RFQ-IRB Software.docx

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

Quotes must be submitted by the bid opening date and time indicated in BidBuy.

AGENCY: ___Illinois Department of Public Health (IDPH) ___ ______________

CONTACT:___Craig Foxall________________________________

EMAIL:____craig.foxall@illinois.gov_______________________

SPECIFICATIONS

1. Provides secure Web-based hosting

2. Provides role-based functionality to different components including up to 50 external and internal applications annually, 20 IRB board members and reviewers, 50 IDPH program staff, and 5 IRB staff The software should be able to:

3. Allow users to access the IDPH IRB website, or at least direct users to that site (https://dph.illinois.gov/data-statistics/institutional-review-board.html);

4. Allow multiple users to upload documents for the same application.

5. Automate internal workflows for users in a variety of roles;

6. Allow assignment or re-assignment of reviewers;

7. Notify IRB staff and applicable IDPH program staff when documents are submitted;

8. Send standard notifications of reminders, approvals, revision requirements;

9. Comply with federal regulatory requirements (45 CFR, Part 46), Illinois state statutes, and IDPH policy (all described here https://dph.illinois.gov/content/dam/soi/en/web/idph/files/publications/policy.pdf) for IRB submission, processing, and tracking of applications, approved projects, and associated data use agreements;

10. Track the dates when each part of the IRB review process was completed including for initial applications, amendments, continuing reviews

11. Handle multiple versions of documents in an efficient manner, including but not limited to application documents, meeting agendas and minutes, and administrator notes;

12. Streamline submission and processing of IRB applications via template or customizable forms;

13. Allow IDPH staff to create, modify, and archive IRB forms without incurring additional costs;

14. Allow IDPH staff to create and modify reports without incurring additional costs;

15. Provide next business day software support

17. Include a Documents and Resource Page, to include information on policies, procedures, instructions, lists of IRB members and IDPH program staff, relevant federal, state, and Department information, etc. which can be stored regardless of file type or size.

18. Allow creation of meeting agendas to include all pending protocols (including new, continuing reviews, amendments, etc.) indicating the submission date, status, summary notes.

19. Allow documentation of meeting minutes to include date, start and end times, attendance, the protocol agenda, voting, relative notes, etc.

20. Include an area to document IRB membership to name, degrees, CVs, appointment date, expiration date, email address, phone, etc.

21. Include and area to document responsible individual information name, program, email address, phone, etc.

22. Allow assigned reviewers to make comments on applications that can be incorporated into IRB meeting agendas

23. Assist with initial configuration

MANDATORY QUALIFICATIONS

1) Vendor must have experience in the last 2 years providing IRB software services. A summary of Vendor’s experience during the past five years including client names and locations, a description of the services provided, and dates must be included with response, as well as resumes of staff working on the project.

Note to Vendor: The quote must be valid for 90 days from date of submission and must include all expenses. We reserve the right to reject all offers and to reject individual offers for failure to meet any requirement. If vendor bid is over $50,000, financial disclosures are needed. Vendors that are registered on the Illinois Procurement Gateway should complete and submit Forms B. Forms B is acceptable only if the vendor is registered on the Illinois. Procurement Gateway (IPG) and has a valid IPG number. Vendors who do not have a valid IPG number should submit Forms A. Please review Section 5 of Forms A for information on registration with the State Board of Elections. If you submit a response to this solicitation and your entity is doing business as a for profit entity (i.e. sole proprietorship, partnership, corporation, limited liability company or partnership, or otherwise) you are probably required to register with the State Board of Elections. Please review this section if you plan on submitting a response. The winning vendor must possess all mandatory qualifications and offer the lowest bid.

Pursuant to Title 44 Illinois Admin. Code 1.4545(g)(2), a small business awarded a contract procured as a small business set-aside may subcontract no more than 49% of the value of the contract to a business not registered in the Small Business Set-Aside Program.

COVID-19 PROTECTIONS: In response to the COVID-19 pandemic, Governor J.B. Pritzker issued Executive Order 2021-22 and 2021-23. These Executive Orders mandate certain contractors shall use face coverings, have COVID-19 vaccinations, or undergo testing for COVID-19 when in indoor public places, Health Care Facilities, Schools, Institutions of Higher Education, and State-owned and operated congregate facilities. Vendor shall adhere to the requirements of these Executive Orders as applied by the Agency. The Agency may also implement vaccination or testing requirements that exceed those in the Executive Orders.

Company Name: ______________________________________________________________________