RFI IDHS Child Care Business Management Software FY24

Request for Information (RFI)

Data Model Software

Please respond by submitting your information electronically in BidBuy

Due Date February 9, 2024 at 2:00 p.m. Central Time

Purpose and Objective


This request for information (RFI) invites participants to submit non-price information about the availability of specified types of supplies and services. The RFI is not a procurement method and will not result in a participant receiving a contract. (44 Ill. Adm. Code 1.15) Responding to the RFI is not a prerequisite to participate in a future procurement(s) and does not obligate the Illinois Department of Human Services (IDHS) to conduct a future procurement. Further, a response to this RFI does not provide any advantages to the participant in potential future procurements. All information received in a participant's response will be available for public review. (44 Ill. Adm. Code 1.2050[j])

You are invited to provide non-proprietary, non-price information within the RFI's scope. You are prohibited from providing pricing, the details of customized solutions, sample procurement specifications, or any other information outside the scope of the RFI because it could disqualify your organization from participating in future related procurements. (30 ILCS 500/50-10.5[e])

However, you may provide general information about industry trends and innovations, products, services or industry best practices that are not specifically tailored to meet IDHS's needs. For additional information on prohibited vs. non-prohibited information, please see 44 Ill. Adm. Code 1.2005(v).


IDHS is seeking information through this RFI regarding child care management software IT applications. IDHS is interested in learning more about software that is specifically designed to support child care businesses, including both child care centers and home child care providers, in fulfilling any or all of the following responsibilities: financial management, enrollment and attendance record keeping, document management, family engagement, human resources (including timekeeping, payroll processing, benefits management, and background check management), food program management (including records necessary for reporting to the USDA Child and Adult Care Food Program), and/or tax recordkeeping. IDHS is interested in learning more about resources available via access licenses (please list any states where licenses are presently in use through state contracting and made available to child care providers - for information that is publicly available, please provide weblink.) as well as capability to transfer information via application programming interface (API) from the IT application to another state-level reporting system.

Vendors are asked to provide information about current industry standards, best practices and developing trends.

This RFI is intended to serve two purposes: Assist IDHS in better understanding this topic and to better prepare IDHS for possible future procurement(s) should IDHS determine it has a need in this area.

The purpose of this RFI is NOT to select a vendor or determine qualified vendors.

Information to be Submitted in RFI Response

IDHS recognizes considerable effort may be required in preparing a response to this RFI. Please note, however, this is not a request for services. Each Respondent must bear all costs for preparing its RFI responses. Anyone interested in responding to this RFI should provide information organized as follows:

Background Information

Please provide a brief overview of the industry in which you conduct business, including but not limited to: (1) services provided, (2) types of entities served, and (3) capacity for service. Please do not provide specifics about your organization, but rather a general overview of these topics.

Pricing Structure

Please provide the standard types of industry pricing structures (i.e., annual license fee, implementation fee, unit cost, handling, storage, etc.) without providing actual costs.

 Organization Information

 Please provide the organization name, description, contact, telephone number and e-mail address.

 Process Overview and Vendor Submission

 IDHS will review the responses for the purpose of identifying key concepts and industry trends that may be beneficial to IDHS in creating a future procurement, should IDHS decide to move forward in that direction. The State of Illinois reserves the right to make all submissions to this RFI public.

 At the request of IDHS, the respondents are asked to provide a remote demonstration. All respondents will be given the same opportunity to present their information. Performing a demonstration is not a requirement of the response.

 All Responses, including late submissions, become the property of the State and will not be returned. All Responses will be open to the public under the Illinois Freedom of Information Act (FOIA) (5 ILCS 140) and other applicable laws and rules. A request for confidential treatment will not supersede the State's legal obligations under FOIA. The State will not honor requests to keep entire responses confidential. Participants must show the specific grounds in FOIA or other law or rule that support confidential treatment. Regardless, the State may disclose participants' names and the substance of the response.

 Responses to this RFI should include a high-level description of current industry practices that relate to this RFI.

 Responses to this RFI should be submitted via BidBuy. Information regarding this RFI, including updates, will be published on BidBuy for Illinois Procurement . Procurement information may not be available in any other form or location. Participants are responsible for monitoring BidBuy. The State will not be held responsible if Participants fail to receive the optional email notices provided by BidBuy.

Questions regarding this RFI should be submitted to:

Illinois Department of Human Services


Responses are due by: February 9, 2024 at 2:00 p.m. Central Time