24-0019_SSJF_ ALSF_03-12-24.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 24-557THA-ENGCO-B-41782

Requesting Agency/University Illinois State Toll Highway Authority

Sole Source Justification Form - Part I Section I - General Information

Department/Bureau/Section: Engineering Department

Need Identified Date: 01/02/2024 Supply/Service Need By Date: 05/01/2024

Project Title: Approach Lighting with Sequenced Flashing Lights System Equipment

Vendor: New Bedford Panoramex Corporation

Provide a description of the supplies or services required:

As part of the Tollway's proposed I-490 improvements, the Tollway is required to purchase Approach Lighting with Sequenced Flashing (ALSF) System Equipment for Runway 10R-28L at O’Hare International Airport. The ALSF system is required to be relocated from the ground to a newly constructed bridge to accommodate the construction of the I-490 roadway under the bridge. The ALSF system is owned, operated, and maintained by the Federal Aviation Administration (FAA). Due to the significant lead time for manufacturing of the equipment, it must be purchased in advance so as not to delay 2025 planned construction.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 173,771.04

Will this Sole Source amend a Professional or Artistic Services contract? Yes No

*Sole Source may not be used for amendments for Professional or Artistic Services if the amendment would increase the value by more than 5% of the initial award or extend the term by more than 60 days.

Type: New Sole Source

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: 05/01/2024

Estimated Contract End Date: 11/30/2025

Number of Potential Renewals: 0

Length of Each Renewal in Months: 0

Total Value of All Renewals: 0

If a Term Contract, does the term, including renewals, exceed 12 months? Yes No

If yes, provide a detailed justification including any economic benefit received for agreeing to a multi-year term:

There is a 12-month lead time that the supplier has indicated should be expected for the ALSF equipment. The proposed 18-month term will allow for any possible delays in the process.

Section III - Funding Source Select the type of funding to be used (Check all that apply): State Appropriate Funds Federal Funds Other (Explain):

The Tollway does not operate on State-appropriated funds. Procurements are funded through toll revenue.

Section IV - Sole Source Justification

Version 7.01 Page 2 of 5

Bulletin Reference Number 24-557THA-ENGCO-B-41782

Requesting Agency/University Illinois State Toll Highway Authority

This purchase is economically only available from a single source primarily because it is: (If "Other" explain in one sentence)

Items are Copyrighted or Patented and the Items are Only Available from the Holder

Are there secondary justification(s) for this sole source? Yes No

Another justification that this purchase is only available from a sole source is because it is:

Compatibility of Equipment, Accessories, Replacement Parts or Service

Another justification that this purchase is only available from a sole source is because it is:

Necessary Adjustment of Utility Facilities in Conjunction with Highway or Other Construction

Section V - Purchase History

Has the Agency or University Purchased these supplies or services in the past? Yes No

Section VI - Business Rationale

1. Provide a detailed explanation of the need for the supplies or services:

An existing ALSF system supporting O'Hare International Airport currently conflicts with the Tollway's proposed I-490 improvements.

This ALSF system must be modified to accommodate the new tollway, and this modification requires new ALSF components. New Bedford Panoramex was the supplying vendor for the existing ALSF system components. A change order cannot be initiated until there is an active construction contract in place, and the contract slated to install this equipment is not anticipated to receive notice to proceed (NTP) until December 2024. Due to the long lead time associated with the equipment, waiting for this contract’s NTP and facilitating this modification via a change order would significantly impact the construction schedule as the equipment would not be delivered to the site until December 2025 at the earliest. Additionally, the timing of the ALSF work has been closely coordinated with the Chicago Department of Aviation and their airfield operations, so there is very minimal room for adjustment.

2. Provide a list and describe in detail the specifications required to satisfy the need:

Quantity Unit Price Total U3001008-01 High-Voltage Individual Control Cabinet (Unit 8) 4 $23,039.16 $92,156.64 U3001009-01 Flasher Light Assembly (Unit 9) 4 1,825.46 7,301.84 U3001010-01 Lampholder Assembly Unit Without Transceiver (Unit 10) 20 1,145.50 22,910.00 U3001080-01 Lamp Transceiver/Shorting Device 20 1,383.00 27,660.00 U3001007-01 Aiming Device (Unit 7) 1 4,420.89 4,420.89 Q20A/PAR56/C Lamp, Par 56 300 Watt 20 124.87 2,497.40 U3003390-01 Bulb 5 205.38 1,026.90 Cost Increase Contingency 15,797.37 Grand Total $173,771.04

3. Provide detail explaining the justification selected in Section IV to explain why the requested supplies or services are the only ones available that can satisfy the agency or university requirements?

The ALSF system is built to meet Federal Aviation Administration (FAA) requirements. There is only one FAA-approved manufacturer of the required components.

4. What are the unique features of the supplies or services that are not available in any other product or by any other vendor? Provide specific quantifiable factors/qualifications:

The ALSF system is a specialized airfield lighting system which provides visual guidance to pilots during the landing phase of flight.

These systems must meet FAA requirements, and the FAA has stated that there exists only one approved supplier of these components. Therefore, no other vendor could be considered for this procurement.

5. Has the Agency or University considered alternative supplies or services to satisfy their need? Yes No

5a. If no, why weren't alternatives evaluated?

ALSF systems supporting O'Hare International Airport must meet FAA requirements, and FAA has only approved one manufacturer to provide the required components. Therefore, no alternate suppliers exist who could satisfy this need.

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Bulletin Reference Number 24-557THA-ENGCO-B-41782

Requesting Agency/University Illinois State Toll Highway Authority

6. Are there resellers or distributors?

Yes No N/A

7. What efforts were made to get the best possible price (i.e. did the agency/university negotiate) and how did you determine the price for this purchase is considered fair and reasonable?

The Tollway previously modified a separate ALSF bridge which similarly conflicted with future I-490 improvements. Under the previous contract, Tollway Contract I-22-4753, the equipment was included in the bid. The bid tabs from this letting are consistent with the current pricing.

8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?

Yes No

9. What will be the financial or other impact to the State if this sole source is not approved and a competitive bid is required?

If this sole source procurement is not approved, the equipment will need to be included as part of a competitively bid Tollway construction contract which is advertising later this year and will include construction/installation of the 10R ALSF starting in May 2025.

May 2025 is the latest date to have the equipment delivered to the site to ensure that existing ALSF system that is temporarily taken out of service can be restored by the Tollway within the construction window allotted at O’Hare by the Chicago Department of Aviation.

Including this equipment in the competitively bid Tollway construction contract advertising later this year would delay the completion of the ALSF modifications, the timing of which has been closely coordinated to minimize impacts to O'Hare operations. Any revision to the installation schedule would require further coordination with O'Hare which would significantly delay the I-490 improvements. May 2024 is the target date for the material purchase, reflecting the 12-month lead time that the supplier has indicated should be expected.

10. Is there any additional information you would like to add to justify this sole source?

None.

Version 7.01 Page 4 of 5

Bulletin Reference Number 24-557THA-ENGCO-B-41782

Requesting Agency/University Illinois State Toll Highway Authority

Section VII

Requesting Department Representative

Requesting Department Signature Required

I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed.

Date

Printed Name Manar Nashif E-mail Address mnashif@getipass.com

Phone Number 630-241-6800 x4800

State Agency Bureau/Division Head or University Purchasing Director Approval and Signature Required

I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed. (All prior form fields will lock once this e-signature is completed)

E-mail Address EOccomy@getipass.com

Phone Number 630-241-6800 x4625 Date

Printed Name Eric Occomy

Agency Bureau/Division Head or University Purchasing Director and Not a Designee

SPO Approval and Signature Required

I have reviewed and understand the contents of this Sole Source Justification and agree with the State Agency or University determination.

I have reviewed and understand the contents of this Sole Source Justification and do not agree with the State Agency or University determination. As a result, the State Agency or University must explore other sourcing methods to satisfy their need.

State Purchasing Officer Signature Phone Number 217-720-6643 Date

Printed Name David Papp E-mail Address David.Papp@Illinois.gov

Version 7.01 Page 5 of 5

Bulletin Reference Number 24-557THA-ENGCO-B-41782

Requesting Agency/University Illinois State Toll Highway Authority

Sole Source Justification Form - Part II Section I - General Information

Project Title Approach Lighting with Sequenced Flashing Lights System Equipment

Vendor New Bedford Panoramex Corporation

Initial Date of Procurement Bulletin Posting

Was a Sole Source hearing held per 30 ILCS 500/20-25?

Yes - Complete Section II and III below (Section II will only be visible when this option is selected)

No - Section II not required, go to Section III below Section III - CPO Approval and Signature Required

Based on my review, I authorize the Agency/University to proceed in accordance with the published Notice referenced above.

Based upon my review, I authorize the Agency/University to proceed with the following Changes.

Based on my review, the Agency/University is not authorized to proceed with this sole source as presented and my recommendation is that it be cancelled.

Other

CPO Signature CPO Phone 217-558-2231

Printed Name Ellen H. Daley Date

CPO E-mail Ellen.H.Daley@Illinois.gov

Version 7.01 Page of Sole Source Justification Form - Part I Section I - General Information Will this Sole Source amend a Professional or Artistic Services contract?

If yes, what was the original contract value?

*Sole Source may not be used for amendments for Professional or Artistic Services if the amendment would increase the value by more than 5% of the initial award or extend the term by more than 60 days.

Section II - Proposed Term If a Term Contract, does the term, including renewals, exceed 12 months?

If yes, provide a detailed justification including any economic benefit received for agreeing to a multi-year term:

Section III - Funding Source Select the type of funding to be used (Check all that apply):

Section IV - Sole Source Justification Are there secondary justification(s) for this sole source?

Section V - Purchase History Has the Agency or University Purchased these supplies or services in the past?

Term Term From Term To Value Description Contract Number Type Section VI - Business Rationale

1. Provide a detailed explanation of the need for the supplies or services:

2. Provide a list and describe in detail the specifications required to satisfy the need:

3. Provide detail explaining the justification selected in Section IV to explain why the requested supplies or services are the only ones available that can satisfy the agency or university requirements?

4. What are the unique features of the supplies or services that are not available in any other product or by any other vendor? Provide specific quantifiable factors/qualifications:

5. Has the Agency or University considered alternative supplies or services to satisfy their need?

5a. If yes, name the alternative vendors whose supplies or services were evaluated:

5b. If yes, what were the alternatives for each vendor and why were they unacceptable? Be specific with regard to features, characteristics, requirements, capabilities and compatibility:

5c. Explain how the market evaluation was conducted?

*This evaluation is to determine available options within a market. If the evaluation is to determine quality or best suited option, this is not the appropriate source selection. Under no circumstances shall the evaluation consist of testing alternative options. These activities must be conducted in a competitive transparent environment (i.e. IFB or RFP).

5a. If no, why weren't alternatives evaluated?

6. Are there resellers or distributors?

7. What efforts were made to get the best possible price (i.e. did the agency/university negotiate) and how did you determine the price for this purchase is considered fair and reasonable?

8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?

8a. If yes, please provide details regarding future obligations and/or needs:

9. What will be the financial or other impact to the State if this sole source is not approved and a competitive bid is required?

10. Is there any additional information you would like to add to justify this sole source?

Section VII Requesting Department Signature Required I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed.

State Agency Bureau/Division Head or University Purchasing Director Approval and Signature Required I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed. (All prior form fields will lock once this e-signature is completed) SPO Approval and Signature Required Sole Source Justification Form - Part II Section I - General Information Was a Sole Source hearing held per 30 ILCS 500/20-25?

Section II - Sole Source Hearing Details The State posted to the Illinois Procurement Bulletin a description of the State's need, the justification for the sole source decision, and information regarding the opportunity to submit comments and testify at a public hearing. Notice of the hearing was also posted outside of the hearing room 48 hours prior to the hearing.

The public hearing was conducted for the purpose of receiving testimony regarding the sole source determination. The Hearing Officer recommends the following:

The following relevant documents are attached:

Section III - CPO Approval and Signature Required 9.0.0.2.20101008.1.734229 Ellen.H.Daley@Illinois.gov

U3001008-01 High-Voltage Individual Control Cabinet (Unit 8) 4 $23,039.16 $92,156.64 U3001009-01 Flasher Light Assembly (Unit 9) 4 1,825.46 7,301.84 U3001010-01 Lampholder Assembly Unit Without Transceiver (Unit 10) 20 1,145.50 22,910.00 U3001080-01 Lamp Transceiver/Shorting Device 20 1,383.00 27,660.00 U3001007-01 Aiming Device (Unit 7) 1 4,420.89 4,420.89 Q20A/PAR56/C Lamp, Par 56 300 Watt 20 124.87 2,497.40 U3003390-01 Bulb 5 205.38 1,026.90 Cost Increase Contingency 15,797.37 Grand Total $173,771.04