RFP - CVP Paratransit Technical Services - Rebid~1.pdf

State of Illinois RFP V.26.2

Illinois Department of Transportation Request for Proposal

CVP Paratransit Vehicle Technical Services

B-54338 / 25-OIPI-R-256329

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Department of Transportation (IDOT) is requesting proposals from responsible Offerors to meet its needs. A brief description is set forth below for the Offeror’s convenience, with detailed requirements in subsequent sections of this solicitation. The awarded offeror will be required to meet the terms and conditions specified in the scope of work of this RFP unless amended in writing by the Agency and Offeror.

IDOT works with the Illinois Department of Central Management Services (CMS) to procure over 200 paratransit vehicles annually for public transit providers and private, non-profit agencies throughout the state that primarily serve the transportation needs of seniors and people with disabilities. This is known as the Consolidated Vehicle Procurement (CVP) Program. IDOT is responsible for all aspects of vehicle procurement and ensures that the procurement process meets all federal and state program requirements. IDOT’s Office of Intermodal Project Implementation (OIPI) administers this program through multi-year, indefinite quantity, term contracts for minivans, as well as light duty, medium duty, and super medium duty paratransit vehicles. The Offeror will inspect and monitor production of all ordered vehicles at multiple manufacturing facilities. In addition, they will report and help rectify any specification compliance issues that may arise during the vehicle manufacturing process or during the vehicle warranty period. Due to the volume of vehicles being built, more than one inspector may be required at a manufacturing facility.

Through the awarded contract, the Offeror will also update existing vehicle specifications as needed for future procurements, review and evaluate all bids or proposals for paratransit vehicles, conduct Pre-Award and Post-Delivery Audits, prepare a vehicle catalog of options available on Agency contracts, and update the vehicle catalog as needed.

This procurement and resulting contract are exempt from 30 ILCS 500/20-15 (e- 5). This procurement does not include points or evaluation factors for commitment to diversity. The contract will be paid for or reimbursed, in whole or in part, with federal-aid funds, grants, or loans, and the provisions of subsection (e-5) will result in the loss of those federal-aid funds, grants, or loans.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

A.2.1. Vehicle Specifications: The goal of the Agency’s vehicle specifications and procurement methodology is to promote competition and to build high quality, safe vehicles. The Offeror will review existing vehicle specifications and update them as necessary for future procurements. Vehicles currently available through the CVP program include:

• Lowered-floor ramp-equipped Paratransit Minivans (MV) offered in a side-entry configuration with six passenger seats, and two rear-entry configurations with five passenger seats. All configurations include two

(2) wheelchair/mobility aid securement locations.

• Lift-equipped Light Duty/Medium Duty (LD/MD) Paratransit Vehicles constructed on commercial cutaway chassis and offered under a combined specification with two configurations: (1) a 12-passenger Light Duty configuration, convertible to four (4) wheelchair/mobility aid securement locations and two (2) seated passengers; and (2) a 14-passenger Medium Duty configuration, convertible to five (5) wheelchair/mobility aid securement locations and zero (0) seated passengers.

• Lift-equipped Super medium Duty (SMD) Paratransit Vehicles constructed on commercial cutaway chassis, with multiple seating configurations accommodating up to 30 passengers, all convertible to seven (7) wheelchair/mobility aid securement locations (number of seated passengers dependent on configuration).

These vehicles are currently only offered with internal combustion engines on Agency contracts, however future procurements will include alternative fuel vehicles, including but not limited to battery-electric and hydrogen fuel cell.

A.2.2. Paratransit Vehicle Catalog: The Offeror will update and redesign the Agency’s Paratransit Vehicle Catalog as needed to reflect current vehicles offered on Agency contracts including specifications and photos. Current Paratransit Vehicle Catalog is included with the solicitation documents as Attachment A.

A.2.3. Evaluation of Technical Proposals and Bids: The Offeror will review and evaluate all technical proposals and bids received by the Agency in response to future publicly advertised vehicle procurements to ensure that each response meets all Federal and State requirements and conforms to the minimum specified performance standards included in the specifications and technical requirements of the solicitation.

The Offeror in coordination with the Agency and CMS will:

o respond to questions from potential bidders during the vehicle procurement process;

o develop certified bid tabulations with recommendations; as well as assist the Agency in technical negotiations, bid protests, and communications with the bidders and manufacturers.

The Offeror will prepare any required cost or price analysis in accordance with the Federal Transit Authority’s (FTA)’s Third Party Contracting Guidelines (Circular C4220.1G).

A.2.4. Facility Inspections: The Offeror will arrange, coordinate, and conduct pre-award inspections at the manufacturing facilities of each low bidder that has the potential to be awarded a contract from the Agency and

CMS.

These inspections seek to certify the following:

• The bidder is able to manufacture the number and type of vehicles bid; and,

• The bidder has the quality assurance systems in place to ensure that it can build these vehicles to the required specifications.

A bidder may be deemed not responsible if the Offeror determines that the bidder cannot satisfy either of the above criteria. If the lowest bidder is rejected, the Agency and CMS may subsequently require pre-award inspections of the next lowest bidder.

The Agency may waive some or all of these inspections if the Agency determines that it is familiar with the manufacturer, product line, and facility.

A.2.5. Vehicle Production and Inspection Activities: All vehicle purchases made by the Agency will be procured through multi-year contracts separate from this contract. The Offeror will provide the following technical assistance.

A.2.5.1. The Offeror will verify that every vehicle purchased meets the following requirements:

• Agency specifications;

• Applicable Federal motor vehicle requirements and safety standards;

• Applicable State motor vehicle requirements and safety standards, such as Illinois Administrative Code, Title 92, Chapter I, Subchapter e, Part 438;

• Federal bus testing requirements;

• Federal pre- and post-award audit requirements; and,

• ADA regulations.

A.2.5.2. The Offeror should anticipate that it will inspect every vehicle produced; however, the Offeror may use a sampling technique that meets all of the FTA’s post-award audit requirements with prior written approval from the Agency. The Agency will decide which inspection program the Offeror should use for each of its CVP contracts based on the vehicle manufacturers’ quality assurance programs, the availability of funds, and Agency staff resources.

A.2.5.3. At the Agency’s request, the Offeror will assist in monitoring performance of the manufacturers during the vehicle 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.2.5.4. Offeror will cooperate with the Agency in this monitoring activity, which may require that Offeror reports 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.2.6. Pre-Award Audits: The Offeror will undertake all activities necessary to ensure that the Agency fully complies with the FTA’s pre-award audit requirements in accordance with 49 CFR Part 663.

A.2.7. Pre-Production Meeting: Before vehicle production begins, the Offeror will review the technical specifications and bid documents with the Agency and its selected manufacturers so that the manufacturers fully understand all applicable requirements.

A.2.8. Prototype/Pilot Vehicle Inspection: The Offeror will arrange, coordinate, and inspect each Agency prototype vehicle to ensure they meet Agency specifications. The Agency anticipates that only one prototype inspection will be required for each vehicle type during the lifetime of its contracts. An additional prototype inspection will be required if significant changes to the original prototype are necessitated and approved by the Agency during production for any reason, including but not limited to a major technological change.

A.2.9. Final Vehicle Inspections and Approval: The Offeror will arrange, coordinate, and conduct on-site inspections at each applicable manufacturing facility during production to certify the following:

• The vehicles conform to FTA’s pre-award audit requirements;

• The vehicles conform to the standards established in the manufacturers’ approved quality assurance plans;

• The vehicles meet all applicable federal, state, and local regulations;

• The vehicles conform to the approved technical specifications of the vehicle contract; and,

• The vehicles are “approved” for delivery.

Any change from the prototype vehicle must be approved by the Agency before it can be incorporated into the production of vehicles. Any approved change(s) would be reflected in the “As Built” specifications, written by the Offeror and approved by the Agency.

A.2.10. Post-Delivery Audit: The Offeror will undertake all activities necessary to ensure that the Agency fully complies with all FTA post-delivery audit requirements in accordance with 49 CFR Part 663.

A.2.11. Technical Assistance/Special Projects: During the contract period, the Agency may require the Offeror to assist with special projects related to the following areas: procurement; design; specification interpretation;

proposed changes to the specifications; inspection of other paratransit vehicles purchased off the Agency’s master contract; investigation and reporting on unusual vehicle problems or possible fleet-wide defects; on-site program inspections; or helping the Agency resolve grantee warranty issues with vehicle manufacturers.

A.3. MILESTONES & DELIVERABLES

The Offeror will be expected to perform all work necessary for the services set forth in this RFP.

Deliverables include but are not limited to:

A.3.1. Vehicle Specifications

• The Offeror will revise or develop vehicle specifications for future procurements. The Offeror will provide the Agency revised specifications with tracked changes.

• The Offeror will also provide a narrative accompanying the revised specifications detailing the reason for major changes and any other important information to maintain a historical record.

• The Offeror will provide the Agency an updated paratransit vehicle catalog each time specifications change or the Agency offers a new type of vehicle through the CVP program.

A.3.2. Evaluation of Technical Proposals and Bids:

• A written verification that each proposal or bid meets or fails to meet all Federal and State requirements and Agency specifications will be provided by the Offeror during each vehicle contract solicitation.

• The Offeror will submit a cost or price analysis in accordance with FTA’s Third Party Contracting Guidelines (Circular C4220.1G).

• If a manufacturing facility pre-award inspection is requested by the Agency, the Offeror will provide a written report of the inspection findings and determination regarding responsiveness and responsibility of the bidder.

A.3.3. Vehicle Production and Inspection Activities:

• The Offeror will submit a Pre-Award Buy America Audit covering each required vehicle, typically conducted in batches, but one-off audits will be conducted as needed.

• A summary report of all information discussed at the pre-production meeting will be provided to the Agency, vehicle manufacturer, and dealer.

• The Offeror will submit a weekly Production Status Report detailing the status of each vehicle on the production line, any issues, and photos when necessary to illustrate an issue.

• A Final Inspection and Delivery Approval form will be completed by the Offeror for each vehicle to certify the vehicle conforms to all requirements and is ready for delivery.

• If applicable, the Offeror will also provide “As Built” specifications to the Agency detailing any Agency-approved deviations from the specifications.

• The Offeror will submit a Post-Delivery Buy America Audit covering each required vehicle, typically conducted in batches, but one-off audits will be conducted as needed.

A.3.4. Technical Assistance/Special Projects

• The Offeror will submit additional projects and reports as requested by the Agency in support of the CVP program.

A.4. TERM

A.4.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term of 60 months. 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): 12 months.

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

The Agency is responsible for procuring paratransit vehicles on behalf of public transportation providers and non-profit organizations throughout the State of Illinois.

Federal Transit Administration (FTA) funds the purchase of these vehicles, and the Agency is responsible for ensuring compliance with all applicable State and Federal regulations. The agency has historically procured the professional services described in this solicitation to handle certain aspects of compliance that are highly technical in nature.

B.2. VOLUMES & QUANTITIES

The Agency has estimated the number of each vehicle type to be procured over the course of this contract, included in the table below. These are only estimates and quantity may increase or decrease based on available funding and other factors.

Depending on the vehicle procurement contracts in place at the time, production may occur at up to five different manufacturers/locations.

CVP MV LD MD SMD EV TOTAL

State FY 27 80 45 120 30 50 325 State FY 28 80 45 120 30 0 275 State FY 29 80 45 120 30 0 275 State FY 30 80 45 120 30 0 275 State FY 31 80 45 120 30 0 275

Inspections for vehicles ordered off current Agency contracts will occur in Winamac, Indiana (side-entry minivan, rear-entry minivan configuration A); Goshen, Indiana (light duty, medium duty, and supermedium duty); and Westminster, Maryland (rear-entry minivan configuration B). These locations are subject to change based on future rolling stock procurements.

B.3. FIGURES, DIAGRAMS, & REFERENCE DOCUMENTS

These attachments are attached to B-54338

• Attachment A – Paratransit Vehicle Catalog

• Attachment B – Federal Clauses & Certifications

Section C. PROPOSAL REQUIREMENTS Only Electronic Submissions through BidBuy 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 (Including Subcontractor Disclosures and Where Services are to be performed, found in BidBuy Attachments.)

• Pricing Table – Pricing must be locked in B-54338

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.

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.

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

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

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.

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

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 – Deidre.Evans@illinois.gov no later than 10 days before due 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 will be a non-mandatory pre-bid conference. Please note that if you are not on time for the non-mandatory pre-bid meeting, you will not be permitted to attend the meeting once it has begun.

CVP Paratransit Vehicle Technical Services Non-Mandatory Pre-Bid Conference will take place via Webex on October 28, 2026, at 11:00 a.m. CST.

Webex Information below:

Join the meeting link CVP Paratransit Vehicle Technical Services Non-Mandatory Pre-Bid Conference Join by meeting number Meeting number (access code): 2863 618 5486 Password: 3kEsmRSRE93

Join by phone +1-312-535-8110 United States Toll (Chicago) +1-415-655-0002 US Toll Access code: 2863 618 5486 mailto:Deidre.Evans@illinois.gov https://illinois.webex.com/illinois/j.php?MTID=m502eb1430350fa224e2f6a103731e5fe https://illinois.webex.com/illinois/j.php?MTID=m502eb1430350fa224e2f6a103731e5fe

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. 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 license 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.10. 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.

https://cpo-general.illinois.gov/sell-2-illinois.html https://cpo-general.illinois.gov/sell-2-illinois.html 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 response and pricing. Each part of the proposal is evaluated and ranked independently of the other part of the proposal.

The results of the evaluation of both 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:

• 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.

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.2., and 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.2., F.3.

D.3.3. 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

Capability and Experience of Offeror 350 Technical Ability and Methodology 250 Resources 200

D.4. MINIMUM REQUIRED POINTS

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

The State determines how well offers meet the Technical requirements and ranks 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 600 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 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.

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 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 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 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 mailto:cpogs.pro@illinois.gov 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.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 F. PROPOSAL FORMS

Offeror must complete and return:

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

• Offer to the State of Illinois

Please read and follow each instruction carefully.

F.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. During vehicle production, the Agency requires weekly reports from the Offeror that monitor the status of the production of Agency-funded vehicles and any additional vehicles purchased off the master contracts, as requested by the Agency, at each manufacturing facility. This report will detail the status of each vehicle on the production line, any issues, and photos when necessary to illustrate an issue.

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

F.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 Response Proposal Section and Page Number

F.2.1. Offeror must provide a Project Manager with a minimum of five (5) years’ experience in paratransit vehicle production oversight and compliance, who has solid working knowledge of the Federal Transit Administration’s policies, procedures, and requirements for rolling stock. The Offeror shall provide documentation reflecting the proposed PM’s Qualifications.

Changes in personnel assigned to this project must receive prior written approval from the Agency before incurring billable hours.

Met

F.2.2. Each field inspector, supervisor, and technical assistance staff must have a minimum of two (2) years’ experience in conducting the tasks required of them in this RFP. Changes in personnel assigned to this project must receive prior written approval from the Agency before incurring billable hours.

F.2.3. Offeror must include with the proposal at least three (3) samples of in-plant vehicle production inspection reports produced by the Offeror.

The samples should be relevant to the scope of this RFP.

F.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 – DESIRABLE

ELEMENTS Point Value Proposal Section and

Page Number

Capability and Experience of Offeror (Total Points 350)

F.3.1. Describe in your proposal the Offeror’s qualifications to perform the work of this RFP.

F.3.2. Describe in your proposal the Offeror's staff and subcontractors’ experience within the public transportation field with extensive knowledge of paratransit vehicle specifications, design, component operation, and manufacturing methods. In addition, describe the Offeror’s knowledge of Federal Motor Vehicle Safety Standards (FMVSS), ADA requirements, and implementing regulations.

F.3.3. Describe in your proposal the Offeror’s staff and subcontractors’ experience with developing specifications for and inspecting alternative fuel vehicles.

Technical Ability and Methodology (Total Points 250)

F.3.4. Describe in your proposal the Offeror’s proposed methodology for satisfying the requirements of the RFP. Offeror’s technical, financial, and legal capabilities (e.g., reporting, use of appropriate technology/software for financial modeling). Please include staff assignments for each service.

F.3.5. Describe in your proposal the Offeror’s level of technical expertise with FTA rolling stock requirements. Needs to have ample resources to accomplish all tasks when required.

Resources (Total Points 200)

F.3.6. Describe the Offeror’s ability to assemble and review multiple vehicle specifications, monitor vehicle builds and have available manpower to inspect and monitor multiple vehicles builds at

PROPOSED TECHNICAL SOLUTION – DESIRABLE

ELEMENTS Point Value Proposal Section and

Page Number multiple manufacturing facilities, in accordance with all Federal regulations and requirements.

F.3.7.…