Request For Quote for Web-Based Data Reporting and Collection System Bid Number 37564.docx

TAXPAYER IDENTIFICATION FORM

The Office of the Illinois Secretary of State (SOS), requests quotes from responsible vendors to meet its needs. A brief description is set forth below for Bidder’s convenience, with detailed requirements in subsequent sections of this solicitation. If interested and able to meet these requirements, the Secretary of State appreciates and welcomes a bid.

Brief Description:

The Illinois Secretary of State is seeking bids for a web-based data reporting & collection system and statistical comparison/analysis system for its annual ILLINET Interlibrary Loan Traffic Survey and its annual Illinois Public library Annual Report (IPLAR) form.

The resulting contract with the awarded vendor shall have a term of July 1, 2023 through June 30, 2026. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions exceed ten (10) years. 30 ILCS 500/20-60. Subject to the maximum total term limitation, the Illinois Secretary of State has the option to renew for the following terms: 7 annual renewals.

Please read the entire solicitation package and submit a quote for evaluation in accordance with the instructions. All forms and signature areas contained in the solicitation package must be completed in full and submitted along with the price proposal which will constitute the quote. Do not submit the instructions pages with bids. Bidders should keep the instructions and a copy of their bids for future reference.

Bids that do not adhere to Form and Content of Bid requirements may not be considered.

ILLINOIS SECRETARY OF STATE

REQUEST FOR QUOTE

Web-Based Data Reporting/Collection System

23-350SOS-SOS35-B-37564

OUTLINE

State of Illinois Secretary of State Request For Quote 2

OUTLINE

V.23.1

State of Illinois IFB 5

OUTLINE

V.16.1

STATE OF ILLINOIS

INSTRUCTIONS AND GENERAL INFORMATION

State of Illinois IFB 6 Section 1. Part A. Instructions and General Information V.16.1 SOLICITATION CONTACT: The individual listed below shall be the single point of contact for this solicitation. Unless otherwise directed, Bidders may only communicate with the Solicitation Contact. The Secretary of State shall not be held responsible for information provided by or to any other person.

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

BIDDER QUESTIONS AND AGENCY RESPONSE: All questions, other than questions raised at the Bidder Conference/Site Visit, pertaining to this solicitation must be submitted in writing to the Solicitation Contact. Questions received and Agency responses may be posted as an Addendum to the original solicitation on the Bulletin; only these posted answers to questions shall be binding on the Secretary of State. Bidders are responsible for monitoring the Bulletin.

BID DUE DATE, TIME, AND ADDRESS FOR SUBMISSION OF BIDS: Bids may be submitted to the solicitation contact via email or submitted in BidBuy.

Bid Due Date & Time: Please see “Bid Opening Date” in BidBuy AWARD: The Secretary of State is not obligated to award a contract pursuant to this solicitation. If the Secretary of State issues an award, the award will be made to the Responsive and Responsible Bidder who submits the lowest price. The Secretary of State may accept or reject a Bidder’s Bid as submitted, or may require contract negotiations. If negotiations do not result in an acceptable agreement, the Secretary of State may reject the Bidder’s Bid and begin negotiations with another Bidder. The Secretary of State identifies the lowest priced Bidder that meets Responsibility and Responsiveness requirements. The State ranks Bids in order of price when appropriate.

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. Send invoices to:

Secretary of State 501 South 2nd Street Springfield, IL 62756 Vendor shall not bill for any taxes unless accompanied by proof 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.

-END OF INSTRUCTIONS-

Illinois Secretary of State Request For Quote v.23.1

The Parties to this contract are the Illinois Secretary of State (hereinafter “Agency”) and the Vendor. This contract, consisting of the signature page and numbered sections listed below and any attachments referenced in this contract, constitute the entire contract between the Parties concerning the subject matter of the contract, and in signing the contract, the Contractor affirms that the Certifications and Financial Disclosures and Conflicts of Interest attached hereto are true and accurate as of the date of the Contractor’s execution of the contract. This contract supersedes all prior proposals, contracts and understandings between the Parties concerning the subject matter of the contract. This contract can be signed in multiple counterparts upon agreement of the Parties.

1. DESCRIPTION OF SUPPLIES AND SERVICES

2. PRICING

3. TERM AND TERMINATION

4. STANDARD BUSINESS TERMS AND CONDITIONS

5. STATE SUPPLEMENTAL PROVISIONS

6. STANDARD ILLINOIS CERTIFICATIONS

In consideration of the mutual covenants and agreements contained in this contract, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree to the terms and conditions set forth herein and have caused this contract to be executed by their duly authorized representatives on the dates shown on the following CONTRACT SIGNATURES page.

ILLINOIS SECRETARY OF STATE

REQUEST FOR QUOTE

24SL343009

VENDOR

SECRETARY OF STATE

Official’s Printed Name: Alexi Giannoulias, Acting in his Capacity as Secretary of State and not individually.

Official’s Title: Secretary of State

Designee’s Printed Name:

Designee’s Title:

Designee’s Signature:

State of Illinois IFB Contract: Description of Supplies and Services V. 14.1

1. DESCRIPTION OF SUPPLIES AND SERVICES

GOAL: The Illinois Secretary of State is seeking bids for a web-based data reporting/collection system and statistical comparison/analysis system. There are two components to this service – reporting for Illinois Public Libraries (Illinois Public Library Annual Report) and reporting by all libraries (ILLINET Interlibrary Loan Statistical Report).

SUPPLIES AND/OR SERVICES REQUIRED:

1.2.1 REPORTING FOR ILLINOIS PUBLIC LIBRARIES (ILLINOIS PUBLIC LIBRARY ANNUAL REPORT) Overview: The Illinois State Library (ISL), a division of the Illinois Office of the Secretary of State, is the agency responsible for the collection, comparison, and analysis of information and statistical data from every legally established Illinois public library. Annually the Illinois State Library prepares and distributes the Illinois Public Library Annual Report (IPLAR) form in order to collect the public library data. The IPLAR is a legal requirement for Illinois public libraries: 75 Illinois Compiled Statutes 16/30-65 and 5/4-10. The data collected is compared and analyzed for use within Illinois as well as nationally through the Institute of Museum and Library Services’ (IMLS) annual Public Libraries Survey (PLS). All fifty states, the District of Columbia, and outlying areas (territories) participate in the IMLS data collection and analysis program.

This section of the request for proposal (RFP) details the IPLAR requirements.

The vendor will (1) develop a web-based data reporting/collection system conducted via the Internet to collect the Illinois public library data; (2) massage the collected data with required federal and/or state edit checks; (3) prepare data files for use by ISL and/or IMLS to include but not limited to the entire Illinois data collection and the IMLS PLS; (4) provide a seamless, simple, intuitive interface to the data for statistical comparison and analysis by the end users; and, (5) provide end-user training in various formats: web-based/online and on-site, in-person and by videoconference.

1.2.1.1 General Requirements:

1.2.1.1.1 The vendor must be able to support the collection of 300+ IPLAR data elements, conducted over the Internet via a web-based data reporting/collection system, for approximately 650 public libraries and their associated branch/outlet files.

1.2.1.1.2 The vendor must collect and appropriately format the data so that it can be used in both spreadsheet and database applications.

1.2.1.1.3 The IPLAR web-based data reporting/collection survey shall require no special vendor required software for users.

1.2.1.1.4 The IPLAR web-based data reporting/collection survey’s content is customized, consisting of both state and federal questions, developed by the Illinois State Library and IMLS.

1.2.1.1.5 The vendor shall implement changes to the format and content of the IPLAR web-based data reporting/collection form to comply with state and/or federal updates on an annual and as needed basis.

1.2.1.1.6 The vendor will create and implement, in cooperation with the Illinois State Library, a live, interactive interface with the Illinois State Library’s Main Info Directory. This interface will pre-populate the most current library data into the IPLAR web-based data reporting/collection form.

1.2.1.1.7 The vendor shall provide, via a toll-free number, technical assistance, available to all Illinois public libraries and designated Illinois State Library staff who work with the IPLAR. The vendor shall provide toll free technical support from 8:00 a.m. – 5:00 p.m., CST/DST, Monday – Friday.

1.2.1.1.8 The IPLAR web-based data reporting/collection survey shall be accessible 24 hours a day, 7 days a week to all Illinois public libraries and the Illinois State Library IPLAR staff.

1.2.1.1.9 The vendor will execute minor changes/corrections needed to the most current IPLAR web-based data reporting/collection survey within 24 hours (weekdays) and major changes within 3 working days.

1.2.1.1.10 Timelines/Deadlines as detailed in this document may be modified within reason subject to mutual agreement between the ISL and the vendor.

1.2.1.1.11 The vendor’s web-based data reporting/collection survey should support all generally used browsers and platforms.

1.2.1.1.12 The vendor shall provide product documentation.

1.2.1.1.13 All data collected as a part of the IPLAR program is

1.2.1.1.13.1 owned by the Illinois State Library

1.2.1.1.13.2 fully accessible to and able to be manipulated by the Illinois State Library;

1.2.1.1.13.3 hosted on the vendor’s online platform

1.2.1.2 Program Requirements

1.2.1.2.1 The program will:

1.2.1.2.1.1 provide, at the data fields’ level, passwords for a variety of end users including but not limited to: (a) each Illinois public library and (b) the Illinois State Library IPLAR staff. (The Illinois State Library would prefer to use existing Illinois logins and passwords, if feasible.);

1.2.1.2.1.2 include a help link to the Illinois State Library’s PLS State Data Coordinator’s contact information (phone and e-mail), whose responsibility is to answer questions about content or subject matter related to the IPLAR;

1.2.1.2.1.3 provide custom help section(s). Help shall be on-line, context sensitive. Help may include contact names, live links to websites, as well as definitions, explanations, or examples for the majority of questions;

1.2.1.2.1.4 allow for tabbing from field to field within the IPLAR;

1.2.1.2.1.5 automatically calculate totals (not allowing respondents to input totals);

1.2.1.2.1.6 utilize a variety of flexible input controls including but not limited to: fill in the blank, text box, radio box, combo box, and drop downs;

1.2.1.2.1.7 allow responses in formats including but not limited to: alpha, alpha-numeric, and numeric; and,

1.2.1.2.1.8 automatically save all data entered even though the section and/or the whole IPLAR has not been completed.

1.2.1.3 Printing Capabilities

1.2.1.3.1.1 The program will allow printing of the current web-based data reporting/collection survey to be used as a working draft in order to prepare data for input, specifically, (1) a blank copy of the entire IPLAR and (2) a blank copy of a specific section or sections of the IPLAR. In addition, the program will support printing of the current web-based data reporting/collection survey and include data from (a) the current year, (b) the previous year, and/or (c) both years.

1.2.1.3.1.2 The program will further allow the printing of the ISL Instructions document and the Help (definitions, clarifications, web links) document.

1.2.1.4 Data Entry

1.2.1.4.1.1 The program will allow respondents to enter data, save data as data is completed/work is finished (even though a section or the entire IPLAR is incomplete or unfinished), and provide the ability to enter the program at various times to continue entering data.

1.2.1.5 Data: Question Notes/Annotations

1.2.1.5.1.1 The program will:

1.2.1.5.1.1.1 include Illinois and/or IMLS definitions in the online help linked to each unique question;

1.2.1.5.1.1.2 import and display, for each question as appropriate, the prior year’s data to be used for reference and comparison to the current year’s answer;

1.2.1.5.1.1.3 allow for the annotation of each question with a local, state, or federal note;

1.2.1.5.1.1.4 print local, state, and federal annotations from the entire IPLAR or from a single section of the IPLAR;

1.2.1.5.1.1.5 provide for flagging of IPLAR questions for later follow up by users;

1.2.1.5.1.1.6 provide links to view all unanswered (required, not required) questions, all flagged questions, and all questions not passing an edit check; and,

1.2.1.5.1.1.7 Not allow IPLAR respondents to submit the IPLAR until all required questions have been answered and all edit checks have been annotated.

1.2.1.6 Data: Edit Checks

1.2.1.6.1.1 The program will perform all current and prescribed Illinois, IMLS, and American Institutes for Research (AIR) edit checks. All current federal edit check data is available from IMLS.

1.2.1.7 Data: Export

1.2.1.7.1.1 The data will be vendor collected and appropriately formatted, for both ISL and IMLS use, in order to be exported into spreadsheet and/or database applications.

1.2.1.7.1.2 The vendor will supply data downloads as requested by the ISL. Data files will be provided to the ISL within one working day. The ISL may submit an unlimited number of requests for data files to be supplied by the vendor.

1.2.1.8 Data: IMLS

1.2.1.8.1.1 The vendor’s program will create the import files for both the administrative entity and outlet data, in order to prepare the data for the submission to the IMLS.

1.2.1.8.1.2 The vendor will submit, per the Timeline/Deadlines Section of this document, the Illinois IMLS export files to the Illinois State Library. In turn, the Illinois State Library will further massage and then submit the files to IMLS.

1.2.1.9 Access For Illinois State Library IPLAR Staff to:

1.2.1.9.1.1 view all IPLARs: unopened, partially completed, completed, or submitted;

1.2.1.9.1.2 view and edit: any respondent’s IPLAR and responses;

1.2.1.9.1.3 view the list of start and submit dates for those libraries completing the IPLAR;

1.2.1.9.1.4 print individual library’s IPLARs;

1.2.1.9.1.5 lock and unlock individual respondent’s IPLARs;

1.2.1.9.1.6 lock and unlock the entire IPLAR file;

1.2.1.9.1.7 flag, with a date and time stamp, individual IPLARs after they have been reviewed and approved;

1.2.1.9.1.8 generate a Microsoft Excel file of all the submitted data to date for the use of the Illinois State Library IPLAR staff;

1.2.1.9.1.9 create comparative and trend analysis reports from the submitted data.

1.2.1.10 Data Sets: Retrospective and Current Fiscal Year in Progress

1.2.1.10.1.1 The vendor shall:

1.2.1.10.1.1.1 load and maintain retrospective data sets, containing both the Illinois data and the IMLS data for fiscal years 2009 to 2023; and,

1.2.1.10.1.1.2 load the fiscal year 2024 data sets, containing both the Illinois data and the IMLS data files, when the current ISL vendor has massaged and supplied the data to the Illinois State Library.

1.2.1.11 Statistical Comparison and Analysis

1.2.1.11.1.1 The program will allow for:

1.2.1.11.1.1.1 statewide access (by all public Illinois libraries and the Illinois State Library staff) to and manipulation of the data sets (specified below) for statistical comparison and analysis purposes;

1.2.1.11.1.1.2 web-based tutorials teaching the use of the statistical comparison and analysis tools;

1.2.1.11.1.1.3 context sensitive help;

1.2.1.11.1.1.4 a seamless interface to any program providing access to the fiscal years 2009 to 2023 Illinois data, the fiscal years 2009 to 2023 of federally collected data (NCES & IMLS), all future IMLS and Illinois data sets (FY2024 and beyond), and the latest national data set from the Public Library Association’s Public Library Data Service (PLDS);

1.2.1.11.1.1.5 a seamless interface to any program allowing for custom creation of peer groups (Illinois and national) based on any combination of statistical output measures. [NOTE: Peer group comparisons, specific to Illinois, shall include all standard scopes provided by the vendor plus the ability to scope by (1) specific Illinois libraries, (2) all Illinois libraries (3) Illinois public library type--city, county, district, town, township, village, and other, and (4) the regional library systems--Chicago Public Library System, Illinois Heartland Library System, Reaching Across Illinois Library System, or Not a Library System Member];

1.2.1.11.1.1.6 a seamless interface to any program which will calculate and display hundreds of statistical output measures;

1.2.1.11.1.1.7 a seamless interface with any program providing for time trend analysis of prior years’ data from Illinois (and national) public libraries;

1.2.1.11.1.1.8 a seamless interface to any program providing intuitive and quick statistical analysis and comparison forms including but not limited to: rank order tables, averages, percentiles, and a variety of color charts and graphs, ratio creation; and,

1.2.1.11.1.1.9 end users to have the abilities/capabilities to: save and bookmark the peer group(s) and statistical file(s) they have created, organize statistical results into reports or presentations, and to export or print statistical results.

1.2.1.12 Training

1.2.1.12.1.1 As determined by the Illinois State Library, the vendor shall:

1.2.1.12.1.1.1 provide up-to-date web-based product tutorials as a part of the training package; and,

1.2.1.12.1.1.2 provide training sessions (including interactive video conference accessibility) that cover an overview and use of the: statistical comparison and analysis tools including all of the product’s functionalities.

1.2.1.12.1.1.3 Vendor should attach a separate document that details any other types/formats of training available, specify related costs, and include details about these training opportunities. Vendor should attach this information as a separate document and should NOT calculate or include these costs as a part of the total bid amount.

1.2.2 REPORTING FOR THE ILLINET INTERLIBRARY LOAN TRAFFIC SURVEY

Overview: The Illinois State Library, a division of the Illinois Office of the Secretary of State, is the agency responsible for the collection, comparison, and analysis of statewide interlibrary loan traffic. Annually the Illinois State Library prepares and distributes the ILLINET Interlibrary Loan Traffic Survey (ILLINET ILL TS) in order to collect statewide interlibrary transaction data. The data collected is compared and analyzed for use within Illinois. (NOTE: The terms ILLINET Interlibrary Loan Traffic Survey [ILLINET ILL TS] and ILLINET Interlibrary Loan Statistical Report [ILLINET ILL SR] are used interchangeably.)

Illinois citizens are uniquely advantaged in the resource sharing model created and enhanced by Illinois libraries. The infrastructure upon which this system of resource sharing has been established is called ILLINET (The Illinois Library and Information Network). ILLINET is the cooperative multitype (academic, public, school, and special) network of Illinois libraries that work toward a common goal: optimizing resource sharing through seamless boundaries in order to provide quality service to the end user. Statewide resource sharing is further enhanced via the statewide delivery infrastructure, ILDS (The Illinois Library Delivery Service).

The monitoring of the interlibrary loan traffic that flows seamlessly from library to library is paramount in measuring and evaluating the: (1) number of requests initiated, filled, and unfilled; (2) methods of requesting as borrowers and lenders; (3) impact of resource sharing options [interlibrary loan and reciprocal borrowing]; (4) effectiveness of statewide delivery; (5) trends that provide directions for addressing statewide needs, initiatives, and programs; and, (6) involvement of every individual library in regard to resource sharing throughout the Illinois library community.

This section of the request for proposal (RFP) details the ILLINET ILL SR requirements. The vendor will (1) develop a web-based data reporting/collection system conducted via the Internet to collect the Illinois resource sharing data; (2) massage the data with state edit checks; (3) prepare data files for use by ISL that include the entire Illinois data set; (4) provide a seamless, simple, intuitive interface to the data for statistical comparison and analysis by end users; and, (5) provide end-user training in various formats: web-based/online and on-site, in-person and by videoconference.

1.2.2.1 General Requirements

1.2.2.1.1 The vendor must be able to support the collection of 50+ data elements, conducted over the Internet via a web-based data reporting/collection system, for approximately 4,000+ Illinois libraries (public, academic, special, and school districts).

1.2.2.1.2 The vendor must collect and appropriately survey the data so that it can be used in both spreadsheet and database applications.

1.2.2.1.3 The ILLINET ILL SR web-based data reporting/collection survey shall require no special vendor required software for users.

1.2.2.1.4 The ILLINET ILL SR web-based data reporting/collection survey’s content is customized content developed by the Illinois State Library.

1.2.2.1.5 The vendor shall allow annual changes to the format and content of the ILLINET ILL SR web-based data reporting/collection survey to comply with state and/or national changes.

1.2.2.1.6 The vendor will create and implement, in cooperation with the Illinois State Library, a live, interactive interface with the Illinois State Library’s Main Info Directory. This interface will pre-populate the most current library data into the ILLINET ILL SR web-based data reporting/collection survey.

1.2.2.1.7 The vendor shall provide, via a toll-free number, technical assistance, available to all Illinois libraries and designated Illinois State Library staff who work with the ILLINET ILL SR. The vendor shall provide toll free technical support from 8 a.m. – 5 p.m., CST/DST, Monday – Friday.

1.2.2.1.8 The ILLINET ILL SR web-based data reporting/collection survey shall be accessible 24 hours a day, 7 days a week to all Illinois libraries and the Illinois State Library ILLINET ILL SR staff.

1.2.2.1.9 The vendor will execute minor changes/corrections needed to the most current ILLINET ILL SR web-based data collection/reporting survey within 24 hours (weekdays) and major changes within 3 working days.

1.2.2.1.10 Timelines/Deadlines as detailed in this document may be modified within reason subject to mutual agreement between the ISL and the vendor.

1.2.2.1.11 The vendor’s web-based data reporting/collection survey should support all commonly used browsers and platforms for end users.

1.2.2.1.12 The vendor shall provide product documentation.

1.2.2.1.13 All data collected as a part of the ILLINET ILL SR program is:

1.2.2.1.13.1 owned by the Illinois State Library;

1.2.2.1.13.2 fully accessible to and able to be manipulated by the Illinois State Library; and,

1.2.2.1.13.3 hosted on the vendor’s platform.

1.2.2.2 Program Requirements

1.2.2.2.1 The program will provide, at the data fields’ level, passwords for a variety of end users including but not limited to: (a) each Illinois library and (b) the Illinois State Library ILLINET ILL SR staff. (The Illinois State Library would prefer to use existing Illinois logins and passwords, if feasible.);

1.2.2.2.1.1 include a help link to the Illinois State Library’s Network Consultant’s contact information (phone and e-mail), whose responsibility is to answer questions about content or subject matter related to the ILLINET ILL SR;

1.2.2.2.1.2 provide custom help section(s). Help shall be on-line, context sensitive. Help may include contact names, live links to websites, as well as definitions, explanations, or examples for the majority of questions;

1.2.2.2.1.3 allow for tabbing from field to field within the ILLINET ILL SR;

1.2.2.2.1.4 automatically calculate totals (not allowing respondents to input totals);

1.2.2.2.1.5 utilize a variety of flexible input controls including but not limited to: fill in the blank, text box, radio box, combo box, and drop downs;

1.2.2.2.1.6 allow responses in surveys including but not limited to: alpha, alpha-numeric, and numeric; and,

1.2.2.2.1.7 automatically save all data entered even though the section and/or the whole ILLINET ILL SR has not been completed.

1.2.2.3 Printing Capabilities

1.2.2.3.1 The program will allow printing of the current web-based data reporting/collection survey to be used as a working draft in order to prepare data for input, specifically, (1) a blank copy of the entire ILLINET ILL SR and (2) a blank copy of a specific section or sections of the ILLINET ILL SR. In addition, the program will support printing of the current web-based data reporting/collection survey and include data from (a) the current year, (b) the previous year, and/or (c) both years.

1.2.2.3.2 The program will further allow the printing of the ISL Instructions document and the Help (definitions, clarifications, web links) document.

1.2.2.4 Data Entry

1.2.2.4.1 The program will allow respondents to enter data, save data as data is completed/work is finished (even though a section or the entire ILLINET ILL SR is incomplete or unfinished), and provide ability to enter the program at various times to continue entering data.

1.2.2.5 Data: Question Notes/Annotations

1.2.2.5.1 The program will:

1.2.2.5.1.1 include Illinois definitions in the online help linked to each unique question;

1.2.2.5.1.2 import and display, for each question as appropriate, the prior year’s data to be used for reference and comparison to the current year’s answer;

1.2.2.5.1.3 allow for the annotation of each question with a local or state note;

1.2.2.5.1.4 print local and state annotations from the entire ILLINET ILL SR or from a single section of the ILLINET ILL SR;

1.2.2.5.1.5 provide for flagging of ILLINET ILL SR questions for later follow-up by users;

1.2.2.5.1.6 provide links to view all unanswered (required, not required) questions, all flagged questions, and all questions not passing an edit check; and,

1.2.2.5.1.7 Not allow ILLINET ILL SR respondents to submit the ILLINET ILL SR until all required questions have been answered and all edit checks have been annotated.

1.2.2.6 Data: Edit Checks

1.2.2.6.1 The program will perform all edit checks as determined by the Illinois State Library.

1.2.2.7 Data: Export

1.2.2.7.1 The data will be vendor collected and appropriately formatted for ISL use in order to be exported into spreadsheet and/or database applications.

1.2.2.7.2 The vendor will supply data downloads as requested by the ISL. Data files will be provided to the ISL within one working day. The ISL may submit an unlimited number of requests for data files to be supplied by the vendor.

1.2.2.8 Access for Illinois State Library ILLINET ILL SR Staff

1.2.2.8.1 The program will allow the Illinois State Library ILLINET ILL SR staff to:

1.2.2.8.1.1 view all ILLINET ILL SRs: unopened, partially completed, completed, or submitted;

1.2.2.8.1.2 view and edit: any respondent’s ILLINET ILL SR and responses;

1.2.2.8.1.3 view the list of start and submit dates for those libraries completing the ILLINET ILL SR;

1.2.2.8.1.4 print individual library’s ILLINET ILL SRs;

1.2.2.8.1.5 lock and unlock individual respondent’s ILLINET ILL SRs;

1.2.2.8.1.6 lock and unlock the entire ILLINET ILL SR file;

1.2.2.8.1.7 flag, with a date and time stamp, individual ILLINET ILL SRs after they have been reviewed and approved; and,

1.2.2.8.1.8 generate a Microsoft Excel file of all the submitted data to date for the use of the Illinois State Library ILLINET ILL SR staff.

1.2.2.9 Data Sets: Retrospective and Current

1.2.2.9.1 The vendor shall:

1.2.2.9.1.1 load the retrospective data sets, containing the Illinois data, for the fiscal years 2012 - 2022;

1.2.2.9.1.2 collect and load the current Illinois data set (fiscal year 2023); and,

1.2.2.9.1.3 collect and load the future Illinois data set (fiscal year 2024 and beyond).

1.2.2.10 Statistical Comparison and Analysis

1.2.2.10.1 The program will allow for:

1.2.2.10.1.1 statewide library access (by all Illinois libraries, the Illinois State Library staff, and Illinois’ general public) to and manipulation of the data sets (specified below) for statistical comparison and analysis purposes;

1.2.2.10.1.2 web-based tutorials teaching the use of the statistical comparison and analysis tools;

1.2.2.10.1.3 context sensitive help;

1.2.2.10.1.4 a seamless interface to any program providing access to:

1.2.2.10.1.4.1 the previous fiscal years 2012 - 22022 Illinois data; and,

1.2.2.10.1.4.2 all current and future Illinois data sets (FY2023 and beyond).

1.2.2.10.1.5 a seamless interface to any program allowing for custom creation of peer groups (Illinois and national) based on any combination of statistical output measures. [NOTE: Peer group comparisons, specific to Illinois, shall include all standard scopes provided by the vendor plus the ability to scope by (1) specific Illinois libraries, (2) all Illinois libraries (3) Illinois library type--public, academic, school special, and (4) the regional library systems--Chicago Public Library System, Illinois Heartland Library System, Reaching Across Illinois Library System, or Not a Library System Member)];

1.2.2.10.1.6 a seamless interface to any program which will calculate and display hundreds of statistical output measures;

1.2.2.10.1.7 a seamless interface with any program providing for time trend analysis of prior years’ data from Illinois libraries;

1.2.2.10.1.8 a seamless interface to any program providing intuitive and quick statistical analysis and comparison surveys including but not limited to: rank order tables, averages, percentiles, and a variety of color charts and graphs, ratio creation; and,

1.2.2.10.1.9 end users to have the abilities/capabilities to: save and bookmark the peer group(s) and statistical file(s) they have created, organize statistical results into reports or presentations, and to export or print statistical results.

1.2.2.11 Training

1.2.2.11.1 As determined by the Illinois State Library, the vendor shall:

1.2.2.11.1.1 provide up-to-date web-based product tutorials as a part of the training package; and,

1.2.2.11.1.2 provide training sessions (including interactive video conference accessibility) that cover an overview and use of the: statistical comparison and analysis tools including all of the product’s functionalities.

1.2.2.11.1.3 Vendor should attach a separate document that details any other types/formats of training available, specify related costs, and include details about these training opportunities. Vendor should attach this information as a separate document and should not calculate or include these costs as a part of the total bid amount.

1.3 MILESTONES AND DELIVERABLES:

1.3.1 IPLAR Data Collection Timelines

1.3.1.1 IPLAR 2024

1.3.1.1.1 Vendor will have accessible the fiscal year 2024 IPLAR web-based data reporting/collection survey for end user input and the supporting database: December 1, 2023;

1.3.1.1.2 Vendor will close, per ISL instruction to vendor, the fiscal year 2025 data set: September 30, 2024;

1.3.1.1.3 Vendor will submit, per ISL request, the fiscal year 2012 Illinois data set to the Illinois State Library for review and massage: Fall 2024;

1.3.1.1.4 Vendor will submit the preliminary fiscal year 2024 IMLS PLS data set to the Illinois State Library for review and massage in order to comply with the IMLS data submission and Keppel Award deadline(s): February 1, 2025

1.3.1.2 IPLAR 2025

1.3.1.2.1 Vendor will have accessible the fiscal year 2025 IPLAR web-based data reporting/collection survey for end user input and the supporting database: December 1, 2024;

1.3.1.2.2 Vendor will close, per ISL instruction to vendor, the fiscal year 2025 data set: September 30, 2025;

1.3.1.2.3 Vendor will submit, per ISL request, the fiscal year 2025 Illinois data set to the Illinois State Library for review and massage: Fall 2025;

1.3.1.2.4 Vendor will submit the preliminary fiscal year 2025 IMLS PLS data set to the Illinois State Library for review and massage in order to comply with the IMLS data submission and Keppel Award deadline(s): February 1, 2026

1.3.1.3 IPLAR 2026

1.3.1.3.1 Vendor will have accessible the fiscal year 2026 IPLAR web-based data reporting/collection survey for end user input and the supporting database: December 1, 2025;

1.3.1.3.2 Vendor will close, per ISL instruction to vendor, the fiscal year 2026 data set: September 30, 2026;

1.3.1.3.3 Vendor will submit, per ISL request, the fiscal year 2026 Illinois data set to the Illinois State Library for review and massage: Fall 2026;

1.3.1.3.4 Vendor will submit the preliminary fiscal year 2026 IMLS PLS data set to the Illinois State Library for review and massage in order to comply with the IMLS data submission and Keppel Award deadline(s): February 1, 2027

1.3.1.4 IPLAR Data Comparison and Analysis Statistics

1.3.1.4.1 Vendor will load the retrospective (fiscal years 2009-2023) Illinois and IMLS data sets: February 1, 2024;

1.3.1.4.2 Vendor will load the fiscal year 2024 data set (Illinois and IMLS data) for statistical comparison and analysis: on or before March 15, 2025;

1.3.1.4.3 Vendor will load the fiscal year 2025 data set (Illinois and IMLS data) for statistical comparison and analysis: on or before March 15, 2026;

1.3.1.4.4 Vendor will load the fiscal year 2026 data set (Illinois and IMLS data) for statistical comparison and analysis: on or before March 15, 2027

1.3.2 ILLINET ILL SR Data Collection Timelines

1.3.2.1 ILLINET 2023

1.3.2.1.1 The vendor will:

1.3.2.1.1.1 have accessible the fiscal year 2023 ILLINET ILL SR web-based data reporting survey for end user input and the supporting database: August 1, 2023;

1.3.2.1.1.2 close, per ISL instruction to vendor, the fiscal year 2023 data set: April 15, 2024; and,

1.3.2.1.1.3 submit, per ISL request , the fiscal year 2023 data set to the Illinois State Library for review and massage: May 1, 2024.

1.3.2.2 ILLINET 2024

1.3.2.2.1 The vendor will:

1.3.2.2.1.1 have accessible the fiscal year 2024 ILLINET ILL SR web-based data reporting survey for end user input and the supporting database: August 1, 2024;

1.3.2.2.1.2 close, per ISL instruction to vendor, the fiscal year 2024 data set: April 15, 2025; and,

1.3.2.2.1.3 submit, per ISL request, the fiscal year 2024 data set to the Illinois State Library for review and massage: May 1, 2025.

1.3.2.3 ILLINET 2025

1.3.2.3.1 The vendor will:

1.3.2.3.1.1 have accessible the fiscal year 2025 ILLINET ILL SR web-based data reporting survey for end user input and the supporting database: August 1, 2025;

1.3.2.3.1.2 close, per ISL instruction to vendor, the fiscal year 2025 data set: April 15, 2026; and,

1.3.2.3.1.3 submit, per ISL request, the fiscal year 2025 data set to the Illinois State Library for review and massage: May 1, 2026.

1.3.3 ILLINET DATA COMPARISON & ANALYSIS STATISTICS

1.3.3.1 The vendor will:

1.3.3.1.1 load the retrospective (fiscal years 2012-2022) data sets: June 1, 2024;

1.3.3.1.2 load the fiscal year 2023 data set for statistical comparison and analysis: on or before February 15, 2025;

1.3.3.1.3 load the fiscal year 2024 data set for statistical comparison and analysis: on or before February 15, 2026;

1.3.3.1.4 load the fiscal year 2025 data set for statistical comparison and analysis: on or before February 15, 2027;

1.4 VENDOR / STAFF SPECIFICATIONS:

1.4.1 Vendor must supply both services to specification.

1.4.2 Vendor must demonstrate that it has continuously supplied similar services for State Library Agencies for compliance with public library reporting for the past five (5) calendar years.

1.5 VENDOR / STAFF SPECIFICATIONS:

1.6 TRANSPORTATION AND DELIVERY:

1.7 WHERE SERVICES ARE TO BE PERFORMED: Unless otherwise disclosed in this section all services shall be performed in the United States. If the Vendor performs the services purchased hereunder in another country in violation of this provision, such action may be deemed by the Agency as a breach of the contract by Vendor.

Vendor shall disclose the locations where the services required shall be performed and the known or anticipated value of the services to be performed at each location. If the Vendor received additional consideration in the evaluation based on work being performed in the United States, it shall be a breach of contract if the Vendor shifts any such work outside the United States.

· Location where services will be performed:

Value of services performed at this location:

Illinois Secretary of State Contract: Description of Supplies and Services V. 23.1

2 PRICING

2.1 FORMAT OF PRICING:

2.1.1 Vendor shall submit pricing in the line items on BidBuy or in the format shown below, based on the terms and conditions set forth in section 1 of this Contract.

2.1.2 Award will be given to the vendor with the lowest responsive and responsible bid. ISOS reserves the right to award in whole or in part.

2.1.3 Pricing must be submitted in the line items on BidBuy or in the format below:

2.2 TYPE OF PRICING: The Illinois Office of the Comptroller requires the State to indicate whether the contract value is firm or estimated at the time it is submitted for obligation. The total value of this contract is firm.

2.3 EXPENSES ALLOWED: Expenses are not allowed as follows: N/A.

2.4 DISCOUNT: The Secretary of State may receive a Click here to enter text % discount for payment within Click here to enter text days of receipt of correct invoice. This discount will not be a factor in making the award.

2.5 VENDOR’S PRICING: Attach additional pages if necessary or if the format of pricing specified above in Section 2.1 requires additional pages.

2.5.1. Vendor’s Price for the Initial Term: Click here to enter text

2.6 MAXIMUM AMOUNT: The total payments under this contract shall not exceed $______________ without a formal amendment. The maximum amount will be entered by the State prior to execution of the contract.

Illinois Secretary of State Contract: Pricing V. 23.1

3 TERM AND TERMINATION

3.1 TERM OF THIS CONTRACT: This contract has an initial term of July 1, 2023 to June 30, 2026. If a start date is not identified, the term shall commence upon the last dated signature of the Parties.

3.1.1 In no event will the total term of the contract, including the initial term, any renewal terms and any extensions, exceed ten (10) years.

3.1.2 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.

3.2 RENEWAL: Any renewal is subject to the same terms and conditions as the original contract unless otherwise provided in the pricing section. The State may renew this contract for any or all the option periods specified, may exercise any of the renewal options early, and may exercise more than one option at a time based on continuing need and favorable market conditions, when in the best interest of the State. The contract may neither renew automatically nor renew solely at the Vendor’s option.

3.2.1. Pricing for the renewal term(s), or the formula for determining price, is shown in the pricing section of this contract.

3.2.2. The State reserves the right to renew for a total of 7 years in any one of the following manners:

3.2.3.1 One renewal covering the entire renewal allowance;

3.2.3.2 Individual one-year renewals up to and including the entire renewal allowance; or

3.2.3.3 Any combination of full or partial year renewals up to and including the entire renewal allowance.

3.3 TERMINATION FOR CAUSE: The Agency may terminate this contract, in whole or in part, immediately upon notice to the Vendor if: (a) the Agency determines that the actions or inactions of the Vendor, its agents, employees or subcontractors have caused, or reasonably could cause, jeopardy to health, safety, or property, or (b) the Vendor has notified the Agency that it is unable or unwilling to perform the contract.

If Vendor fails to perform to the Agency’s satisfaction any material requirement of this contract, is in violation of a material provision of this contract, or the Agency determines that the Vendor lacks the financial resources to perform the contract, the Agency shall provide written notice to the Vendor to cure the problem identified within the period of time specified in the Agency’s written notice. If not cured by that date the Agency may either: (a) immediately terminate the contract without additional written notice or (b) enforce the terms and conditions of the contract.

For termination due to any of the causes contained in this Section, the Agency retains its rights to seek any available legal or equitable remedies and damages.

3.4 TERMINATION FOR CONVENIENCE: The Agency may, for its convenience and with thirty (30) days prior written notice to Vendor, terminate this contract in whole or in part and without payment of any penalty or incurring any further obligation to the Vendor.

Upon submission of invoices and proof of claim, the Vendor shall be entitled to compensation for supplies and services provided in compliance with this contract up to and including the date of termination.

3.5 AVAILABILITY OF APPROPRIATION: This contract is contingent upon and subject to the availability of funds. The Agency, at its sole option, may terminate or suspend this contract, in whole or in part, without penalty or further payment being required, if the Illinois General Assembly or the federal funding source fails to make an appropriation sufficient to pay such obligation, or if funds needed are insufficient for any reason (30 ILCS 500/20-60). Contractor will be notified in writing of the failure of appropriation or of a reduction or decrease.

3.6 Illinois Secretary of State Contract: Term and Termination V. 23.1

4 STANDARD BUSINESS TERMS AND CONDITIONS

4.1 PAYMENT TERMS AND CONDITIONS:

4.1.1 Late Payment: Payments, including late payment charges, will be paid in accordance with the State Prompt Payment Act and rules when applicable. 30 ILCS 540. This shall be Vendor’s sole remedy for late payments by the Agency. Payment terms contained in Vendor’s invoices shall have no force or effect.

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

4.1.3 Expenses: The Agency will not pay for supplies provided or services rendered, including related expenses, incurred prior to the execution of this contract by the Parties even if the effective date of the contract is prior to execution.

4.1.4 Prevailing Wage: As a condition of receiving payment Vendor must (i) be in compliance with the contract, (ii) pay its employees prevailing wages when required by law, (iii) pay its suppliers and subcontractors according to the terms of their respective contracts, and (iv) provide lien waivers to the Agency upon request. Examples of prevailing wage categories include public works, printing, janitorial, window washing, building and grounds services, site technician services, natural resource services, security guard and food services. The prevailing wages are revised by the Illinois Department of Labor (DOL) and are available on DOL’s official website, which shall be deemed proper notification of any rate changes under this subsection. Vendor is responsible for contacting DOL at 217-782-6206 or (https://labor.illinois.gov) to ensure understanding of prevailing wage requirements.

4.1.5 Federal Funding: This contract may be partially or totally funded with Federal funds. If Federal funds are expected to be used, then the percentage of the good/service paid using Federal funds and the total Federal funds expected to be used will be provided to the awarded Vendor in the notice of intent to award.

4.1.6 Invoicing: By submitting an invoice, Vendor certifies that the supplies or services provided meet all requirements of this contract, and the amount billed and expenses incurred are as allowed in this contract. Invoices for supplies purchased, services performed, and expenses incurred through June 30 of any year must be submitted to the Agency no later than July 31 of that year; otherwise Vendor may have to seek payment through the Illinois Court of Claims. 30 ILCS 105/25. All invoices are subject to statutory offset. 30 ILCS 210.

4.1.6.1 Vendor shall not bill for any taxes unless accompanied by proof that the Agency is subject to the tax. If necessary, Vendor may request the applicable Agency’s Illinois tax exemption number and Federal tax exemption information.

4.1.6.2 Vendor shall invoice at this completion of the contract unless invoicing is tied in this contract to milestones, deliverables, or other invoicing requirements agreed to in the contract.

Send invoices to:

4.2 ASSIGNMENT: This contract may not be assigned or transferred in whole or in part by Vendor without the prior written consent of the Agency.

4.3 SUBCONTRACTING: For purposes of this section, subcontractors are those specifically hired to perform all or part of the work covered by this contract. Vendor must receive prior written approval before use of any subcontractors in the performance of this contract. Vendor shall describe, in an attachment if not already provided, the names and addresses of all authorized subcontractors to be utilized by Vendor in the performance of this contract, together with a description of the work to be performed by the subcontractor and the anticipated amount of money that each subcontractor is expected to receive pursuant to this contract. If required, Vendor shall provide a copy of any subcontracts within fifteen (15) days after execution of this contract. All subcontracts must include the same certifications that Vendor must make as a condition of this contract. Vendor shall include in each subcontract the subcontractor certifications as shown on the Standard Certification form available from the Agency. If at any time during the term of the Contract, Vendor adds or changes any subcontractors, then Vendor must promptly notify, by written amendment to the Contract, the Agency Purchasing Officer or the Chief Procurement Officer of the names and addresses and the expected amount of money that each new or replaced subcontractor will receive pursuant to the Contract.

4.4 AUDIT/RETENTION OF RECORDS: Vendor and its subcontractors shall maintain books and records relating to the performance of this contract and any subcontract necessary to support amounts charged to the Agency pursuant this contract or subcontract. Books and records, including information stored in databases or other computer systems, shall be maintained by the Vendor for a period of three (3) years from the later of the date of final payment under the contract or completion of the contract, and by the subcontractor for a period of three (3) years from the later of final payment under the term or completion of the subcontract. If Federal funds are used to pay contract costs, the Vendor and its subcontractors must retain their respective records for five (5) years. Books and records required to be maintained under this section shall be available for review or audit by representatives of: the procuring Agency, the Auditor General, the Chief Procurement Officer, State of Illinois internal auditors, upon reasonable notice and during normal business hours.