IDOC - PREA Case Management Database

The Illinois Department of Corrections (IDOC) is seeking a comprehensive PREA Case Management Database software solution to track and manage sexual abuse and sexual harassment allegations across its 31 facilities. The procurement, identified as solicitation 25-426DOC-CENTO-B-46053, requires a web-based system capable of supporting up to 500 total users with 100 simultaneous users. Key deliverables include a database that can integrate record data, track retaliation monitoring, compile Survey of Sexual Victimization reporting data, and provide secure storage and transmission of PREA incident information. The vendor must provide training within 30 days of contract execution, achieve system go-live within 120 days, and deliver user credentials within 10 days of go-live. The solicitation will be awarded to the lowest priced responsive and responsible bidder through the BidBuy electronic procurement system. A non-mandatory pre-submission conference is scheduled for February 11, 2025, at 1:00 P.M. via WebEx, with final bids due by February 26, 2025, at 1:00 P.M. Proposals must remain firm for 180 days from the opening date.

There are no specific small business set-asides or disadvantaged enterprise restrictions for this procurement. The current system is a customized Microsoft Access database that will need to be replaced. Subcontracting is explicitly prohibited, and all services must be performed within the United States. The contract is structured with an initial five-year term and a maximum total term of ten years, including potential renewals. The vendor must maintain comprehensive insurance coverage, including $1,000,000 per occurrence for General Commercial Liability, Auto Liability, and Worker's Compensation. While no specific budget range is disclosed, the contract allows for estimated pricing with payment terms following the State Prompt Payment Act. Vendors must complete extensive vendor disclosure forms, including certifications regarding business ethics, compliance with state regulations, and potential conflicts of interest. The solution can be either a Software-as-a-Service model or a custom-developed system, with all collected data remaining the property of the state upon contract expiration.