Museum Collections Software RFP
Active Open Market Competitive Sealed Proposal Illinois Awarded
- Contract number
- 25-448DOIT-APP44-P-86033
- Awardee
- Collector Systems LLC
- Contracting organization
- APP448 - Applications
- Contract amount
- $606,300
Award facts
- Completion date
- NIGP code
Award details come from bidbuy.illinois.gov. Updated .
About this award
The State of Illinois, Department of Innovation and Technology, Applications division awarded a ten-year Open Market Competitive Sealed Proposal contract to Collector Systems LLC (V00029944) effective May 19, 2026, through May 18, 2036, with a total contract value of $606,300.00. The contract encompasses comprehensive software application services including initial configuration, customization, implementation, data conversion and migration, and training. The vendor will provide these services to support deployment and operational readiness of the system.
Collector Systems LLC will deliver ongoing support and licensing services throughout the contract term, including per-user annual licenses at $1,020 per user (estimated for 55 users annually), enterprise and subscription licensing on a per-year basis, and maintenance and support services with software updates and unlimited user support. Additional services include hosting, data storage at a fixed monthly rate for 100 gigabytes, and professional services for post-implementation configuration, customization, migration, and training at an hourly rate of $165. Pricing for line items covering years four through ten is subject to adjustment as specified in the solicitation terms. All services are to be provided to the State of Illinois.
Line items
| Item | Total |
|---|---|
| Initial configuration/customization - Enter the flat fee for initial configuration and customization. If this offer does not have a fee for this line item, mark 'no charge'. If there is a flat fee for the initial stand up of the offer that encompasses more than one line item, enter that total amount… | — |
| Initial Implementation - Enter the flat fee for initial Implementation. If this offer does not have a fee for this line item, mark 'no charge'. | — |
| Initial Training - Enter the flat fee for initial in-person or virtual live training.? If this offer does not have a fee for this line item, mark 'no charge'. | — |
| Initial Data Conversion/Migration - Enter the flat fee for initial Data Conversion/Migration. If this offer does not have a fee for this line item, mark 'no charge'. | — |
| User License Annual - Enter the per user Annual license fee. This will be a fixed rate for the first 3 years of the contract. Fee for years 4-10 have the potential to be adjusted, see section F.6.5 of this solicitation for more information. If the offer does not have a per license pricing model,… | $561,000.00 |
| Enterprise/Subscription License Annual - Enter the enterprise/subscription license annual fee. This will be a fixed rate for the first 3 years of the contract. Fees for years 4-10 have the potential to be adjusted, see section F.6.5 of this solicitation for more information. If the offer does not… | — |
| Maintenance & Support Annual - including software updates and unlimited user support - Enter the annual maintenance & support fees to include software updates and unlimited user support. This will be a fixed rate for the first 3 years of the contract. Fee for years 4-10 have the potential to be… | — |
| Hosting - Enter the annual hosting fees. This will be a fixed rate for the first 3 years of the contract. Fee for years 4-10 have the potential to be adjusted, see section F.6.5 of this solicitation for more information. If this offer does not have a fee for this line item, mark 'no charge'. | — |
| Data Storage - Enter the data storage fees. The fee entered should represent the fee for 100GB of data storage at a monthly rate. Adjustments may be needed if offer includes rates that are not monthly. Data storage of 100GB per month is for evaluation purposes. This will be a fixed rate for the… | $2,400.00 |
| Configuration and Customization professional services (after initial configuration/customization) - Enter the per hour rate for configuration and customization. This will be a fixed hourly rate for the first 3 years of the contract. Fee for years 4-10 have the potential to be adjusted, see section… | $33,000.00 |
| Migration Professional Services (after initial migration) - Enter the per hour rate for migration services. This will be a fixed hourly rate for the first 3 years of the contract. Fee for years 4-10 have the potential to be adjusted, see section F.6.5 of this solicitation for more information. | $9,900.00 |
| Training Professional Services (after training) - Enter the per hour rate for training services. This will be a fixed hourly rate for the first 3 years of the contract. Fee for years 4-10 have the potential to be adjusted, see section F.6.5 of this solicitation for more information. | — |
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Quick answers
Who was awarded contract 25-448DOIT-APP44-P-86033?
Contract 25-448DOIT-APP44-P-86033 was awarded to Collector Systems LLC by APP448 - Applications in Illinois on May 19, 2026.
How much is contract 25-448DOIT-APP44-P-86033 worth?
Its contract amount is $606,300.
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