25-0110 SSJF Fuel Management System Upgrade_Parts_Maintenance and Support_AssetWorks~1.pdf

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Sole Source Justification Form 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

Maintenance 07-0024 - RFP renewal 4 of 4

- 12/01/2013-11/30/2016 $49,650.00 Fuel Management System Parts 13-0135 - SP

- 07/01/2013-06/30/2014 $30,000.00 Computerized Fuel Management System Maintenance 07-0024 - RFP renewal 3 of 4

- 07/01/2012-06/30/2016 $24,000.00 Fuel Management System Parts 12-0058 - SP

- 07/01/2012-06/30/2013 $30,000.00 Computerized Fuel Management System Maintenance 07-0024 - RFP renewal 2 of 4

- 07/01/2011-06/30/2012 $30,000.00 Computerized Fuel Management System Maintenance 07-0024 - RFP renewal 1 of 4

- 05/01/2010-04/30/2012 $9,500.00 Fuel Management System Parts 10-0078 - SP

- 07/01/2008-06/30/2011 $70,116.00 Computerized Fuel Management System Maintenance 07-0024 - RFP amendment

- 07/01/2007-06/30/2011 $435,428.00 Computerized Fuel Management System 07-0024 - RFP award Q1Answer: The replacement of the Tollway's previous fuel system (including software and hardware installation, fuel island controllers, training, and maintenance) was competitively bid in 2007 as a Request for Proposal (RFP) with award going to AssetWorks LLC (formerly the Asset Solutions division of MAXIMUS). At one point AssetWorks LLC was a disregarded entity of Trapeze Software Group, Inc. The vendor is currently known as AssetWorks Inc. (hereinafter "AssetWorks").

The Tollway's existing Fuel Management System (utilizing FleetFocus and FuelFocus software) is used for Tollway-owned vehicles at fuel pumping stations located throughout the Tollway system. The software/hardware currently in place requires routine maintenance and support on an ongoing basis. The Fuel Management System is a computerized system that manages fuel site access by authorized fuel users and fuel site security, provides data management, and generates reports. The system consists of several components:

- Fuel system server at the Tollway's Central Administration building in Downers Grove ("CA")

- Fuel system operating software

- Fuel system database (information on vehicles, users, and transactions)

- Fuel island controllers (one at each of the 16 Tollway fueling locations)

- Network interfacing capability with the Tollway's Intranet.

With a few exceptions, the Fuel Management System is the responsibility of the Fleet staff at CA. The Fleet staff is dependent on the maintenance contract to provide support to the Fleet staff whenever problems with the system arise that cannot be handled internally. This happens quite frequently. Major issues may arise several times per week. Without the vendor’s assistance, the Fuel Management System would most likely fail and be unusable.

This request includes a source for miscellaneous parts that may be required to maintain the Tollway's Fuel Management System for the next six months. In addition, this request will include professional services required to complete a software upgrade. This upgrade is described in the attached quote and will be completed in six months. Regular maintenance and support for six months is also included in this request.

The Fuel Management System was designed and built by the current vendor. The vendor developed both the hardware and software used by the system. They do not authorize any other vendors to provide the parts, services, or normal system upgrades. The vendor handles all parts, sales, and software in-house support.

Q2Answer: - Professional services necessary to complete software upgrades for the FleetFocus and FuelFocus software.

- Maintenance and support for the FleetFocus and FuelFocus software.

- Miscellaneous parts as needed.

The Fuel Management System is a proprietary system that was designed, built, and is maintained by the vendor. The Tollway could replace the entire fuel system in lieu of completing this contract; however, it would cost a substantial amount of money and time to make this happen. We estimate a new fuel system would cost $450,000 to $500,000 to install and then a parts and maintenance contract would also be required. This is cost-prohibitive.

Until a determination regarding a new competitive solution is made, a sole economically feasible source (SEFS) contract is the only option available.