Illinois Commerce Commission Request for Proposal LIEEAC North Subcommittee Facilitator B-53595 Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Commerce Commission (ICC) seeks proposals from qualified vendors to serve as the Facilitator for the Low-Income Energy Efficiency Accountability Committee (LIEEAC) North Subcommittee. The selected Vendor will provide facilitation, administrative, operational, and fiscal support under the direction of the LIEEAC North Regional Subcommittee Leadership (LIEEAC North RSL) and under the general oversight of ICC Staff to support the effective operation of the Committee and advance its statutory purpose under Section 8-103B(c) of the Illinois Public Utilities Act.

The Facilitator will coordinate committee operations, stakeholder engagement, meetings, communications, website management grants, stipends, financial administration, reporting, and related activities that enable the LIEEAC North Subcommittee to provide meaningful input into the design, implementation, and evaluation of Illinois' income-qualified energy efficiency programs. The Vendor shall perform these services in a transparent, equitable, and professional manner while supporting collaboration among stakeholders and ensuring compliance with applicable statutory, regulatory, and contractual requirements.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

Desired Outcome The Vendor will achieve the following outcomes:

· Facilitate effective stakeholder engagement through regularly scheduled LIEEAC North RSL, Subcommittee, joint, and ad hoc meetings.

· Administer committee operations, including grants, stipends, communications, records management, and financial activities, in a timely, accurate, and transparent manner.

· Maintain effective coordination among the LIEEAC North RSL, ICC Staff, utilities, stakeholders, and other related initiatives.

· Provide reporting, meeting documentation, website development and updates, and administrative support that promotes accountability and transparency including maintaining transparent, auditable, and well-controlled grant, stipend, payment, and financial-administration processes sufficient to support ICC review, monitoring, and public-records compliance.

· Support the LIEEAC North Subcommittee in fulfilling its statutory mission to inform and improve Illinois' income-qualified energy efficiency programs.

Key Performance Measures The Vendor's performance will be evaluated using, at a minimum, the following measurable outcomes:

· Conduct at least twelve (12) LIEEAC North RSL meetings, four (4) quarterly LIEEAC North Subcommittee meetings, 1 joint North/South meeting, and required ad hoc meetings each contract year.

· Issue meeting agendas, supporting materials, meeting summaries, action items, and required reports within the timeframes established by the Contract.

· Administer grants and stipend payments accurately, maintain required financial documentation, and submit all required fiscal and performance reports on schedule.

· Develop and launch the LIEEAC North website and committee records with current meeting materials, reports, and required public information.

· Submit complete quarterly performance reports demonstrating fulfillment of all contractual deliverables and facilitation activities.

· Develop and maintain a comprehensive LIEEAC North Subcommittee Policies and Procedures Handbook documenting the operational, administrative, financial, grant administration, stipend administration, meeting facilitation, records management, and other processes necessary to administer the LIEEAC North Subcommittee.

A.3. SCHEDULE & BUDGET

The ICC expects the new contract to start around January 1, 2027, but no later than February 1, 2027, depending on when the procurement process is completed. The current facilitator’s agreement will continue through March 31, 2027, so there will be a short overlap to ensure a smooth transition and onboarding of the new Vendor. During this time, the new Vendor will work with ICC Staff, the current facilitator, and others to complete onboarding and transfer all necessary information, records, and responsibilities necessary to perform the Services without disruption.

There is no existing LIEEAC North Subcommittee website that will be transferred to the Vendor. The Vendor shall be responsible for developing, establishing, coordinate hosting, launching, maintaining, and administering a new LIEEAC North Subcommittee website in accordance with Section A.5.10. The website shall be fully operational and publicly accessible no later than ninety (90) calendar days after Contract execution. The new Vendor must be ready to take full responsibility no later than April 1, 2027.

For the budget, funding for the LIEEAC North Subcommittee, including the facilitation services included in the new contract as well as providing grants for community-based organizations serving on the leadership committee, stipends for community-based organizations participating in the committee, grants for community-based organizations to do energy efficiency outreach and education, and relevant meeting needs as determined by the leadership committee cannot exceed 0.25% of ComEd’s forecasted annual energy efficiency budget. The forecasted budget for 2027 is estimated at $1,350,750.00. The exact amount may change each year based on ComEd’s funding levels. The Vendor must complete all work within the funds available for each year.

A.4. UNIQUE CONSIDERATIONS

The resulting contract supports the Illinois Commerce Commission's oversight of the LIEEAC North Subcommittee established pursuant to the Illinois Public Utilities Act. The Vendor will operate within a public utility regulatory environment and must perform services consistent with applicable statutes, Commission Orders, utility stipulations, and ICC Staff direction.

The Vendor will coordinate with numerous organizations, including the ICC Staff, the LIEEAC North RSL, utilities, community-based organizations, community action agencies, advocacy organizations, governmental entities, public housing organizations, and other stakeholders. Success under this Contract requires effective facilitation, collaboration, neutrality, and consensus-building among organizations with varying priorities and interests.

The resulting contract combines facilitation services with fiscal administration, grant administration, stipend administration, website administration, records management, reporting, and operational support. The Vendor must have sufficient organizational capacity to manage these integrated responsibilities while maintaining appropriate internal controls and continuity of operations.

The Vendor will assume responsibility for an existing program and should anticipate coordinating with the incumbent facilitator during transition through the end of March 2027. Existing committee records, membership information, grant administration records, financial records, documents, and other content identified by ICC Staff or LIEEAC North RSL for publication on the new website, and other operational materials may require transfer as part of contract implementation. Offerors should account for transition activities in their proposed implementation approach.

Many Contract activities involve documents and information intended for public distribution, including meeting agendas, meeting materials, meeting summaries, grant information, reports, and website content. The Vendor shall maintain organized records, provide updates, and support transparency consistent with ICC Staff direction and Contract requirements.

A.5. DETAILED SCOPE OF WORK

The Vendor shall administer the facilitation activities in accordance with LIEEAC North Regional Subcommittee Leadership (“LIEEAC North RSL”) and Illinois Commerce Commission requirements, ComEd requirements and stipulations, and shall maintain all financial records and accounting practices in accordance with Generally Accepted Accounting Principles (GAAP).

A.5.1. General Administration A.5.1.1. The Vendor shall perform the Services in accordance with the direction of LIEEAC North RSL and ICC Staff. The LIEEAC North RSL may provide operational direction regarding the performance of the Services; however, ICC Staff retains oversight of the Contract and final authority over all Contract administration, interpretation, and performance. Nothing in this Contract shall be construed to authorize the Vendor to make policy decisions or interpret statutes, Commission Orders, utility stipulations, or other legal requirements on behalf of LIEEAC North RSL or ICC Staff. In the event of a conflict between direction provided by the LIEEAC North RSL and ICC Staff, the direction of ICC Staff shall prevail.

A.5.1.2. Unless expressly delegated in writing by LIEEAC North RSL or ICC Staff, all membership approvals, grant awards, funding decisions, budget approvals. and other discretionary determinations remain solely within the authority of LIEEAC North RSL with oversight by ICC Staff.

A.5.1.3. Forms, templates, procedures, and other materials developed by the Vendor under this Contract shall be subject to review and approval by LIEEAC North RSL with oversight by ICC Staff before implementation unless otherwise authorized by LIEEAC North RSL or ICC Staff.

A.5.1.4. The Vendor shall maintain records supporting the Services performed under this Contract and make such records available to LIEEAC North RSL or ICC Staff upon request. Records shall be provided within three (3) Business Days after request or mutually agreed upon unless ICC Staff or LIEEAC North RSL specifies a shorter period.

A.5.2. LIEEAC North Subcommittee and Leadership A.5.2.1. Assist in recruiting new LIEEAC North Subcommittee members and affirm the interest of current LIEEAC North Subcommittee members.

A.5.2.2. Support and maintain an election process to install a complete and collaborative Leadership Team.

A.5.3. Membership and Administrative Management The Vendor shall complete the following:

A.5.3.1. Develop, maintain, and regularly update the LIEEAC North Subcommittee website to ensure information is accurate, current, and accessible A.5.3.2. Receive, maintain, review for completeness, and process all LIEEAC North Subcommittee membership applications in accordance with established membership procedures.

A.5.3.3. Present completed LIEEAC North Subcommittee membership applications, together with any supporting documentation, to LIEEAC North RSL for review and approval.

A.5.3.4. Maintain current LIEEAC North Subcommittee membership records and distribution lists and update them as membership changes occur.

A.5.3.5. Maintain and organize current LIEEAC North Subcommittee documents on the LIEEAC North Subcommittee webpage, including, at a minimum, Process Documents, Membership Applications, Grant Applications, meeting materials, and other documents identified by LIEEAC North RSL or ICC Staff.

A.5.4. LIEEAC North Subcommittee Education and Outreach Grants The Vendor shall complete the following:

A.5.4.1. Develop and maintain accessible grant application forms and related materials that support the purposes of the LIEEAC North Subcommittee, the requirements of the Illinois Public Utilities Act (PUA), and applicable utility stipulations, as directed by LIEEAC North RSL under the oversight of the ICC Staff.

A.5.4.2. Administer the grant application process, including maintaining application schedules, forms, instructions, and administrative procedures approved by LIEEAC North RSL under the oversight of the ICC Staff.

A.5.4.3. Provide administrative assistance to prospective applicants regarding application requirements and submission procedures.

A.5.4.4. Maintain records tracking the receipt, status, and disposition of grant applications. Grant application tracking records shall be updated within three (3) Business Days after receipt of any application or other material action.

A.5.4.5. Review grant applications for administrative completeness and compliance with submission requirements. The Vendor shall not determine eligibility or make funding recommendations unless expressly authorized by LIEEAC North RSL under the oversight of the ICC Staff.

A.5.4.6. Assemble and provide administrative support to an external Grant Review Committee composed of individuals with no financial interest in the grant applications. The Grant Review Committee shall evaluate eligible grant applications using the evaluation criteria and procedures approved by LIEEAC North RSL under the oversight of the ICC Staff.

A.5.4.7. Issue grant award and denial notifications following approval by LIEEAC North RSL under the oversight of the ICC Staff.

A.5.4.8. Prepare and administer subgrant agreements using templates and terms approved by LIEEAC North RSL under the oversight of the ICC Staff.

A.5.4.9. Provide approved subgrantees with reporting requirements, payment procedures, and applicable grant administration instructions.

A.5.4.10. Disburse payments to eligible third-party nonprofit organizations in lieu of members as requested.

A.5.4.11. Receive, track, and maintain grant reports and supporting documentation and provide summary reports to ICC Staff upon request.

A.5.5. LIEEAC North Subcommittee Member and LIEEAC North RSL Team Stipends The Vendor shall complete the following:

A.5.5.1. Establish and administer stipend payment procedures, subject to ICC Staff approval.

A.5.5.2. Develop and maintain stipend reimbursement forms and related instructions.

A.5.5.3. Receive, track, and maintain records of stipend reimbursement submissions. The Vendor shall acknowledge receipt of stipend reimbursement requests within two (2) Business Days.

A.5.5.4. Collect and maintain required tax documentation, including IRS Form W-9, from stipend recipients, as applicable.

A.5.5.5. Verify that stipend requests satisfy the approved eligibility requirements and required documentation prior to payment.

A.5.5.6. Disburse approved stipend payments in accordance with approved procedures and applicable federal and state laws and regulations.

A.5.5.7. Submit semi-annual reports to ICC Staff summarizing stipend disbursements, expenditures, and payment activity in a format approved by ICC Staff.

A.5.6. Financial Management and Accounting Vendor shall complete the following:

A.5.6.1. Financial Administration A.5.6.1.1. Maintain complete and accurate financial records.

A.5.6.1.2. Process invoices and approved payments.

A.5.6.1.3. Maintain supporting financial documentation.

A.5.6.1.4. Track expenditures by budget category.

A.5.6.1.5. Reconcile expenditures.

A.5.6.1.6. Monitor available funding.

A.5.6.1.7. Prepare budget status reports.

A.5.6.1.8. Monitor expenditures against approved budgets and notify LIEEAC North RSL and ICC Staff of projected budget variances.

A.5.6.2. Accounting A.5.6.2.1. Maintain accounting records consistent with Generally Accepted Accounting Principles (GAAP).

A.5.6.2.2. Maintain accounting records that separately identify administrative expenses, grant payments, stipend payments, reimbursable expenses, subcontractor costs, and other costs as required by ICC Staff.

A.5.6.2.3. Maintain internal financial controls.

A.5.6.2.4. Retain supporting documentation for audit purposes.

A.5.6.2.5. Cooperate with financial audits and monitoring activities conducted by ICC Staff or other authorized entities.

A.5.6.2.6. Prepare financial reports requested by LIEEAC North RSL and ICC Staff.

A.5.6.3. Payment Processing A.5.6.3.1. Process approved payments.

A.5.6.3.2. Maintain documentation supporting all payments and reimbursements.

A.5.6.3.3. Verify that payment requests satisfy the applicable documentation and approval requirements before processing payment.

A.5.6.3.4. Process reimbursements in accordance with approved procedures.

A.5.6.3.5. Ensure payment of approved obligations.

A.5.7. LIEEAC North Subcommittee and LIEEAC North RSL Team Meetings A.5.7.1. Organize and facilitate at least one (1) LIEEAC North RSL meeting per month.

A.5.7.2. Organize and facilitate at least one (1) LIEEAC North Subcommittee meeting per quarter.

A.5.7.3. Organize one (1) joint meeting each year between the North and South regional subcommittees.

A.5.7.4. The majority of LIEEAC North Subcommittee and LIEEAC North RSL meetings shall be held in person within the ComEd service territory identified in Attachment B-ComEd Region Map. Meeting locations shall be subject to approval by the LIEEAC North Subcommittee, LIEEAC North RSL, and ICC Staff, as applicable. Meetings may also be conducted virtually when appropriate and approved by the LIEEAC North Subcommittee, LIEEAC North RSL, and ICC Staff, as applicable.

A.5.7.5. The Vendor shall make reasonable efforts to secure suitable meeting space at no cost. If suitable meeting space at no cost is not reasonably available, the Vendor shall obtain LIEEAC North RSL and ICC Staff approval before incurring any meeting-space costs. The Vendor shall pay approved costs upfront and may submit those costs for reimbursement with supporting documentation.

A.5.7.6. Facilitate ad hoc meetings, including Working Group and Focus Group meetings.

A.5.7.7. Facilitate opportunities for stakeholder participation outside formal meetings.

A.5.7.8. Organize and preside over meetings.

A.5.7.9. Develop draft agendas and submit them to LIEEAC North RSL and ICC Staff for review at least three (3) Business Days, and preferably one (1) week before each scheduled meeting, unless otherwise mutually agreed upon.

A.5.7.10. Prepare meeting materials and templates and submit them to LIEEAC North RSL and ICC Staff for review before distribution. Templates will be circulated for comment and posted on the website.

A.5.7.11. Circulate meeting materials at least five (5) Business Days before each meeting, unless a different timeframe is approved by LIEEAC North RSL or ICC Staff.

A.5.7.12. Organize pre-meetings with presenters as needed.

A.5.7.13. Maintain the meeting schedule.

A.5.7.14. Prepare and distribute meeting summaries, follow-up items, and action items within five (5) Business Days or mutually agreed upon after each meeting.

A.5.8. Education and Engagement A.5.8.1. Respond to stakeholder questions and comments.

A.5.8.2. Coordinate presentations or discussions with technical and subject matter experts as requested by LIEEAC North RSL or ICC Staff.

A.5.8.3. Maintain an issue tracker.

A.5.8.4. If needed, vendor will seek clarification from the party making the comment after the meeting.

A.5.8.5. Coordinate follow-up items. The facilitator may work with participants collaboratively to find mutually satisfactory resolutions.

A.5.8.6. Facilitate consensus-building discussions among participants.

A.5.8.7. Develop educational materials.

A.5.8.8. Complete background research, presentations, and white papers.

A.5.9. ICC Coordination A.5.9.1. The Vendor shall consult with relevant Illinois Commerce Commission Staff to ensure activities, processes, and deliverables remain consistent with ICC directives and requirements.

A.5.9.2. The Vendor shall coordinate with ICC Staff, the Illinois Energy Efficiency Stakeholder Advisory Group “IL EE SAG” Facilitator, and other Illinois stakeholders to avoid unnecessary duplication of effort.

A.5.10. Website Development, Maintenance, Administration, and Hosting Coordination A.5.10.1. The Vendor shall develop, establish, maintain, administer, and update a LIEEAC North Subcommittee website and coordinate the hosting of the website. The Vendor shall ensure that the website is fully operational and publicly accessible no later than ninety (90) calendar days after Contract execution.

A.5.10.2. The Vendor shall be responsible for all website administration and technical services, including hosting, maintenance, security, backups, software updates, troubleshooting, accessibility, and website availability throughout the Contract term. The cost of hosting the website, domain fees, and other necessary cost to establish and operate the website shall be included in the Offeror’s Price Proposal.

A.5.10.3. The Vendor shall maintain and update the website, including posting and organizing meeting schedules, meeting materials, reports, utility plans, working group materials, membership information, grant information, equity information, and other content approved by LIEEAC North RSL under the oversight of ICC Staff.

A.5.10.4. The Vendor shall ensure that website information is accurate, current, publicly accessible, and organized in a manner that supports use by LIEEAC North Subcommittee members, stakeholders, ICC Staff, and the public.

A.5.10.5. The Vendor shall not assert proprietary rights that would restrict ICC Staff or a successor vendor from continuing to operate, maintain, modify, or transfer the website.

A.5.10.6. Vendor shall ensure that the domain registration, website administration, website content, hosting information, accounts, credentials, website files, configuration information, and other information necessary to operate and maintain the website can be transferred to a successor vendor upon request or at the end of the Contract.

A.5.10.7. The Vendor shall promptly address website outages, broken links, accessibility issues, security concerns, and other operational deficiencies identified by the Vendor, ICC Staff, or LIEEAC North RSL.

A.5.10.8. Prior to public launch, the website shall be subject to review and approval by ICC Staff and LIEEAC North RSL. Following launch, the Vendor shall coordinate hosting, administer, maintain, and update the website throughout the Contract term.

A.5.11. Key Personnel A.5.11.1. The Vendor shall designate, at a minimum, one (1) Project Manager who shall serve as the primary point of contact for the Illinois Commerce Commission (ICC) Staff and the LIEEAC North Regional Subcommittee Leadership (LIEEAC North RSL). The Project Manager shall have overall responsibility for the management, coordination, and successful performance of all Services under this Contract.

A.5.11.2. The Vendor shall ensure that all personnel assigned to perform Services under this Contract possess the education, experience, qualifications, and skills necessary to perform their assigned responsibilities in a professional and competent manner.

A.5.11.3. Any proposed replacement for the Project Manager or other key personnel shall possess qualifications, experience, and expertise that are equal to or greater than those of the individual being replaced. The Vendor shall provide ICC Staff with the proposed replacement's resume or qualifications and a description of the individual's relevant experience. Replacement of the Project Manager shall be subject to ICC Staff's prior written approval.

A.5.11.4. The Vendor shall maintain sufficient staffing levels throughout the Contract term to perform all Services and meet all Contract requirements and deadlines. Staffing changes shall not relieve the Vendor of its obligations under this Contract or serve as the basis for additional compensation or schedule extensions unless approved in writing by ICC Staff.

A.5.12. Milestones and Deliverables The Vendor shall complete the following milestones and deliverables. Unless otherwise approved by LIEEAC North RSL with the oversight of ICC Staff, all deliverables shall be submitted electronically in a format acceptable to LIEEAC North RSL and ICC Staff.

A.5.12.1. Transition and Startup Within fifteen (15) calendar days after contract execution, the Vendor shall:

· Conduct transition meetings

· Submit a transition and implementation plan identifying key activities, responsible personnel, and anticipated completion dates.

· Establish administrative processes necessary to perform the Services under this Contract, including membership administration, grant administration, stipend administration, financial management, meeting administration, and reporting.

Submit a website development and implementation schedule demonstrating how the Vendor will achieve a fully operational website within ninety (90) calendar days after Contract execution.

A.5.12.2. Policies and Procedures Handbook A.5.12.2.1. Within ninety (90) calendar days after contract execution, the Vendor shall develop and submit a draft LIEEAC North Subcommittee Policies and Procedures Handbook for review and approval by LIEEAC North RSL under the oversight of ICC Staff.

A.5.12.2.2. The Handbook shall document the operational, administrative, financial, grant administration, stipend administration, meeting facilitation, records management, website administration, reporting, and other procedures necessary to administer the LIEEAC North Subcommittee.

A.5.12.2.3. At a minimum, the Handbook shall include:

· Governance and organizational structure

· Membership administration procedures

· Meeting planning and facilitation procedures

· Grant administration procedures

· Grant Review Committee procedures

· Stipend administration procedures

· Financial management and accounting procedures

· Payment processing procedures

· Website administration procedures

· Records management procedures

· Reporting procedures

· Internal controls

· Standard operating procedures, forms, and templates

· Other procedures necessary to administer the LIEEAC North Subcommittee.

A.5.12.2.4. The Vendor shall maintain the Handbook throughout the Contract term and update it as necessary to reflect approved changes to procedures, processes, or requirements.

A.5.12.2.5. The Handbook shall include version control, including the version number, effective date, revision date, and a revision history identifying the changes made in each version.

A.5.12.2.6. The Vendor shall submit the Handbook to both LIEEAC North RSL and ICC Staff for review and approval at least annually and whenever material revisions are proposed. No revised procedures shall be implemented until approved by LIEEAC North RSL and ICC Staff unless otherwise authorized in writing.

A.5.12.2.7. The approved Handbook and all subsequent revisions shall become the property of the Illinois Commerce Commission. The Vendor shall provide the Handbook in an editable electronic format acceptable to ICC Staff. The Vendor shall not assert proprietary rights or restrict ICC's use, modification, or distribution of the Handbook for governmental purposes.

A.5.12.2.8. The Vendor shall ensure that personnel performing Services under this Contract use the current ICC Staff approved version of the Handbook.

A.5.12.3. Annual Work Plan Annually, the Vendor shall submit a draft Annual Work Plan and Meeting Schedule at least forty-five (45) calendar days before the beginning of each program year (calendar year) for review by LIEEAC North RSL and ICC Staff.

The Annual Work Plan shall include a minimum:

· Major activities

· Deliverables

· Milestones

· Meeting schedule

· Estimated timelines

· Planned outreach activities

· Initial issues for consideration

· Website update activities

· Grant administration activities

· Financial administration activities

A.5.12.4. Quarterly Progress Reports Quarterly, the Vendor shall submit a progress report to LIEEAC North RSL and ICC Staff summarizing activities completed during the reporting period within thirty (30) calendar days of completion of the quarter.

The report shall include, at a minimum:

· Meetings conducted

· Attendance

· Meeting summaries

· Action items

· Membership activities

· Website development and updates

· Grant administration activities

· Grant Closeout Status

· Grant application status

· Grant awards

· Grant payments

· Grant closeout status

· Stipend activity

· Financial status

· Outreach activities

· Issues requiring direction

A.5.12.5. The Vendor shall submit financial reports as requested by LIEEAC North RSL and ICC Staff, including budget status reports, expenditure reports, and grant and stipend payment summaries within five (5) Business Days after request unless ICC Staff or LIEEAC North RSL specifies another deadline.

A.5.12.6. Throughout the Contract term, the Vendor shall maintain the LIEEAC North Subcommittee website by posting and updating documents required under this Contract, including meeting materials, reports, grant information, membership materials, and other information approved by LIEEAC North RSL with oversight by ICC Staff.

A.5.12.7. Final Contract Deliverables Within sixty (60) calendar days before the expiration or termination of the Contract, the Vendor shall provide:

· A final status report summarizing activities completed under the Contract.

· All records, financial documentation, membership records, grant administration records, stipend administration records, meeting materials, website content, and other Contract documents in a format approved by ICC Staff.

· Updated versions of the LIEEAC North Subcommittee Policies and Procedures Handbook reflecting all procedures in effect at the conclusion of the Contract.

· A transition plan and reasonable transition assistance to facilitate the orderly transfer of Contract responsibilities to ICC or a successor vendor, if requested by ICC Staff.

A.5.12.8. Performance Notifications The Vendor shall notify LIEEAC North RSL and ICC Staff in writing within two (2) Business Days after becoming aware of any circumstance that may delay a required deliverable, milestone, meeting, payment, report, or other Contract obligation. The notification shall identify the cause of the delay, the anticipated impact, and the proposed corrective actions and revised completion date.

A.5.12.9. Deliverable Review and Revision If ICC Staff or LIEEAC North RSL identifies deficiencies in a deliverable, the Vendor shall revise and resubmit the deliverable within ten (10) Business Days after receiving comments unless ICC Staff approves a different schedule.

A.5.13. Transition and Closeout A.5.13.1. Transition Assistance The Vendor shall provide transition and closeout services to ensure the orderly transfer of Contract responsibilities to ICC Staff or a successor vendor with minimal disruption to LIEEAC North Subcommittee operations.

A.5.13.2. Transition Plan No later than ninety (90) calendar days before the expiration of the Contract, the Vendor shall submit a Transition Plan for ICC Staff review and approval. The Transition Plan shall identify the activities, schedule, responsible personnel, and deliverables necessary to complete an orderly transition of the Services.

A.5.13.3. Knowledge Transfer The Vendor shall conduct knowledge transfer sessions, as requested by ICC Staff, to explain operational procedures, administrative processes, grant administration, stipend administration, financial management, meeting facilitation, website administration, records management, and other Contract activities.

A.5.13.4. Website Transfer A.5.13.4.1. The Vendor shall ensure that the website can be transferred to another vendor designated by ICC. Upon ICC's request or at the expiration or termination of the Contract, the Vendor shall provide all website files, content, data, backups, configurations, domain and DNS information, credentials, and other information reasonably necessary for a successor vendor to continue operating the website.

A.5.13.4.2. The Vendor shall ensure that if any subcontractor used for website development, hosting, maintenance, or administration complies with these requirements. Use of a subcontractor does not relieve the Vendor of responsibility for the website or its transfer.

A.5.13.5. Transfer of Records and Work Products Prior to Contract completion, the Vendor shall provide ICC Staff with all records and work products developed or maintained under the Contract, including, at a minimum:

· Membership records and distribution lists

· Grant administration records

· Stipend administration records

· Financial records and supporting documentation

· Meeting agendas, materials, summaries, recordings, and action items

· Annual plans and reports

· Policies and Procedures Handbook

· Templates, forms, guidance documents, and standard operating procedures

· Issue trackers, project tracking documents, and status reports

· Website content and related administrative materials

· Other Contract records requested by ICC.

A.5.13.6. Electric Files The Vendor shall provide all records and work products in their native editable electronic format, when available, together with any associated indexes, file structures, or supporting documentation necessary for continued use by ICC Staff or a successor vendor.

A.5.13.7. Final Financial Reconciliation Prior to Contract completion, the Vendor shall provide a final financial reconciliation identifying, at a minimum:

· Payments processed

· Outstanding payment obligations

· Available funding balances

· Grant disbursements

· Stipend disbursements

· Other financial information requested by ICC Staff.

A.5.13.8. Open Activities The Vendor shall provide a summary of all open or pending activities at the time of Contract completion, including pending grant applications, outstanding reporting requirements, scheduled meetings, unresolved action items, and other activities necessary to facilitate continuity of operations.

A.5.13.9. Final Acceptance Transition activities shall be considered complete upon acceptance by ICC Staff of all required deliverables identified in this Section.

A.5.13.10. Records and Work Product Ownership A.5.13.10.1. All records, reports, templates, forms, procedures, meeting materials, presentations, databases, tracking logs, Policies and Procedures Handbook, website content, website files, and other work products developed, maintained, or modified under this Contract shall become the property of the Illinois Commerce Commission.

A.5.13.10.2. The Vendor shall not assert proprietary rights or otherwise restrict ICC's use, modification, reproduction, or distribution of work products developed under this Contract for governmental purposes.

A.5.13.10.3. The Vendor shall not utilize proprietary systems, databases, templates, or processes that prevent ICC Staff or a successor vendor from continuing the administration of LIEEAC North Subcommittee.

A.5.13.10.4. Upon ICC’s request, expiration or termination of the Contract, the Vendor shall provide all materials.

A.5.14. Website Development and Launch No later than ninety (90) calendar days after Contract execution, the Vendor shall complete development and implementation of the LIEEAC North Subcommittee website required by Section A.5.10. The website shall be fully operational, publicly accessible, populated with the initial content approved by ICC Staff and the LIEEAC North RSL, and accepted by ICC Staff. Following launch, the Vendor shall coordinate hosting, administer, maintain, and update the website throughout the remainder of the Contract term.

A.6. TERM

A.6.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term commencing on January 1, 2027, or upon the last dated signature of the Parties, whichever occurs later, and ending after six (6) years. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80.

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

The Illinois Commerce Commission (ICC) is issuing this Request for Proposals (RFP) to procure facilitation, administrative, financial management, grant administration, stipend administration, and related support services for the Illinois Low-Income Energy Efficiency Accountability Committee (LIEEAC) North Subcommittee.

The LIEEAC was established pursuant to Section 8-103B(c) of the Illinois Public Utilities Act to provide stakeholder input into the design, implementation, and evaluation of Illinois' income-qualified energy efficiency programs. The LIEEAC consists of two geographically differentiated regional subcommittees, including the LIEEAC North Subcommittee, which serves stakeholders throughout northern Illinois. The LIEEAC North Subcommittee includes representatives from community-based organizations, community action agencies, advocacy organizations, public housing organizations, governmental entities, utilities, implementation contractors, and other interested stakeholders involved in advancing energy efficiency, energy affordability, and environmental justice initiatives.

The Metropolitan Mayors Caucus (MMC) has served as the facilitator for the LIEEAC North Subcommittee under a Memorandum of Understanding. Under that arrangement, MMC has provided facilitation and administrative support, coordinated meetings and stakeholder engagement, administered membership activities, managed education and outreach grants, processed stipends, prepared reports and meeting materials, coordinated with the Regional Subcommittee Leadership (RSL), utilities, and ICC Staff, and supported the committee's annual planning and reporting activities.

There is currently no LIEEAC North Subcommittee website that will be transferred to the Vendor. The awarded Vendor will be responsible for developing, establishing, hosting, launching, maintaining, and administering a new LIEEAC North Subcommittee website in accordance with the Scope of Work. The website must be fully operational and publicly accessible no later than ninety (90) calendar days after Contract execution.

Through this procurement, the ICC seeks to establish a competitively awarded contract that will continue services under direct ICC Staff and RSL oversight. The Offeror will assume responsibility for administering and supporting the LIEEAC North Subcommittee in accordance with the Scope of Work. Services include meeting facilitation, committee administration, grant administration, stipend administration, financial management, website development, hosting, maintenance, and administration, records management, reporting, stakeholder coordination, and development and maintenance of comprehensive Policies and Procedures Handbook.

The Offeror should anticipate transitioning responsibility for an active program. Upon contract execution, the Vendor will be expected to coordinate with the ICC Staff and the incumbent facilitator to ensure an orderly transition of operational knowledge, administrative processes, committee records, financial records, grant administration records, membership information, website administration, and other program materials necessary to ensure continuity of operations. The Vendor shall assume responsibility for ongoing activities with minimal disruption to the LIEEAC North Subcommittee and its stakeholders.

The ICC retains overall oversight and decision-making authority for the Contract. The Vendor will perform the services described in the Scope of Work under the direction of the LIEEAC North Regional Subcommittee Leadership (RSL) with oversight by ICC Staff, while recognizing that final approval authority for Contract administration and performance remains with the ICC Staff.

B.2. AREAS OF CONCERN/CHALLENGES

The Offeror will assume responsibility for an active, multi-faceted program that supports the LIEEAC North Subcommittee and a diverse group of stakeholders. The Offeror should consider the following operational challenges and constraints when developing its Technical Proposal.

B.2.1. Transition The Offeror will assume responsibility for an established program with ongoing committee activities, meetings, grants, stipend administration, financial management, and stakeholder engagement. The Offeror will also be responsible for establishing, hosting, launching, maintaining, and administering a new LIEEAC North Subcommittee website. No existing website will be transferred to the Vendor.

B.2.2. Stakeholder Coordination The LIEEAC North Subcommittee includes representatives from community-based organizations, community action agencies, advocacy organizations, utilities, governmental entities, public housing organizations, implementation contractors, and other interested stakeholders. The Offeror must effectively facilitate collaboration, encourage participation, and support consensus-building among stakeholders with diverse perspectives and priorities.

B.2.3. Administrative Responsibilities The Contract requires the Offeror to perform multiple integrated administrative functions, including committee administration, membership administration, meeting facilitation, grant administration, stipend administration, financial management, website administration, reporting, and records management.

B.2.4. Financial Accountability and Internal Controls The Offeror will administer funds associated with grants and stipends and will be responsible for maintaining sound accounting practices, internal controls, financial reporting, and complete supporting documentation.

B.2.5. Knowledge Management and Continuity The Offeror will be responsible for developing, maintaining, and continuously updating program documentation, including policies and procedures, meeting records, grant records, financial documentation, website content, and other operational records necessary to support continuity of operations throughout the Contract term and during future transitions.

B.2.6. Performance The Contract includes recurring operational responsibilities and milestone-driven deliverables requiring coordination with the ICC Staff, the LIEEAC North Regional Subcommittee Leadership (RSL), utilities, grant applicants, committee members, and other stakeholders.

B.2.7. Program Coordination The Offeror must perform services consistent with applicable statutes, Commission directives, and ICC requirements while coordinating activities with the ICC Staff, the LIEEAC North RSL, utilities, and related statewide initiatives.

Section C. PROPOSAL REQUIREMENTS Only Electronic Submissions through BidBuy of Offers will be Accepted

C.1. REQUIRED DOCUMENTS TO COMPLETE AND SUBMIT

The Offeror shall submit the listed documents in BidBuy under the Attachments tab in the appropriate “Required Attachments” spaces.

· Vendor Disclosure or IPG Active Registered Vendor Disclosure

· Technical response

· Offer to the State of Illinois

· Commitment to Diversity

· Pricing

· BEP 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://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. 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 the Information Contact no later than Wednesday, October 13th. 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.

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