IDoA Smartsheet Licenses FY26-27

The Illinois Department on Aging is soliciting quotes for 55 Smartsheet Advanced Work Management Plan licenses under a Small Business Set Aside Program competitive procurement (RFQ B-50406). The solicitation seeks a 12-month licensing agreement from certified resellers, authorized distributors, or direct license owners, with award based on the lowest responsive and responsible quote. The required software must include specific advanced features including single sign-on/SAML authentication, directory integration, Control Center, Dynamic View, Data Shuttle, Salesforce and Jira connectors, Data Mesh, Calendar App, Pivot App, Collections, Work Insights, Enterprise Plan Manager, unlimited attachment storage, WorkApps, DocuSign integration, premium support, AI formulas, and access to Smartsheets University e-learning training. All quoted software must have identical functionality to the Department's current Smartsheet system in operation. Vendors must submit electronic bids through the BidBuy e-procurement system with all required supporting documentation, including IPG Active Registered Vendor Disclosure, Standard Illinois Certifications, Standard Terms and Conditions, W-9 IRS Form, and proof of vendor certification or authorization as a reseller or distributor. The submission deadline is December 19, 2025, at 4:00 P.M. CST, with pricing required to be firm for 90 days from the quote due date and inclusive of all associated costs.

This procurement is designated as a Small Business Set Aside (SBSA) competitive solicitation, restricting eligibility to small business enterprises. Vendors must maintain compliance with all Illinois Standard Certifications and Terms and Conditions requirements, including provisions for payment under the Illinois Prompt Payment Act, maintenance of $1,000,000 general commercial liability insurance with $2,000,000 annual aggregate, record retention for three to five years depending on federal funding involvement, and adherence to prevailing wage requirements where applicable. The State reserves the right to reject all or individual offers for failure to meet requirements, award by item or portion of items, waive minor defects, and terminate contracts for convenience with 30 days' notice or immediately for cause. No specific budget range or award value is disclosed in the solicitation documents; however, contracts valued at $1,000 or more under minority contractor initiatives include a $15 administrative fee. The Illinois Department on Aging retains sole and exclusive ownership of all work product and intellectual property under the contract, and the procurement is contingent upon appropriation availability.