BIP2599_RFI_RMS RFI FINAL~1.docx

RFI on Risk Management System (Claims)

Request for Information (RFI) Replacing IDOT’s Risk Management System (RMS) BidBuy Bid # 22-494DOT-FINAD-B-26895

Please respond by submitting your information electronically in BidBuy by:

February 1, 2022 @ 5:00 Central Time

DRAFT – NOT FOR DISTRIBUTION

State of Illinois – Illinois Department of Transportation

Purpose and Objective Summary This RFI invites participants to submit non-price information about the availability of specified types of supplies and services. The RFI is not a procurement method and will not result in a participant receiving a contract. (44 Ill. Adm. Code 1.15) Responding to the RFI is not a prerequisite to participate in a future procurement(s) and does not obligate the Illinois Department of Transportation (“IDOT”) to conduct a future procurement. Further, a response to this RFI does not provide any advantages to the participant in potential future Requests for Proposals (“RFPs”). All information received in a participant’s response will be available for public review. (44 Ill. Adm. Code 1.2050[j])

You are invited to provide non-proprietary, non-price information within the RFI’s scope. You are prohibited from providing pricing, the details of customized solutions, sample procurement specifications, or any other information outside the scope of the RFI because it could disqualify your organization from participating in future related procurements. (30 ILCS 500/50-10.5[e])

However, you may provide general information about industry trends and innovations, products, services, or industry best practices that are not specifically tailored to meet IDOT’s needs. For additional information on prohibited vs. non-prohibited information, please see 44 Ill. Adm. Code 1.2005(v).

Scope IDOT is seeking information through this Request for Information (RFI) regarding commercial off the shelf software (COTS) which could replace the Risk Management System (RMS). Vendors are asked to provide information about current industry standards, best practices and developing trends.

IDOT may invite Vendors to present information regarding risk management software with a short (30 minute) demonstration via Webex. All Vendors that wish to present information shall be given that opportunity, if IDOT decides to hold demonstrations. IDOT will contact vendors to schedule demonstrations in a random order.

This RFI is intended to serve two purposes: Assist IDOT in better understanding this topic and to better prepare IDOT for possible future procurement(s) should IDOT determine it is warranted.

The purpose of this RFI is NOT to select a vendor or qualified vendors. The purpose of this RFI is to allow IDOT to better understand emerging technologies.

The Risk Management System (RMS) is a management tool designed to aid in the organized processing and retrieval of detailed loss and exposure data. Insurance and other claims for or against the State in relation to highways, installations, and department vehicles are managed in this system. RMS provides for coordinated efforts between and among Central Office Bureau of Claims (Region II Claims), the Region I Bureau of Claims, and the District Claims Offices. The coordination of risk management efforts enables the department to maximize loss recovery and minimize various liability exposures which may have significant impact on Road Fund Expenditures. RMS is the key to early identification of hazards and trends that adversely affect the traveling public, the Department, and its employees.

RMS automates many cumbersome manual procedures for processing and tracking claims. The Office of Chief Counsel (OCC) Central Bureau of Claims and the nine district claims offices are the users of the system. The focus of the system is the communication between central office and the districts through the system’s capability to display current data and status information via on-line or user-requested reports. The ability to track activity dates and run queries for reporting and analysis is a must.

Information to be Submitted IDOT recognizes considerable effort may be required in preparing a response to this RFI. Please note, however, this is not a request for services. Each Respondent must bear all costs for preparing its RFI responses. Anyone interested in responding to this RFI should provide information organized as follows:

Background Information Please provide a brief overview of your background, including but not limited to: (1) experience working with similar state and governmental entities, specifically in claims or risk management solutions, and (2) the implementation of successful initiatives in any of the areas listed above.

Description of Pricing Structure Please provide the standard types of industry pricing structures (e.g. licensed per user, server based licensing, hosted solution, fixed cost, etc.) WITHOUT PROVIDING ACTUAL COSTS.

Additional Information The State of Illinois reserves the right to make all submissions to this RFI public.

Process Overview and Vendor Submission IDOT will review the responses for the purpose of identifying key concepts and industry trends that may be beneficial to IDOT in creating a future RFP, should IDOT decide to proceed.

All questions pertaining to this RFI must be submitted in writing to the Information Contact no later than January 24, 2022 CDT to Kathryn Shaw @ Kathryn.Shaw@illinois.gov. Questions received and Agency responses may be posted as an Amendment to the original solicitation on the Bulletin; only these posted answers to questions shall be binding on the State. Bidders are responsible for monitoring the Bulletin.

· Responses to this RFI are due by submitting your information electronically in BidBuy by 02/01/2022 @ 5:00 Central Time.

Requested Content of Submission / Response General Information

a. Name of Organization

b. Company Description and market sector

c. Contact for follow-up regarding this RFI, including direct telephone number and e-mail address. IDOT will coordinate with all RFI responders for presentation of information, with the same accommodations afforded to all Vendors.

d. Responses to this RFI should include a high-level description of current industry practices that relate to this RFI.

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