SP freedom of information act request software and maintenance

The Illinois Tollway is seeking a cloud-based Software-as-a-Service (SaaS) solution for Freedom of Information Act (FOIA) request management, specifically for Dupage County. The procurement targets a comprehensive software platform that must provide functionalities comparable to Opexus, supporting 30 internal staff user licenses. Key requirements include automated request intake, customizable forms, workflow management, role-based permissions, advanced search capabilities, secure redaction tools, Outlook integration, and built-in analytics. The contract term is 24 months, commencing on the last dated signature, with no renewal options. Vendors must submit quotes through the BidBuy platform by July 18, 2025, and must bid on all items to be considered responsive. The evaluation criteria prioritize the lowest price from a responsive and responsible bidder, with quoted prices remaining valid for 180 days from submission. Vendors are required to provide supporting documentation demonstrating their capability to implement FOIA software, including potential manufacturer authorization letters and proof of experience deploying similar solutions for government agencies.

The procurement does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. Vendors must comply with numerous state certifications, including non-discrimination policies, drug-free workplace requirements, and various legal and ethical standards outlined in the Standard Illinois Certifications document. The contract is contingent on fund availability and may be terminated if the Illinois General Assembly or federal funding source fails to make sufficient appropriations. Vendors must also meet stringent insurance requirements, including $1,000,000 per occurrence for General Commercial Liability and Auto Liability. While specific budget ranges are not directly stated, the solicitation indicates this is a comprehensive software procurement with significant technological and compliance expectations. The contract will be awarded to a vendor capable of providing a robust, secure, and efficient FOIA request management solution that meets the Illinois Tollway's operational needs.