RFI - Illinois Department of Corrections - Virtual Classroom Equipment - JTW ~2.docx

Illinois Department of Corrections Request for Information Virtual Classroom Equipment

201-426DOC-CENTO-B-18191

OVERVIEW

The Department of Corrections (“Department”) seeks participants to submit non-price information about the availability of specified types of supplies and services. The Request for Information (RFI) is not a procurement method and will not result in a participant receiving a contract. (44 Ill. Adm. Code 1.15) Responding to the RFI is not a prerequisite to participate in a future procurement(s), and does not obligate the State to conduct a future procurement. Further, a response to this RFI does not provide any advantages to the participant in potential future Requests for Proposals (RFPs). All information received in a participant’s response will be available for public review. (44 Ill.Adm. Code 1.2050[j])

You are invited to provide non-proprietary, non-price information within the RFI’s scope. You are prohibited from providing pricing, the details of customized solutions, sample procurement specifications, or any other information outside the scope of the RFI because it could disqualify your organization from participating in future related procurements. (30 ILCS 500/50-10.5[e])

However, you may provide general information about industry trends and innovations, products, services or industry best practices that are not specifically tailored to meet the State’s needs. For additional information on prohibited vs. non-prohibited information, please see 44 Ill. Adm. Code 1.2005(v).

DO NOT INCLUDE ANY PRICING INFORMATION IN RESPONSE TO THIS RFI

I. Scope.

Pursuant to 730 ILCS 5/3-3-7 the Illinois Department of Corrections (“Department”) is seeking information from qualified firms who have substantial experience and knowledge with providing and establishing equipment and services for online staff training services.

II. Desired Information

Vendors responding to this request should include information as it pertains to their relevant experience in and products, but not limited to, the following areas:

1. Knowledge of a physical building’s fixed assets and corresponding valuation of useful life;

1. Determining proper utilization of the equipment in a classroom, healthcare, clinical or related correctional environment setting to ensure effective functionality;

1. Prioritizing deferred maintenance projects for large scale overhauls of complex physical layouts encompassing multiple buildings and continuous operations in a secure environment.

1. Types of devices for Education/Healthcare/Clinical Video Platforms.

III. Vendor Responses.

Responses should include the following information:

1) Pamphlets, brochures and other marketing documents detailing the full scope of services provided by the respondent’s company.

2) Responses to this RFI should include a high-level description of current industry practices that relate to this RFI.

3) Any additional materials that would be relevant to the information listed in Part III of this RFI

IV. Conditions:

1. The Illinois Department of Corrections reserves the right not to issue a solicitation to procure any services as a result of this Request for Information. The purpose of this RFI is for the solicitation of information only as it regards virtual classroom equipment and services for correctional staff. Failure to respond to the RFI does not preclude subsequent participation in any procurement process developed as a result of this RFI.

2. The Illinois Department of Corrections shall not be responsible for any costs incurred by a Respondent to this RFI as a result of responding to the RFI.

3. Responses to this RFI shall be subject to disclosure under the Illinois Freedom of Information Act. If a Respondent believes information contained in their response would be exempt due to its proprietary nature it should be removed and not submitted in reference to this RFI.

V. Mailing and Project Contact.

All interested parties may respond to this RFI. Each respondent must submit one original of its response regarding industry information. If you have a question, contact the Project Contact Person listed below. Do not discuss this request or your response with any State officer or employee other than the Project Contact Person.

Mailing/Project Contact:

Jacenta Wilson, APO Illinois Department of Corrections Procurement Office 1301 Concordia Court Springfield, Illinois 62794 217-558-2200 x 4123 Jacenta Wilson, APO Jacenta.Wilson@illinois.gov

VI. Response Due Date & Time

a. Date: Monday, November 2, 2020.

b. Time: 10:00am CST

VII. TERMS OF RESPONSE

a. GOVERNING LAW AND FORUM: Illinois law and rule govern this solicitation. Respondent must bring any action relating to this solicitation in the appropriate court in Illinois. This document contains statutory references designated with “ILCS.” Respondent may view the full text at (http://www.ilga.gov/legislation/ilcs/ilcs.asp). The Procurement Code, specifically Article 40 (30 ILCS 500/40), and the Standard Procurement Rules (44 Ill. Adm. Code Part 1 are applicable to this solicitation and may be respectively viewed at (http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7) and (http://www.ilga.gov/commission/jcar/admincode/044/044parts.html).

b. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT:

A.b.1. All Responses, including late submissions, become the property of the State and will not be returned. All Responses will be open to the public under the Illinois Freedom of Information Act (FOIA) (5 ILCS 140) and other applicable laws and rules, unless Respondent requests in its Response 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 Responses confidential. Respondents must show the specific grounds in FOIA or other law or rule that support confidential treatment. Regardless, the State will disclose the successful Respondent’s name, the substance of the Response, and the price.

A.b.2. If Respondent requests confidential treatment, Respondent must submit additional copy/copies of the Response with proposed confidential information redacted. This redacted copy must tell the general nature of the material removed, and shall retain as much of the Response as possible. In a separate attachment, Respondent shall supply a listing of the provisions identified by section number for which it seeks confidential treatment and identify the statutory basis under Illinois law and include a detailed justification for exempting the information from public disclosure.

A.b.3. If the State allows electronic Responses/submissions, Respondent shall include “Redacted” in the file name when submitting a redacted copy of the Response on BidBuy. When attaching the unredacted version, the Respondent shall include “Unredacted” in the file name and check the Confidential box on the Attachments tab which ensures that BidBuy does not display the unredacted document to the public.

A.b.4. Respondent will hold harmless and indemnify the State for all costs or damages associated with the State defending Respondent’s request for confidential treatment. Respondent agrees the State may copy the Response to facilitate evaluation, or to respond to requests for public records. Respondent warrants that such copying will not violate the rights of any third party.

c. RESERVATIONS: Respondent must read and understand the solicitation and tailor the Response and all activities to ensure compliance. The State reserves the right to amend the Solicitation, reject any or all Responses, and waive minor defects. Submitting a Response does not entitle Respondent to an award or a contract. Posting Respondent’s name in a Bulletin notice does not entitle Respondent to a contract. The State is not responsible for and will not pay any costs associated with the preparation and submission of any Response. Awarded Respondent(s) shall not commence, and will not be paid for any billable work 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. 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 Respondent who is a Responsible bidder and whose Response is Responsive and best meets the specified criteria unless otherwise permitted by the Procurement Code and Administrative Code. However, 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 reject the Response and begin negotiations with another Respondent, cancel the award, or take appropriate action to meet the needs of the State. The State will determine whether the price is fair and reasonable by considering the Response, including the Respondent's qualifications, the Respondent's reputation, all prices submitted, other known prices, the project budget and other relevant factors.

e. The State will determine whether the Response meets the stated qualifications and/or requirements. Minor differences or deviations that have negligible impact on the price or suitability of the property to meet the State’s needs may be accepted or corrections allowed. If no Respondent meets a particular qualification or standard, the State may waive that qualification or standard.

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