RFP - Certification Supportive Services for D7-D9 - FINAL~1.docx

ILLINOIS DEPARTMENT OF TRANSPORTATION

Request for Proposal Certification Supportive Services for Districts 7 - 9

B-45165 / 24-OBWD-R-213500

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Vendor with experience in Illinois’ transportation-related construction industry shall provide technical assistance and outreach to the Illinois Department of Transportation (IDOT), Office of Business and Workforce Diversity (OBWD)’s Disadvantaged Business Enterprises (DBEs) firms in IDOT’s Districts 7 through 9 (see Exhibit 1).

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

A.2.1 The Vendor shall provide certification assistance and outreach to the Agency’s DBE firms from the Vendor’s home office, from the Districts’ DBE Resource Center (Center), or one-on-one assistance provided at a DBE firm’s home or office location only when necessary, e.g., assistance that cannot feasibly be provided at the Center, or if a firm cannot access transportation, with request made by the DBE firm and supporting documentation provided, and travel approved by IDOT’s Bureau of Small Business Enterprises (SBE). Related workshops and other modes of assistance / training and informational venues shall be provided/attended by the Vendor as determined by SBE. The number of hours/days per week that the Vendor shall provide assistance, and the number of staff and/or subcontractors the Vendor shall utilize at the Center, will be determined by SBE with prior approval required by SBE. Firms shall be referred to the Vendor by the Agency staff, from outreach events, and various other avenues.

A.2.2 Travel must be pre-approved by SBE. The Vendor shall restrict all approved business travel in Districts 7 through 9 to a maximum of three (3) hours one way, and only within the geographical area covered by the Districts. To the extent Vendors are permitted to bill for travel time, such time may be billed based upon a starting location of the Resource Center located within their awarded District that services are taking place. Supportive Services Assistance, SBE requested workshops, events, etc. held at the Resource Center are not eligible for travel costs. Any travel time that does not receive prior Agency approval will not be billable. SBE may request attendance at events, conferences, meetings, etc. When attendance at events is requested by SBE, Vendor shall be permitted to bill for (round trip) travel time between the Resource Center in the awarded district and the requested location.

A.2.3 The Vendor shall provide assistance to the firms seeking certification assistance on the basis of the specific need(s) of the firm.

The Vendor shall provide services that include, but are not limited to, those listed in Section A.2.1,.

Timeliness:

When a Vendor receives a request from SBE for certification assistance, the Vendor shall contact the firm within 24-hours (with the exception of weekends and holidays) regarding the requested assistance. The assistance shall then be provided in an expeditious manner consistent with the desired services requested.

Number of Agency DBE firms in District 7 - 9:

As of June 10, 2024, the number of firms DBE-certified by the Agency in each of its Highway Districts (Districts 7 - 9) is as follows:

District 7 District 8 District 9

A.2.4 PERFORMANCE GOAL: To increase the number of firms aware of the DBE program and the number of DBE certified firms in each of the Districts.

The Vendor shall perform the following services as required:

· Training presentations;

· Assist prospective DBEs with the DBE Certification Process;

· Assist IDOT-certified DBEs with the Work Category Expansion Process; and

· Provide the Bureau of Small Business Enterprises with a DBE Outreach Plan for their Districts.

A.2.5 Direct service hours: The Vendor's personnel and/or subcontractors may bill for direct service hours only, i.e., actual providing the above services without prior approval. Meetings that take place with someone other than the firm’s owner must have a verification sheet signed by the owner of the firm as well as the individual representative from the firm. The firm’s TIN must be included on the form and the form must be completed at the time of service. Activity Reports (ARs) should be detailed with information regarding the services provided. Lack of such detail will result in adjustments and could delay payment of services.

Telephone calls are billable only if they are directly related to providing the above services, and:

A.2.6 Telephone records to corroborate the calls must be provided with billing. Undocumented and/or uncorroborated phone calls are not billable. Telephone and text messages are not a billable service regardless of duration or number of messages left. Sending facsimiles and e-mails are generally not billable services regardless of duration or number of facsimiles or e-mails sent. Exceptions may be made to permit e-mail communication to be billed only if there is sufficient documentation to show that a direct service was provided, such as questions answered, advice given, etc. Under no circumstances may a Vendor bill for the time taken to transmit a facsimile or e-mail or for other costs associated with such transmissions.

A.2.7 Wait Time. In the event that the Vendor had a scheduled meeting with a firm to provide services and the firm did not appear, or the firm cancelled too late and the Vendor was already at the location to provide the services, wait time of 15 minutes will be billable IF sufficient documentation can be provided. An email verification of the meeting should be recorded and acknowledgment from the firm ascertaining to their attendance. A sign-in sheet from the Resource Center verifying the time and date of the Vendor’s arrival and wait time for billing. Undocumented meeting verifications and wait times are not billable.

A.2.8 Administrative costs: The Vendor's administrative costs are not billable as direct service hours.

Administrative costs are considered overhead like time spent entering the data into the application for billing, contract management activities, reporting, etc. The fully loaded hourly rate should also include any administrative costs you may incur. See PRICING Section for more information.

A.2.9 Monthly invoice: The Vendor shall be required to submit a monthly invoice, with supporting documentation (see below), for reimbursement of project costs no later than the 20th day after the end of the previous month. Any activities not included in the invoice for that month cannot be billed in Activity Report (AR) at a later date without prior written approval. Failure to submit billing in a timely fashion may require prosecuting a claim in the Court of Claims. Failure to submit billing in a timely manner may also result in termination of contract.

Support documentation that must accompany monthly invoice:

A.2.9.1 The Vendor shall be required to submit an Activity Report (AR), with corresponding time sheets for each labor category that is submitting billing hours for the month. The AR will provide complete information, in chronological order by date, for each labor category’s activities and travel. Time will be reported and billed in quarter-hour increments.

A.2.9.2 Use of the Agency’s AR is required and only the web-based application provided by the Agency is to be used. Internet access is a requirement for billing. Any deviations may lead to a delay or rejection in the processing of the monthly invoice. Adjustments made to any invoice will be addressed during the following billing cycle. (See Exhibit 2).

A.2.9.3 For each direct service provided, the Vendor is required to provide the Agency with a verification form signed by the Vendor and the individual/firm confirming the specified services provided (See Exhibit 3). The verification form should be completed and signed at the time of the meeting. Verification forms not signed at the time of the meeting will not be accepted. The Web Application specifies what various activity codes require as supporting documentation for billing purposes.

A.2.10 Completion and submittal of the monthly invoice, ARs, timesheets, and supporting documentation are required on a monthly basis. Due to the critical need for this information to be submitted in a timely manner, if the Vendor fails to submit the required documents by the time specified in Sections A.2.5 and A.2.9., the Agency may terminate the contract.

A.2.11 Service time deductions: If the Agency makes “service time” deduction(s) or adjustments from a Vendor's AR and subsequent invoices, any requests and supporting documentation for rebilling of the deductions by the Vendor must be submitted within 30 days of receipt of the payment warrant. Any outstanding items after 30 days may result in delayed payment or may necessitate vendor prosecuting a claim in the Court of Claims. Adjustments that have been approved for payment will be processed in the following billing cycle.

A.3. REPORTING, STATUS AND MONITORING:

A.3.1 At the Agency’s discretion, IDOT and the Vendor shall work together to monitor performance during the contract and any warranty term. This may include use of a performance scorecard with conditions, milestones, requirements, or timetables that must be met before additional steps may be taken, or payment is due. The scorecard may also record matters related to price, service, quality, and other factors deemed important.

A.3.2 The Vendor shall cooperate with the Agency in this monitoring activity, which may require that the Vendor shall report progress and problems (with proposed resolutions), provide records of its performance, allow random inspections of its facilities, participate in scheduled meetings, and provide management reports as requested by the Agency.

A.3.3 Year-end Report: A year-end report shall be submitted no later than the 15th day of the month following the end of the fourth (4th) quarter for the Federal Highway Administration (FHWA) that provides a synopsis on each firm that received assistance during the contract year. Each synopsis will include the firm’s status when assistance was first requested, how the firm improved over time with the Agency’s DBE supportive services assistance, and the firm’s status at the end of the contract year.

A.3.4 A quarterly report shall be required no later than the 15th day of the month following the last month of the quarter (ie. 1st Quarter Oct 1 – Dec 31, Reporting Deadline = Jan. 15th). Guidelines regarding what to include in the report will be provided by the Agency. (See Exhibit 4 – Federal Highway Administration (FHWA) Required Quarterly Reports).

A.3.5 Mandatory Meetings: An orientation meeting must be held within 2 weeks of contract execution. It is mandatory for all project managers to be in attendance of this meeting, and it is their responsibility to provide the information and training covered in this meeting with all staff and subcontractors working on the contract. Quarterly meetings may be held at Central Office to discuss contract administration at the discretion of the Agency, if such a meeting is held it is mandatory for project managers to attend.

A.3.6 Completion and submittal of the quarterly reports and year-end report and attendance at the quarterly meetings are required. Due to the critical need for this information to be submitted in a timely manner and attendance at the Orientation and Quarterly meetings, if the Vendor fails to submit the required documents or attend the required meetings by the time specified in Sections A.2.5, A.2.9, A.3.3, A.3.4 and A.3.5 the Agency may terminate the contract.

A.3.7 Vendor must provide a Project Manager with a minimum of three (3) years of progressive experience with Illinois’ Disadvantaged Business Enterprise (DBE) Program. Project Manager with less than 3 years’ experience will be considered non-responsive.

A.3.8 Vendor shouldt possess the qualifications to perform the scope of work of this contract, e.g., experience in DBE certification processes, experience providing presentations / trainings, developing and growing small businesses, small business management, and experience with DBE firms.

A.3.9 Vendor shouldt possess requisite knowledge of the federal regulations, 49 CFR Part 26, 23 CFR Part 230.204 and 13 CFR Part 121.

A.3.10 Vendor should possess knowledge, past experience, educational background and ability to provide the following services:

· Training presentations;

· Assist prospective DBEs with the DBE Certification Process;

· Assist IDOT-certified DBEs with the Work Category Expansion Process; and

· Provide the Bureau of Small Business Enterprises with a DBE Outreach Plan for their Districts.

A.3.11 The Vendor must submit a list of all staff, by name with corresponding district and hourly rate, assigned to this contract. This list will be submitted to the Agency within 20 working days of contract execution and updates submitted for Agency approval thereafter as future changes occur. Changes in personnel assigned to this project must receive prior approval from the Agency before incurring billable hours.

A.3.12 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 State as a breach of the contract by Vendor.

A.3.12.1 Vendor shall disclose below location where the services required shall be \performed. If at multiple locations, the known or anticipated value of the services performed at each location shall be identified. This information and economic impact on Illinois and its residents may be considered in the evaluation. If any work identified for performance in the United States is moved to another country, such action may be deemed a breach of the contract.

Location where services will be performed: Click here to enter text.

Percentage of contract of services performed at this location: Click here to enter text.

• Be able to assist contractors at contractor office by appointment -OR-

• Provide assistance at District Resource Center by appointment -OR-

• Provide virtual assistance by appointment.

A.4. TERM

A.4.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term commencing Upon Execution and ending two (2) years after execution date. 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.

A.4.2. RENEWAL: Subject to the maximum total term identified above, the State has the option to renew for the following term(s): two (2) years.

A.4.2.1. Pricing for the renewal term(s), or the formula for determining price, is in the Pricing section of this solicitation.

A.4.2.2. Any renewal of the resulting contract is subject to the same terms and conditions that apply to the initial term of the contract unless otherwise provided. The State may renew the contract for any or all of 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.

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

OBWD’s Bureau of Small Business Enterprises (SBE) is responsible for administering the Agency’s federally mandated DBE program, which is governed by Title 49, Part 26 of the Code of Federal Regulations The following services have been established.

Hours of assistance over the maximum number allowed, are not billable and not to be compensated.

CERTIFICATION ACTIVITY CODES:

Activity Code 1 – DBE Certification Assistance (Tax Identification Number is required) Activity Code 2 – DBE Outreach Event Activity Code 3 – DBE Certification Workshop Activity Code 4 – Attend IDOT Meetings, Conferences (District, Chicago, Springfield) (MUST have prior approval from SBE) Activity Code 5 – Travel Activity Code 6 – Marketing (on behalf of DBEs and IDOT)

B.2. FIGURES, DIAGRAMS, & REFERENCE DOCUMENTS

· Exhibits 1, 2, 3 & 4 are attached in BidBuy under B-45165.

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

· Offer to State (Including Subcontractor Disclosure and Where Services are to be Performed, found in BidBuy Attachments.)

· Technical response

· Pricing Table (Separate attachment in B-45165) – Pricing must be lock.

· Disadvantageds Business Enterprises (DBE) Utilization Plan Blank documents may be found on the Chief Procurement Officer for General Service’s website at https://cpo-general.illinois.gov/solicitation-and-contract-templates.html and on the BidBuy posting under “File Attachments:”. Business Enterprise Program/Veterans Small Business Program Utilization Plan may be downloaded from the Commission on Equity and Inclusion’s website at https://supplierdiversitymanagementportal.illinois.gov/home.asp Failure to submit Vendor Disclosure or IPG Active Registered Vendor Disclosure, as applicable, and the Utilization Plan(s), as applicable, with the Offer submitted in BidBuy shall render the Offer non-responsive.

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

Price entries on the Items tab will be locked automatically upon submission of the quote. Entering cost, pricing or discount information in the Alternate Description may result in disqualification. If the agency requires pricing to be submitted in an attachment, Offeror shall upload pricing under the “Required Documents” section on the Attachments tab and check the box “Does the attachment contain any pricing, cost or discount information?”. Failure to check this box allows your pricing to be viewed when bids are opened and will result in disqualification of your offer. NOTE: Do not check “Does the attachment contain any pricing, cost or discount information” if the attachment does NOT include pricing, cost, or discount information.

Documents shall be submitted in an electronic format that is accessible and readable using Microsoft Office suite software or Adobe Reader. Corrupted files shall not be considered. It is the Offeror’s responsibility to check that files are accessible and legible after uploading.

The Offeror is solely responsible for ensuring timely submission of their electronic solicitation response. Failure to allow adequate time prior to the Bid Opening Date to complete and submit a response to a solicitation, particularly in the event technical support assistance from the State is required, places the Offeror and their offer or response at risk of not being accepted.

The State encourages the Offeror to ensure that their BidBuy account is up-to-date. It is recommended that you access your BidBuy account prior to the solicitation due date and time to make sure that your company’s information is up-to-date and your password is current. Files may be uploaded at any time prior to submission.

File size may impact the uploading and downloading speed and may lead to browser time-outs, resulting in failed upload/download attempts. Please consider this dependency when attaching very large documents.

OFFEROR INSTRUCTIONS TO SUBMIT IN BIDBUY

Create Quote:

Note: any pricing entered in the Unit Cost of the Items Tab will be locked until after Technical Evaluations take place. Do not enter cost, pricing, or any discount information in the Alternate Description field. Entering cost, pricing or discount information in the Alternate Description may result in disqualification.

Note: If taking any exceptions to Standard Terms and Conditions an offeror must submit a redline version of the Standard Terms and Conditions with their proposal.

: “Upload” (next to each required attachment) : “Choose File” Note: If a pricing document is required, mark the box next to the question, “Does this attachment contain any pricing, cost, or discount information?”

Failure to mark this box when attaching a pricing document will result in disqualification.

Check this box ONLY if a separate pricing document is required.

Do NOT check this box for any other required quote attachment such as the Technical Proposal, Vendor Disclosure / IPG Active Registered Vendor Disclosure, or Utilization Plan(s), or Offer.

Offerors may also view the “Request for Proposal (RFP) Vendor Submission Instructions Video found at https://cpo-general.illinois.gov/vendor-resources.html

C.2. DUE DATE AND TIME FOR SUBMISSION OF OFFERS

Each solicitation contains the Offer due date and time, appearing as the “Bid Opening Date:” on the BidBuy posting. Offeror shall submit Offers in BidBuy, and the State shall open Offers electronically in BidBuy on the “Bid Opening Date”. The Offer must remain firm for 180 days from opening.

C.3. CONFLICT BETWEEN INFORMATION IN ELECTRONIC DOCUMENTS AND ON BIDBUY

If the State provides information in electronic documents (i.e., the RFP and other attachments) that is different or in conflict with the information the State provides on BidBuy, then the information in electronic documents is presumed to represent the State’s intent. If the Offeror provides information in electronic documents that is different or in conflict with the information the Offeror provides in BidBuy through their Seller Account, then the information in electronic documents shall represent the Offeror’s intended submission.

C.4. PUBLISHED PROCUREMENT INFORMATION

The State publishes procurement information, including solicitations, awards, and amendments, on the Chief Procurement Officer for General Services’ Illinois Procurement Bulletin, known as the Bulletin or BidBuy (https://www.bidbuy.illinois.gov/bso/). Procurement information may not be available in any other form or location. Offeror is responsible for monitoring BidBuy. The State will not be held responsible if Offeror fails to receive the optional e-mail notice of future amendments to the solicitation.

C.5. INFORMATION CONTACT

The individual listed in the “Info Contact:” field on the BidBuy posting shall be the single point of contact for this solicitation. Unless otherwise directed, Offeror should only communicate with the Information Contact. The State/Agency shall not be held responsible for information provided by or to any other person.

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

C.6. OFFEROR QUESTIONS AND AGENCY RESPONSE

All questions, other than questions raised at the Pre-Submission Conference, pertaining to this solicitation must be submitted in writing to Anita Robinson @ Anita.Robinson@illinois.gov no later than 10 days before Bid Opening date. Questions received and Agency responses may be posted as a Bid Amendment to the original solicitation on BidBuy; only these posted answers to questions shall be binding on the State. Offeror is responsible for monitoring BidBuy and BidBuy email notifications.

C.7. PRE-SUBMISSION CONFERENCE

The Agency may conduct a Mandatory or Non-Mandatory Pre-Submission Conference, listed in the “Pre-Bid Conference:” field of the BidBuy posting. Please refer to BidBuy for this information.

If attendance is mandatory, Offeror (current contractor included) will be disqualified and considered non-responsive if Offeror does not attend, is not on time, leaves early, or fails to sign the attendance sheet. Offeror must allow adequate time to accommodate security screenings at the site.

There is no pre-submission conference for this solicitation.

C.8. SMALL BUSINESS SET-ASIDE

In the Bulletin posting, if “Yes” is shown to the question “Is this a Small Business Set-Aside Procurement?”, then Offeror must be registered by the Illinois Small Business Set-Aside Program at the time Offers are due for the Offer to be evaluated. For requirements on qualifying Offeror’s business in the Small Business Set-Aside Program, please go to the Chief Procurement Office for General Service’s website at https://cpo-general.illinois.gov/sell-2-illinois.html .

C.9. DISADVANTAGED BUSINESS ENTERPRISE (DBE) PARTICIPATION AND UTILIZATION COMPLIANCE:

The BidBuy posting indicates whether this solicitation contains a goal to include businesses fully certified as a DBE in Illinois. If this solicitation is for non-construction supplies or services and contains a goal, then failure to submit a Utilization Plan shall render the Offer non-responsive. 30 ILCS 575/4(f). All questions regarding the subcontracting goal must be directed to the Agency Disadvantaged Business Enterprise (DBE) Liaison prior to submission of proposals.

DBE Goal: 27% DBE Liaison: Susan Ridgeway Phone Number: (217) 782-5490 Email Address: Susan.Ridgeway@illinois.gov

Businesses included in Utilization Plans as meeting DBE requirements as prime vendors or subcontractors must be certified by the Illinois Unified Certification Program (IL UCP) as DBE vendors prior to the Bid Opening Date. Go to http://idot.illinois.gov/doing-business/certifications/disadvantaged-business-enterprise-certification/index for complete requirements for DBE certification. Go to https://webapps.dot.illinois.gov/UCP/ExternalSearch to search for certified DBE vendors. All questions regarding the subcontracting goal must be directed to the Information Contact indicated in BidBuy no later than 10 days to the Bid Opening date.

C.10. VETERAN SMALL BUSINESS PARTICIPATION AND UTLIZATION PLAN

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

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

C.11. 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.12. 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.

Section D. EVALUATION PROCEDURES

D.1. EVALUATION PROCESS

The State assesses each Offer for Responsibility (E.10) and Responsiveness. The State considers the information provided and the quality of that information when assessing Offers. If the State finds a failure or deficiency, the State may reject the Offer or reflect the failure or deficiency in the assessment.

There are two scored parts to each proposal – technical 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 two parts shall be used in ranking the proposals.

The State may award to the most responsive and responsible offeror whose offer best meets the specified criteria.

D.2. RESPONSIVENESS

A responsive offeror is one who submits an offer that conforms in all material respects to the Request for Proposal and includes all required forms.

D.2.1. The State will determine whether the Offeror complied with the instructions for submitting offers. Except for late submissions, and other requirements that by law must be part of the submission, the State may require that an Offeror correct deficiencies as a condition of further evaluation.

D.2.2. Subcontractor Disclosure: If the Offer includes any subcontractors, then Offeror shall complete the Subcontractor Disclosure section of the Offer to the State of Illinois.

D.2.3. If completing IPG Active Registered Vendor Disclosure, then responsiveness may include and may not be limited to:

· Active Illinois Procurement Gateway registration # with expiration date

· Certifications timely to this solicitation

· Disclosure of lobbyists for Offeror and parent entity(ies)

· Disclosure of pending and current contracts

D.2.4. If completing Vendor Disclosure, required parts may include and may not be limited to:

D.2.5. The State will determine whether the Offer meets the stated Technical requirements. Minor differences or deviations that have negligible impact on the price or suitability of the supply or service to meet the State’s needs may be accepted or corrections allowed. If no offeror meets a particular Technical requirement, the State may waive that requirement.

D.2.6. When the specification calls for “Brand Name or Equal,” the brand name product is acceptable. Other products will be considered with proof that the other product meets stated specifications and is equivalent to the brand product in terms of quality, performance, and desired characteristics.

D.3. EVALUATION METHODOLOGY

The Technical Requirements are described in Sections F.1., F.2., F.3. The State evaluates the Technical Requirements without consideration of price.

D.3.1. Total Number of Points Available for Technical Requirements is: 800.

D.3.2. Offeror shall complete and return Sections F.1., F.2., F.3.

D.3.3. Relative Weight in Point Format

D.4. MINIMUM REQUIRED POINTS: 650

Requests for Proposal may specify that offerors must receive a minimum number of points in their Technical proposals combined to be considered for price evaluation and award.

The State determines how well offers meet the Technical requirement and rank the offers from best to least qualified using a point ranking system (unless otherwise specified) as an aid in conducting the evaluation. Offerors who receive fewer than the minimum required points will not be considered for price evaluation and award.

D.4.1. The total number of available points for Technical is 800 D.4.2. A minimum of 650 of the available (Technical) points is required for price evaluation and award consideration.

D.5. PRICE

The State opens Price proposals after evaluating all Technical 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.

D.5.1. The total number of points for Price is 200

D.5.2. The State will determine Price points using the following formula:

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

D.6. MAXIMUM AVAILABLE POINTS

The maximum number of points is 800 (Technical) + 200 (Price) = 1,000 maximum available points.

Section E. ADMINISTRATIVE REQUIREMENTS

E.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 http://www.ilga.gov/legislation/ilcs/ilcs.asp . 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 http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7) and https://www.ilga.gov/commission/jcar/admincode/044/044parts.html

E.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.

E.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.

E.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.

E.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].

E.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).

E.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.

E.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.

E.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 300 West Jefferson Suite 128 Springfield, IL 62702 Email: cpogs.pro@illinois.gov

E.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:

E.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 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.

E.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.

E.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.

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

E.10.5. 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://www2.illinois.gov/cpo/PathwayToProcurement/Pages/Guides-and-Manuals.aspx

Section F. PROPOSAL FORMS Offeror must complete and return:

· The following three (3) tables of Technical Requirements: , Mandatory Requirements with Evidence (Section F.1), and Proposed Technical Solution (Section F.2)

· Offer to the State of Illinois Please read and follow each instruction carefully.

F.1. 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.

F.2. 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.

CAPABILITY AND EXPERIENCE OF VENDOR

(TOTAL POINTS 500)

F.2.5 Describe in detail Vendor’s knowledge, past experience, educational background and ability to provide the services listed under Sections A.3.8 and A.3.10.

· Assisting DBEs with the DBE Certification Process

· Assisting DBEs with the Work Category Expansion Process

· Providing Training Presentations and an Outreach Plan

TECHNICAL ABILITY AND METHODOLOGY

(TOTAL POINTS 220)

F.2.7 Please provide examples or samples of support and reference…