25-0011 RFQ 20K and Over_Freedom of Information Act_Final Draft 6.09.25.pdf

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R E Q U E S T F O R Q U O T E

#25-0011 / FREEDOM OF INFORMATION ACT SOFTWARE AND MAINTENANCE

BIDBUY BID #B-46868

*Quotes must be submitted no later than as published on the Bid in BidBuy.

AGENCY: Illinois Tollway ADDRESS: 2700 Ogden Avenue CITY: Downers Grove, Illinois 60515 CONTACT: Betrice Lowe, Buyer

PHONE: 630-437-1536

FAX: 630-795-7908

EMAIL: bllowe@getipass.com

Specifications and Requirements

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1. SUPPLIES AND/OR SERVICES REQUIRED: The Illinois Tollway (“Tollway”) is seeking a vendor to provide a cloud-based Freedom of Information Act (FOIA) solution that enables tracking, processing and reporting and intake requests. The software-as-a-service (SaaS) solution must provide functionalities comparable to Opexus. The SaaS must ensure performance, scalability, and alignment with industry standards.

1.1.1. Vendor must meet the following requirements:

Software:

• Licenses for a minimum of 30 users

• A web-based solution accessible by desktops, laptops, tablets or mobile devices

• Automated request intake with customizable forms and workflow management and approvals

• Role-based permissions with user authentication and permissions

• Advance search and filtering functionalities for case management file:///C:/Users/THUTCHIN/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/DZ2UUCPN/bllowe@getipass.com

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• Secure redaction tools to manage personal identification information (PII), sensitive information and automated exemption codes

• Integration capabilities with Outlook

• A centralized request tracking, assignment, and status updates

• Secure storage, indexing, and retrieval of FOIA records

• Built-in analytics with real-time dashboard and reporting

• Compatibility with existing enterprise systems (email, document storage)

Training and Support:

• Provide implementation and configuration support

• User training and guideline documentation

• Helpdesk and technical support

• Ongoing technical assistance

Security

• Data encryption in transit and rest

• Audit logs and access tracking

• Software maintenance, patches and upgrades

1.1.2. DELIVERABLES: The Vendor shall electronically deliver the following to the Tollway within ten

(10) business days after execution of the contract: order confirmation, software product information including licensing and support keys send to isoft@getipass.com;

thutchin@getipass.com; DMcGregor@getipass.com. Any updates, patches, or fixes should be sent to these addresses as well.

1.2. MILESTONES AND DELIVERABLES:

1.2.1. INVOICES: The Vendor shall present annually itemized invoices within fifteen (15) business days to the Tollway. Invoices shall be marked to the attention of the Contract Invoice Administrator and delivered to the Illinois Tollway, P.O. Box 3094, Lisle, IL 60532, or emailed to:

Financeinvoices@getipass.com; isoft@getipass.com; twozniak@getipass.com;

jtrans@getipass.com; ljames@getipass.com.

1.3. VENDOR / STAFF SPECIFICATIONS:

mailto:isoft@getipass.com mailto:thutchin@getipass.com mailto:DMcGregor@getipass.com mailto:Financeinvoices@getipass.com mailto:isoft@getipass.com mailto:twozniak@getipass.com mailto:jtrans@getipass.com mailto:ljames@getipass.com

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1.3.1. The Vendor must be an authorized reseller or demonstrate capability of implementing the

Freedom of Information Act software. The vendor must demonstrate compliance with all technical and functional requirements outlined in the requirement document, provide documentation of experience deploying FOIA software for government agencies, or similar organizations, offer scalable, cloud-based deployment options, ensure data security with

Illinois Tollway requirements. The Tollway shall require the bidder to submit a letter from the manufacturer which authorizes their distribution of this product upon request of the Tollway.

The Tollway is aware that, in the Information Technology industry, manufacturers often make products or services available to customers via an indirect channel. Those channel participants may be referred to as resellers, distributors, partners, providers, or other designations. The

Tollway is unable to research, distinguish and define the various types of manufacturer sales programs for all products and services on the market; therefore, the Tollway may require that vendors responding to this bid provide an artifact (i.e. certification, statement), on the manufacturer’s letterhead, indicating the bidder’s ability and authorization to resell and deliver products or services to the customer on behalf of the manufacturer. Vendors providing bids are also required to acknowledge responsibility for and authorization to provide pre- and post-sales support, where applicable. The artifact shall be available upon request of the Tollway.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The duration of this contract shall be for the period of two years commencing on last dated signature.

2.2 RENEWAL: This Contract does not contain any renewal options and therefore cannot be renewed.

2.3 TERMINATION FOR CAUSE: The State may terminate this Contract, in whole or in part, immediately upon notice to the Vendor if it is determined that the actions, or failure to act, of the Vendor, its agents, employees or subcontractors have caused, or reasonably could cause jeopardy to health, safety, or property. The Contract may be terminated if the State determines that the Vendor lacks the financial resources to perform under the Contract. If Vendor fails to perform to the State’s satisfaction any material requirement of this Contract or is in violation of a material provision of this Contract, the State shall provide written notice to the Vendor requesting that the breach or noncompliance be remedied within the period of time specified in the State’s written notice. If the breach or noncompliance is not remedied by that date the State may either:

a. immediately terminate the Contract without additional written notice or

b. enforce the terms and conditions of the Contract, and in either event seek any available legal or equitable remedies and damages.

2.4 TERMINATION FOR CONVENIENCE: Following thirty (30) days written notice, the State may terminate this Contract in whole or in part without the payment of any penalty or incurring any further obligation to the Vendor. Following any such termination for convenience, the Vendor shall be entitled to compensation upon submission of invoices and proof of claim for services provided under this Contract up to and including the date of termination.

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This contract is contingent upon and subject to the availability of funds. The State, at its sole option, may terminate or suspend this contract, in whole or in part, without penalty or further payment being required, if the Illinois General Assembly or the federal funding source fails to make an appropriation sufficient to pay such obligation, or if funds needed are insufficient for any reason.

30 ILCS 500/20-60.

The Vendor shall be entitled to compensation upon submission of invoices and proof of claim for supplies and services provided in compliance with this contract up to and including the date of termination.

3. STANDARD TERMS AND CONDITIONS

3.1 CONTRACT DOCUMENTS: Upon award, vendors shall be required to complete either a basic ordering agreement (BOA) or contract, along with a Taxpayer Identification Number (TIN) page, and, dependent upon dollar value, Standard Illinois Certifications. These forms can be found on the CPO’s website at the following address:

Solicitation and Contract Templates and Forms (illinois.gov)

3.2 INVOICING INFORMATION

Vendor(s) are required to attest to the standards set forth in this contract and must include the following statement on every one of their invoices delivered to the Illinois Tollway pursuant to statute 605 ILCS 10/16.1.

This statement must be imprinted on the invoice or an attachment attesting to the following statement:

INVOICE#_____________ INVOICE DATE_____________

“The Seller, _______________________________ hereby certifies that the goods, merchandise and wares shipped in accordance with the attached delivery invoice have met all the required standards set forth in the purchasing contract”.

Authorized Representative https://cpo-general.illinois.gov/solicitation-and-contract-templates.html

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If the Vendor does not comply with attesting to the statute 605 ILCS 10/16.1 this will cause delay in payment.

All invoices must include original order date to ensure accurate and timely payment processing.

Invoices shall be sent to the following address:

Illinois Tollway

Attention: Accounts Payable

P.O. Box 3094

Lisle, Illinois 60532-8094

Email: FinanceInvoices@getipass.com

The remainder of this page is left blank intentionally.

mailto:FinanceInvoices@getipass.com

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Pricing

*Notes to Vendor: All Quoted prices shall be valid for 180 days from date of submission.

No price increases shall be accepted.

In the event of a price decrease, the Illinois Tollway is guaranteed to receive the lowest price.

If the Illinois Tollway issues an award, the award will be made to the Responsive/Responsible bidder who submits the lowest price.

The Tollway is providing vendors information in the table below for determining a low bidder. Vendor shall bid on all items to be considered responsive. Failure to bid on all items in BidBuy shall result in a disqualified bid. The estimated quantities of this contract shall be based on the term of the contract per Section 2.1; prices shall remain firm for the term of the contract.

METHOD AND RATE OF COMPENSATION: Vendor shall be compensated by the following method:

Line Item

Description Estimated Quantity Pricing

Freedom of Information Act software as described herein Year 1

Licensing for 30 internal staff

Bidder must enter pricing in BidBuy

Freedom of Information Act software as described herein Year 2

Licensing for 30 internal staff

Bidder must enter pricing in BidBuy

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: