Response to Vendor Questions PREA~1.docx

Latoya Hughes Acting Director JB Pritzker Governor The Illinois Department of Corrections 1301 Concordia Court, P.O. Box 19277 • Springfield, IL 62794-9277 • (217) 558-2200 TDD: (800) 526-0844

Mission: To serve justice in Illinois and increase public safety by promoting positive change for those in custody, operating successful reentry programs, and reducing victimization.

www.illinois.gov/idoc

PREA Case Management Database

25-426DOC-CENTO-B-46053

Vendor Questions

1. “USE AND OWNERSHIP: All work performed or supplies created by Vendor under this contract, whether written documents or data, goods or deliverables of any kind, shall be deemed work for hire…” - Any flexibility from the State here in terms of product ownership? Our product is Software-as-a-Service, although we could alternatively develop a 100% custom solution for the State as well.

· Answer: Section 4.9 of the Contract document allows for “unless otherwise agreed in writing”. However, all data collected over the term of the contract will be considered property of the State and will be transferred to the State at contract expiration.

2. “MAXIMUM AMOUNT: The total payments under the initial term of this contract shall not exceed $Click here to enter text without a formal amendment.” - Is there a maximum amount, or an estimated budget available for this project? It’d be helpful as we scope out what can/will be included.

· Answer: This section is completed by the Agency upon award. There is no published budget allocation. Responses to this solicitation should include all items needed to meet the specification outlines within.

3. What software system(s) is the state currently using to manage PREA-related case data?

· Answer: Tracking is currently performed utilizing a customized Microsoft Access database.

4. Is the state intent on moving to a new PREA case management system, or is it possible the state will retain their current system at the conclusion of the RFP process?

· Answer: Invitations for Bid are awarded to the lowest priced responsive and responsible bidder with no consideration of the current or past contracts.

5. Would it be possible for the State to grant a two-week extension for the submission? This additional time will allow us to ensure a thorough and high-quality response that fully aligns with the RFP requirements. Please let us know if this request can be accommodated.

· Answer: Bid opening has been pushed to 1:00 PM on 2/26/25

6. Point A8. Small Business Set-Aside – Is there a set-aside for Small Business? On the portal, it is marked as "No," but we kindly request the State to confirm whether a set-aside or preference is applicable.

· Answer: This solicitation is not a Small Business Set Aside solicitation and there is no preference for small business

7. Will there be any preference or advantage given to local vendors in the evaluation process for this RFP?

· Answer: There is no local preference established for this solicitation

8. What was annual spend for the previous year on this Project? If this is a new Contract, what is the annual Budget for this?

· Answer: This is a new initiative and budget goals have not been published at this time.

9. Contractors are not allowed, correct?

· Answer: Correct, Subcontractors are not allowed

10. are credits giving for being a small business in IL?

· Answer: This solicitation is not a Small Business Set Aside solicitation and there is no preference for small business

11. TYPE OF PRICING: The Illinois Office of the Comptroller requires the State to indicate whether the contract price is firm or estimated at the time it is submitted for obligation. The total price of this contract is estimated - You mentioned lowest price that needs all tech requirements (in pre-bid conference)

· Answer: The requirements of the Office of the Comptroller are independent from the verbiage used in Procurement code. “Estimated” price indicated here pertains to requirements of the Comptroller. This solicitation is an Invitation for Bid and will be awarded to the lowest priced responsive and responsible bidder.

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