Aeronautics Program Management System(APMS) RFP

The Illinois Department of Transportation's Division of Aeronautics is requesting proposals for an Aeronautics Program Management System (APMS) to replace legacy databases and processes, with proposals due August 10, 2026 under RFP 26-494DOT-FINAD-B-50780. This is a 2% Business Enterprise Program (BEP) goal procurement; failure to submit a BEP Utilization Plan renders an offer non-responsive.

The scope encompasses a 10-year SaaS-based software system to manage federal grant tracking, airport inspections, pilot and aircraft registration, and program management across approximately 120+ public airports, 1,000+ private facilities, 30+ internal users, 100+ external airport sponsor users, and 5,000+ pilots and aircraft owners. The vendor must provide customization, implementation, data migration from four to five legacy systems, integration with existing IDOT applications (including SAP, FAA systems, OKTA identity management, and NCR), hosting services, and 24/7/365 support. All hosted data must remain within the contiguous United States. Key deliverables include project plans, implementation plans, data migration plans, interface integration plans, testing plans, training plans, change management plans, defect management plans, and risk management plans.

Evaluation is scored across three components: technical requirements (4,173 points), commitment to diversity (834.6 points), and pricing (1,002 points). A minimum threshold of 1,763 points is required to advance to product demonstration and price evaluation. Offerors must demonstrate working out-of-the-box and configured functionality via up to three hours of virtual WebEx demonstration. The vendor must obtain SOC 2 Type 2 certification and achieve 99.9% uptime availability. Data migration includes approximately 423,000 records from Access databases and 3,000 records from Excel, with IDOT responsible for data validation and UAT.

The RFP does not specify an estimated contract value. A $15 administrative fee applies to awarded contracts valued at $1,000 or more. Questions must be submitted 14 days prior to the bid opening date. Vendors without active Illinois Procurement Gateway registration must submit Vendor Disclosure Form A.