Smartsheets RFQ FY25 B-50406 12.17.25- 2 Scope Clarification.pdf

Illinois Department on Aging Request for Quote (RFQ)

26-402AGE-FINAD-B-50406

Summary: The Illinois Department on Aging (Agency) is seeking quotes for Smartsheets licenses for twelve (12) months. Details regarding specifications are listed in the Items Tab in Bidbuy and below in the service/supply requirements section.

Purpose: It is the intent of the Agency for the resulting contract to provide licensure to accommodate a minimum of 55 named users of the required Smartsheets software. Brand Name requirements apply per Agency’s need for software to be provided by a certified reseller, direct owner, or distributor of Smartsheets licenses. These licenses must have identical functionality and specifications as the current software in operation. Awardee must meet all specifications in the items tab in BidBuy.

Quoted Pricing: Must be firm for 90 days from quote due date. Pricing must be inclusive of all expenses and associated costs. Increase in pricing following opening of quotes, shall not be honored by the Agency.

This is a Small Business Set Aside (SBSA) program, competitive solicitation. Award shall be based upon lowest cost and responsive and responsible quote, received. Vendor quotes provided after the bid opening date and or outside of the e-procurement system, Bidbuy, will not be considered.

Smartsheets-Software license detail: Brand Name Requirements apply.

Service/Supply Requirements: Smartsheets: Single sign-on/SAML, Directory integration and account discovery, Advanced Work Management Plan (which includes all functionalities of the Enterprise Plan + Plus) from an authorized reseller or distributor. IDoA will require full access to the Smartsheets University/ e-learning trainings, including the Live Sessions and All Access.

The software required will provide the agency with a Control Center, Dynamic View, Data Shuttle, Salesforce and Jira connectors, Data Mesh, Calendar App, Pivot App, and Premium Support. Additionally, the software package will include, Al formulas, text, and charts, SMAL-based SSO, Collections, Work Insights, Enterprise Plan Manager, Unlimited attachment storage, Directory integrations.

WorkApps: Curated experiences based on user roles, Work Insights: Instantly analyze your data, Unlimited attachment storage, Chargeback reports, DocuSign integration, Domain validation, Custom email domains, Standard Support, and access to Professional Support.

Access to Smartsheet Advance: Manage processes at scale, Enable connected systems of record to orchestrate workflows across the enterprise, Data retention policies, event reporting, and customer managed encryption keys System must be able to accommodate a minimum of fifty-five (55) named users.

Vendor must provide the requested service and or supplies via a process that ensures IDoA’s continuity of software connectivity to preserve created and active projects in development.

Illinois Department on Aging Request for Quote (RFQ)

26-402AGE-FINAD-B-50406

Term: Licenses for 12-months.

Please complete and upload this form along with your electronic quote response to this Request for Quote (RFQ) in BidBuy no later than December 19th, 2025, at 4:00 P.M. CST.

Company Name: _______________________________ FEIN#: _______________________

Company Address: ___________________________________________________________

Vendor Signature Authorized Contact: ____________________________________________

Contact Title: ________________________Telephone No.: ___________________________

E-mail Address: ______________________________________________________________

Requested Documents/Activities:

1. IPG Active Registered Vendor Disclosure (formerly-Forms B) (*For company’s actively registered in the Illinois Procurement Gateway-IPG).

2. Standard Illinois Certifications

3. Standard Terms and Conditions

4. Quote for Service/Supply required-submitted in the E-procurement system (Bidbuy)

5. Vendor completed W-9 IRS Form

6. Proof of Vendors Certified/Authorized Reseller or Distributor verification

Notes to Vendor: All quoted prices must be a firm price based on the required commodity, equipment, or service and be valid for 90 days from date of submission. All quoted prices must include all anticipated expenses (e.g. transportation, freight, shipping, handling cost, etc.). Vendor selection will be based on the lowest responsive and responsible vendor with the quoted price best meeting the IDOA’ requirements for goods and or services. Vendor may attach a separate page describing their proposal for hardware, software, or services.

Winning vendor will be chosen on low total bid for all products. Vendors bidding on this Request for Quote (RFQ) must submit an electronic bid for all items requested. The Illinois Department on Aging reserves the right to reject all offers; to reject individual offers for failure to meet any/all requirement(s); to award by item, part or portion of an item, group of items, or total; and to waive minor defects. IDOA is not obligated to award a contract pursuant to this (RFQ).

Vendor Signature: ___________________________Date: ________________________