4-McGraw HIll 2026-2027 Sole Source Justification Application V2.pdf

Sole Source Justification Application

Rev. 9/2025

C I T Y C O L L E G E S O F C H I C A G O

Sole Source Justification Application

Why are you requesting a Sole Source Waiver?

☐Only one known source that can provide the commodity or service. Procurement of public utility services.

☐Compatibility (e.g. CCC requires a specific piece of equipment to be compatible with an existing equipment system).

☐Public safety concerns.

☐Limited or proprietary systems (i.e. additional licenses, updates, specialized replacement parts, etc.).

☐A professional expert is requested.

☐Sales territories or product availability within limited geographic boundaries.

☐Other _______________________________________________________

If your request does not meet any of these criteria, STOP, consult with Procurement services to identify an alternative procurement method.

Name of requestor:

Department/School:

Project title:

Email address:

Contract or Board Report number:

Vendor:

Value of initial term, or if a renewal, value of this renewal $:

(Attach the proposal received)

Number of potential/remaining renewals:

Length of each renewal in months:

Value of all/remaining renewals:$

Actual Estimated

Choose one of the following:

New Sole Source Sole Source renewal Change Order or Amendment to an existing Sole Source

Provide a description of the supplies or services required

Laura Denly ldenly@ccc.edu

Enrollment Management 35538

COLLEGE PLACEMENT MATH TESTING McGraw-Hill

1,125,000

The requested service is a computer-adaptive math placement assessment used to determine appropriate course placement for new credit students. The platform is research-based and has demonstrated strong accuracy and predictive validity in math placement, while also providing students with multiple opportunities to improve their placement level through reassessment and targeted learning modules. The service includes student access to online components (initial assessment, reassessment, and learning modules), scoring and electronic reporting, data integration support, customized portal configuration, implementation consultation, training, and ongoing customer support. This solution is required to support placement testing across the City Colleges of Chicago system, including districtwide use at all colleges, support for Level-Up initiatives, and alignment with proctored math assessment requirements for the College of Engineering.

Rev. 9/2025

C I T Y C O L L E G E S O F C H I C A G O

Select the type of funding to be used: Educational Funds Capital Funds Grant Funds

Other (Explain):

This purchase is economically only available from a single source because it is:

Art or Entertainment Services or Athletic Events Compatibility with existing/current equipment, accessories, replacement parts or service Critical changes to the existing contract are necessary and best accomplished by the original contract holder Federal/CCC Grant requires contract with specific vendor

(attach Grant Award Agreement) Item is copyrighted or patented and the item is only available from the holder

Copyright or Patent Number(s):

Items are needed for trial use or testing

Media for advertising

Organization memberships (Dues, fees, conference charges including mandated travel and related expenses)

Public utility regulated services

Radio and television broadcast rights software license/ upgrade/maintenance

Other (Explain):

Has CCC purchased these supplies/services in the past? Yes No

If yes, STARTING WITH THE MOST RECENT CONTRACT AND WORKING BACKWARD, for the entire relationship with this vendor for this supply or service, list each term, value, short description and type of procurement of each:

Term Term From: Term To: Value Description Vendor Selection

One Two

Three Four Five Six

Seven Eight Nine Ten

If more than 10 years, explain:

Proprietary system

July 1, 2025 June 30, 2026 $1,125,000 ALEKS RFP

July 1, 2024 June 30, 2025 $270,000 ALEKS RFP

July 1, 2021 June 30, 2024 $1,125,000 ALEKS RFP

July 1, 2021 June 30, 2024 $1,125,000 ALEKS RFP

July 1, 2021 June 30, 2024 $1,125,000 ALEKS RFP

July 1, 2019 June 30, 2021 $937,500 ALEKS RFP

July 1, 2019 June 30, 2021 $937,500 ALEKS RFP

January 1, 2017 June 30, 2019 $937,500 ALEKS RFP

January 1, 2017 June 30, 2019 $937,500 ALEKS RFP

Rev. 9/2025

C I T Y C O L L E G E S O F C H I C A G O

Business Rationale

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

2. 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:

3. If professional services, what are the unique qualifications the vendor possess?

Provide specific. measureable factors/qualifications:

4. Were alternative supplies or services evaluated? Yes No

a. If yes, what were they and why were they unacceptable? If no, why were alternatives not evaluated? Please be specific with regard to features, characteristics, requirements, capabilities and compatibility:

5. What efforts were made to get the best possible price?

CCC requires a computer-adaptive math placement and learning platform to support accurate course placement for new credit students across all seven colleges. The system must provide initial assessment, multiple reassessment opportunities, and individualized learning modules to help students improve placement outcomes.The service includes online student access, scoring and electronic reporting, data integration support, customized portal configuration, implementation consultation, training, and ongoing customer support. This solution supports districtwide placement operations, Level-Up programming, and alignment with proctored math requirements for academic programs.

-Proprietary computer-adaptive assessment based on mathematical cognitive science research -Integrated placement + learning + reassessment in a single platform -Up to 5 placement attempts (1 initial + 4 reassessments) tied to targeted learning modules -Predictive validity in determining appropriate math placement levels -Seamless integration of assessment results with institutional systems and reporting tools -Districtwide scalability supporting up to 75,000 students annually -Fully supported implementation model, including training, customization, and ongoing support -Exclusive licensing and intellectual property rights, preventing equivalent replication by other vendors n/a

Alternative supplies or services were not evaluated because this solution is a proprietary, research-based, computer-adaptive placement platform with exclusive licensing, and no other vendor is authorized to provide an equivalent system with the same integrated capabilities.

Specifically, this platform uniquely combines placement assessment, multiple reassessment opportunities, and individualized learning modules within a single system, while maintaining demonstrated predictive validity in math placement outcomes. It also includes fully integrated scoring, reporting, data transfer capabilities, customized portal configuration, and ongoing support aligned to CCC’s existing systems and processes.Due to these requirements—particularly the need for a single, fully integrated solution that supports districtwide scalability, alignment with Level-Up programming, and compatibility with current placement and proctored testing processes—no comparable alternative products or services were identified that meet the same functional, technical, and operational needs.

CCC previously secured this solution through a competitive Request for Proposal (RFP) process, which established pricing aligned with market conditions. The current agreement reflects those competitively procured rates and incorporates a usage-based pricing model of $15 per student, ensuring costs scale with actual utilization. In addition, CCC benefits from bundled services—including assessment, learning modules, reporting, training, and ongoing support—without the need for separate contracts or vendors. The high-volume, districtwide implementation across seven colleges further supports favorable pricing, and the not-to-exceed contract structure provides ongoing cost control and predictability.

Rev. 9/2025

C I T Y C O L L E G E S O F C H I C A G O

6. Will this purchase obligate the CCC to this vendor for future purchases such as maintenance, licensing or continuing needs? Yes No If yes, please provide details regarding future obligations and/or needs:

7. Why is the price for this purchase considered to be fair and reasonable?

8. If this is a renewal, describe why circumstances are such that competitive selection is still not an alternative since awarding the original contract:

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

Department/College Representative Signature Required I know and understand the contents of this Sole Source /Bid Waiver Justification and attest that all statements are true and correct.

Department/College Representative Signature Printed Name Date

Department/College Representative Signature Printed Name Date

VC/ College President Signature

Procurement Approval and Signature

Printed Name Date

Printed Name Date no

CCC will release a RFP to announce the need for a Math Placement Platform outlining our needs, inviting potential vendors to submit bids see attached

This is a renewal of a solution originally procured through a competitive RFP process; however, competitive selection is not a viable alternative due to the proprietary nature of the platform and its exclusive licensing. The provider holds sole rights to develop, host, and distribute the system, including all associated intellectual property, which prevents other vendors from offering an equivalent product. In addition, the solution is fully embedded across CCC’s districtwide placement processes, including established integrations, reporting structures, and alignment with Level-Up programming and proctored assessment requirements. Transitioning to an alternative system would require significant reconfiguration of business processes, system integrations, and staff training, making competitive selection operationally inefficient and impractical at this time.

Laura Denly 05/28/2026 see attached

Willie Barefield 5/28/2026 | 2:56:11 PM CDT

Nicholas Gibb 6/1/2026 | 2:36:25 PM CDT

Answers for questions 7 & 9

7. Why is the price considered fair and reasonable?

The pricing is considered fair and reasonable because:

• It is usage-based ($15 per student), ensuring CCC only pays for actual utilization

• It includes a fully integrated solution (assessment, instruction, reporting, and support) without requiring additional vendors

• Historical pricing has been validated through prior competitive procurements (RFPs)

• The cost aligns with large-scale implementation supporting tens of thousands of students annually

• The contract includes a not-to-exceed cap, providing cost control and predictability

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

If sole source approval is not granted and a competitive solicitation is required, CCC will experience operational disruption in placement testing across all colleges, as well as delays in student placement that could impact registration and enrollment goals and timelines. There will be a loss of continuity for Level-Up programming and other student progression initiatives, along with significant transition costs related to system replacement, implementation, data migration, and staff retraining. Additionally, there is a risk of selecting an alternative solution that does not provide the same level of predictive accuracy or integrated learning functionality, as well as potential misalignment with existing proctored math requirements for specialized programs. Overall, requiring a new procurement process would introduce both financial and operational inefficiencies while disrupting established, districtwide student placement processes.

McGraw HIll Sole Source Justification Application.pdf