SP freedom of information act request software and maintenance

The Illinois Tollway Highway Authority (ISTHA) is seeking a vendor to provide Freedom of Information Act (FOIA) Request Management Software through a Request for Quote (RFQ) for a 24-month contract term. The procurement involves a cloud-based Software as a Service (SaaS) solution designed to track, process, and report FOIA requests with specific technical requirements. Key deliverables include licensing for 30 users, web-based accessibility, automated request intake, customizable workflow, role-based permissions, secure redaction tools, Outlook integration, centralized request tracking, and built-in analytics. The RFQ requires vendors to submit comprehensive pricing through the BidBuy platform, with all quoted prices valid for 180 days and no price increases permitted during the contract period. The due date for submissions is June 23, 2025, and the contract will be awarded to the responsive and responsible bidder submitting the lowest price, contingent on fund availability. Vendors must bid on all items to be considered responsive, and the estimated quantities are based on the two-year contract term.

The solicitation does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. Vendors must comply with numerous state certifications, including 33 separate legal and operational requirements covering areas such as workplace conduct, business ethics, human rights compliance, and operational integrity. The contract is subject to state funding appropriations and can be terminated with 30 days' notice if funds become insufficient. Vendors are required to maintain general commercial liability insurance of $1,000,000 per occurrence and $2,000,000 annual aggregate, provide worker's compensation insurance, and adhere to various state and federal regulations. While a specific budget range is not disclosed, the procurement indicates a comprehensive technology solution for FOIA request management. The contract will involve annual invoicing, and vendors must follow specific invoice submission requirements, including a mandatory certification statement. Compliance with the Illinois Personal Information Protection Act and adherence to National Institute of Standards and Technology (NIST) security control baselines will be critical for successful vendors.