Museum Collections Software RFP - B45570~1.docx

Department of Innovation and Technology Request for Proposal Museum Collections Management Software RFP B-45570

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Department of Information Technology (DoIT), in collaboration with the Illinois Department of Natural Resources (IDNR), is seeking proposals from qualified Offerors to provide Collections Management Software for the Illinois State Museum (ISM) and Illinois State Historic Sites (ISHS). This software will be utilized by the different disciplines within ISM to track, register, manage, curate, and record information pertaining to objects in control by the ISM. The proposed software should allow for easy cataloguing, reporting, and access to the history of the items within the ISM collections.

The ISM and ISHS, under the auspices of IDNR, have a need for a customizable, commercial, off-the-shelf, cloud-based, museum-specific Collections Management System geared towards the management of museum, historical, and archival collections.

Per 20 ILCS 1370 1-15, DoIT shall coordinate information technology for State agencies and, when requested and when in the best interests of the State, for State constitutional offices, units of federal or local governments, and public and not-for-profit institutions of primary, secondary, and higher education, or other parties not associated with State government. The Department shall develop and implement standards, policies, and procedures to protect the security and interoperability of State data with respect to those agencies under the jurisdiction of the Governor, including in particular data that are confidential, sensitive, or protected from disclosure by privacy or other laws, while recognizing and balancing the need for collaboration and public transparency. The department also shall control the procurement, retention, installation, maintenance, and operation, as specified by the Department, of information technology equipment used by client agencies in such a manner as to achieve maximum economy and provide appropriate assistance in the development of information suitable for management analysis. The course of these duties may cause involvement between DoIT and the Vendor

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

ISM and ISHS need to have a museum industry recognized Collections Management Software product that provides an internal/external user-friendly experience that will allow constituents, depending on role assigned, to view, enter, edit, organize, store, maintain, search, display, and provide reporting and querying capability for large amounts of ISM and Historic Sites collections data. The application should also contain a document management library and provide historical record tracking / date-stamped versioning of collections data. The collections currently contain over 1.5 million objects, with the total collections count expecting to continue to grow.

A.3. SCHEDULE & BUDGET

· Procurement Schedule

A.4. TERM

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

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

Current Illinois State Museum needs are being met utilizing Collector Systems software. The current system will have approximately 235,000 records, in Excel documents, and are approximately 55GB. The current uncatalogued collection has approximately 1.5 million objects to be added to the system. The Collector Systems software was obtained through a not-for-profit partner of the ISM in an RFP solicitation outside of the State procurement process in 2021. In order to transfer payment responsibilities to the State of Illinois, the formal procurement process has been initiated.

B.2. VOLUMES & QUANTITIES

Current software houses thousands of records, but ISM anticipates the need will grow significantly. It is estimated that the solution must be able to import and maintain data structure of all historical data for over 1.5 million cultural heritage collection objects and archives maintained by ISM and ISHS as well as all attendant data and metadata (e.g. images, supporting documents, forms, etc.)

Initial needs will be:

· Migration of approximately 55GB of data from the legacy Collector Systems software.

· Customization to mirror current fields utilized in the legacy system (see Attachment B – Database Fields Used by Discipline)

· Licenses for approximately 55 simultaneous users, in multiple geographic locations. (this is an estimate, initial order will confirm exact usage)

· Initial training and support.

B.3. FIGURES, DIAGRAMS, & REFERENCE DOCUMENTS

· Customization to mirror current fields utilized (Attachment B – Database Fields Used by Discipline)

· Standard Cloud terms – (see attachment A – DoIT Cloud Security)

Section C. PROPOSAL REQUIREMENTS Only Electronic Submissions through BidBuy of Offers will be Accepted

C.1. REQUIRED DOCUMENTS TO COMPLETE AND SUBMIT

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

· Vendor Disclosure or IPG Active Registered Vendor Disclosure

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

· Technical response

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

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

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

Price entries on the Items tab will be locked automatically upon submission of the quote. Entering cost, pricing or discount information in the Alternate Description may result in disqualification. If the agency requires pricing to be submitted in an attachment, Offeror shall upload pricing under the “Required Documents” section on the Attachments tab and check the box “Does the attachment contain any pricing, cost or discount information?”. Failure to check this box allows your pricing to be viewed when bids are opened and will result in disqualification of your offer. NOTE: Do not check “Does the attachment contain any pricing, cost or discount information” if the attachment does NOT include pricing, cost, or discount information.

Documents shall be submitted in an electronic format that is accessible and readable using Microsoft Office suite software or Adobe Reader. Corrupted files shall not be considered. It is the Offeror’s responsibility to check that files are accessible and legible after uploading.

The Offeror is solely responsible for ensuring timely submission of their electronic solicitation response. Failure to allow adequate time prior to the Bid Opening Date to complete and submit a response to a solicitation, particularly in the event technical support assistance from the State is required, places the Offeror and their offer or response at risk of not being accepted.

The State encourages the Offeror to ensure that their BidBuy account is up-to-date. It is recommended that you access your BidBuy account prior to the solicitation due date and time to make sure that your company’s information is up-to-date and your password is current. Files may be uploaded at any time prior to submission.

File size may impact the uploading and downloading speed and may lead to browser time-outs, resulting in failed upload/download attempts. Please consider this dependency when attaching very large documents.

OFFEROR INSTRUCTIONS TO SUBMIT IN BIDBUY

Create Quote:

Note: any pricing entered in the Unit Cost of the Items Tab will be locked until after Technical Evaluations take place. Do not enter cost, pricing, or any discount information in the Alternate Description field. Entering cost, pricing or discount information in the Alternate Description may result in disqualification.

Note: If taking any exceptions to Standard Terms and Conditions an offeror must submit a redline version of the Standard Terms and Conditions with their proposal.

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

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

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

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

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

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

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

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

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

C.4. PUBLISHED PROCUREMENT INFORMATION

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

C.5. INFORMATION CONTACT

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

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

C.6. OFFEROR QUESTIONS AND AGENCY RESPONSE

All questions, other than questions raised at the Pre-Submission Conference, pertaining to this solicitation must be submitted in writing to the Information Contact no later than 02/28/2025. Questions received and Agency responses may be posted as a Bid Amendment to the original solicitation on BidBuy; only these posted answers to questions shall be binding on the State. Offeror is responsible for monitoring BidBuy and BidBuy email notifications.

C.7. PRE-SUBMISSION CONFERENCE

The Agency may conduct a 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, 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.

Join from the Webex meeting link https://illinois.webex.com/illinois/j.php?MTID=m2d9ed5b58e8e5bc5ced47b03a3a5aa37

C.8. SMALL BUSINESS SET-ASIDE

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

C.9. BUSINESS ENTERPRISE FOR MINORITIES, WOMEN, AND PERSONS WITH DISABILITIES ACT PARTICIPATION AND UTILIZATION PLAN

The BidBuy posting indicates whether this solicitation contains a goal to include businesses owned and controlled by minorities, women, and persons with disabilities. If this solicitation contains a goal, then failure to complete and submit a Utilization Plan, including documentation demonstrating good faith efforts when requesting a waiver, shall render the Offer non-responsive. 30 ILCS 575/4(e). All questions regarding the subcontracting goal must be directed to the Information Contact indicated in BidBuy no later than 2/28/2025. See the Utilization Plan for NIGP codes used to establish this goal.

BEP Goal: 1% NIGP Codes:

Go to https://cei.illinois.gov/business-enterprise-program.html for complete requirements for BEP certification. Go to State of Illinois Commission on Equity and Inclusion at https://ceibep.diversitysoftware.com/ 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

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

Section D. EVALUATION PROCEDURES

D.1. EVALUATION PROCESS

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

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

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

D.2. RESPONSIVENESS

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

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

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

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

· Active Illinois Procurement Gateway registration # with expiration date

· Certifications timely to this solicitation

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

· Disclosure of pending and current contracts

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

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

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

D.3. EVALUATION METHODOLOGY

The Technical Requirements are described in Sections F.3 and F.5. The State evaluates the Technical Requirements without consideration of price.

D.3.1. Total Number of Points Available for Technical Requirements is: 1,700

D.3.2. Offeror shall complete and return Sections F.1, F.2., and F.3.

D.3.3. Relative Weight in Point Format

D.4. COMMITMENT TO DIVERSITY ELEMENTS

Sections 20-15 and 35-30 of the Illinois Procurement Code (30 ILCS 500/) require offerors to be evaluated on their commitment to diversity. The points available for Commitment to Diversity are described in Section F.4. and are equivalent to 20% of the Technical Requirements points. The State evaluates Commitment to Diversity without consideration of price.

D.4.1. The total number of points for Commitment to Diversity is 340.

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

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

Commitment to Diversity Categories

Category 1 – BEP Compliance - Whether or how well the Offeror meets this solicitation’s goal of contracting or subcontracting with businesses owned by women, minorities, or persons with disabilities. 5%

Category 2 – Subcontracting/Contracting with any WMD businesses (not limited to BEP vendors) - Whether the Offeror assisted businesses owned by women, minorities, 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 out of all staff who identify as women, minorities or person with disabilities. 10% % of individuals in management /supervisor positions out of all staff who identify as women, minorities or person with disabilities. 13% % of total staff who identify as women, minorities or person with disabilities. 12%

D.5. MINIMUM REQUIRED POINTS

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

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

D.5.1. The total number of available points for Technical and Commitment to Diversity is 2,040 D.5.2. A minimum of 1,632 of the available (Technical and Commitment to Diversity) points is required for price evaluation and award consideration.

D.6. PRICE

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

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

D.6.1. The total number of points for Price is 816.

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

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

D.7. MAXIMUM AVAILABLE POINTS

The maximum number of points is 1,700 (Technical) + 340 (Commitment to Diversity) + 816 (Price) = 2,856 maximum available points.

Section E. ADMINISTRATIVE REQUIREMENTS

E.1. GOVERNING LAW AND FORUM

Illinois law and rules govern this solicitation and any resulting contract. Offeror must bring any action relating to this solicitation or any resulting contract in the appropriate court in Illinois. This document contains statutory references designated with “ILCS”. To view the full text, go to http://www.ilga.gov/legislation/ilcs/ilcs.asp . The Illinois Procurement Code (30 ILCS 500) and the Standard Procurement Rules (44 ILL. ADM. CODE PART 1) are applicable to this solicitation. To view them respectively, go to http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7) and https://www.ilga.gov/commission/jcar/admincode/044/044parts.html

E.2. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT

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

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

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

E.3. MINORITY CONTRACTOR INITIATIVE

The State requires a fee of $15 to cover expenses related to the administration of the Minority Contractor Opportunity Initiative. Any offeror awarded a contract of $1,000 or more under Section 20-10, 20-15, 20-25 or 20-30 of the Illinois Procurement Code (30 ILCS 500) is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the Comptroller’s Administrative Fund. 15 ILCS 405/23.9.

E.4. FEDERAL FUNDS

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

E.5. EMPLOYMENT TAX CREDIT

Offerors who hire qualified veterans and certain ex-offenders may be eligible for tax credits. 30 ILCS 500/45-67 and 45-70. Please contact the Illinois Department of Revenue (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 invitation for bids, a request for proposal, or request of information, or providing similar assistance unless such assistance was part of a publicly issued opportunity to review drafts of all or part of these documents. For purposes of this section, an employee of the State of Illinois means one who, by the nature of his or her duties, has the authority to participate personally and substantially in the decision to award a State contract. No person or business shall submit specifications to a State agency unless requested to do so by an employee of the State. No person or business that contracts with a State agency to write specifications for a particular procurement need shall submit a bid or proposal or receive a contract for that procurement need.

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

E.10.2. Other factors that the State may use to evaluate to determine responsibility include, but are not limited to: political contributions, certifications, conflict of interest, financial disclosures, taxpayer identification number, past performance in business or industry, references (including those found outside the Offer), compliance with applicable laws, financial responsibility, insurability, effective equal opportunity compliance, payment of prevailing wages if required by law, capacity to produce or sources of supply, and the ability to provide required maintenance service or other matters relating to the offeror’s ability to deliver in the quality and quantity within the time and price as specified in this solicitation.

E.10.3. Awarded offerors must always have financial resources sufficient, in the opinion of the State, to ensure performance of the contract and must provide proof upon request. The State may require a performance bond if, in the opinion of the State, it ensures performance of the contract. The State may terminate the contract, consistent with the termination for cause provision of the contract, if the vendor lacks the financial resources to perform under the contract.

E.10.4. The State may require that an offeror correct any deficiencies as a condition of further evaluation.

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

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

Section F. PROPOSAL FORMS Offeror must complete and return:

· The following three (3) tables include: Mandatory Requirements without Evidence (Section F.1), Mandatory Requirements with Evidence (Section F.2), and Proposed Technical Solution (Section F.3)

· Commitment to Diversity (Section F.4)

· Demonstration (Section F.5)

· Offer to the State of Illinois Information and Technology Please read and follow each instruction carefully.

F.1. CONTRACT REQUIREMENTS

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

CONTRACT REQUIREMENTS

IT REQUIREMENTS

F.1.1. DoIT Security Policies

· Offeror shall comply with the State of Illinois Enterprise Security Policies (https://www2.illinois.gov/sites/doit/support/policies/Pages/default.aspx) or negotiate the policy in good faith.

· Offeror shall comply with the DoIT Cloud Hosting Requirements or negotiate in good faith. (See Attachment A – DoIT Cloud Security).

|_| Agree

F.1.2. SOC 2 Report

· Offer shall have undertaken independent third-party audit Statement on Standards for Attestation Engagements (SSAE-21) certifications and shall provide the State of Illinois with a current System Operation Controls report (SOC 2 type 2) annually covering assessment of internal controls over the security, availability, processing integrity, confidentiality, and privacy of a system and applicable bridge/gap letter.

· Offeror shall submit a copy of their most recent SOC 2 prior to contract execution.

|_| Agree

F.1.3. Data Security

· Offeror recognizes and agrees that the Confidential Data it obtains under this Agreement is the property of ISM/ISHS and shall only be disposed of by written request from ISM/ISHS or returned to ISM/ISHS within ten (10) days of ISM/ISHS’ written request.

· All Confidential Data received pursuant to this Agreement shall be disposed of upon termination, cancellation, expiration, or other conclusion of this Agreement. Disposal means the return of the Confidential Data to ISM/ISHS, followed by destruction of the Confidential Data as directed by ISM/ISHS, including purging of all copies from the Offeror’s computer systems. Upon disposal of the Confidential Data, Offeror shall provide ISM/ISHS with written certification. Offeror agrees to require all employees, contractors, subcontractors, or agents of any kind to comply with this provision.

· Confidential Data shall not be stored by Offeror or subcontractor on portable devices or media which includes, but are not limited to, laptops, tablets, handhelds/PDAs, Ultramobile PCs, optical discs, CDs, DVDs, Blu-Rays, removable storage, and flash memory devices unless specifically requested by the Offeror and authorized within this Agreement. The request must include methods for encrypting the data, controlling access to the data and physically protecting the device(s) containing the data.

· The solution shall maintain ISM/ISHS data separate and secure from other organizations’ data.

|_| Agree

F.1.4. Data Upload to ISM

· The Offeror shall provide a copy of ISM/ISHS data (in a non-proprietary format) to ISM/ISHS upon request, and prior to termination of contract.

· When providing a copy or replication of the ISM/ISHS data, the solution shall include a data dictionary to serve as a reference guide on the data set and metadata including object name, data type, size, classification, and relationships with other data assets.

|_| Agree

F.1.5. Data Breach

· Offeror shall notify the State of Illinois’ Chief Information Security Officer within 24 hours of knowledge of any information breach or other security incident that impacts ISM/ISHS data. Email notification to: DoIT.Security@illinois.gov and Subject Line should state “Breach Notification.”

|_| Agree

F.1.6. Migrate Legacy Databases

· Offeror shall migrate and merge User accounts/profiles including all historical data from ISM’s current database vendor as well as all legacy databases stored on staff computers (e.g. Access/Excel files) without loss of integrity to the data.

· Offeror shall provide at minimum one full-time equivalent (FTE) staff person to act as project manager during implementation until User Acceptance Testing (UAT) is complete.

|_| Agree

F.1.7. Software Maintenance

· Offeror shall have a maintenance plan for installing patches and updates and a roadmap for implementing updated versions to their solution.

· All software upgrades to any out of the box product will be the responsibility of the Offeror if within the term of this contract. The Agency must be notified of all future upgrades and modifications to the application.

· Offeror shall provide ongoing support to ISM/ISHS and the system including, at a minimum, maintenance services, product upgrades and repairs, customizations, and support as requested and agreed to, as well as system exit and transition support.

· All security defects must be identified in pre-release scanning and corrected prior to deployment.

|_| Agree

F.1.8. System Requirements

· Solution must be designed specifically for museum collections and be able to accommodate a diverse collection and multiple disciplines, including, but not limited to, anthropology/archaeology, zoology, geology, paleontology, botany, art, history, and archives. This includes the need for customizable fields specific to each discipline.

· Solution must be cloud-based and accessible via the internet, not tied to the installation of software to computers, servers, or networks.

· Solution must be W3C compliant. Staff access anticipated to be via PCs (Windows 10/11), Macs, phones, and tablets.

· Logins must use user name/password access, not IP recognition.

· Solution shall be robust enough to handle a high volume of records. We estimate needing space for over 1.5 million object records, plus their associated documents, images, and background information.

· Solution shall be accessible using smart devices, including iOS and Android smartphones and tablets, with responsive design that adapts to various screen sizes and devices.

|_| Agree

F.1.9. System Functionality Requirements

· Solution shall have customizable hierarchical physical location tracking for objects (i.e. site-room-cabinet-drawer), plus the ability to have multiple "parts" associated with one record (e.g. a tea set with multiple pieces) and ways to track each of those parts.

· Solution shall have the ability to make collections, groups, and subgroups, etc. within each discipline (e.g., subgroups of Zoology might include mammals, insects, and birds).

· Solution shall have the ability to generate ad hoc query data and create instant reports with desired criteria.

· Solution shall have ability to create basic forms/reports within the database (e.g. loan transactions, deeds of gifts, specimen labels, inventory reports, and condition report forms), including the ability to print and save them.

· Solution shall have a way to record georeferencing information, including the ability to record latitude/longitude (e.g. decimal degrees, deg/min/sec, T/R/S (township, range, and section coordinates), UTMs (Universal Transverse Mercator))

· Solution shall provide a way for ISM/ISHS to create an online/public-facing web presence with selective data sharing (ISM/ISHS will control what's shared), search functions, protection of copyrighted images, and support for individuals with accessibility needs.

· Solution shall be able to accommodate a minimum of 55 users simultaneously, with no limits on the number of those who can access it at any given time.

· Solution shall be broadly keyword searchable, with sort and filter features to make organization and searching of records easier.

· Solution shall allow the user to perform batch uploads, updates, and exports of records.

· Solution shall have the ability to attach various documents and images (both high and low res) to records. Formats must include, but not limited to, Word, Excel, pdf, jpg, and tif. This includes the need to include multiple attachments to a single record.

· Solution shall provide a way to track the loan of collections and objects coming into and out of the organization, including the loan period, shipping information, borrowing/lending institution information, exhibition information, etc.

F.1.10. System User Access Requirements

· Solution shall allow ISM/ISHS staff to perform the administrative roles necessary for assigning access rights and permissions to users, including adding and removing users as needed.

· Solution shall be able to provide different levels of user access, including, but not limited to, read/write capabilities, adding, editing, and deleting records.

· Solution shall have ability to restrict access to certain collections within the database (such as those restricted per Federal recommendations, i.e. Native American Graves Protection and Repatriation Act (NAGPRA) https://www.nps.gov/subjects/nagpra/index.htm.

|_| Agree

F.1.11. Training

· Offeror must be able to provide “hands on” training.

· “Hands on” would be in-person or virtual live training.

· Prerecorded videos and written training material will not be considered “hands on”.

|_| Agree

By submitting an offer to this solicitation. The offeror agrees that will meet the contract requirements in Section F.1.

F.2. MANDATORY REQUIREMENTS WITH EVIDENCE

Please check “Met” to each of the mandatory requirements for the proposed solution. An Offeror that does not provide substantiating evidence for each requirement will be disqualified and the rest of the proposal will not be scored.

These Mandatory Requirements shall be included in any contract resulting from this solicitation.

Please provide substantiating evidence in your Proposed Technical Solution. Use the column on the right to indicate the section and page number where your evidence/response to each item may be found. The State will evaluate Offeror’s evidence/response to verify the mandatory requirement is met.

MANDATORY REQUIREMENTS WITH EVIDENCE

Proposal Section and Page Number

F.2.1. Length of Time in Market The Offeror must be incorporated as a business for at least three (3) years.

· Indicate where incorporated and the year incorporated.

|_| Met

F.2.2. Offeror Readiness The Offeror must be able to begin the contracted services upon execution of the contract. Software under development, in planning, or at beta test will not be considered.

· Provide proof the solution is in production.

|_| Met

F.2.3. OS Compatibility The solution shall have the ability to be accessed on Computers and Laptops (Apple and Windows), on smart phones (IOS and Android), and on tablets.

· Provide proof the solution can operate on all systems listed.

|_| Met

F.2.4. Data Backup The Offeror shall have a data backup methodology that supports the Recover Point Objective of no more than 24 hours.

· Provide proof the backup methodology utilized meets the above criteria.

|_| Met

F.2.5. Group and Role Account Management The solution shall allow for the enforcement of account management for access to information and system resources in accordance with applicable access control policies.

· Provide proof that the group and role memberships can be created to assign User Privileges.

· Provide verification that users can be added to and removed from group and role memberships.

|_| Met

F.2.6. Voluntary Product Accessibility Template (VPAT) Offeror shall prepare and submit a Voluntary Product Accessibility Template (VPAT). Additional information can be found here: https://www.itic.org/policy/accessibility/vpat

· Please submit a copy of your VPAT as evidence of having met this requirement |_| Met

F.2.7. US BASED SERVERS

Offeror servers containing ISM/ISHS data must be located within the United States.

· Please provide the locations of your US-based servers.

|_| Met

F.3. PROPOSED TECHNICAL SOLUTION – DESIRABLE ELEMENTS

Please explain how your organization meets or will meet each of the desirable elements. Use the column on the right to indicate the section and page number of your proposal where your response to each item may be found.

INTEGRATION AND MIGRATION – 1,225 Total Points available Please describe in detail the integration/migration capabilities offered directly by the respondent’s company. Use the column on the right to indicate the section and page number of your proposal where your response to each item may be found.

F.3.1. Describe how your company has successfully migrated from legacy systems to the proposed solution during the last 24 months. Is this function performed in-house by respondent’s staff or sub-contracted? How do you ensure data accuracy and completeness during the migration process? Provide specific examples of these successful migrations.

· ISM/ISHS prefer migration work be performed in-house by the Offeror.