FY26-30 RUT-25/50 Data Entry Services IFB

The Illinois Department of Revenue (IDOR) is seeking a vendor to provide RUT-25/50 Data Entry Services through an Invitation for Bid (IFB) for fiscal years 2026-2030, with the contract term running from July 1, 2025, to June 30, 2030. The procurement requires a vendor to perform key entry and key verification services for paper and image-based Vehicle Use Tax Returns (RUT-25) and Private Party Vehicle Use Tax Transaction Returns (RUT-50). Critical performance requirements include maintaining a 72-hour document processing turnaround, guaranteeing an error rate not exceeding 1%, and strictly adhering to IRS Publication 1075 Safeguard Requirements for handling sensitive tax information. The work must be performed at an IDOR-approved facility with specific security measures, and home-based work is prohibited. Vendors must provide internet connectivity with minimum speeds of 100 Mbps download and 10 Mbps upload, maintain proper insurance coverage, and handle secure document transportation between IDOR's Springfield location and the vendor's facility. The bid is due on February 6, 2025, and all submissions must be made electronically through the BidBuy system, with bids required to remain firm for 180 days from the opening date.

This procurement is specifically designated as a Small Business Set-Aside Program contract, meaning only vendors registered in this program can bid. The subcontracting limitations require that the awarded vendor can subcontract no more than 49% of the total contract value to businesses not registered in the Small Business Set-Aside Program. In the most recent Notice of Award, Accurate Data was selected as the winning vendor among four bidders, with a contract value of $2,191,000 for the five-year term. The other bidders included OHM PRN Inc ($6,776,000), Novus Teks, LLC ($8,750,000), and Benji's Brand, LLC ($28,875,000,000). No Business Enterprise Program (BEP) or Veterans Business Program (VBP) utilization goals were met, with both showing 0% participation. The contract pricing is structured on a per-keystroke basis, with actual keystrokes being billable, and historical volume data from FY2023 and FY2024 is provided for planning purposes, though IDOR does not guarantee minimum or maximum document volumes.