies – 40,000 cases, $96 million Historical Average Age of Accounts Place:

Second Placements/Litigation The Second Placements shall be the same as the First Placements above plus the efforts of a private collection agency on a prior placement.

Average Total Placements of Tax Debt (past 3 years):

Second Placements individual income tax – 40,000 cases, $104 million Second Placements all other tax types – 7,000 cases, $67 million Section C. PROPOSAL REQUIREMENTS Only Electronic Submissions through BidBuy of Offers will be Accepted

C.1. REQUIRED DOCUMENTS TO COMPLETE AND SUBMIT

The vendor 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

· 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.

Vendors 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. Vendor 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, vendor 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 vendor’s responsibility to check that files are accessible and legible after uploading.

The vendor 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 vendor and their offer or response at risk of not being accepted.

The State encourages the vendor 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.

VENDOR 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 a vendor 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.

Vendors 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. Vendor 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 vendor provides information in electronic documents that is different or in conflict with the information the vendor provides in BidBuy through their Seller Account, then the information in electronic documents shall represent the vendor’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. Vendor is responsible for monitoring BidBuy. The State will not be held responsible if vendor 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, Pamela.Cormeny2@illinois.gov. Unless otherwise directed, vendor 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. VENDOR 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 close of business January 21, 2026, please monitor BidBuy for Agency responses by January 28, 2026. 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. Vendor is responsible for monitoring BidBuy and BidBuy email notifications.

C.7. PRE-SUBMISSION CONFERENCE

The Agency may conduct a Mandatory or 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, vendor (current vendor included) will be disqualified and considered non-responsive if vendor does not attend, is not on time, leaves early, or fails to sign the attendance sheet. Vendor must allow adequate time to accommodate security screenings at the site.

A Non-Mandatory Pre-Submission Conference will be held via Webex.

Join from the meeting link https://illinois.webex.com/illinois/j.php?MTID=m095ab34234a547ee4411fead5b14ec94

Join by meeting number Meeting number (access code): 2863 706 1814 Meeting password: xrJjMNAp242

Tap to join from a mobile device (attendees only) +1-312-535-8110,,28637061814## United States Toll (Chicago) +1-415-655-0002,,28637061814## 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 28637061814@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 vendor 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 vendor’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, Pamela.Cormeny2@illinois.gov, indicated in BidBuy no later than January 21, 2026. See the Utilization Plan for NIGP codes used to establish this goal.

BEP Goal: 2% 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: A performance bond is not required for this solicitation. If a bond is required, vendor must submit the Bid Bond with your offer or Performance Bond to the Information Contact within ten (10) days after contract execution. The bond must be from a surety licensed to do business in Illinois. An irrevocable letter of credit is an acceptable substitute. The form of security must be acceptable to the State.

C.11. TERMS AND CONDITIONS

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

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 for First Placements and Second Placements/Litigation, 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 vendor whose offer best meets the specified criteria.

D.2. RESPONSIVENESS

A responsive vendor 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 vendor 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 a vendor correct deficiencies as a condition of further evaluation.

D.2.2. Subcontractor Disclosure: If the Offer includes any subcontractors, then vendor 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 Vendor 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 vendor 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.1., F.2., F.3, and F.4. The State evaluates the Technical Requirements without consideration of price. First Placements and Second Placements/Litigation will be scored separately.

D.3.1. Total Number of Points Available for Technical Requirements for First Placements is: 600.

D.3.2. Total Number of Points Available for Technical Requirements for Second Placements/Litigation is: 600.

D.3.3. Vendor shall complete and return Sections F.1., F.2., F3., and F.4.

D.3.4. 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 vendors 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 for First Placements is: 120.

D.4.2. The total number of points for Commitment to Diversity for Second Placements/Litigation is: 120.

D.4.3. Vendor shall complete and return Section F.4 Commitment to Diversity

D.4.4. 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 Vendor 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 Vendor 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 – Vendor’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 - Vendor’s hours spent in the prior calendar year on promoting DEI in the workplace, the community, education institutes, or supporting businesses owned by women, minorities, or persons with disabilities. The assisted business is not required to be certified in the Illinois Business Enterprise Program. The success or failure of each event does not impact the points achieved. The event may be voluntary or paid time. 20%

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

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

D.5. MINIMUM REQUIRED POINTS

Requests for Proposal may specify that vendors 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. Vendors 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 for First Placements is: 720.

D.5.2. The total number of available points for Technical and Commitment to Diversity for Second Placements/Litigation is: 720.

D.5.3. A minimum of 540 of the available (Technical and Commitment to Diversity) points for First Placements is required for price evaluation and award consideration.

D.5.4. A minimum of 540 of the available (Technical and Commitment to Diversity) points for Second Placements/Litigation 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 vendor's qualifications, the vendor'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 for First Placements is: 144.

D.6.2. The total number of points for Price for Second Placements/Litigation is: 144.

D.6.3. The State will determine Price points using the following formula:

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

D.7. MAXIMUM AVAILABLE POINTS

The maximum number of points for First Placements is 600 (Technical) + 120 (Commitment to Diversity) + 144 (Price) = 864 maximum available points.

The maximum number of points for Second Placements/Litigation is 600 (Technical) + 120 (Commitment to Diversity) + 144 (Price) = 864 maximum available points.

Section E. ADMINISTRATIVE REQUIREMENTS

E.1. GOVERNING LAW AND FORUM

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

E.2. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT

Offers become the property of the State. All offers will be open to the public under the Illinois Freedom of Information Act (FOIA) (5 ILCS 140) and other applicable laws and rules, unless vendor 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. Vendors must show the specific grounds in FOIA or other law or rule that support confidential treatment. Regardless, the State will disclose the successful vendor’s name, the substance of the Offer, and the price.

If vendor requests confidential treatment, vendor 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, vendor shall supply a listing of the provisions identified by section number for which it seeks confidential treatment and identify the statutory basis or bases under Illinois law, including a detailed justification for exempting the information from public disclosure.

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

E.3. MINORITY VENDOR INITIATIVE

The State requires a fee of $15 to cover expenses related to the administration of the Minority Vendor Opportunity Initiative. Any vendor 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

Vendors 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

Vendor 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 vendor’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 vendor provide additional information and otherwise cooperate with the State. If a vendor 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 vendor 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 vendor(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 vendor 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 vendor's qualifications, the vendor'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 vendor.

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

Vendor 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 vendor 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 vendor is a “responsible” vendor; a vendor 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 vendor’s ability to deliver in the quality and quantity within the time and price as specified in this solicitation.

E.10.3. Awarded vendors 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 a vendor correct any deficiencies as a condition of further evaluation.

E.11. BidBuy Terminology and Guidance: BidBuy is an online e-procurement system. There may be some difference between the procurement terminology used in this solicitation and the terms used in BidBuy. Please learn more about BidBuy by accessing the online resources found here: https://pathway2procurement.illinois.gov/bidbuy.html

Section F. PROPOSAL FORMS Vendor must complete and return:

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

· Commitment to Diversity (Section F.4)

· Commitment to Diversity – Vendor Answer Sheet (See Attachment in BidBuy)

· Offer to the State of Illinois (See Attachment in BidBuy)

· BEP Utilization Plan (See Attachment in BidBuy)

· Vendor Disclosure – Formerly Forms A, or, IPG Active Registered Vendor Disclosure – Formerly Forms B (See Attachment in BidBuy) Please read and follow each instruction carefully.

F.1. CONTRACT REQUIREMENTS

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

The vendor shall indicate if the proposal submitted is for First Placements and/or Second Placements/Litigation. First Placements and Second Placements/Litigation will be evaluated separately.

Vendor personnel assigned to work debt under this contract are instructed to clearly identify themselves as representing the State Agency of which placed the debt for collection.

All collection correspondence sent out by the vendor shall clearly identify the State Agency that placed the debt as being the client and contain the total amount due including interest, penalties, fees, and similar charges for delinquent payment through the date of the notice.

Subcontractors are allowed to meet the BEP Goal for this contract. Subcontractor approval shall be contingent upon approval of the Prime and all Subcontractors from the IRS pursuant to the requirements of IRS Publication 1075 (https://www.irs.gov/pub/irs-pdf/p1075.pdf). The awarded vendor and its Subcontractors shall maintain compliance with the regulations throughout the course of the contract. Subcontractors will be held to the same expectations and requirements as the awarded prime vendor. See Section F.2.2. for further subcontractor requirements.

|_| Agree

In addition, when an account is returned as a result of no activity, the vendor shall consider that account to be withdrawn within the meaning of this “Services Required” portion of the RFP and shall provide same documentation relating to the account. The vendor shall consider the referral to be canceled.

|_| Agree

F.1.13.1 On debt…