DMH 26 AMHC IFB Precut Keys and pre-pined Lock cores and installation-REBID

The Illinois Department of Human Services (IDHS), Division of Mental Health, is soliciting competitive bids through an Invitation for Bid (IFB) designated as B-52117 for the procurement of precut keys, pre-pinned lock cores, and installation services at the Alton Mental Health Center (AMHC) located at 4500 College Ave, Alton, Illinois 62002, in Madison County. The scope of work includes supplying 1,950 interchangeable cores pre-configured into 23 separate key core groups using a restricted BEST "E" Series interchangeable core keying system, 2,200 pre-cut keys matched to their respective cores, 350 key rings (1-5/8" diameter), complete installation of all cores in the facility's lock hardware, and comprehensive system verification and testing. All deliverables must be completed by June 30, 2026, with installation coordinated during regular business hours (Monday through Friday, 8:00 AM to 4:30 PM, excluding holidays) in compliance with Joint Commission, Medicare/Medicaid, and Illinois Department of Public Health standards. Bidders must possess active Illinois Procurement Gateway (IPG) registration with a current expiration date and submit required documentation including the IPG Active Registered Vendor Disclosure form, an Offer to the State of Illinois, and applicable utilization plans through the BidBuy platform by the May 7, 2026 deadline. Written questions regarding the solicitation must be submitted by 5:00 p.m. on April 29, 2026. Award will be made to the lowest priced responsive and responsible bidder, with bids remaining firm for 90 days from opening. Vendor insurance requirements include General Commercial Liability of $1,000,000 per occurrence with $2,000,000 annual aggregate, Auto Liability coverage of $1,000,000 per occurrence, and Workers' Compensation Insurance as required by law, with the State named as additional insured.

This procurement is exclusively designated as a Small Business Set-Aside Program, restricting eligibility to small business vendors only, and no subcontractors are permitted under the resulting contract. Bidders may claim applicable preferences under the Illinois Procurement Code, including the Illinois Business Preference (requiring submission of a completed affidavit) or the Domestic Product Preference (for products manufactured in the United States), provided U.S. manufactured products are available in reasonably available quantities and do not exceed the price of comparable foreign products by 12 percent or more. No incumbent vendor or current contractor is identified in the solicitation documents. The contract specifies firm pricing to be included in the BidBuy Purchase Order, with the maximum amount to be determined by the State prior to execution; however, no specific budget range is disclosed in the available documentation. If awarded a contract valued at $1,000 or more, the bidder must pay a $15 administrative fee for the Minority Contractor Opportunity Initiative, which will be deducted from the first payment issued. The resulting contract may be partially or fully funded with federal funds, with the percentage and dollar amount to be disclosed upon award notification. The contract term commences upon execution through June 30, 2026, with a maximum total term not exceeding ten years including any renewals or extensions, and is contingent upon appropriation of funds and subject to termination for convenience with 30 days' notice or immediate termination for cause.