SmartCop - OLE Records Management System Partcipation Agreement

The Illinois Department of Natural Resources (IDNR), in cooperation with the Department of Innovation and Technology (DoIT), is procuring participation in a Cooperative Participation Agreement for the implementation of an OLE Records Management System through SmartCOP, Inc. via Sourcewell State of Minnesota agreement #030425-SMT. This procurement is not a traditional solicitation but rather a participation opportunity in an existing statewide cooperative contract that was competitively awarded through Minnesota's procurement regulations. The selected vendor, SmartCOP, Inc., will deliver and implement a comprehensive records management system designed to modernize IDNR's operational and legal entity (OLE) records management capabilities. The contract was executed on July 17, 2029, with a participation deadline of April 14, 2026, allowing St. Clair County and other eligible entities to join the agreement. The procurement methodology was selected based on economies of scale achieved through national aggregation of needs, which DoIT determined would result in more competitive pricing than the State of Illinois could independently achieve. No evaluation criteria typical of competitive solicitations are applicable, as this represents a direct award to the sole qualified vendor capable of providing the specialized OLE records management solution. The primary contact for this participation opportunity is Beau Wilson at the Illinois Department of Natural Resources, Springfield office, reachable at 217-558-8149 or Beau.Wilson2@illinois.gov.

No set-aside designations or restrictions limiting participation to specific organization types have been implemented for this cooperative participation agreement. The awarded vendor, SmartCOP, Inc., reported zero percent utilization of Business Enterprise Program (BEP) vendors and zero percent utilization of Veterans Business Program (VBP) vendors in its proposal, with no set-aside requirements specified in the contract terms. There are no incumbent vendors or competing contractors identified, as SmartCOP, Inc. is the sole awarded vendor under this Sourcewell cooperative agreement. The contract does not include farm leases and concessions provisions. The total award amount for the life of the contract is $1,400,000.00, with SmartCOP's documented bid amount of $772,810.00 representing the cost basis for the awarded scope. Participation entities joining this agreement will have access to the negotiated pricing and implementation terms established through the Sourcewell cooperative procurement process, enabling standardized records management across participating Illinois agencies and jurisdictions.