B-51417 SPO SIGNED NOA.pdf
PDF 1 MB Posted
- Solicitation number
- 26-448DOIT-ADMIN-B-51417
- Issued by
- St. Clair County, Illinois
About this file
This is a Notice of Award issued by the State of Illinois Chief Procurement Office for the Illinois Department of Natural Resources (IDNR) in cooperation with the Department of Innovation and Technology (DoIT) and Sourcewell, a State of Minnesota consortium. The contract awards SmartCOP, Inc. the opportunity to implement an OLE Records Management System for IDNR through a Cooperative Participation Agreement via Sourcewell. The solicitation was conducted competitively in accordance with Minnesota procurement regulations. DoIT determined that insufficient widespread interest and agency need existed to justify a Joint Procurement with Multiple Agencies (JPMC), making the Sourcewell national aggregation model more economically advantageous. The contract was executed on July 17, 2029, with an initial term value of $1,400,000.00. There were zero unsuccessful bidders on this award. The procurement decision was based on economies of scale achieved through the national aggregation of needs via Sourcewell, which resulted in more competitive pricing than the State of Illinois could achieve independently.
SmartCOP, Inc.'s bid amount was $772,810.00, with the total award amount to the vendor set at $1,400,000.00 for the life of the contract. The awarded vendor reported zero percent utilization of Business Enterprise Program (BEP) vendors and zero percent utilization of Veterans Business Program (VBP) vendors in its proposal. The contract award was signed on March 31, 2026. The primary agency contact is Beau Wilson, located at the Illinois Department of Natural Resources office in Springfield, Illinois, reachable at 217-558-8149 or Beau.Wilson2@illinois.gov. This procurement method was selected as a Cooperative Participation rather than a traditional competitive bid process due to the specialized nature of the product and the limited number of agencies with similar needs within the State of Illinois.
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| File | Type | Posted |
|---|---|---|
| notice-of-award-form-v.25.2 spo signed b-51417.pdf |
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Text version
Notice of Award Form
State of Illinois Chief Procurement Office for General Services Notice of Award v.25.2
Agency and Awarded Vendor Information
Description:
After extensive research conducted by subject matter experts and other end users, and strategic procurement discussions, including soliciting input from the DoIT procurement team, IDNR has come to the conclusion that entering into a Participation with Sourcewell for SmartCOP, Inc. is the most viable option at this time. The solicitation that produced this contract was conducted competitively, aligning with the procurement regulations of the State of Minnesota. Also, DoIT indicated that there was not enough widespread interest in this product, nor enough agencies with a similar need to justify doing a JPMC. So, according to economies of scale, the national aggregation of needs via Sourcewell results in more competitive pricing than could be achieved by one State of Illinois agency.
Bid Number: B-51417 Agency: Illinois Department of Natural Resources
Vendor Selected for Award: SmartCOP, Inc.
Line Item Description: DoIT on behalf of IDNR intends to enter into a Cooperative Participation Agreement via Sourcewell with SmartCOP to implement an OLE Records Management System.
Total Award Amount $1,400,000.00 Number of unsuccessful bidders/offerors 0
Terms (Add Renewal Terms as appropriate) Length Value
Initial Term Upon Execution - 07/17 1,400,000.00
Delete Renewal Term Add Renewal Term 1,2,3
Farm Leases and Concessions
Value to the State:
Estimated Financial Return to the State for the Life of the Contract (Includes Renewals)
Value to the Vendor:
Estimated Gross Revenue to the Vendor for the Life of the Contract (Includes Renewals)
Business Enterprise Program/Veterans Business Program Awarded bidder/offeror BEP/VBP Utilization Plan Goals 30 ILCS 575/7 (6)
% of VBP Per Utilization Plan:
0 % of BEP Per Utilization Plan:
List each bidder or offeror's name
Total bid amount
The name(s) of the certified BEP vendor(s) identified in the bidder's or offeror's submitted utilization plan
The Percentage of the bid's amount awarded to certified BEP vendor(s) identified in the utilization plan
SmartCOP, Inc. $772810.00
State of Illinois Chief Procurement Office for General Services Notice of Award v.25.2
*NA indicates that the offeror's pricing remained sealed.
Add Row Delete Row
Agency Contact
Contact Name: Beau Wilson Telephone Number: 217-558-8149
Email Address: Beau.Wilson2@illinois.gov Fax Number: N/A
Street Address: 120 West Jefferson City: Springfield
State: Illinois Zip Code: 62702
SPO Written Determination for Contract Award Decision
General - Applies to Split Awards, Award to Other than Lowest Responsible and Responsive Bidder. The Rationale described by the purchasing agency in the recommendation to award seems reasonable, and serves as the basis for the contract decision.
Invitation for Bid - The contract was procured through the Invitation for Bid Process, and the contract has been awarded to the lowest priced responsive and responsible bidder.
Invitation for Bid award with Domestic Products preference - The contract was procured through the Invitation for Bid Process, and the contract has been awarded to the lowest priced responsive and responsible bidder by applying the Procurement of Domestic Products Act (30 ILCS 517) preference.
Request for Proposal - Based on factors set forth in the Request for Proposal, the contract has been awarded to the offeror whose proposal is most advantageous to the State.
Other: Cooperative Participation
Signature Field Date: 3/31/2026
State of Illinois Chief Procurement Office for General Services Notice of Award v.25.2 Page of Agency and Awarded Vendor Information Terms (Add Renewal Terms as appropriate) Length Value Initial Term Farm Leases and Concessions Estimated Financial Return to the State for the Life of the Contract (Includes Renewals) Estimated Gross Revenue to the Vendor for the Life of the Contract (Includes Renewals) Business Enterprise Program/Veterans Business Program Awarded bidder/offeror BEP/VBP Utilization Plan Goals 30 ILCS 575/7 (6) List each bidder or offeror's name Total bid amount The name(s) of the certified BEP vendor(s) identified in the bidder's or offeror's submitted utilization plan The Percentage of the bid's amount awarded to certified BEP vendor(s) identified in the utilization plan *NA indicates that the offeror's pricing remained sealed.
Agency Contact SPO Written Determination for Contract Award Decision 11.0.0.20130303.1.892433.887364
| CurrentPage: |
| PageCount: |
| DESCRIPTION: After extensive research conducted by subject matter experts and other end users, and strategic procurement discussions, including soliciting input from the DoIT procurement team, IDNR has come to the conclusion that entering into a Participation with Sourcewell for SmartCOP, Inc. is the most viable option at this time. The solicitation that produced this contract was conducted competitively, aligning with the procurement regulations of the State of Minnesota. Also, DoIT indicated that there was not enough widespread interest in this product, nor enough agencies with a similar need to justify doing a JPMC. So, according to economies of scale, the |
national aggregation of needs via Sourcewell results in more competitive pricing than could be achieved by one State of Illinois agency.
| BIDNUMBER: B-51417 |
| AGENCY: Illinois Department of Natural Resources |
| VENDORSELECTED: SmartCOP, Inc. |
| LINEITEMDESCRIPTION: DoIT on behalf of IDNR intends to enter into a Cooperative Participation Agreement via Sourcewell with SmartCOP to implement an OLE Records Management System. |
| TotalAwardAmt: $1,400,000.00 |
| NoUnsuccessfulbidders: 0 |
| cell2: Upon Execution - 07/17/2029 |
| cell2: $772810.00 |
| cell3: 1,400,000.00 |
| cell1: SmartCOP, Inc. |
| DeleteRenewalTerm: |
| AddRenewalTerm123: |
| VALUETOSTATE: |
| VALUETOVENDOR: |
| PERCENTVBPUPLAN: 0 |
| PERCENTBEPUPLAN: 0 |
| cell5: |
| Add: |
| Delete: |
| ContactName: Beau Wilson |
| Telephone: 217-558-8149 |
| email: Beau.Wilson2@illinois.gov |
| fax: N/A |
| Street: 120 West Jefferson |
| City: Springfield |
| State: Illinois |
| Zip: 62702 |
| CheckBox1: 0 |
| CheckBox2: 0 |
| CheckBox5: 0 |
| CheckBox3: 1 |
| Other: Cooperative Participation |
| SignatureField1: |
| DateField1: 3/31/2026 |
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