IFB Safety Data Sheets Database Management

The Illinois State Toll Highway Authority (ISTHA) is conducting an Invitation for Bid (IFB) to procure comprehensive Safety Inspection Data Sheets Database Management services under Contract #23-0053R (BidBuy B-43890). The solicitation seeks a vendor to deliver an integrated web-based platform combining Environmental Health & Safety (EHS), Learning Management System (LMS), and Safety Data Sheets (SDS) functionality accessible via standard web browsers and mobile devices. The solution must enable ISTHA employees across multiple facilities to access and print SDS sheets, track workplace incidents and near misses, schedule and monitor safety inspections using custom checklists, record OSHA 300/300A/301 forms, assign and track safety training courses, and monitor safety performance through a unified dashboard. Key qualifications include the vendor's ability to provide Okta integration for secure access, offline SDS access, workplace label printing capabilities, seamless integration among all three platform components, and support for 87 full-access units and 1,250 view-only units. The contract includes an initial three-year term with three optional one-year renewal periods, with implementation required within 90 days or less. Deliverables encompass platform configuration, employee migration, comprehensive training programs (online, on-site, virtual, and on-demand), technical support via phone and email, and ongoing web-based program upgrades. Vendors must also maintain general commercial liability insurance ($1,000,000 per occurrence, $2,000,000 aggregate), automobile liability ($1,000,000), workers' compensation, and technology professional liability/errors and omissions insurance ($2,000,000 per occurrence and aggregate), and comply with NIST CSF or NIST 800-53 standards, PCI DSS requirements, and business continuity planning with data recovery capabilities. Evaluation will be based on responsibility, responsiveness, and price, with award to the lowest priced responsive and responsible bidder. All questions must be submitted electronically to the Information Contact no later than March 18, 2026, at 2:30 PM, with bids due March 26, 2026, and electronic submission required through BidBuy exclusively.

This solicitation includes a Business Enterprise Program (BEP) utilization goal of 5 percent applicable to NIGP codes 918-71, 918-38, 918-93, and 208-36, with vendors required to either achieve the goal through self-performance if BEP-certified, identify certified subcontractors to meet the goal, or submit documented Good Faith Efforts demonstrating inability to achieve the goal. The Veterans Business Program (VBP) utilization goal is 0 percent based on vendor availability. Vendors must submit either a Vendor Disclosure form or an IPG Active Registered Vendor Disclosure form as part of their bid response, along with an Offer to the State of Illinois, the Contract document, a BEP Utilization Plan, and a VBP Utilization Plan. For contracts exceeding $100,000 in annual value, vendors must disclose any lobbyists or agents representing them, current and pending contracts with State of Illinois entities, and all associated costs and compensation related to obtaining the contract. No incumbent vendor is identified in the solicitation documents. The pricing structure encompasses licensing fees (three-year initial term and three separate one-year renewal terms), implementation services (400 hours), and post-implementation support (80 hours), with unit prices and hourly labor rates to remain firm for the entire contract term. The solicitation does not specify an exact award value or budget range; however, pricing is structured across multiple line items for licensing (full-access and view-only platforms), implementation, and annual maintenance fees across the contract period. Bids must remain firm for 180 days from opening, and the resulting contract will be governed by Illinois law and may be partially or totally funded with Federal funds, with the percentage and dollar amount disclosed upon notice of award.