Vendor Questions Answer 3-6-2025.pdf

Vendor Question & Answers

Museum Collections Software RFP BidBuy # B-45570

The Department of Innovation & Technology (DoIT) is publishing an addendum to BidBuy B-45570 entitled “Vendor Questions & Answer 3/6/2025” based on questions received from potential offerors and answers provided by the agency. If you do not see your question, it is either duplicative to one of the other questions or not applicable to this procurement.

Q# Date Logged

RFP Document & Section Vendor Question Draft Answer

1. 2/20/25

During the actual data migration, would the vendor receive 7 Excel spreadsheets (one for each discipline)?

The data will be in multiple excel files. Each subscription (division) is treated as separate, and we will have multiple excel spreadsheets of data per subscription.

A zip file containing multiple excel spreadsheets of data (each spreadsheet is a different data type, e.g., acquisitions/contacts/inventories/loans/objects etc.)

Multiple zip files containing attachments in the format they were uploaded to the current software (pdf/word/excel/jpg/tiff etc.)

The State is willing to make reasonable efforts, in collaboration with the winning vendor during migration.

2. 02/20/25

I understand that the total number of cataloged records is 235,000 items. Could you also specify the total number of cataloged items in each discipline?

(*SEE BOTTOM OF PAGE 2.A FOR

Exact numbers are not available currently. 235,000 total items is the best effort estimate the State can provide.

JB PRITZKER

Governor

Sanjay Gupta Secretary

STATE OF ILLINOIS

DEPARTMENT OF INNOVATION AND TECHNOLOGY

https://doit.illinois.gov/ https://doit.illinois.gov/

RFP Document & Section Vendor Question Draft Answer

TABLE ATTACHED TO THIS

QUESTION)

3. 02/25/25 A.1 & F.2.2

I want to confirm that you are not looking for a custom developed system, but an off the shelf solution customized to your needs.

The State is looking for an existing, off the shelf customizable solution. Refer to the below sections of the solicitation document for more information.

A.1 The ISM and ISHS, under the auspices of IDNR, have a need for a customizable, commercial, off-the-shelf, cloud-based, museum-specific Collections Management System geared towards the management of museum, historical, and archival collections.

F.2.2. The Offeror must be able to begin the contracted services upon execution of the contract. Software under development, in planning, or at beta test will not be considered.

4. 2/28/25

F.3.10 Describe proposed solution’s ability to provide links from object records to other data aggregators (e.g. GBIF, iDigBio, etc.).

Are you looking to ingest information from GBIF etc or just add a link to a rich-text field?

IDNR has two needs. IDNR needs the ability to send data to aggregator(s) so that the aggregator(s) can ingest the data. IDNR also needs to be able to embed data from aggregator(s). Offer should describe how the solution interacts with data aggregator(s) in both directions.

5. 2/28/25

Would utilizing Microsoft Azure PaaS meet the requirements of a BEP-certified vendor?

To meet the BEP requirements, the vendor partners must be certified with the State as BEP certified partner. Please see the Business Enterprise Program information at:

https://cei.illinois.gov/programs0/business-enterprise-program.html

6. 2/28/25

Would an ISO27001 2022 be an acceptable replacement for a SOC 2 Type II audit? We currently have a SOC 2 from 2023 and are in the process of completing our ISO27001 audit in lieu of a SOC 2.

Is that acceptable?

Yes, this is acceptable. However, you will need to provide your explanatory email along with the ISO to the State.

RFP Document & Section Vendor Question Draft Answer

7. 2/28/25

Does the 1% BEP requirement apply to the total contract amount over 10 years or to the annual amount?

BEP spend is on the actual spend and evaluated annually.

8. 2/28/25

Since the museum is seeking hosting services to be provided by vendors, what is the media storage space required at this point and also the expectation of the storage grow during the contract 10-yeer period?

Initial needs will be the migration of approximately 55GB of data from the legacy Collector Systems software. This represents approximately 235,000 records. There are approximately 1.5 million objects not currently catalogued. Data use is reliant on the amount of current objects that will be catalogued as well as potential future acquisitions. Pinning down a narrow estimate over a 10-year period has too many variables to provide specific numbers. The below desirable element reflects the need to be scalable but with uncertain quantities over the life of the contract.

F.3.3 Describe how you ensure that migrated systems are scalable to handle increasing data volumes or user loads, including what measures are taken to optimize performance during integration.

9. 2/28/25

One of the requirements: “F.3.10.

Describe proposed solution’s ability to provide links from object records to other data aggregators (e.g. GBIF, iDigBio, etc.).” could you please elaborate more? Is there any data exchange required between proposed solution and the data aggregator? Is there a one-way or two-way communication?

IDNR has two needs. IDNR needs the ability to send data to aggregator(s) so that the aggregator(s) can ingest the data. IDNR also needs to be able to embed data from aggregator(s). Offer should describe how the solution interacts with data aggregator(s) in both directions.

2.a Discipline Total number of cataloged items in this format Botany/Zoology

Ethnography (Part of Anthropology)

Geology

History (and likely Historic Sites)

Library / Archives

Paleontology

Art

Anthropology (not yet migrated into Collector Systems, but these are the fields they need)