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Public Higher Education Bulletin

 
Illinois Math and Science Academy
RFP #IMSA19011
Request for Proposal: Data Management System (REBID)
Award Info Published Tuesday November 13, 2018
Awarded to:
Vendor: Servio Consulting LLC, Frankfort, IL
Amount: An estimated $219,900
Terms:
An estimated start date of 11/26/2018 through 11/25/2019
Renewals:
5 one-year
Potential Future Renewals: $0
Number of Unsuccessful, Responsive Respondents: 3
Comments:
Total number of vendors who responded: 4 ..... Number of unsuccessful vendors who responded: 3..... Name of each bidder or offeror who submitted a response and bid amount: (1) Acextic Corporation $151,870.00 (2) Catalyst Consulting Group, Inc. $588,000.00 (3) CNG & Associates, Inc. $130,000.00 (4) Servio Consulting LLC $219,900.00 ------ BEP utilization plans (see attached)
The buyer for this procurement is now Kimberely Corrao, (630) 907-5081.
The State Purchasing Officer for this procurement is now Lee Saulter.
The University award process may be delayed up to thirty days as this award goes through a state approval process.
This notice has been modified
Published Wednesday August 22, 2018
Addendum #3 published to answer vendor questions received via e-mail.
This notice has been modified
Published Wednesday August 15, 2018
Addendum #2 published to answer vendor questions received via e-mail and during the August 9, 2018 1:30 pm Pre-Submission Conference.
This notice has been modified
Published Tuesday August 7, 2018
Addendum #1 added as a specification attachment with response to vendor questions.
First published Thursday, August 2, 2018
Sealed proposals will be accepted at the address below until 2:00 PM, Monday September 10, 2018:

Attn: Fiscal Office
1500 Sullivan Road
Aurora, IL 60506-1000

IMSA is seeking a vendor to identify, customize, and implement a data management system that provides a customizable event registration system, a CRM solution and an admissions management system. Donor Management capabilities would be a nice addition to the system but are not required. This data management solution will ultimately help IMSA streamline and manage student relationships from prospective students participating in IMSA-sponsored events through student recruitment and admission processes and finally, through active alumni relationships. The data management solution will also be used to provide better management of relationships with parents, alumni, legislators, universities, and other key customers. The system is to provide robust communications capabilities. IMSA has identified functional and technical requirements for the data management system, with a detailed list provided in Appendices 12.1, 12.2 and 12.3. A summary of key requirements is provided in Section 5. The awarded vendor will propose a solution and complete the customization and implementation by July 1, 2019. This vendor may customize and implement its own solution or a solution that includes third party products and/or services. Any contract resulting from this solicitation will have an initial term of one year from the date of execution. The University reserves the right to renew for a total of five (5) additional 1-year periods.
There is a non-mandatory pre-submission conference/site visit on Thursday August 9, 2018 at 1:30 p.m. Local Time.
If attending in person, please park on the east side of the building. Vendor must check in at front desk with a state/government issued photo id. Vendor must allow adequate time to accommodate security screenings at the site.
To attend via Teleconference please call Teleconference Bridge Phone# 1-877-810-9415 and enter Access Code 5255556. Teleconference will be recorded. Vendor questions/IMSA Responses will be published on the Illinois Procurement Bulletin for Higher Education.
This solicitation contains a goal of 20% to include businesses owned and controlled by minorities, females and persons with disabilities in the State's procurement and contracting / subcontracting processes. All questions regarding any subcontracting goal must be directed to the Solicitation Contact.
Failure to submit a Utilization Plan as instructed, may render the response non-responsive. Vendor must complete and attach the BEP Utilization Plan and Letter of Intent which can be found at: http://www.illinois.gov/cpo/HigherEd/Pages/Forms.aspx. For your convenience, a copy of the BEP Utilization Plan and Letter of Intent Template is attached to this solicitation as Other Public Documents.
Visit http://www.illinois.gov/cms/business/sell2/bep/Pages/default.aspx for complete requirements for BEP certification.
A current database of registered and/or certified BEP vendors may be found on the BEP Certification Portal at https://cms.diversitycompliance.com
Please Note: Vendors MUST be registered with the Illinois Secretary of State (unless a sole proprietor) AND the Illinois State Board of Elections.
Please read the entire solicitation package and submit your response in accordance with the instructions.
This solicitation, IMSA19011 is a REBID for IMSA19003 which was non-awarded on 8/2/18.
Addendum 1 This addendum #1 is issued to further define the original Request for Proposals (RFP) package for the above-referenced project, as issued on August 2, 2018 and is now considered a part thereof. Included in this addendum are vendor questions received via e-mail and the State's response to those questions. Questions with similar content were aggregated and responded to collectively. Vendors are instructed to read this entire package before attempting to complete the information required therein.
Offerors are to acknowledge this addendum #1 by signing the document and including the signed copy in Packet 1 of your response.
Addendum 2 This addendum #2 is issued to further define the original Request for Proposals (RFP) package for the above-referenced project, as issued on August 2, 2018 and is now considered a part thereof. Included in this addendum are vendor questions received during the August 9, 2018 Pre-Submission Conference and received via e-mail and the State's response to those questions. Questions with similar content were aggregated and responded to collectively. Vendors are instructed to read this entire package before attempting to complete the information required therein.
Offerors are to acknowledge this addendum #2 by signing the document and including the signed copy in Packet 1 of your response.
Addendum 3 This addendum #3 is issued to further define the original Request for Proposals (RFP) package for the above-referenced project, as issued on August 2, 2018 and is now considered a part thereof. Included in this addendum are vendor questions received via e-mail and the State's response to those questions. Questions with similar content were aggregated and responded to collectively. Also included is the pdf attachment "Vendor Contact List". Vendors on this list downloaded solicitation documentation for IMSA19011 from the Higher Education Bulletin. Vendors are instructed to read this entire package before attempting to complete the information required therein.
Offerors are to acknowledge this addendum #3 by signing the document and including the signed copy in Packet 1 of your response.

For additional information, contact:
Carla Carreno
Phone: (630) 907-5036
FAX: (630) 907-5976
Illinois Mathematics and Science Academy www.imsa.edu
State Purchasing Officer - Lee Saulter
Submit 7 copies of the response as defined in the specifications. The University reserves the right to accept or reject any and all responses or parts thereof. This procurement may be contingent on Board of Trustees approval. Illinois Department of Human Rights (IDHR) eligibility number is required on all proposals, if applicable. There is a BEP goal for this procurement. See solicitation documentation for details. The contract(s) for this solicitation could exceed $50,000 annually.

This transaction is subject to the State Board of Elections registration and certification requirements of Public Act 095-0971.

The State of Illinois has a policy to encourage prospective vendors to hire qualified veterans, minorities, females, persons with disabilities and ex-offenders.

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Specification Documents
  • GenericEventsTemplateFY18-TEMPLATE.xlsx (4 MB)
  • IMSA19011.docx (145 KB)
  • IMSA19011.pdf (230 KB)
  • IMSA19011_Addendum_1.pdf (62 KB)
  • IMSA19011_Addendum_2.pdf (175 KB)
  • IMSA19011_Addendum_3.pdf (472 KB)
  • IMSA19011_Attachment_12-1_thru_12-3.xlsx (33 KB)
  • VendorContactList.pdf (78 KB)
Other Public Documents
  • BEPUtilizationPlan-with_NIGP_Codes.pdf (171 KB)
  • BEPUtilizationPlan-with_NIGP_Codes_ACEXTIC.pdf (194 KB)
  • BEPUtilizationPlan-with_NIGP_Codes_Catalyst.pdf (972 KB)
  • BEPUtilizationPlan.pdf (161 KB)
  • BEPUtilizationPlanwith_NIGP_Codes_SERVIO.pdf (526 KB)
  • CGNBEPUtilizationPlan-with_NIGP_CodesPckt_5.pdf (157 KB)
  • LetterofIntentTemplate.pdf (109 KB)