Vendor Q and A - B-46007.pdf

Illinois Department of Central Management Services

JPMC Defibrillators AED

25-416CMS-BOSS4-B-46007

Questions and Answers #1

Date: 3/31/2025

Q1 Steps 1 and 2 in the "Financial Disclosures and Conflicts of Interest" section. In Step 1, Option 2B requires bidders to disclose "qualifying individuals or entities holding any ownership share in excess of 5%" and attach the informational Federal 10K required under 17 CFR 229.401.

However, in Step 2, the certification statement requires disclosure of "all individuals or entities that hold an ownership interest greater than 5% or greater than $123,420" and "all individuals or entities entitled to receive distributive income exceeding $123,420 or greater than 5% of the total distributive income of the disclosing entity." The $123,420 threshold mentioned in Step 2 is not referenced in Option 2B of Step 1, which raises a few questions:

1. Is Option 2B accurately written to encompass all required disclosures?

2. If so, may we adjust the language in our vendor form so that our certifications align with the disclosure obligations in Option 2B (5% ownership + 10-K reporting information)?

3. If we are not allowed to modify the language and Option 2B is accurate as written, would marking "No" in Step 2 (since its criteria differ from Option 2B) render our bid non-responsive, even if all required information under 2B is provided?

A1 1. Yes, Step 1, Option 2.B. is accurately written and if it most accurately describes your business structure, then you would need to complete Step 2, Option A.

2. No adjustment to language is allowable. If Step 2, Option 2.B. most accurately describes your business structure, then your companies 10-K should be submitted with your bid submission.

3. Step 2 is a separate and different requirement than Step 1 and should be treated separately. If Step 1, Option 2.B. is chosen, then it references completion of Step 2, Option A. Your company would need to disclose any individual or entity that owns more than 5% or their value of ownership exceeds $123,420.

Q2 Invoicing on page 13, Section 4.1.6. of the Contract. Will we be invoicing once per year or how often?

A2 The awarded vendor will issue invoices on a per order basis to the ordering entity. This contract is available to all governmental units and qualified not-for-profits and the awarded vendor will issue a separate invoice for each order made by any entity that meets that definition as outlined in Section 5 of the Contract.

Q3 We are a small minority-owned family business but are unsure if we are properly registered as a BEP company. How do we check?

A3 You must be registered as a BEP firm with the State of Illinois Commission on Equity and Inclusion (CEI) at the time of bid submittal. The information about the CEI BEP certification process is attached in BidBuy in the IFB Vendor Instructions and Requirements, See Section A.9, which includes links to the CEI website. The BEP Certification process can take some time to complete, so it is unlikely that a firm that is not yet certified would be able to complete the process before this bid opens on April 8, 2025. If you are working on a certification with CEI, please reference this bid number and the bid opening date so that they can work on your certification prior to bid opening.

Q4 Is the 3% BEP goal applicable annually or over the life of the contract?

A4 The 3% goal is continuous. At any time over the life of the contract, the awarded vendor should be able to demonstrate that it is utilizing BEP vendors for 3% of the value of the contract as outlined in their approved BEP Utilization Plan.

Q5 Are we supposed to be providing a bid for only one AED unit?

A5 CMS is asking for you to bid on one unit that will meet the specifications as outlined in Bid Buy. If a vendor wants to bid on multiple brands, they can submit a separate quote for each. Please keep in mind that the award will go to the lowest responsive and responsible vendor.

Q6 What are the software updates listed on Line Item 3?

A6 The State of Illinois needs the ability to update software requirements on the purchased AED units when necessary. These software updates may be free of charge, for which you would click “no charge” or they may come at a cost. Bidders should indicate the appropriate cost of these updates in their pricing on line 3.

Q7 Is the state going to be purchasing for any services related to the AED units or just the units themselves?

A7 The State of Illinois only intends to purchase the AED units and any related parts and accessories as indicated on the line items in Bid Buy.

Q8 Line 7 asks for certain brands of or part and supplies for existing state-owned AED units. We are an independent manufacturer of AED units and only sell our own brand. How will that affect our ability to bid on line 7?

A8 Line 7 also specifies “or approved equivalent”. Per Section B.2.5. of the IFB Vendor Instructions and Requirements, other products will be considered with proof the other product meets stated specifications and is equivalent to the brand product in terms of quality, performance, and desired characteristics.

Q9 Is there someone to contact if we run into technical difficulties when submitting our bid?

A9 You may contact the Bid Buy helpdesk. Their information is as follows and can also be found on the Bid Buy website. For Vendor assistance contact the BidBuy Vendor Help Desk by email at il.bidbuy@illinois.gov or by phone at 866-455-2897. Hours of Operation:

Monday through Friday from 8:30am to 4:30pm CT.

Q10 The contact in Bid Buy is Darin Gardner. Do we call him or email him with questions?

A10 You must submit all questions in writing to Darin Gardner at the email address provided in Bid Buy. As specified in Section A.6. of the IFB Vendor Instructions and Requirements, the deadline for questions is three business days after the pre-bid conference, by 5:00 pm CST. In this case, that deadline is Friday, March 28, 2025, at 5:00pm.

Q11 Section 4.31 states that the "Vendor certifies that if it is awarded a contract through the use of the preference required by the Procurement of Domestic Products Act, then it shall provide products pursuant to the contract or a subcontract that are manufactured in Illinois or the United States. 30ILCS 517." When looking at the contract template, it does not specify that the contract is being awarded through the Procurement of Domestic Products Act and its reference of 30 ILCS 517 is not present within the template. Please confirm that the award of this contract is not through this Act and that it is not applicable to this contract.

A11 Please refer to the Offer that is attached in BidBuy and should be submitted back with your bid for information on how to claim domestic product. The vendor would need to indicate this preference as part of their bid submission, if the product meets the definition of this Act. The State would then determine if the preference would apply and award accordingly.

Q12 Will any older units be traded in as part of this program?

A12 No

Q13 Will a trade-in program be utilized? If so, is it a requirement of the winning bidder?

A13 No

Q14 The spreadsheet with vendors for the Illinois Business Enterprise Program listed three companies, one of whom appears to be the incumbent on your AED program. How would we find other approved contractors on the Illinois BEP program?

A14 The spreadsheet indicates BEP certified vendors that are registered in the NIGP code used to calculate the BEP goal for this solicitation (465-15). See Section A.9 of the IFB Vendor Instructions and Requirements for a link to the BEP portal to search for other certified BEP vendors. Keep in mind that if using a BEP subcontractor, they MUST be registered in NIGP code 465-15 to fulfill the goal on this solicitation.

Q15 Since the current Cardiac Science G5 unit is a dual language device, gives CPR feedback, and has escalating energy, will only AEDs that meet these criteria be considered? Or are you looking for AED units with less or more technology?

A15 Contract Section 1.2. SUPPLIES AND/OR SERVICES REQUIRED: subsections 1.2.1. – 1.2.49.

lists the specification required for the requested defibrillator for line 1.

Q16 Is any CPR/AED training part of this bid?

A16 No.

Q17 Will there be any service components to the bid?

A17 No.

Q18 Is CMS considering lease or rental programs, or direct purchase only?

A18 Direct purchase only.

Q19 Since medical direction is required by the state of Illinois, will this be added to the bid, line items as well? Or will a prescription only be utilized?

A19 No additional lines will be added to the bid. We are looking for equipment and commodities (parts and accessories) as part of this bid.

Q20 We don’t see the following items listed on the bid that are a standard part of most AED programs. Will they be included?

AED unalarmed cabinet AED alarmed cabinet AED V-sign AED cabinet battery Medical Prescription Medical direction/physician oversight

A20 Line 6 and 7 refers to a complete catalog selection with a single percent discount from the manufacturer’s suggested retail price (MSRP). Many of these equipment/commodity items would fall under the additional parts and supplies requested as part of the catalog selection.

Q21 Do you need specifics regarding which locations will be delivering the AED units and components? Or would you just like to know which distribution center will be initiating the shipment of orders?

A21 Contract Section 1.7. WHERE SERVICES ARE TO BE PERFORMED refers to location(s) and value of services performed at location(s). The State is looking for the physical address of your warehouse locations and the value of the contract (as a percentage) that each one of these locations will be distributing from.

Q22 Do you require fixed pricing over the course of the 4 years? Or do you just require a fixed discount off of MSRP?

A22 Contract Section 2 of the contract refers to pricing, economic adjustments, PPI adjustments, and Manufacturer’s Suggested Retail Price (MSRP). Pricing must be fixed for the first twelve (12) months of the contract. Section 2.3 references the economic adjustments allowed under this contract. The discount off MSRP must remain firm for the term of the contract as stated in Section 2.3.3.1.

Q23 Instrument of Ownership or Beneficial Interest. Please advise what this is in context. We are not sure if this means common and preferred stock, or some other thing. Can you clarify?

A23 “Instrument of Ownership or Beneficial Interest” refers to business ownership type (legal status), by clicking on the down arrow there will be seven (7) options to choose from.

Your ownership type/legal status should be how the IRS has you designated and should be the same as what you choose for your taxpayer identification page.

Q24 For the financial disclosures, we selected option 2.B. for Step 1. At the beginning of Steps 4, 5, and 7, we provided the names of the persons we named in 2.B., and not all the shareholders required under 2.A. because we are responding with using option 2.B. We want to confirm it is acceptable for us, in these steps, to list the individuals in 2.B. and that our bid will not be considered non-responsive if we do this. If it is not acceptable, please confirm the proper way we must complete this or if we are able to leave the name section blank since we are using option 2.B. Please confirm.

A24 Completing the information incorrectly within the correct financial disclosures will not deem your bid non-responsive. If you chose 2.B. and completed Step 2, Option A, then just the individuals that you disclosed that meet the specific criteria under Step 2, Option A need to be included when answering the remaining steps. Note: Step 7 need to be answered for the individuals disclosed in Step 2, Option A and for your business.

Q25 Under Item #1, you request pricing for AEDs with a carrying case and a handle. Some AEDs come with either a handle or a carrying case. Are you looking for a carrying case with a handle with no handle on the AED, or an AED with a handle with no carrying case?

A25 We are looking for a carrying case with a handle.

Q26 Under Item #2, you request pricing for AED Battery replacements. We assume the unit of measure is for 475 batteries (not 475 sets of two batteries). Please confirm.

A26 The unit of measure is for evaluation purposes only and does not reflect actual usage. We are looking for the single pricing of a replacement battery for the AED unit that is bid in line 1.

Q27 Under Item #4, you request pricing for Adult Pad replacements. We assume the unit of measure is for 500 sets of adult pads (not 500 sets of two sets of pads). Please confirm.

A27 See answer to question 26.

Q28 Under Item #5, you request replacement Pediatric Pads for Line Item 1. Some AEDs include

Universal Adult/Pediatric pads with the power output controlled through the standard pad by the AED itself. Therefore, no Pediatric Pads would be required. How would you want that represented under Line Item 5?

A28 If the pads are universal, then you would indicate the same price in line 4 and line 5 and indicate in the alternate description field that the pads are universal for both adult and pediatric.

Q29 Under Item #10, you request pricing for an AED battery as proposed under Line Item #7. Is the

MSRP requested for a single battery unit?

A29 Yes, for line 10, you would include the MSRP price for the battery and then in the discount field, include the same discount that you included in line 7.

Q30 Under Item #12, you request pricing for AED replacement pads as proposed under Line Item #7.

Is the MSRP requested for a single set of Adult Pads?

A30 See response to question 29.

Q31 Under Line Item #13, you request pricing for AED pediatric pads as proposed under Line Item

#7. Again, some AEDs include Universal Adult/Pediatric pads with the power output controlled through the standard pad by the AED itself. Therefore, no Pediatric Pads would be required.

How would you want that represented under Line Item 13?

A31 See response to question 28.

Q32 Under File Attachments, there is a Required Upload for Financial Disclosures. Would this request be satisfied by completing and uploading the Vendor Disclosure (formerly Forms B) B- 46007 v24.1, or are there other forms required?

A32 There are two different attachments for financial disclosures. If you are currently registered in the Illinois Procurement Gateway (IPG) with an active IPG number, then you would complete the IPG Active Registered Vendor Disclosure (Formerly Forms B), If you are NOT registered in the IPG then you would be required to complete the Vendor Disclosure (Formerly Forms A).

Q33 We are officially BEP certified. For the Utilization Plan, should we indicate 3% or 100% since we hold this certification?

A33 If you are BEP certified in the NIGP code 465-15, then you would complete only Part I of the utilization plan. Part I requires the top portion to be completed for the specific solicitation, and then you would check the first box that you are self-performing.

Q34 Please confirm that this is a 4-year Bid.

A34 Yes, this a 4-year contract. See Section 3.1 of the contract.