Construction and Materials Management System

IllinoisIllinois, USADue Tuesday, October 6, 2026

Client: Illinois
RFP Number: SW-118226
Posted: —
Category: Software, System and Application
Budget: Looking for Proposal
NAICS: —
Set-aside: —
Contact: —

Description

AI Generated

The buyer requires a Software as a Service (SaaS) hosted solution to replace its existing construction and materials management system. The requested scope includes SaaS configuration and implementation, data conversion, and integration with internal department systems. The vendor must develop five interfaces via API or file transfer service to exchange data regarding contracts, financial information, materials inspections, mix designs, and employee demographics. Additionally, the system must feature integrated ad-hoc reporting, complex querying, calculations, and large data exports using a custom solution or a vendor-hosted standalone platform such as Power BI. Only USA organizations performing work offsite are eligible for this opportunity. Bidders must submit proposals digitally through email or online, as the buyer is looking for proposals to establish the budget.

Key solicitation details

AI-extracted from BIP3203 - Attachment D - Demo Script CMMS Modernization RFP.docx, BIP3203 - Attachment E - Customer Reference Questionnaire - CMMS Modernization RFP.docx, CMMS Modernization RFP FINAL~1.docx. Confirm against the original documents before bidding.

The Illinois Department of Transportation (IDOT) is procuring a commercial off-the-shelf software as a service hosted solution to replace its existing construction and materials management system. The engagement includes configuration, implementation, data conversion, and integration with other IDOT applications. Eligibility requires onshore U.S. organizations with work performed offsite.

Issued by: Illinois Department of Transportation
How to submit: Digital via Email or Online via BidBuy
Submission details: Upload pricing in BidBuy under Required Documents checking the box hiding pricing. Send Customer Reference Questionnaires directly from references via email.
Place of performance: Offsite
Insurance and bonding: State may require a performance bond if necessary to ensure contract performance.

How proposals are evaluated

General Application and Administrative Functionality Demonstration	500 Points
Contract Summary Demonstration	340 Points
Construction Diary Demonstration	250 Points
Pay Item Mgmt Demonstration	450 Points
Pay Item Quantities Demonstration	520 Points
Pay Estimates & Invoices Demonstration	590 Points
Liens & Deductions Demonstration	465 Points
Funding/Appropriations Demonstration	1015 Points
Process Change Control Demonstration	350 Points
Obligations Demonstration	1020 Points
Material Assignments Demonstration	375 Points
Materials Laboratory Management Demonstration	100 Points

Scope of work

SaaS hosted construction and materials management system
Configuration and implementation of the SaaS solution
Data conversion from legacy system(s)
Integration with five internal IDOT applications via API or file transfer
Integrated ad-hoc reporting and complex query solution
System administration and role-based access management
Contract summary and payment management functionality
Materials inspection and laboratory management tools

Minimum qualifications

Onshore USA Organization Only
Must provide 3 references currently using the complete proposed solution in production for at least 1 year, including 1 state governmental reference

Documents to include with the bid

Attachment A – Mandatory and Desirable Requirements
Commitment to Diversity
Attachment B – Pricing Detail
Attachment E – Customer Reference Questionnaire (submitted by references)

Verify important details

Document check

Confirm submission instructions and amendments with the issuing agency before responding.

14 available filesDocuments checked Aug 25, 2026