Cmms RFP

The Illinois Department of Transportation is requesting proposals for a commercial off-the-shelf software-as-a-service hosted construction and materials management system (CMMS) replacement under RFP BIP3203, with proposals due October 6, 2026. A 6% Business Enterprise Program (BEP) goal applies; vendors must submit a utilization plan demonstrating good-faith efforts to include BEP-certified subcontractors or request a waiver.

The scope encompasses configuration, implementation, data conversion, and integration of a SaaS-hosted CMMS serving approximately 2,600 active users across nine IDOT districts managing approximately 6,700 active contracts. The system must support three functional areas: construction management (contract summary, construction diaries, pay item and pay estimate management, liens and deductions, process change control, obligations), materials inspection (vendor and material management, laboratory operations, plant inspections, mix design management), and contract payment. The solution must include test, QA, and production environments, a 24-hour-updated data warehouse, and five integration interfaces with IDOT systems (contracts, financial data, materials inspections, mix designs, employee demographics). The vendor must demonstrate prior implementation of all three functional components in at least one state transportation agency within the prior five years. Hosting must comply with SOC 2 Type 2 certification, 99.9% uptime, FIPS 140-2 encryption (256-bit AES), Authority to Operate/Connect packets, OKTA identity integration, and NIST security standards. Data must remain in the contiguous United States.

The initial contract term is ten years from final signature with no renewal options. The State will evaluate proposals on technical requirements (28,380 points), commitment to diversity (5,676 points, equivalent to 20% of technical points), and price (6,810 points), totaling 40,866 maximum points. Vendors must achieve a minimum 16,850 combined points in technical and diversity categories to proceed to oral demonstrations and price evaluation. Demonstrations will occur within 45 days of submittal via WebEx with up to two hours per offeror. Three customer references currently using the complete solution in production for at least one year are required, with one from state government; references submit responses directly by the proposal deadline or receive zero points. A $15 Minority Contractor Opportunity Initiative fee applies to contracts of $1,000 or more, deducted from the first payment.