Restraint Timeout RFP~1.pdf

State of Illinois RFP V.26.2

Illinois State Board of Education

Request for Proposal

Statewide Training and Development for Restraint, Time Out, and Isolated

Time Out Practices

26-586SBE-CHFED-B-51358

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

Challenging behavior continues to be one of the most significant barriers to accessing effective educational services, and these behaviors often result in exclusionary discipline practices such as physical restraint, time out, and isolated time out (RTO). These practices present a significant risk to the health, life, and safety of students and staff;

therefore, the Illinois State Board of Education (ISBE) is taking affirmative action to lead and support schools in transforming the school culture to reduce the use of RTO pursuant to Public Act 102-0339. To that end, the purpose of this request is to select an Offeror to provide educators with tools to enable them to more effectively work with students who may exhibit such behaviors. Under this project, all educational staff in Illinois who provide direct services to students will have free access to online professional learning modules, intensive in-person coaching, and in-person workshops that are in line with the requirements set forth in Sections 10-20.33 and 34-18.20 of the School Code (105 ILCS 5/10-20.33 and 34-18.20) and Part 1.285 of Title 23 of the Illinois Administrative Code (23 IAC 1.285). This request aligns with ISBE Strategic Goal 2:

In partnership with its stakeholders, ISBE will advocate for the necessary resources to create safe, healthy, and welcoming learning environments that meet the unique academic, social, and emotional needs of every student.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

Under the oversight of ISBE, the selected Offeror will have the following responsibilities during the term of the contract:

1. Develop and oversee a learning management system and website for external training.

2. Create and deliver high-quality online professional learning that is engaging, accessible, and grounded in adult learning theory. Professional learning must be in line with 23 IAC 1.285(h) and allow staff to complete at least 8 hours of training, covering topics that include:

a. Crisis de-escalation,

b. Restorative practices,

c. Identifying the signs of distress during physical restraint and time out,

d. Trauma-informed practices and developing a healing-centered school environment,

e. Behavior management practices,

f. Illinois rules and regulations related to RTO,

g. Safe and effective use of time out and isolated time out.

3. Maintain Virtual Communities of Practice for each professional learning area.

4. Schedule and host 15 in-person workshops across the state of Illinois and 5 virtual workshops to support school and district administrators in developing local RTO policies and procedures.

5. Support schools and districts that have received finding of noncompliance with 23 IAC 1.285 from ISBE via state RTO complaint.

6. Collaborate with other projects that have statewide and national impact by participating as exhibitors and presenters at conferences and conducting outreach to other entities providing professional development in Illinois.

7. Develop a plan for continuous improvement over the course of the contract that includes, but is not limited to:

a. Quarterly progress reports to ISBE.

b. A review of data related to training participation, pre/post assessments, and feedback surveys.

c. An evaluation of the services provided to ensure they are provided equitably across the state.

d. How the Offeror will adapt to changes to the relevant laws and rules.

e. The need for additional training in any identified areas.

A.3. SCHEDULE & BUDGET

Solicitation Posted March 2026

Bid Opening April 2026

Technical Evaluation April 2026

Award May 2026

Contract Execution June 2026 – Contract begins July 1, 2026

A.4. UNIQUE CONSIDERATIONS

If the laws and rules surrounding training programs or certification for RTO change, the

Offeror will need to be proactive in updating their training materials and ensure that all content reflects the latest legal requirements. This means having a system in place for quick updates and potentially a dedicated team member or department to monitor legislative changes. Additionally, the Offeror must comply with the relevant requirements of the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. 1232g), the Illinois

School Students Records Act (ISSRA) (105 ILCS 10/1 et seq.), and the Student Online

Personal Protection Act (SOPPA) (105 ILCS 85/1), regarding the confidentiality of student records. Furthermore, the Offeror will follow ISBE’s confidentiality requirements for all ISBE data, pursuant to the Data Processing Confidentiality Act (30 ILCS 585/0.01 et seq.). The selected vendor will have monthly meetings with ISBE, and they will be required to discuss any updates with ISBE during these meetings.

A.5. TERM

A.5.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term commencing upon July 1, 2026, or upon the last dated signature of the parties, whichever is later, and ending on June 30, 2029. 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

In November 2019, ProPublica and the Chicago Tribune published the results of an investigation (The Quiet Rooms) into the use of physical restraint and isolated time outs in Illinois schools. The stories from students and parents and the data collected by reporters were appalling and deeply saddening. In response to this investigation, ISBE took swift action to address the situation, including banning the use of isolated time out and the adoption of emergency rules (23 IAC 1.285). In August 2021, Governor Pritzker signed Public Act 102-0339 into law which amended 105 ILCS 5/2-3.130, 10-20.33, and

34-18.20 to further address these concerns and solidify ISBE’s role and authority with respect to monitoring and oversight.

Under 23 IAC 1.285(h), any adult who is supervising a student in isolated time out or time out, or who is involved in a physical restraint, shall receive at least 8 hours of developmentally appropriate training annually. Online training may be utilized in the areas of crisis de-escalation, restorative practices, identifying the signs of distress during physical restraint or time out, trauma-informed practices, developing a healing-centered school environment and behavior management practices. However, online training may not be used for training pertaining to physical restraint. Most schools and districts contract with third-party vendors to provide training to staff in the safe and effective use of physical restraint; however, most of these programs only conduct recertification of staff biannually.

B.2. VOLUMES & QUANTITIES

Since the beginning of the 2023-2024 school year, ISBE has issued findings and ordered corrective actions in 60 RTO investigations. Of these corrective actions, approximately

60% included orders for additional training in crisis de-escalation, behavior management, restorative practices, and trauma-informed practices. Approximately 75% of orders required training on identifying the signs of distress during RTO. 60% of corrective actions required school or district administrative staff to attend an in-person workshop to learn how to develop local RTO policies and procedures. 55% required complete retraining of all staff working within the school or district. These data show

ISBE’s reliance on these training modules and workshops as part of orders for corrective action, and there is a significant need in the field for access to such professional learning. Furthermore, most third-party vendors providing training in physical restraint do not provide training on time out and isolated time out that complies with Illinois laws and rules. Thus, the field at large needs access to such training should they wish to use these practices in their school or district.

https://features.propublica.org/illinois-seclusion-rooms/school-students-put-in-isolated-timeouts/

B.3. AREAS OF CONCERN/CHALLENGES

The laws and rules governing the use of RTO have the potential to change throughout the term of this contract. The Offeror must be proactive in updating their training materials and ensure that all content reflects the latest legal requirements. The selected vendor will have monthly meetings with ISBE, and they will be required to discuss any updates with ISBE during these meetings

There is minimal assurance that participants have achieved the desired level of learning after completing a module. There is not currently a benchmark to show proficiency in earning a certificate.

B.4. STRENGTHS

There is a current learning platform and training in place that is well aligned with 23 IAC

1.285.

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

• Offer to the State of Illinois

• Commitment to Diversity

Blank documents may be found on the Chief Procurement Officer for General Service’s website at https://cpo-general.illinois.gov/solicitation-and-contract-templates.html and on the BidBuy posting under “File Attachments:”. Business Enterprise Program/Veterans Small Business Program

Utilization Plan may be downloaded from the Commission on Equity and Inclusion’s website at https://cei.illinois.gov/purchasing-entity-resources/compliance.html.

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

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

https://cpo-general.illinois.gov/solicitation-and-contract-templates.html https://cei.illinois.gov/purchasing-entity-resources/compliance.html

Price entries on the Items tab will be locked automatically upon submission of the quote.

E n t e r i n g c o s t , p r i c i n g o r d i s c o u n t i n f o r m a t i o n i n t h e A l t e r n a t e D e s c r i p t i o n m a y r e s u l t i n d i s q u a l i f i c a t i o n . 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:

General Tab : Save and Continue Items Tab Follow instructions in the Pricing section of the solicitation document as to whether pricing will be entered in the Unit Cost of the Items Tab or submitted as a separate Pricing Document in the Attachments Tab.

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.

Terms and Conditions Tab

: Select “Yes”, “No”, or “Yes with Exceptions”

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.

Attachments Tab For each required quote attachment listed:

: “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.

Summary Tab : “Submit Quote”

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

https://cpo-general.illinois.gov/vendor-resources.html

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

March 25, 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. SECURITY

Bid/Performance Bond: $ N/A. If a bond is required, Offeror must submit the Bid Bond with your offer or Performance Bond to the Information Contact within ten (10) days after contract execution. The bond must be from a surety licensed to do business in

Illinois. An irrevocable letter of credit is an acceptable substitute. The form of security must be acceptable to the State.

C.8. TERMS AND CONDITIONS

Standard Terms and Conditions will become a part of any resulting contract. To view the

Standard Terms and Conditions, please go to https://cpo-general.illinois.gov/solicitation-and-contract-templates.html.

Agency Terms and Conditions will also become a part of any resulting contract and are attached hereto as Exhibit A.

https://www.bidbuy.illinois.gov/bso/ https://cpo-general.illinois.gov/solicitation-and-contract-templates.html

EVALUATION PROCEDURES

C.9. 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.

C.10. 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.

C.10.1. 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.

C.10.2. Subcontractor Disclosure: If the Offer includes any subcontractors, then

Offeror shall complete the Subcontractor Disclosure section of the Offer to the State of Illinois.

C.10.3. 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

C.10.4. If completing Vendor Disclosure, required parts may include and may not be limited to:

• Business and Directory Information: Offeror should complete and return the Business and Directory Information form in Vendor

Disclosure, Part 1.

• Illinois Department of Human Rights (IDHR) Public Contracts

Number: Offeror shall complete and return the IDHR Public

Contracts Number form in Vendor Disclosure, Part 2.

• Authorized to Transact Business or Conduct Affairs in Illinois: A person (other than an individual acting as a sole proprietor) must be a duly constituted legal entity prior to submitting an Offer and authorized to transact business or conduct affairs in Illinois prior to execution of the contract. For more information, see

Authorized to Transact Business or Conduct Affairs in Illinois in

Vendor Disclosure, Part 3.

• Standard Illinois Certifications: Offeror shall complete and return the Standard Illinois Certifications form in Vendor Disclosure, Part

4.

• State Board of Elections Registration: Offeror may be prohibited from making political contributions and be required to register with the State Board of Elections. For more information, see State

Board of Elections in Vendor Disclosure, Part 5.

• Disclosure of Business Operations with Iran: Offeror should complete and return the Disclosure of Business Operations with

Iran form in Vendor Disclosure, Part 6.

• Financial Disclosures and Conflicts of Interest: Offeror shall complete and return the Financial Disclosures and Conflicts of

Interest form in Vendor Disclosure, Part 7.

• Taxpayer Identification Number: Offeror should complete and return the Taxpayer Identification form in Vendor Disclosure, Part

8.

C.10.5. 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.

C.10.6. 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.

C.11. EVALUATION METHODOLOGY

The Technical Requirements are described in Sections F.2., F.3., and F.5. The State evaluates the Technical Requirements without consideration of price.

C.11.1. Total Number of Points Available for Technical Requirements is: 200

C.11.2. Offeror shall complete and return Sections F.2., F.3.

C.11.3. Relative Weight in Point Format

Technical Requirements Points Available

Mandatory Requirements with Evidence 0; all must be met and are evaluated as pass or fail

Proposed Technical Solution (Desirable elements) 80

Synchronous Professional Development and Support 80

Plan for Continuous Improvement 40

C.12. 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.

C.12.1. The total number of points for Commitment to Diversity is 40.

C.12.2. Offeror shall complete and return Section F.4 Commitment to Diversity

C.12.3. 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 with businesses owned by women, minorities, or persons with disabilities. 10%

Category 3 – Diversity, Equity and Inclusion (DEI) Spend – Offeror’s percentage of business, education and/or community spend from prior calendar year gross revenue that involves businesses owned by women, minorities and/or persons with disabilities. The assisted businesses are not required to be certified in the Illinois Business Enterprise Program. 20%

Category 4 – DEI Time - Offeror’s hours spent in the prior calendar year on promoting DEI in the workplace, the community, education institutes, or supporting businesses owned by women, minorities, or persons with disabilities. The assisted business is not required to be certified in the Illinois Business Enterprise Program. The success or failure of each event does not impact the points achieved. The event may be voluntary or paid time.

20%

Category 5 – DEI Policies - The vendor has provided a written copy/screenshot of their current written workforce diversity, equity, and inclusion (“DEI”) policy. The policy provided must be actionable plans, not overarching concepts around DEI. 10%

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

C.13. PRICE

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

Diversity proposals.

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

C.13.1. The total number of points for Price is 48

C.13.2. The State will determine Price points using the following formula:

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

Points

C.14. MAXIMUM AVAILABLE POINTS

The maximum number of points is 200 (Technical) + 40 (Commitment to Diversity) + 48

(Price) = 288 maximum available points.

Section D. ADMINISTRATIVE REQUIREMENTS

D.1. GOVERNING LAW AND FORUM

Illinois law and rules govern this solicitation and any resulting contract. Offeror must bring any action relating to this solicitation or any resulting contract in the appropriate court in Illinois. This document contains statutory references designated with “ILCS”.

To view the full text, go to https://ilga.gov/Legislation/ILCS/Chapters . The Illinois

Procurement Code (30 ILCS 500) and the Standard Procurement Rules (44 ILL. ADM.

CODE PART 1) are applicable to this solicitation. To view them respectively, go to

Illinois General Assembly - 30 ILCS 500/ Illinois Procurement Code and Illinois General

Assembly - ADMINISTRATIVE CODE.

D.2. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT

Offers become the property of the State. All offers will be open to the public under the

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

Offeror’s name, the substance of the Offer, and the price.

If Offeror requests confidential treatment, Offeror must submit additional copy/copies

(see Instructions for Submission of Offers in Section C.) of the Offer with proposed confidential information redacted. This redacted copy must tell the general nature of the material removed and shall retain as much of the Offer as possible. In a separate attachment, Offeror shall supply a listing of the provisions identified by section number for which it seeks confidential treatment and identify the statutory basis or bases under

Illinois law, including a detailed justification for exempting the information from public disclosure.

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

D.3. MINORITY CONTRACTOR INITIATIVE

The State requires a fee of $15 to cover expenses related to the administration of the

Minority Contractor Opportunity Initiative. Any offeror awarded a contract of $1,000 or more under Section 20-10, 20-15, 20-25 or 20-30 of the Illinois Procurement Code (30

ILCS 500) is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the

Comptroller’s Administrative Fund. 15 ILCS 405/23.9.

https://ilga.gov/Legislation/ILCS/Chapters https://www.ilga.gov/Legislation/ILCS/Articles?ActID=532&ChapterID=7 https://www.ilga.gov/Legislation/ILCS/Articles?ActID=532&ChapterID=7 https://ilga.gov/agencies/JCAR/Sections?PartID=04400001&TitleDescription=TITLE%2044:%20%20GOVERNMENT%20CONTRACTS,%20GRANTMAKING,%20%20%20PROCUREMENT%20AND%20PROPERTY%20MANAGEMENT https://ilga.gov/agencies/JCAR/Sections?PartID=04400001&TitleDescription=TITLE%2044:%20%20GOVERNMENT%20CONTRACTS,%20GRANTMAKING,%20%20%20PROCUREMENT%20AND%20PROPERTY%20MANAGEMENT

D.4. FEDERAL FUNDS

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

Federally funded and the dollar amount of such Federal funds will be disclosed.

D.5. EMPLOYMENT TAX CREDIT

Offerors who hire qualified veterans and certain ex-offenders may be eligible for tax credits. 30 ILCS 500/45-67 and 45-70. Please contact the Illinois Department of

Revenue (217-524-4772) for information about tax credits [35 ILCS 5/216, 5/217].

D.6. RESERVATIONS

Offeror must read and understand the solicitation and tailor the Offer and all activities to ensure compliance. The State reserves the right to amend the solicitation, reject any or all offers, award by item/services, group of items/services, or grand total, and waive minor defects. The State may request a clarification, inspect Offeror’s premises, interview staff, request a presentation, or otherwise verify the contents of the Offer, including information about subcontractors and suppliers. The State may request Best &

Final Offers when appropriate. The State will make all decisions on compliance, evaluation, and terms and conditions, and shall make decisions in the best interests of the State and in accordance with the Illinois Procurement Code, rules and other applicable State and Federal statutes and regulations. This competitive process may require that Offeror provide additional information and otherwise cooperate with the

State. If an offeror does not comply with requests for information and cooperate, the

State may reject the offer as non-responsive to the solicitation. Submitting an offer does not entitle Offeror to an award or a contract. Posting a vendor’s name in a Bulletin notice does not entitle the vendor to a contract. The State is not responsible for and will not pay any costs associated with the preparation and submission of any offer.

Awarded Offeror(s) shall not commence and will not be paid for any billable work undertaken prior to the date all parties execute the contract, unless approved in writing in advance by the State Purchasing Officer or the Chief Procurement Officer (or designee).

D.7. AWARD

The State is not obligated to award a contract pursuant to this solicitation. If the State issues an award, the award will be made to the responsive and responsible offeror whose offer best meets the specified criteria unless otherwise permitted by the Illinois

Procurement Code and Illinois Administrative Code. However, if the State does not consider the price to be fair and reasonable and negotiations fail to meet an acceptable price, then the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State will determine whether the price is fair and reasonable by considering the offer, including the offeror's qualifications, the offeror's reputation, all prices submitted, other known prices, the project budget and other relevant factors. The State will post a notice to the Bulletin identifying the apparent most responsive and responsible offeror.

D.8. INVOICING ADDRESS

The awarded Vendor shall invoice at the completion of the contract unless invoicing is tied in the contract to milestones, deliverables, or other invoicing requirements agreed to in the contract. The Bulletin posting contains the “Bill-to Address:” where invoices should be sent.

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

D.9. PROTEST REVIEW OFFICE

Offeror may submit a written protest to the Protest Review Office following the requirements of the Standard Procurement Rules. 44 ILL. ADM. CODE 1.5550. For protests related to specifications, the Protest Review Office must physically receive the protest no later than fourteen (14) days after the solicitation or related addendum was posted to the Bulletin. For protests related to rejection of individual proposals or awards, the protest must be received by close of business no later than fourteen (14) days after the protesting party knows or should have known of the facts giving rise to the protest.

The Protest Review Office’s information is as follows:

Chief Procurement Office

Attn: Protest Review Office

Email: cpogs.pro@illinois.gov

D.10. RESPONSIBILITY

A responsible Offeror is one who has the capability in all respects to perform fully the contract requirements and who has the integrity and reliability that will assure good faith performance. The State determines whether the Offeror is a “responsible” offeror;

an offeror with whom the State can or should do business. For example, the State may consider the following:

D.10.1. A “prohibited bidder” includes any person assisting an employee of the

State of Illinois by reviewing, drafting, directing, or preparing any invitation for bids, a request for proposal, or request of information, or providing similar assistance unless such assistance was part of a publicly issued opportunity to review drafts of all or part of these documents. For purposes of this section, an employee of the State of Illinois means one mailto:cpogs.pro@illinois.gov who, by the nature of his or her duties, has the authority to participate personally and substantially in the decision to award a State contract. No person or business shall submit specifications to a State agency unless requested to do so by an employee of the State. No person or business that contracts with a State agency to write specifications for a particular procurement need shall submit a bid or proposal or receive a contract for that procurement need.

Nothing herein is intended to prohibit a vendor from bidding or offering to supply developing technology, supplies or services after providing the

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

Code or (ii) responds to a communication initiated by an employee of the

State for the purposes of providing information to evaluate new products, trends, services, or technologies.

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

D.10.3. Awarded offerors must always have financial resources sufficient, in the opinion of the State, to ensure performance of the contract and must provide proof upon request. The State may require a performance bond if, in the opinion of the State, it ensures performance of the contract.

The State may terminate the contract, consistent with the termination for cause provision of the contract, if the vendor lacks the financial resources to perform under the contract.

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

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

https://pathway2procurement.illinois.gov/bidbuy.html https://pathway2procurement.illinois.gov/bidbuy.html

Section E. PROPOSAL FORMS

Offeror must complete and return:

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

• Commitment to Diversity (Section F.4)

• Offer to the State of Illinois

Please read and follow each instruction carefully.

E.1. CONTRACT REQUIREMENTS

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

CONTRACT REQUIREMENTS

F.1.1. Create and deliver high-quality online professional learning that is engaging, accessible, and grounded in adult learning theory. Professional learning must be in line with 23 IAC 1.285(h) and allow staff to complete at least 8 hours of training, covering topics that must include:

a. Crisis de-escalation,

b. Restorative practices,

c. Identifying the signs of distress during physical restraint and time out,

d. Trauma-informed practices and developing a healing-centered school environment,

e. Behavior management practices,

f. Illinois rules and regulations related to RTO,

g. Safe and effective use of time out and isolated time out.

F.1.2. Develop and oversee a learning management system and website for external training.

F.1.3. Maintain Virtual Communities of Practice for each professional learning area.

F.1.4. Schedule and host 15 in-person workshops across the state of Illinois and 5 virtual workshops to support school and district administrators in developing local RTO policies and procedures.

F.1.5. Support schools and districts who have received finding of noncompliance with 23 IAC

1.285 from ISBE via state RTO complaint.

F.1.6. Collaborate with other projects that have statewide and national impact by participating as exhibitors and presenters at conferences and conducting outreach to other entities providing professional development in Illinois.

F.1.7. Mutual data sharing agreements. Including the sharing of summary and detailed data obtained by ISBE pertaining to reported incidents of RTO and the sharing of data by the Offeror pertaining to the services provided (number of users accessing content, number of workshop attendees, etc.).

F.1.8. Develop a plan for continuous improvement over the course of the contract that includes, but is not limited to:

a. Quarterly progress reports to ISBE.

b. A review of data related to training participation, pre/post assessments, and feedback surveys.

c. An evaluation of the services provided to ensure they are provided equitably across the state.

d. How the Offeror will adapt to changes to the relevant laws and rules.

e. The need for additional training in any identified areas.

F.1.9. Learning modules will be subject to ISBE approval.

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

E.2. MANDATORY REQUIREMENTS WITH EVIDENCE

Please check “Met” to each of the mandatory requirements for the proposed solution. An

Offeror that does not provide substantiating evidence for each requirement will be disqualified and the rest of the proposal will not be scored.

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

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

MANDATORY REQUIREMENTS WITH EVIDENCE Proposal Section and

Page Number

F.2.1. The Offeror must demonstrate at least 3 years prior experience in developing and providing online professional learning that is engaging, accessible, and grounded in adult learning theory.

Met

F.2.2. The Offeror must have the capacity to develop and oversee a learning management system and to provide technical assistance to users as needed. The Offeror must include an outline of the proposed learning management system with a detailed description of the Offeror’s plan to develop, publish, and maintain the system.

F.2.3. The Offeror must have the logistical and operational capacity to conduct up to 15 in-person workshops across the state of Illinois and 5 virtual workshops. Must include a detailed plan on how the Offeror intends to schedule, plan, and host 15 in-person workshops and how the Offeror will ensure that staff across the state can access the workshops.

E.3. PROPOSED TECHNICAL SOLUTION – DESIRABLE ELEMENTS

Please explain how your organization meets or will meet each of the desirable elements.

Use the column on the right to indicate the section and page number of your proposal where your response to each item may be found.

PROPOSED TECHNICAL SOLUTION ELEMENTS

(40%)

Point Value Proposal Section and

Page Number

F.3.1. Offeror should provide evidence of demonstrated experience and expertise in the laws and rules pertaining to physical restraint, time out, and isolated time out (RTO).

F.3.2. Offeror should provide a description of a proposed training program that would provide Illinois educators with access to at least 8 hours of professional development in the areas of crisis de-escalation, restorative practices, identifying the signs of distress during RTO, trauma-informed practices, behavior management practices, Illinois rules and regulations, and the safe and effective use of time out and isolated time out. The description should include a detailed workplan with: milestones, staff assignments, and timeline.

F.3.3. Offeror should provide a detailed plan to maintain Virtual Communities of Practice for each professional learning area.

SYNCRONOUS PROFESSIONAL DEVELOPMENT

AND SUPPORT (40%)

Point Value Proposal Section and

Page Number

F.3.4. Offeror should describe a plan to host 15 in-person workshops across the state of Illinois and 5 virtual workshops. The offeror should provide details on how they will secure locations for the 15 in-person workshops across the state. The offeror should describe how those workshops would support school and district administrators to develop local RTO policies and procedures.

F.3.5. Offeror should describe how they would collaborate with other projects that have statewide and national impact by participating as exhibitors and presenters at conferences and conducting outreach to other entities providing professional development in Illinois. The description should include a detailed workplan with: milestones, staff assignments, and timeline.

PLAN FOR CONTINUOUS IMPROVEMENT (20%) Point Value Proposal Section and

Page Number

F.3.6. Offeror should describe how they would develop a plan for continuous improvement that includes, but is not limited to, quarterly progress reports to ISBE, a review of data related to training participation, pre/post assessments, and feedback surveys, an evaluation of services provided to ensure they are provided equitably across the state, how the Offeror will adapt to changes in relevant laws and rules, and the need for additional training in identified areas. The description should include a detailed workplan with: milestones, staff assignments, and timeline.

E.4. COMMITMENT TO DIVERSITY

Commitment to Diversity Vendor Guidance including Vendor Submission Forms are located on the Chief Procurement Officer for General Service’s website at https://cpo-general.illinois.gov/commitment-to-diversity/c2d-guidance.html and on the

BidBuy posting under “File Attachments:”

E.5. PRICING

E.5.1. FORMAT OF PRICING:

E.5.1.1. Offeror shall submit pricing in the Quote Items Tab on BidBuy, based on the terms and conditions set forth in this Request for

Proposal Solicitation Document. Offeror’s price offer shall serve as the basis for the compensation terms of the resulting contract. Failure to submit pricing in the Items Tab on BidBuy may render Offeror’s entire Offer non-responsive and ineligible for award. Note: any pricing entered in the Unit Cost of the

Items Tab will be locked until after Technical and Commitment to Diversity Evaluations are complete. 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.

E.5.2. TYPE OF PRICING: The Illinois Office of the Comptroller requires the

State to indicate whether the contract pricing is firm or estimated at the time it is submitted for obligation. Pricing pursuant to this contract is firm.

E.5.3. EXPENSES ALLOWED: Expenses are not allowed as follows:

E.5.4. TAXES: Pricing shall not include any taxes unless accompanied by proof the State is subject to the tax. If necessary, Offeror may request the applicable agency’s Illinois tax exemption number and federal tax exemption information.

E.5.5. OFFEROR’S PRICING OFFER: Enter pricing in the line items of BidBuy.

E.5.5.1. Renewal Compensation: If the contract is renewed, the price shall be at the same rate as for the initial term unless a different compensation or formula for determining the renewal compensation is stated in this section.

https://cpo-general.illinois.gov/commitment-to-diversity/c2d-guidance.html

E.5.5.1.1. Renewal compensation will be entered by the State prior to execution of the contract.

Section F. ATTACHMENTS AND EXHIBITS

Agency Terms and Conditions are attached hereto as Attachment A.

Exhibit B - Pricing

In compliance with the State and Federal Constitutions, the Illinois Human Rights Act, the U.S. Civil

Rights Act, and Section 504 of the Federal Rehabilitation Act, the State of Illinois does not discriminate in employment, contracts, or any other activity.

The State of Illinois encourages prospective vendors to consider hiring qualified veterans and Illinois residents discharged from any Illinois adult correctional center, in appropriate circumstances.