Surplus Inventory Management System

The Illinois Department of Innovation and Technology (DoIT), acting on behalf of the Illinois Department of Central Management Services (CMS), is seeking proposals for a comprehensive Software-as-a-Service (SaaS) surplus inventory management system. The procurement aims to replace legacy systems with a modern, end-to-end solution that will manage surplus inventory across all CMS divisions and offices. The selected vendor will be responsible for developing, configuring, testing, implementing, supporting, maintaining, hosting, training, managing, and administering the system. Key objectives include managing approximately 135,000 active assets, supporting various surplus property programs including state and federal surplus, and facilitating property transfers for law enforcement agencies. The solution must integrate with existing systems such as the Illinois State Treasurer's ePay system, iBid auction platform, and SAP system, and must support multiple user types with varying permission levels. The RFP was posted on August 14, 2025, with proposals due on August 28, 2025, at 10:00 AM CST, and an anticipated contract start date of November 1, 2025. The implementation will be completed in three phases within 24 months of contract execution, with an initial contract term of ten years.

The procurement includes a 1% Business Enterprise Program (BEP) goal for businesses owned by women, minorities, or persons with disabilities, emphasizing the state's commitment to diversity in contracting. Vendors must complete a comprehensive Commitment to Diversity (C2D) Vendor Answer Sheet, which will be evaluated across six key areas: BEP Goal Compliance, Subcontracting with Diverse Businesses, DEI Spend, DEI Time Commitment, DEI Policies, and Diversity in Staffing. The evaluation criteria will allocate 20% of the technical score to these diversity considerations. Vendors must provide extensive documentation, including contracts, receipts, timesheets, and staff lists to substantiate their diversity claims. Additional vendor requirements include completing detailed disclosure forms covering business information, financial interests, ownership structures, and potential conflicts of interest. While a specific budget range is not explicitly stated, the complexity of the system and the comprehensive implementation requirements suggest a significant investment. The system must meet rigorous security standards, including compliance with NIST 800-53 security controls, mandatory breach notifications, and data protection protocols.