PO27-149 Federal Revenue Enhancement 001 RFP 261005.docx

Department of Children and Family Services Request for Proposal Federal Revenue Enhancement and Claiming Systems Support Services

PO27-149

26-418DCFS-PROCU-B-53611

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Department of Children and Family Services (DCFS or the Department) is seeking proposals from qualified Offerors to provide federal revenue enhancement services. These services support the Department's claiming of federal financial participation (FFP) under Titles IV-B and IV-E of the Social Security Act, the Temporary Assistance for Needy Families (TANF) program, and the John H. Chafee Foster Care Program for Successful Transition to Adulthood (Chafee).

The Department's purpose in this procurement is to obtain the maximum federal revenue lawfully available to support Illinois child welfare services, claimed accurately, claimed on time, and fully defensible under federal and State audit review. The resulting contract is expected to cover preparation and submission of federal claims and reports, review of Title IV-E eligibility documentation for adoption assistance and guardianship assistance subsidies, support and maintenance of the systems and processes used for federal claiming, cost allocation support, and technical assistance related to claiming, audits, and federal program reviews. Section B of this solicitation describes the Department's current operating environment, systems, and volumes. A Draft Contract, Attachment G.1, describes in detail the work the successful Offeror will be expected to perform under the resulting contract.

DCFS will consider this engagement successful if the resulting contract delivers:

· Federal revenue claimed and retained at the level available under the Department's approved cost allocation and claiming methodologies.

· Federal claims and reports submitted within federal deadlines in every quarterly and annual cycle.

· No interruption to federal claiming, reporting, or audit activity during the transition at the start of the contract term.

· No federal disallowances, deferrals, or audit findings caused by claim preparation or supporting documentation.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

DCFS seeks the following outcomes from the resulting contract. Section B describes the Department's current operating environment, systems, volumes, and challenges. The Draft Contract, Attachment G.1, describes the specific work, deliverables, and service levels the successful Offeror will be expected to perform. Offerors should describe their proposed approach to achieving these outcomes in their technical response, as directed in Section F.3.

A.2.1. Complete and timely federal claiming. DCFS seeks preparation, review, validation, and submission support for all federal claims and reports across its funding streams, including Title IV-E, Title IV-B subparts 1 and 2, TANF Emergency Assistance, Chafee and Education and Training Vouchers, Medicaid administrative claiming, and SSI/SSA trust fund operations under Titles II and XVI of the Social Security Act. The outcome sought is that every quarterly and annual claim and report is complete, accurate, supportable, and filed within federal deadlines.

A.2.2. Eligibility review and revenue protection. DCFS seeks review of all adoption assistance and guardianship assistance (KinGap) subsidies prior to finalization to ensure that eligibility criteria documentation, Adam Walsh Act compliance, background check documentation, and required court documentation support the eligibility determination process. DCFS also seeks ongoing monitoring of claimability across foster care, adoption, and guardianship populations to identify and correct eligibility issues that affect federal revenue. The outcome sought is that federal revenue is protected through accurate, well-documented eligibility support and that deficiencies are identified and resolved before they result in federal findings or disallowances.

A.2.3. Identification of allowable but unclaimed revenue. DCFS seeks ongoing analysis of Department spending, service populations, contracts, and appropriations to identify costs that are allowable under federal requirements but are not currently being claimed. The outcome sought is a recurring, documented analysis that results in measurable additional federal revenue to the State.

A.2.4. Cost allocation and indirect cost support. DCFS seeks assistance maintaining and updating its Public Assistance Cost Allocation Plan (PACAP) and indirect cost rate proposal in response to legislative changes, policy changes, organizational changes, and operational needs. The outcome sought is an approved, current cost allocation plan that supports the Department's claiming methodologies.

A.2.5. Revenue protection through audit and review support. DCFS seeks technical and programmatic support for federal Title IV-E eligibility reviews, the annual statewide single audit, internal mock compliance reviews, and negotiation of actual or proposed federal disallowances. The outcome sought is that federal revenue already claimed is retained, and that findings, deferrals, and disallowances are avoided or successfully resolved.

A.2.6. Sustained and improved claiming systems. DCFS seeks maintenance, enhancement, and continued development of the applications and processes that support federal eligibility and claiming, which operate across integrated legacy mainframe and modern web platforms. The outcome sought is that these systems remain available, accurate, current with State and federal requirements, and capable of supporting claiming through the Department's planned transition to a Comprehensive Child Welfare Information System (CCWIS).

A.2.7. Transition without interruption to claiming. DCFS seeks a structured transition at the start of the contract term that brings the successful Offeror to full operating capability without disrupting active claiming cycles, eligibility determinations, or audit activity. The outcome sought is continuity of federal revenue across the transition period, with historical claiming logic, data, and documentation carried forward intact.

A.2.8. Retained institutional knowledge. DCFS seeks current documentation of claiming methodologies, system processes, and operating procedures, together with training and knowledge transfer to Department staff. The outcome sought is that the Department's ability to claim federal revenue does not depend on any single individual, system, or contractor.

A.3. SCHEDULE

A.3.1. Timing needs and constraints. Federal claiming operates on a fixed quarterly cycle aligned with the federal fiscal year, which runs from October 1 through September 30. Claims and reports are prepared and submitted following the close of each federal fiscal quarter (December 31, March 31, June 30, and September 30), with submission deadlines established by the federal grantor agencies. Eligibility review work is continuous throughout the year. Services under the resulting contract cannot pause. Transition activity at the start of the contract term must be planned around active claiming cycles so that no quarterly claim is late, incomplete, or unsupported.

A.3.2. DCFS currently receives these services under an existing contract. Continuity of federal claiming, eligibility determination, and audit support is required from the first day of the resulting contract. Offerors should account for this constraint in the transition schedules they propose.

A.3.3. The Department is engaged in a multi-year transition to a Comprehensive Child Welfare Information System (CCWIS). Existing claiming systems and processes will continue to operate on current platforms while that transition proceeds. The Department will set the schedule for CCWIS related work, and Offerors should not assume a fixed completion date for that transition in their proposed schedules.

A.3.4. Estimated procurement timeline. The following timeline is an estimate provided to assist Offerors in planning resource availability. Dates are subject to change, and any changes will be posted to BidBuy.

A.4. UNIQUE CONSIDERATIONS

The following conditions distinguish this engagement from comparable work in the vendor community. DCFS provides this information so that all Offerors, including those with no prior relationship with the Department, can assess the environment and propose accordingly.

A.4.1. Integrated legacy and modern platforms. Federal claiming and eligibility functions operate across a mainframe environment and a set of web-based applications that exchange data with it. The mainframe components are long established and support business logic that has been developed over many years. Offerors should expect to work in both environments concurrently and should describe their approach to supporting an integrated legacy and modern platform environment. Section B describes these systems, and Section G provides a list of attachments that describes the supporting work in detail.

A.4.2. Incumbent knowledge. Services of this type have been provided to DCFS under contract for an extended period. The Department recognizes that a contractor currently performing this work holds operational familiarity that other Offerors will not have at the time of proposal. DCFS has taken the following steps so that Offerors are evaluated on capability rather than on prior access: the Draft Contract, Attachment G.1, describes the work in detail; Section B describes the current operating environment and systems; and the question period identified in Section C is available for Offerors to request clarification. Evidence submitted in response to Section F.2 may be drawn from comparable engagements and is not required to be specific to Illinois or to DCFS systems. Procedure manual tables of contents are provided as exhibits in Section G to further assist Offerors in understanding the Department's current operations.

A.4.3. Ownership of documentation and work product. All work product, documentation, manuals, and operating procedures developed under the current and resulting contracts are the property of the Department. Documentation of claiming methodologies, system processes, and unit procedures is maintained and will be made available to the successful Offeror during transition.

A.4.4. Claim processing application. The application currently used to prepare and process federal claim submissions is owned by the incumbent contractor and is not the property of the Department. DCFS does not require any particular technical solution. Offerors may propose a proprietary application, a commercially available product, a custom developed solution, or another approach that meets the Department's claiming requirements, please see the Draft Contract (Attachment G.1.) for additional detail Offerors should describe the solution they propose, how the Department's data will be maintained and accessed, and what rights the Department will hold in that solution and in the data it contains.

A.4.5. Concurrent CCWIS transition. DCFS is engaged in a multi-year transition to a Comprehensive Child Welfare Information System. Federal claiming components are expected to be addressed in later phases of that effort, and the schedule is subject to change. Existing systems will continue to operate and must continue to support claiming throughout. Offerors should not assume a fixed completion date for the CCWIS transition and should describe how they would maintain current systems while supporting planning for the future environment.

A.4.6. Dependencies on other State agencies. Federal claiming for DCFS populations depends on systems, data, and schedules controlled by other State agencies, including the Department of Healthcare and Family Services, the Department of Human Services, and the Department of Innovation and Technology. Interagency data exchanges are governed by intergovernmental agreements to which DCFS is a party. Schedules for changes to those systems are set by the owning agency. Offerors should describe their experience coordinating work across agency boundaries where the system of record is owned by another entity.

A.4.7. Access, security, and onboarding conditions. Certain functions require specialized access that is granted only after Department training and background screening, including access to court order data and to case management systems containing confidential child welfare records. Access to some county court systems is separately restricted. Offerors should account for onboarding time associated with these conditions in the transition schedules they propose.

A.4.8. Audit exposure spans contract periods. Federal claims remain subject to review, audit, deferral, and disallowance for periods after they are submitted. The successful Offeror should expect to support Department responses to reviews and audits covering claiming periods that precede the contract term, based on Department records and documentation.

A.4.9. Conditions assumed. DCFS has no active Title IV-E waivers at the time of this solicitation. County participation in Title IV-E legal cost claiming is expanding, and the number of participating counties during the contract term is not fixed.

A.5. TERM

A.5.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term of ten (10) years, commencing upon 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

B.1.1. The Revenue Enhancement Program. DCFS operates a federal revenue enhancement program through its Office of Federal Financial Participation (FFP), housed within the Office of Budget and Finance. The program is responsible for claiming and protecting federal reimbursement across the Department's child welfare funding streams and for maintaining the systems and processes that support that work.

B.1.2. Organizational structure. FFP operations are organized into functional units including the Eligibility Determination Unit (EDU), the Technical Support Unit (TSU), and the Children's Accounts Unit, each supported by a combination of Department staff and contractor personnel working in an integrated model. Contractor staff report through the contractor's management structure but work on site alongside Department staff and perform functions that are operationally embedded in the Department's daily workflow.

B.1.3. Funding streams. The Department claims federal financial participation under the following programs:

· Title IV-E of the Social Security Act. Foster care maintenance, adoption assistance, guardianship assistance (KinGap), Chafee Foster Care Program for Successful Transition to Adulthood, and Education and Training Vouchers. Title IV-E is the Department's largest source of federal reimbursement.

· Title IV-B of the Social Security Act. Child welfare services (Subpart 1) and Promoting Safe and Stable Families (Subpart 2).

· Temporary Assistance for Needy Families (TANF). Emergency Assistance claiming based on Maintenance of Effort documentation derived from the former AFDC Emergency Assistance program.

· Title XIX (Medicaid). Administrative claiming for allowable activities and a Medicaid billing operation supporting Rule 132 mental health services provided to children in care.

· Title II and Title XVI of the Social Security Act. SSA and SSI trust fund operations for children in DCFS care.

B.1.4. Scale. The Department's federal claiming volume is substantial. Historical claiming and volume information is provided in Section B.2 to assist Offerors in understanding the scale of the engagement.

B.1.5. Systems supporting eligibility and claiming. Federal eligibility determination and claiming are supported by an integrated set of applications operating across a legacy mainframe environment and modern web-based platforms. These systems exchange data with each other and with systems owned by other State agencies. The Department's claiming operations depend on these systems operating continuously and accurately.

The following describes the major systems and platforms currently in use.

B.1.5.1. MARS FFP applications. The Title IV-E MARS FFP applications reside within a host-based IMS DB2 system that is a subset of the overall Child and Youth Centered Information System (CYCIS). These applications support eligibility determination for Title IV-E, Medicaid, and TANF Emergency Assistance; adoption assistance and guardianship assistance processing; SSI/SSA trust fund operations; court order review; family income information; and sub-recipient reporting. The system includes online screens and batch programs. The MARS FFP environment also includes batch processing and reporting programs supporting the Eligibility Determination Unit, including Streamline monitoring and Auto-Coding functionality for initial eligibility processing. Auto-Coding is a multi-platform process that uses Standard Narrative output to drive automated initial eligibility coding on the mainframe. Streamline is an ongoing monitoring process that tracks licensing and placement information across a two-year claiming eligibility window to identify eligibility changes requiring action.

B.1.5.2. Emergency Assistance System. The Emergency Assistance system calculates the maximized claimable amount under the federal Title IV-A Emergency Assistance block grant allocation program. The system is fed by eligibility data from the Case Management and Client Registration systems and by payment data from the financial systems through the Federal Claiming System. The system is comprised of batch programs and DB2 tables.

B.1.5.3. Revenue Maximization application (RevMax). RevMax is a web-based application using a SQL Server database that supports federal claims preparation. The system processes the task items required to complete federal claims including Title IV-E, IV-B, and Emergency Assistance/TANF. The application also supports Federal Funding Accountability and Transparency Act reporting, sub-recipient reporting, and audit support functions.

B.1.5.4. Standard Narrative System. The Standard Narrative System is a web-based application that captures information for each Title IV-E requirement and supports accurate eligibility determination. The system contains embedded validations and acceptance criteria, imports case data from Court Tracking for pre-population of judicial findings and demographics, tracks staff assignments and work production, and provides a nightly interface file for mainframe Auto-Coding processing. The application is built on Microsoft .NET Core, Angular, and C# with a SQL Server database and is maintained on the DCFS production server.

B.1.5.5. Claim processing application (CARS). The application currently used to prepare and process federal claim submissions for Title IV-E reimbursement is owned and operated by the current contractor. It is not the property of the Department. The Department's data processed through this application is the property of the Department. Additional information regarding this application and the Department's expectations for claim processing under the resulting contract is provided in Section A.4.4 and in the Draft Contract (Attachment G.1.).

B.1.5.6. Medical Assistance System. This IMS/DB2 system tracks the issuance of temporary medical cards to children in the Department's care and the distribution of physical medical cards from central office to field locations. The system interfaces with the Department of Healthcare and Family Services (HFS) to receive new card numbers and validate the card issuance process.

B.1.5.7. Managed Care Support (Youthcare). In 2019 DCFS transitioned its youth in care and former youth in care populations into the HFS Managed Care system. The Department produces and distributes Daily Notification File (DNF) data and maintains data exchanges with HFS, DHS, and other managed care partners. This includes daily processing and support of ongoing data exchange, processing, and reporting functions. A managed care interface flow chart is provided as Attachment G.3.

B.1.5.8. Home of Relative (HMR) System. The HMR application resides in an IBM/DB2 environment and supports batch processing and reporting for home-of-relative and unrelated/unlicensed placements. The system assists in monitoring placement and payment status and retrieves data from Provider, Case Management, Case Manager, Client Registration, and Trust systems.

B.1.5.9. Trust System. The Trust system is an accounting system for SSI and SSA funds received on behalf of children in DCFS care. The system establishes trust fund encumbrances, tracks reimbursement amounts due to the Department and produces management reports. The system interacts with banking partners for positive pay processing and debit/credit reconciliation.

B.1.5.10. Subsidy Tracking System. The Subsidy Tracking system stores pending case information for prospective adoption and guardianship subsidies and supports case monitoring and management by adoption specialists. The CWCA Tracking System is a related application provides CWCA partner agencies with visibility into the status of subsidy packets during the adoption and guardianship process.

B.1.6. Platform environment. The legacy mainframe applications listed above operate in an IMS DB/DC and DB2 environment on the State's IBM mainframe, which is managed by the Department of Innovation and Technology (DoIT). Batch job scheduling, production control, and mainframe infrastructure are DoIT responsibilities. Web based applications operate on Microsoft platforms using .NET, SQL Server, and related technologies. Both environments are in active use and will remain so for the foreseeable future.

Development and maintenance of the mainframe applications requires skills in COBOL (IMS DB/DC and DB2), Eztrieve Plus, and MVS JCL. Web application work requires skills in the Microsoft .NET stack including C#, ASP.NET, and SQL Server. Offerors should account for both environments in their proposed staffing.

B.1.7. Interagency dependencies. Federal claiming for DCFS populations depends on systems, data, and schedules that are owned or controlled by other State agencies. Key dependencies include:

· Department of Healthcare and Family Services (HFS). Medicaid eligibility data through the Integrated Eligibility System (IES), medical card processing, and Medicaid claims adjudication.

· Department of Human Services (DHS). TANF eligibility data and emergency assistance populations; shared use of PACIS (Public Assistance Client Information System).

· Department of Innovation and Technology (DoIT). Mainframe infrastructure, batch scheduling, production control, network access, and security. Production control has been transitioned to DoIT. The contractor delivers production jobs in drop folders for DoIT execution and provides ongoing coordination and troubleshooting support when production issues arise.

· County court systems. Court order data required for Title IV-E eligibility determination. Access to county court systems varies by jurisdiction and is separately restricted.

B.1.8. CCWIS transition. The Department is engaged in a multi-year transition to a Comprehensive Child Welfare Information System (CCWIS), referred to internally as Illinois Connect. Federal claiming and eligibility components are expected to be addressed in later phases of this effort. The existing systems described above will continue to operate and must continue to support claiming until CCWIS components are ready to assume those functions. Offerors should not assume a fixed completion date for the CCWIS transition.

B.1.9. Operational documentation. The Department maintains operational procedure manuals for the major functional units involved in eligibility determination and claiming. These include the Eligibility Determination Unit Manual (revised February 2026) and the Technical Support Unit Manual (revised September 2025), among others. These manuals describe in detail the processes, system navigation, eligibility criteria, forms, and reference tables used in daily operations. Tables of contents for the Children’s Accounts Unit Procedures Manual, the Eligibility Determination Unit Manual, and the Technical Support Unit Manual are provided as Attachments G.4., G.5., and G.6. Complete manuals will be made available to the successful Offeror during the transition period.

B.2. VOLUMES & QUANTITIES

The following information is provided so that Offerors can understand the scale of the engagement and develop appropriately sized proposals. All figures are historical unless otherwise noted and are provided for informational purposes only. They do not represent a guarantee of future volume. Actual volumes may change during the contract term due to caseload fluctuations, policy changes, or operational initiatives.

B.2.1. Federal claiming.

B.2.2. Eligibility determination and review.

B.2.3. Systems

B.2.4. Staffing context.

B.3. AREAS OF CONCERN/CHALLENGES

The following conditions represent known challenges in the Department's current operating environment. DCFS provides this information so that Offerors can address these areas in their proposals. These challenges may inform the Department's evaluation of proposed approaches under Section F.3.

B.3.1. Transition risk. Federal claiming operates on a fixed quarterly cycle and cannot be interrupted. A transition that delays or disrupts a quarterly claim submission, an eligibility review cycle, or an active audit response would directly reduce federal revenue to the State. The Department's primary concern in this procurement is that the transition from the current contract to the resulting contract preserves continuity of every claiming and reporting function from the first day of performance. Offerors should describe how they would manage this risk.

B.3.2. Contractor-owned claiming application. The application currently used to prepare and process Title IV-E federal claim submissions is owned by the current contractor and is not the property of the Department. Any transition to a new contractor requires either continued access to and use of that application under a separate arrangement, migration to a different solution, or parallel operation during a changeover period. The Department's expectations regarding claiming solutions are described in Section A.4.4. Offerors should describe their proposed approach to claim processing and address how claiming continuity would be maintained if their solution differs from the one currently in use.

B.3.3. Legacy platform workforce. The mainframe applications supporting eligibility and claiming require development and maintenance skills in COBOL, Eztrieve Plus, and MVS JCL. The pool of professionals with current experience in these technologies is shrinking nationally. The Department recognizes this constraint and expects Offerors to describe how they would recruit, retain, and develop staff with these skills for the duration of the contract term.

B.3.4. Institutional knowledge concentration. Services of this type have been provided under contract for an extended period by the same contractor organization. Operational knowledge of the Department's claiming methodologies, eligibility practices, system logic, and interagency relationships is concentrated in a small number of individuals. The Department maintains procedure manuals to mitigate this risk, but Offerors should describe how they would build and sustain institutional knowledge within their own organization so that the Department's claiming capability does not depend on any single person or team.

B.3.5. Interagency coordination. Several claiming and eligibility functions depend on data, systems, and schedules controlled by other State agencies. The Department does not control the timing of changes to those external systems. When HFS, DHS, or DoIT makes changes to systems that feed DCFS eligibility or claiming processes, the contractor must adapt quickly and often without advance notice. Offerors should describe their experience working in environments where critical dependencies are owned by entities outside the contracting relationship.

B.3.6. Evolving federal requirements. Federal child welfare policy, regulations, and audit standards change during the life of any multi-year contract. Recent and anticipated areas of change include the transition to CCWIS, revisions to the Title IV-E eligibility review process, changes to Medicaid managed care affecting children in care, and ongoing implementation of the Family First Prevention Services Act. The Department expects the successful Offeror to monitor, analyze, and advise on the impact of federal changes and to implement necessary modifications to claiming and eligibility processes in a timely manner.

B.3.7. Data integrity across systems. Eligibility determination and claiming accuracy depend on the quality of data across multiple systems that were built at different times on different platforms. Inconsistencies between case management data, eligibility records, payment data, and court order documentation are a recurring source of errors identified in quality review and federal audit. Offerors should describe their approach to identifying and resolving data quality issues that affect claiming accuracy.

B.4. FIGURES, DIAGRAMS, & REFERENCE DOCUMENTS

The following documents are provided as attachments in Section G to assist Offerors in understanding the Department's current operating environment. These materials are Department property and are provided for informational purposes to support proposal development.

B.4.1. Draft Contract. The Draft Contract (Attachment G.1.) describes the specific tasks, deliverables, service levels, and staffing requirements the successful Offeror will be expected to perform under the resulting contract. This document will become part of the executed contract.

3.).

B.4.2. Managed Care Interface Flow Chart. A flow chart describing the data exchanges between the Department and HFS, DHS, and managed care entities supporting youth in care (Attachment G.3.)

B.4.3. Children’s Account Section Procedures – Table of Contents. Table of contents from the Children’s Accounts Unit Procedures Manual describing the operational procedures for managing trust accounts for children in the Department’s care (Attachment G.4.)

B.4.4. Procedure manual tables of contents. Tables of contents from the Eligibility Determination Unit Manual (revised February 2026, Attachment G.5.) and the Technical Support Unit Manual (revised September 2025, Attachment G.6.). Complete manuals will be made available to the successful Offeror during the transition period.

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

· Information and Technology Request for Proposal - Offer to the State of Illinois

· Commitment to Diversity

· Pricing

· BEP Utilization Plan

· VET 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. 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 October 19, 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. 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.

Join from the meeting link https://illinois.webex.com/illinois/j.php?MTID=m9423adb22ce4c315be82082a8bc2f574

Join by meeting number

Meeting number (access code): 2866 458 5078

Meeting password: 2nMrZfPea27

Tap to join from a mobile device (attendees only) +1-312-535-8110,,28664585078## United States Toll (Chicago) +1-415-655-0002,,28664585078## US Toll

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 [October 19, 2026]. See the Utilization Plan for NIGP codes used to establish this goal.

BEP Goal: 34%

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. VETERAN SMALL BUSINESS PARTICIPATION AND UTILIZATION PLAN

The BidBuy posting indicates whether this solicitation contains a goal to include businesses owned and controlled by military veterans. If this solicitation contains a goal, then failure to submit a Utilization Plan as instructed later in this solicitation may render the Offer non-responsive. All questions regarding the subcontracting goal must be directed to the Information Contact indicated in BidBuy no later than [October 19, 2026]. See the Utilization Plan for NIGP codes used to establish this goal.

VBP Goal: 2% Go to https://cei.illinois.gov/programs0/veterans-business-program.html for complete requirements for Veteran Owned Small Business (VOSB) or Service-Disabled Veteran Owned Small Business (SDVOSB) certification. Go to State of Illinois Commission on Equity and Inclusion at https://supplierdiversitymanagementportal.illinois.gov/home.aspx to search for certified VOSB and SDVOSB vendors.

C.11. TERMS AND CONDITIONS

The 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:

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: 625

D.3.2. Offeror shall complete and return Sections 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: 125

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…