Vendor Q.A.26-494DOT-FINAD-B-50780.xlsx
XLSX spreadsheet 25 KB Posted
- Attached to
- Aeronautics Program Management System(APMS) RFP
- Solicitation number
- 26-494DOT-FINAD-B-50780
- Issued by
- Illinois
About this file
This is a vendor question and answer (Q&A) document for the Illinois Department of Transportation's (IDOT) Division of Aeronautics Program Management System (APMS) RFP, a 10-year software procurement involving the replacement of existing agency databases and processes. The solicitation seeks a SaaS-based solution to manage grant administration, pilot and aircraft registration, airport inspections, project finance, and related aeronautics program functions. The system must support approximately 30-50 internal users (with varying permission levels including administrators, strategic portfolio managers, core users, and viewers), 85 airports with 6 users each (510 total external users), 50 contractor users, and 5,000+ pilots and aircraft owners. The external portal users require read-only access to data and reports, while pilot and aircraft owners need capabilities for login, registration, payment processing, and certificate viewing. IDOT anticipates a phased implementation approach followed by ongoing subscription and support services, with the vendor responsible for proposing the implementation timeline, project start date, and target go-live date. The contract includes a 2% Business Enterprise Program (BEP) goal that may be satisfied through implementation, training, change management, testing, business analysis, data migration, and other professional services, provided BEP-certified firms perform a commercially useful function.
The system must be hosted within the United States and comply with SOC 2 Type 2 security certification requirements conducted yearly, with full system auditability maintained for at least 10 years. Integration with existing systems including SAP, FAA systems, NCR, HPPR, and OKTA identity providers is required with daily data refresh synchronization. Data migration will include approximately 423,000 records from four Access databases and 3,000 records from one Excel workbook, with historical data conversion based on established retention periods and IDOT responsible for data validation and UAT prior to production cutover. The RFP specifies that vendors demonstrate working out-of-the-box and configured functionality rather than future-state scenarios, and contract negotiations regarding legal redlines will occur after vendor selection. No future growth assumptions for users, airports, or grants should be factored into pricing proposals. An IDHR Public Contract Number or proof of application submission prior to contract award is required for vendors employing 15 or more full-time employees, though this requirement is curable after bid opening.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment E Customer Reference Questionnaire B-50780.docx | DOCX document | |
| information-and-technology-request-for-proposal-offer B-50780.pdf | ||
| c2d-vendor-guidance B-50780.pdf | ||
| BEP_WaiverRequest_Review~3.pdf | ||
| c2d-vendor-answer-sheet-v-26-2.pdf | ||
| RFP APMS B-50780 Updated~1.docx | DOCX document | |
| vendor ipg-active-registered-vendor-disclosure forms-b B-50780.docx | DOCX document | |
| Attachment G Context Level Diagram B-50780.xlsx | XLSX spreadsheet | |
| vendor-disclosure-forms-a B-50780.docx | DOCX document | |
| Attachment D Demo Script B-50780.docx | DOCX document | |
| BEP Utilization Plan~8.pdf | ||
| Attachment C Mandatory Reports Matrix B-50780.xlsx | XLSX spreadsheet | |
| Attachment B Pricing B-50780~1.xlsx | XLSX spreadsheet | |
| Attachment F Service Level Agreement B-50780.docx | DOCX document | |
| Attachment A_Mandatory and Desirables B-50780.xlsx | XLSX spreadsheet |
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Text version
Sheet1
| Topic | Sub-topic | Questions | Answers |
| Administrative requirements | Regarding the IDHR number: It is our understanding that this number must be obtained prior to contract award. Can IDOT confirm whether we may submit a response to the RFP without having obtained the IDHR number—or even without having initiated the application—with the expectation that this requirement would be fulfilled during contract negotiations if selected? | ||
| Per STATE OF ILLINOIS VENDOR DISCLOSURE (formerly named FORMS A), If Offeror employed fifteen or more full-time employees at the time of submission of their response to this solicitation or any time during the previous 365-day period leading up to submission, it must have a current IDHR Public Contract Number or have proof of having submitted a completed application for one prior to contract award. This is curable after bid opening. |
Quantities of Users Q1: Please provide more details about the quantities of users you need and the role of each. Among the 30+ internal users, how many would be administrators / strategic portfolio managers / core users / team members / viewers only?
Q2: What would the external users need to do in the system? Only read-only and submit request?
Q3: What would need to do in the system the 5000+ pilots and aircraft owners?
A1: Estimatated: 30-50 Internal Users, 85 Airports with 6 Users each totalling 510, Contractor Users 50.
Estimated: Internal Users - 3-Admin/5-strategic portfolio managers/10-core users/10+ viewers only A2: Yes, view data/reports A3: Log in (manage credentials), register as pilot/aircraft, make payment, view pilot/aircraft certificate
BEP / Commitment to Diversity BEP Goal Applicability The RFP specifies a 2% BEP goal. Can IDOT confirm whether the goal may be satisfied through implementation, training, change management, testing, business analysis, data migration, project management, or other professional services associated with the proposed SaaS solution? The 2% BEP goal may be satisified by any element, as long as the agency determines that the sub is providing a commercially useful function; example: implementation, training, data migration etc.
BEP subs must perform a commercially useful function through direct participation. Only expenditures made to BEP-certified firms that perform a commercially useful function constituting direct participation, as defined by the scope of work identified in the solicitation and resulting contract, can be counted toward the goal.
The U-Plan defines a commercially useful function on page 2, “A commercially useful function refers to the role that a business plays in completing a contract in a meaningful and substantial way. According to Section 4(a-5) of the BEP Act, 30 ILCS 575/4(a-5), for a business owned by minorities, women, or persons with disabilities to count toward the goals of this program, it must actually perform the work it has been hired to do, rather than just serving as a middleman. Citing 49 CFR 26.55(c). This means the business must contribute directly to the completion of the contract, rather than simply passing the work on to another company.”
| Waiver Acceptance / Good Faith Effort Requirements | If an Offeror is unable to identify a certified BEP vendor capable of performing the required scope, will submission of a completed BEP Waiver Request with documentation of good-faith efforts satisfy the solicitation's BEP requirement? | |||
| Can IDOT provide additional guidance regarding the number of certified BEP vendors that should be contacted and the documentation expected to demonstrate sufficient good-faith efforts for a waiver request? | Vendors who wish to submit a BEP Waiver Request Form must do so with their offer before the bid opening date/time. The BEP Waiver Request Form represents the offeror's submission of a full or partial Business Enterprise Program (BEP) goal waiver request, based on the due diligence conducted to facilitate BEP vendor participation for the contract. To obtain a CEI-approved waiver, the bidder or offeror must complete all ten requirements of the BEP Act in detail, demonstrating their actions and efforts for each of the ten requirements. | |||
| BEP waiver | Given the specialized nature of Planisware's proprietary software implementation services, if no qualified Illinois BEP-certified firm can be identified to perform a commercially useful function, is submission of a Good Faith Effort Waiver with supporting documentation sufficient to satisfy the solicitation's BEP requirements? | All BEP Waiver Request Forms with all ten requirements of the BEP Act in detail, demonstrating their actions and efforts will be evaluated after the bid opening/time. | ||
| Commitment to Diversity – Global Organizations | For the Diversity in Staffing section, should Offerors provide workforce diversity statistics based on their global workforce, U.S. workforce, or only personnel assigned to the proposed engagement? | |||
| Please refer to Bidbuy attachment - C2D Vendor Guidance, section VI (page 6). |
https://cpo-general.illinois.gov/commitment-to-diversity/c2d-faq.html#faq-isthestaffdiversityjustthestafffortheproposedprojectorthewholevendororganization-faq
| Implementation & Data Migration | Can IDOT provide approximate record counts for each of the identified source systems (4 Access databases and 1 Excel workbook) to support implementation planning and migration sizing? |
| *Estimates are point-in-time data subject to change, depending on when the data conversion takes place and how our data maps to the destination db* |
4-Access DB's - approximately 423k records (~13k, ~60k, ~350k, 4th db is a duplicate & shouldn't be needed in future state) 1-Excel workbook - approximately 3k records
| Is IDOT expecting all historical data to be migrated, or is there a specific retention period or subset of historical records that should be converted into the new solution? | Historical data will need to be converted into the new system based on established retention periods. |
| Beyond providing clean datasets, will IDOT be responsible for final data validation and business-rule reconciliation prior to production cutover? | IDOT would want to: |
a) review the datamap and
b) with guidance of vendor), validate data validation and
c) complete a UAT prior to cutover.
| Functional Scope | Grant Management | What is the typical grant processflow for IDOT? Are Projects planned and then grants applied for to fund the project(s) or given Grant allocations projects are developed to maximize the grant return? | |
| Sponsor airports apply for grants through IDOT/Aeronautics to the FAA. IDOT is the administrative representative and reporting entity to the FAA for these sponsor airports. IDOT/Aeronautics is responsible for managing the FAA drawdowns and disbursement of funds to the sponsor airports. IDOT/Aeronautics is responsible for grant management and grant reporting throughout the life of the grant. | |||
| Are projects typically run and funded through a single entity (Federal/state/local) or through some combination? | Please see the assorted funding 'splits'. Grants are provided by Feds. Typically projects are funded, coordinated and managed by state and planned/executed by municipalities. | ||
| Does IDOT require management of FAA grants only, or should the solution support other federal, state, and local grant programs as well? | Federal, state and local | ||
| Are expenses recorded directly against a project, the grant or both? | Both | ||
| What actions does the grant close out process entail? Which of those steps need to be handed in the APMS system? | Grant closeouts include a final reconciliation process to balance all grant funding and any final adjustments are made to zero out outstanding balances. Upon closeout, state and federal reporting is required. All of these steps should be handled within APMS. | ||
| Pilot & Aircraft Registration | Is APMS expected to be the system of record for aircraft registrations, while NCR remains the system of record for payment transactions? | yes, payments would go through NCR, | |
| Project Finance | Explain this process today: Describe how the solution offers the ability for payments/invoices to be submitted in batch for reimbursement to FAA. | This process is not currently available to Aeronautics, but the ability to do this is available. | |
| Project Finance | How does the conversion from Budget Items to Project items happen? Is this a 1:1? | for initialization of project Items, yes | |
| Workflow | What are examples of workflows that are a MUST to have in the system? | - moving documents through an approval sequence |
- notification / reminder via email of required / completed / pending actions Airport Inspections Although mobile functionality is not currently identified as a requirement, can IDOT clarify whether airport inspections are expected to be conducted in the field and whether future offline/mobile capabilities would be desirable? from previous vendor question:
This is not an identified requirement in Attachment A.
| Pilot & Aircraft Registration | Is IDOT seeking full lifecycle management of pilot and aircraft registrations, including renewals, notices, payments, and certificate issuance, or only record maintenance and tracking? | full-life cycle. |
| Public Portal | Does IDOT expect external airport sponsors, pilots, and aircraft owners to access the system through a public-facing self-service portal? | yes |
| Integrations | Can IDOT provide expected transaction volumes and synchronization frequency for integrations with SAP, FAA systems, NCR, HPPR, and other connected applications? | daily refresh |
| Does IDOT require integration with State identity providers (e.g., Azure AD/Entra ID) for internal users and external users? | OKTA | |
| For each required integration, please clarify whether the Vendor will work directly with IDOT's IT team or with a third-party application/vendor. | Likely scenario: vendor will mostly work with IDOT, if it makes sense to bring 3rd party into conversation, will do so as needed. | |
| Approximately how many external organizations (airport sponsors, consultants, contractors, etc.) are expected to access the system and what authentication method is preferred?. | ||
| Estimated: 30-50 Internal Users, 85 Airports with 6 Users each totalling 510, Contractor Users 50. Aeronautics does not have a preferred method of authentication, the authentication method would need to comply with DoIT standards. |
| Hosting & Security | SaaS Environment | The RFP indicates a preference for a vendor-managed SaaS solution. Can IDOT confirm whether commercially hosted SaaS environments are acceptable, or whether there are specific hosting, residency, or compliance requirements that must be met? | 7/30/26 PF - The solution MUST be hosted within the United States. |
| Security Requirements | Are there specific security certifications or compliance frameworks (SOC 2, ISO 27001, etc.) that IDOT expects the selected solution to maintain throughout the contract term? | See SLA Section 9 -- SOC2 Type2 is required yearly | |
| System Auditing | For how long does system have to be fully auditable (6 months, 1 year, etc)? | For at least 10 years as part of data management in SLA Section 6 |
| Commercial / Contract | 10-Year Contract Structure | Given the 10-year contract term, does IDOT anticipate a phased implementation followed by ongoing subscription and support services, or does IDOT expect a single pricing model covering the entire contract duration? | phased implementation followed by ongoing subscription and support services |
| Production Go-Live | What is IDOT's anticipated implementation timeline, including the desired project start date, target go-live date, and any critical milestones or deadlines that vendors should consider when preparing their proposals? | This is to be provided by the vendor as to what their anticipated approach would be | |
| Future Expansion | Should Offerors assume future growth in the number of users, airports, grants, and managed assets during the 10-year term, and if so, should such growth be reflected in pricing assumptions? | No | |
| Demonstration Expectations | For functionality that may require configuration during implementation, should Offerors demonstrate out-of-the-box capabilities, configured workflows, or representative future-state scenarios aligned to IDOT's requirements? | The demonstration needs to show working functionality not future case scenarios. | |
| Legal | Contract review and redlining is normally done once shortlisted due to the considerable effort it requires from our legal team. Would you accept at that stage of submit response to only submit comments and deep down into redlinning once you have validated product fit and overall pricing offer? | Contract negotations will be conducted after the award phase. |
Any contract redlines will be negotiated with the IDOT Office of Chief Counsel legal team.
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