RFP - IMTS Rates and Charges Directory and Resources~1.pdf

State of Illinois RFP V.25.2

I ll inois Department of Transportation Request for Proposal

I ll inois Marine Transportation System Rates and Charges, Directory, and Resources

B-46783 / 24-OPP-R-224902

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Department of Transportation’s (IDOT’s) Office of Planning and Programming (OP&P) is seeking a consultant to support updating resources for the Illinois Public Port Districts and Illinois Waterway Stakeholders. The project scope will deliver three primary products.

First, the consultant will update the historical Illinois Marine Transportation System (IMTS) Database or create a new database to provide users with barge, truck, rail, and terminal rates Terminal rates can include unloading or loading fees, rail unloading or loading fees, special handling fees and fleeting charges. The database is needed to collect barge transportation cost information and make it available to users of Illinois ports and terminals.

Secondly, it will provide an updated Illinois Public Port District and Water Terminal Directory that includes a system or tool to update contact information. The directory will increase exposure of Illinois public ports and terminals and create a single destination to locate key stakeholders of the IMTS.

The third product of this project will be an updated IMTS report that includes the following: public port and public terminal needs, status of lock and dam improvements, IDOT IMTS initiatives, details of the IMTS Historic Database, description of the IMTS directory, updated list and descriptions of public port districts and regional port district authorities, and the status of federal and state funding. Additionally, the report will provide background on the Waterborne Commerce Statistics Center’s reporting and the explanation of a single public port district reporting area or a Statistical Reporting Area that represents a combination of several Public Ports. The Report will help users of the IMTS utilize the directory and database. The report will help stakeholders identify initiatives and priorities of the IMTS. The report’s goal is to serve as an additional resource so users can coordinate and collaborate more effectively and to improve the

IMTS.

Vendor will include in the project scope four project status meetings that IDOT and stakeholders will attend:

• Project Kick-off meeting:

• Project Status meeting (35% Project Completion). Review of project progression and any preliminary drafts of product deliverables.

• Project Status Meeting (75% Project Completion). Review of project progression and drafts of product deliverables.

• Project Final Presentation of deliverables. The consultant will hold periodic monthly meetings to provide project updates to IDOT.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

The Illinois Marine Transportation System Rates and Charges, Directory, and Resources Consultant will be tasked with updating the historical Illinois Marine Transportation System (IMTS) Database, or creating a new database, provide an updated Illinois Public Port District and Water Terminal Directory with a system or tool to update contact information; and provide an updated IMTS report that includes the following: public port and public terminal needs, status of lock and dam improvements, IDOT IMTS initiatives, details of the IMTS Historic Database, describe the IMTS directory, update list and descriptions of public port districts and regional port district authorities, and status of federal and state funding.

A.2.1. The Vendor will become familiar with previous reports and studies, including the following: 1987 Illinois Waterborne Shipping Database, and the 1988 Directory of Lake and River Terminals in Illinois, 2021 Illinois Marine Transportation System (IMTS) Plan and Economic Impact Analysis Study; 2024 Illinois Long Range Transportation Plan; Illinois Port District Planning Studies; Illinois Waterborne Transportation Database; Presentation by Norman B. Wolf titled “State Database on Waterborne Commerce”; Waterborne Commerce Statistics Center of the Army Corps of Engineers; and the Ports and Waterways Transportation In the Illinois Basin by Norman B. Wolf.

A.2.2. The Vendor will evaluate all available datasets for inclusion into the directory, including the following: Historical Directory; Illinois State Freight Advisory Council (SFAC) contact list; IMTS contact list, Inland Rivers Ports and Terminals (IRPT) contact list, and Upper Mississippi River Ports Asset Inventory Map.

A.2.3. The Vendor will update and/or create maps displaying Port District Contacts using ArcGIS formats.

A.2.4. The Vendor will create a Stakeholder Engagement Plan, which will include meetings with the Port Districts; Video presentations for the Illinois State Freight Advisory Council (ISFAC) and/or the Long Range Transportation Plan (LRTP) team; and provide Public Involvement for the project.

A.2.5. Key Activities for the Vendor Team will include the following:

- Collect and review existing data on port stakeholders, water transportation, and public port district needs.

- Identify gaps in existing data.

- Conduct surveys and interviews to collect additional data.

- Analyze data and develop reports.

- Provide project updates to IDOT and key stakeholders.

- Provide digital ArcGIS Pro maps and printed 3’x5’ poster maps of the IMTS that display Illinois Port Districts, boundaries, main office, contact information, locks, dams, ferries, and rivers. Electronic map deliverables may include ArcGIS project, map, layer, or geoprocessing package. All GIS deliverables will include metadata.

A.2.6. Final Deliverables will include the following:

A.2.6.1. Historical Transportation Database

This database will contain statewide commerce and tonnage data for the port districts. The data will include barge rates by commodity and truck rates by commodity for comparison. Historical data from 1970 - 1983 collected between IDOT and Data Resources, Inc. and published in the report State Database on Waterborne Commerce will be updated. A plan for maintaining the data and a recommended update cycle will be established. Rate data will be provided monthly or at another recommended frequency, depending on the availability of historical data. Data collected will be provided for each public port district regardless of their combination into a Statistical Reporting Area.

A.2.6.2. Port Stakeholder Directory

This directory will list the contact information for key stakeholders in the public port district area, including port districts, shipping companies, terminal operators, tenants, industry, local, state, and federal government, regional and national associations, stakeholder or advocacy groups, and other business that rely on the port or may have an interest in port commerce. Evaluation of past stakeholder lists from various modal conferences and meetings will be made available.

A.2.6.3. Needs Assessment

This assessment will identify the needs of the Illinois public port districts, including strategic planning assistance, management support, identifying matching funds, financing options including revenue bonds, infrastructure improvements, new businesses, and other initiatives that would help grow the port. An expanded needs assessment will consider private terminals utilizing eligible carbon-emitting equipment for port operations. Equipment will be evaluated for equally capable replacement equipment that meets eligibility for federal grant programs available from the US EPA, such as the Diesel Engine Replacement Act program. The assessment will provide port district needs assessment recommendations.

A.2.6.4. Provide Guidance

The Vendor will provide guidance on the use of the database and directory, status of lock and dam improvements, IDOT IMTS initiatives, update list and descriptions of public port districts and regional port district authorities, digital and printed maps displaying the IMTS, and status of federal and state funding.

Additionally, the report will provide background on the Waterborne Commerce Statistics Center’s reporting and the explanation of a single public port district reporting area or a Statistical Reporting Area that represents a combination of several Public Ports.

A.2.7 The Vendor team will participate in monthly progress meetings with the IDOT project manager and additional stakeholders as needed. All meetings, unless otherwise specified by IDOT, will be conducted virtually using a platform approved by IDOT. The Vendor will ensure compatibility with the chosen platform and provide any necessary technical support for virtual meeting participation.

A.2.8 The Vendor will designate a representative with the authority to make decisions on the project to attend each meeting.

A.2.9 The Vendor will be responsible for developing the agenda, meeting materials, and meeting minutes and distributing them to all attendees at least 3 days prior to each meeting. Meeting minutes will include key discussions, decisions made, action items, and assigned responsibilities.

A.2.10 The Vendor will establish a bi-weekly communication channel with the designated IDOT project managers. This may include in-person meetings, video conferences, or conference calls.

A.2.11 The Vendor will designate a primary point of contact who will be available to address IDOT inquiries and concerns throughout the project lifecycle.

A.2.12 The Vendor will respond to all IDOT communications in a timely manner, typically within 2 business days.

A.2.13 Depending on the available funds, the Agency reserve the right to request additional services germane to the Scope of work of the awarded contract.

A.3. TERM

A.3.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term commencing upon execution and shall expire 36 months after the last dated signature of the Parties. 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.3.2. RENEWAL: Subject to the maximum total term identified above, the State has the option to renew for the following term(s): There is no renewal option.

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

The Illinois Department of Transportation is seeking a Vendor to provide background on existing Rates and Charges Study from 1986 and directory from 1988. The Department wishes to provide updated resources for Illinois Public Port Districts. The rates and charges database intends to provide a source for users of the IMTS to evaluate costs and make economic investment decisions with the goal of expanding utilization of Marine Transportation.

B.2. VOLUMES & QUANTITIES

The Illinois Marine Transportation System Rates and Charges, Directory, and Resources Consultant will be tasked with the following:

B.2.1. The Vendor will be responsible for providing project management throughout the term of this agreement, including scheduling, organizing, and conducting monthly progress meetings with IDOT and making recommendations, when necessary, as to methods used to deliver these products most efficiently and accurately. The agency expects that 90% of meetings will be virtual. For the monthly meetings, the consultant will development the agenda, meeting materials, and meeting minutes.

B.2.2. The Vendor will develop a work plan to manage the necessary activities required to address the development of the three products: The update or creation of the IMTS rates and charges database; The update of the Illinois Public Port District and Water Terminal Directory with creation of a tool to update contact information; and the update of the IMTS report.

B.2.3. The Vendor Consultant will prepare recommendations for IDOT’s review regarding the project deliverables.

B.2.4. The work plan described above shall be submitted to IDOT for review within 90 days after execution of the contract.

B.2.5. The work plan shall be a living process that will be updated regularly according to a schedule to be agreed upon by the Consultant and IDOT. Upon review and approval of the work plan by IDOT, the Consultant shall submit an ongoing schedule of activities to IDOT.

B.2.6. Upon completion of the project, the Consultant will submit to IDOT for approval the three project deliverables identified in B.2.2.

B.2.7. Upon final approval of the products, the Consultant shall deliver electronic copies of the products to IDOT.

B.3. AREAS OF CONCERN/CHALLENGES

B.3.1. The Vendor will be required to obtain data for the IMTS which resides in the 2021 IMTS Plan and Economic Analysis.

B.3.2. The Vendor need to access Rates and Charges Data which is available from the Waterborne Commerce Statistics Center, https://www.iwr.usace.army.mil/About/Technical-Centers/WCSC-Waterborne- Commerce-Statistics-Center-2/. Additional resources for data may become available. Significant attention will need to be given to research the most recent available datasets and confirming the data’s compatibility to integrate with the WCSC data for a comprehensive product for Illinois.

B.3.3. The Vendor should have familiarity and proficiency in obtaining data from port terminals, securing rates, and charges data with an accurate representation for the entire State of Illinois Marine Transportation System.

B.3.4. The 2019 and 2021 Transearch Data that IDOT purchased from S&P Global is available to use for awarded Vendor on behalf of IDOT. An execution of a 3rd party license extension will be required.

B.3.5 Obtaining data from port terminals, securing rates, and charges data with an accurate representation for the entire State of Illinois Marine transportation system.

B.3.6 TRANSEARCH data will be provided free of cost for use on the study after the selected consultant executes a 3rd party license extension.

B.4. FIGURES, DIAGRAMS, & REFERENCE DOCUMENTS

Reference Documentation Document Name Description

Attachment A — 2021 Illinois Marine Transportation System (IMTS) Plan and Economic Impact Analysis (March 2021)

• The IMTS Plan provides a History and System Overview, Public Port District Profiles, Economic Analysis, Needs Assessment and Strategy Development, and Programmatic Recommendations. This Plan can be found on this link:

Attachment A-Illinois Marine Transportation System Plan and Economic Impact Analysis (IDOT, March 2021)

Attachment B — 1987 Illinois Waterborne Shipping Database

• Prepared by IDOT Division of Water Resources Ports Management Section July 1987. The 58-page study reports on freight tonnage in the Great Lakes and Illinois Inland waterways. This database can be found on this link:

Attachment B-Illinois Waterborne Shipping Database

Attachment C – 1988 Directory of Lake and River Terminals in Illinois

• The directory provides general information about each active waterway terminal in the state, including the location and contact person, the types of commodities handled, its handling and storage capabilities, and its intermodal access. A form was created to update the directory and to https://www.iwr.usace.army.mil/About/Technical-Centers/WCSC-Waterborne-Commerce-Statistics-Center-2/ https://www.iwr.usace.army.mil/About/Technical-Centers/WCSC-Waterborne-Commerce-Statistics-Center-2/ https://www.iwr.usace.army.mil/About/Technical-Centers/WCSC-Waterborne-Commerce-Statistics-Center-2/ https://idot.illinois.gov/content/dam/soi/en/web/idot/documents/transportation-system/reports/opp/marine/20210317-IDOT-IMTS%20Plan-Web%20(MAR%202021).pdf https://idot.illinois.gov/content/dam/soi/en/web/idot/documents/transportation-system/reports/opp/marine/20210317-IDOT-IMTS%20Plan-Web%20(MAR%202021).pdf https://idot.illinois.gov/content/dam/soi/en/web/idot/documents/transportation-system/reports/opp/marine/20210317-IDOT-IMTS%20Plan-Web%20(MAR%202021).pdf https://idot.illinois.gov/content/dam/soi/en/web/idot/documents/transportation-system/reports/opp/marine/Illinois%20Waterborne%20Shipping%20Database%20(1987).pdf https://idot.illinois.gov/content/dam/soi/en/web/idot/documents/transportation-system/reports/opp/marine/Illinois%20Waterborne%20Shipping%20Database%20(1987).pdf

Reference Documentation Document Name Description notify of any corrections, changes, additions, or deletions.

An index is provided to navigate the document. This document can be found on this link: Attachment C- Directory of Lake & River Terminals in Illinois

Attachment D – 1998 Illinois Directory of Waterway Terminals

• The 1998 directory is the most recent published directory available. Includes 3 introductory pages. The directory provides general information about each active waterway terminal in the state, including the terminal primary owner, terminal name, address, location, phone number, marine mile marker location, the types of commodities handled, its handling and storage capabilities, and its intermodal access. This directory can be on this link: Attachment D-Illinois Directory of Waterway Terminals https://idot.illinois.gov/content/dam/soi/en/web/idot/documents/transportation-system/reports/opp/marine/Directory%20of%20Lake%20_RiverTerminals%20in%20Illinois%20(1988).pdf https://idot.illinois.gov/content/dam/soi/en/web/idot/documents/transportation-system/reports/opp/marine/Directory%20of%20Lake%20_RiverTerminals%20in%20Illinois%20(1988).pdf https://idot.illinois.gov/content/dam/soi/en/web/idot/documents/transportation-system/reports/opp/marine/Illinois%20Directory%20of%20Waterway%20Terminals%20(1998).pdf https://idot.illinois.gov/content/dam/soi/en/web/idot/documents/transportation-system/reports/opp/marine/Illinois%20Directory%20of%20Waterway%20Terminals%20(1998).pdf

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

C.1. REQUIRED DOCUMENTS TO COMPLETE AND SUBMIT

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

• Vendor Disclosure or IPG Active Registered Vendor Disclosure

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

• Technical response

• Pricing Table - Pricing must be locked in B-46783

• Disadvantaged Business Enterprises (DBE) Utilization Plan

Blank documents may be found on the Chief Procurement Officer for General Service’s website at https://cpo-general.illinois.gov/solicitation-and-contract-templates.html and on the BidBuy posting under “File Attachments:”. Business Enterprise Program/Veterans Small Business Program Utilization Plan may be downloaded from the Commission on Equity and Inclusion’s website at https://cei.illinois.gov/purchasing-entity-resources/compliance.html.

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

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

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

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

E n t e r i n g c o s t , p r i c i n g o r d i s c o u n t i n f o r m a t i o n i n t h e A l t e r n a t e D e s c r i p t i o n m a y r e s u l t i n d i s q u a l i f i c a t i o n . If the agency requires pricing to be submitted in an attachment, Offeror shall upload pricing under the “Required Documents” section on the Attachments tab and check the box “Does the attachment contain any pricing, cost or discount information?”. Failure to check this box allows your pricing to be viewed when bids are opened and will result in disqualification of your offer. NOTE: Do not check “Does the attachment contain any pricing, cost or discount information” if the attachment does NOT include pricing, cost, or discount information.

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

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

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

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

OFFEROR INSTRUCTIONS TO SUBMIT IN BIDBUY

Create Quote:

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

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

Terms and Conditions Tab

: Select “Yes”, “No”, or “Yes with Exceptions” Note: If taking any exceptions to Standard Terms and Conditions an offeror must submit a redline version of the Standard Terms and Conditions with their proposal.

Attachments Tab For each required quote attachment listed:

: “Upload” (next to each required attachment)

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

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

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

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

Summary Tab : “Submit Quote”

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

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

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

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

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

C.4. PUBLISHED PROCUREMENT INFORMATION

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.

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

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 – Omolara.Erewele@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 no pre-submission conference.

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.

mailto:Omolara.Erewele@illinois.gov https://cpo-general.illinois.gov/sell-2-illinois.html https://cpo-general.illinois.gov/sell-2-illinois.html

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

PLAN

This solicitation may contain a goal to include businesses owned and controlled by minorities, females, and persons with disabilities or DBEs in the State’s procurement and contracting processes. Failure to submit a Utilization Plan as instructed later in this solicitation may render the Offer non-responsive. All questions regarding the subcontracting goal must be directed to the Agency DBE Liaison prior to submission of proposals.

Does this solicitation contain a DBE goal? Yes No If yes, the DBE goal is: 22% DBE Liaison: Debra Lee – SBE Bureau Chief Phone Number: (217) 782-5490 Email Address: dot.dbe.up@illinois.gov

Businesses included in Utilization Plans as meeting DBE requirements as prime vendors or subcontractors must be certified by the Illinois Unified Certification Program (IL UCP) as DBE vendors prior to the Bid Opening Date. Go to http://idot.illinois.gov/doing-business/certifications/disadvantaged-business-enterprise-certification/index for complete requirements for DBE certification. Go to https://webapps.dot.illinois.gov/UCP/ExternalSearch to search for certified DBE vendors.

All questions regarding the subcontracting goal must be directed to the Information Contact indicated in BidBuy no later than 10 days to the Bid Opening date.

C.10. SECURITY

Bid/Performance Bond: $N/ A. If a bond is required, Offeror must submit the Bid Bond with your offer or Performance Bond to the Information Contact within ten (10) days after contract execution. The bond must be from a surety licensed to do business in Illinois. An irrevocable letter of credit is an acceptable substitute. The form of security must be acceptable to the State.

C.11. 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.

X mailto:dot.dbe.up@illinois.gov http://idot.illinois.gov/doing-business/certifications/disadvantaged-business-enterprise-certification/index http://idot.illinois.gov/doing-business/certifications/disadvantaged-business-enterprise-certification/index https://webapps.dot.illinois.gov/UCP/ExternalSearch 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 three scored parts to each proposal – technical, commitment to diversity, and pricing. Each part of the proposal is evaluated and ranked independently of the other parts of the proposal. The results of the evaluation of all three parts shall be used in ranking the proposals.

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

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.1. and F.2. 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. and 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 Vendor 250 Technical Ability and Methodology 400 Resource 150

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

D.4.1. The total number of available points for Technical is 800.

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

D.5. PRICE

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

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

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

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

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

D.6. MAXIMUM AVAILABLE POINTS

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

Section E. ADMINISTRATIVE REQUIREMENTS

E.1. GOVERNING LAW AND FORUM

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

To view the full text, go to http://www.ilga.gov/legislation/ilcs/ilcs.asp . The Illinois Procurement Code (30 ILCS 500) and the Standard Procurement Rules (44 ILL. ADM.

CODE PART 1) are applicable to this solicitation. To view them respectively, go to http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7) and https://www.ilga.gov/commission/jcar/admincode/044/044parts.html

E.2. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT

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

If Offeror requests confidential treatment, Offeror must submit additional copy/copies (see Instructions for Submission of Offers in Section C.) of the Offer with proposed confidential information redacted. This redacted copy must tell the general nature of the material removed and shall retain as much of the Offer as possible. In a separate attachment, Offeror shall supply a listing of the provisions identified by section number for which it seeks confidential treatment and identify the statutory basis or bases under Illinois law, including a detailed justification for exempting the information from public disclosure.

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

E.3. MINORITY CONTRACTOR INITIATIVE

The State requires a fee of $15 to cover expenses related to the administration of the Minority Contractor Opportunity Initiative. Any offeror awarded a contract of $1,000 or more under Section 20-10, 20-15, 20-25 or 20-30 of the Illinois Procurement Code (30 ILCS 500) is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the Comptroller’s Administrative Fund. 15 ILCS 405/23.9.

E.4. FEDERAL FUNDS

http://www.ilga.gov/legislation/ilcs/ilcs.asp http://www.ilga.gov/legislation/ilcs/ilcs5.asp?ActID=532&ChapterID=7)%20%20 https://www.ilga.gov/commission/jcar/admincode/044/044parts.html

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 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 mailto:cpogs.pro@illinois.gov

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

Section F. PROPOSAL FORMS

Offeror must complete and return:

• The following three (3) tables 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

• DBE Utilization Plan

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. The Vendor team must participate in monthly progress meetings with the IDOT project manager and additional stakeholders as needed. All meetings, unless otherwise specified by IDOT, will be conducted virtually using a platform approved by IDOT. The Vendor shall ensure compatibility with the chosen platform and provide any necessary technical support for virtual meeting participation.

The Vendor must designate a representative with the authority to make decisions on the project to attend each meeting.

F.1.2. Meeting Minutes and Documentation:

The Vendor must be responsible for developing the agenda, meeting materials, and meeting minutes and distributing them to all attendees at least 3 days prior to each meeting. Minutes shall include key discussions, decisions made, action items, and assigned responsibilities.

F.1.3. Communication:

The Vendor must establish a bi-weekly (every 2 weeks) communication channel with the designated IDOT project managers. This may include in-person meetings, video conferences, or conference calls.

The Vendor must designate a primary point of contact who will be available to address IDOT inquiries and concerns throughout the project lifecycle.

The Vendor must respond to all IDOT communications in a timely manner, typically within 2 business days.

By submitting an offer to this solicitation. The offeror agrees that 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…