State Universities Retirement System Board Governance and Meeting Management Platform RFP 10-27-02 (2026)
Illinois State Universities Retirement System | State of IllinoisState · Champaign, IL- Due
- Dec 18, 2026
- 33 days left
- Posted
- Nov 13, 2026
- Contract term
- 3 years
- Primary contact
- Kelly Carson
- (217) 281-1244
The 30-second brief
The State Universities Retirement System is soliciting proposals from qualified vendors to provide a secure, cloud-based board governance and meeting management platform. The selected vendor will support executives and an 11-member board of trustees with six committees, accommodating two administrative users and approximately 35 regular users. The scope includes platform implementation and configuration, data migration and document management, notification and security controls (MFA/SSO, FIPS 140-2, NIST SP 800-53), training and user adoption, customer support, and post-award deliverables. The anticipated contract term is three years with optional extensions. Proposals are due by December 18, 2026, with vendor questions due by November 20, 2026.
A fully deployed, Branded, And operational cloud portal with user roles, Permissions, And committee structures; report verifying secure migration of historical board packets, Minutes, And archives; tailored documentation, Workflow cheat sheets, And recorded training sessions; Quick Start Guide for trustees and staff.
Understanding of Requirements and Proposed Solution, Implementation Plan/Methodology and Deliverables, Vendor Experience/Qualifications and References, Security/Compliance and Data Protection, Cost Proposal, Commitment to Diversity
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Summary
The State Universities Retirement System is soliciting proposals from qualified vendors to provide a secure, cloud-based board governance and meeting management platform.
The selected vendor will support executives and an 11-member board of trustees with six committees, accommodating two administrative users and approximately 35 regular users. The scope includes platform implementation and configuration, data migration and document management, notification and security controls (MFA/SSO, FIPS 140-2, NIST SP 800-53), training and user adoption, customer support, and post-award deliverables. The anticipated contract term is three years with optional extensions. Proposals are due by December 18, 2026, with vendor questions due by November 20, 2026.
EVALUATION CRITERIA
6- Understanding of Requirements and Proposed Solution
- Implementation Plan/Methodology and Deliverables
- Vendor Experience/Qualifications and References
- Security/Compliance and Data Protection
- Cost Proposal
- Commitment to Diversity
REQUIRED DELIVERABLES
4- A fully deployed, Branded, And operational cloud portal with user roles, Permissions, And committee structures
- Report verifying secure migration of historical board packets, Minutes, And archives
- Tailored documentation, Workflow cheat sheets, And recorded training sessions
- Quick Start Guide for trustees and staff
REQUIRED ATTACHMENTS
13- Proposal
- Project References
- Limits of Insurance Coverage
- Years of Experience and Certifications confirmation
- Material Conflicts Questions
- Illinois State Board of Elections Registration
- Company Organization and Diversity Questionnaire
- Travel Policy confirmation
- Addendum to Contract Confirmation
- Federal Taxpayer Identification Number
- Conflict of Interest Identification
- Prohibited Responder Listing confirmation
- Submittal Confirmation
- Submit to
- https://procurement.opengov.com/portal/surs
- Duration
- 36 months
- Scope location
- Champaign, IL
- Reported agency
- State Universities Retirement System
Questions about this RFP
How do I respond to this RFP from Illinois State Universities Retirement System | State of Illinois?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is December 18, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://procurement.opengov.com/portal/surs. For questions, contact Kelly Carson.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Illinois State Universities Retirement System | State of Illinois in IL, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Kelly Carson at (217) 281-1244. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: A fully deployed, Branded, And operational cloud portal with user roles, Permissions, And committee structures; report verifying secure migration of historical board packets, Minutes, And archives; tailored documentation, Workflow cheat sheets, And recorded training sessions; Quick Start Guide for t. Proposals should clearly address how each deliverable will be met.
Show 6 more questions
What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Understanding of Requirements and Proposed Solution, Implementation Plan/Methodology and Deliverables, Vendor Experience/Qualifications and References, Security/Compliance and Data Protection, Cost Pr..." Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Illinois State Universities Retirement System | State of Illinois?
All active and historical solicitations from Illinois State Universities Retirement System | State of Illinois are tracked and searchable. As a state agency, Illinois State Universities Retirement System | State of Illinois regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 3 years. Contract terms may include renewal options.
Is this solicitation still open for submissions?
Based on the posted deadline of December 18, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Proposal, Project References, Limits of Insurance Coverage, Years of Experience and Certifications confirmation, Material Conflicts Questions, Illinois State Board of Elections Registration, Company O. Review the full document from Illinois State Universities Retirement System | State of Illinois for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Champaign, IL. Review the full solicitation for detailed scope requirements.
