5-Complete with Docusign UPDATED 2026 Sole Sou.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

Maggie West mwest28@ccc.edu

Office of Legislative & Community Affairs

TBSF Civil Rights Trip 2027 The Justice Journey Experience

$54,366

Turnkey, four-day educational civil-rights immersion (Atlanta, Montgomery, Selma, Birmingham) including airfare, hotels, ground transportation, meals, museum/site entry, subject-matter expert/eyewitness presentations, chaperone discussion-circle training, and a scheduled post-trip debrief—delivered by The Justice Journey Experience.

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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:

December 4, 2025 May 31, 2026 $48,300 Civil rights educational travel and leadership development experience.Sole Source

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?

TJJE’s integrated pedagogy includes pre-trip preparation, expert presentations at each site, daily peer-led dialogue circles, and a scheduled post-journey debrief 4–6 weeks afterward—constituting a facilitated learning sequence (not a standard tour). This advances TBSF learning outcomes and reduces staff lift for content development and facilitation.

• Reflection circles at each meal + daily journaling (measurable frequency across 4 days)

• Subject matter experts (SME) and eyewitness access at sites (documented, scheduled presentations)

• Thematic, multi-city route (Atlanta + Alabama) aligned to learning goals

• Inclusive, non-sectarian customization for public-institution context

• Turnkey bundle (air, hotel, ground, meals, tickets) reducing on-trip payouts and reconciliation

• Nationally recognized facilitator bench oriented to the TJJE pedagogy (academics + movement veterans)

• Defined sequence: pre-work → SME talks → daily circles → post-debrief (supports assessment)

• Documented itinerary and partnerships (Atlanta + Alabama) enabling execution at scale

• Inclusive, trans-partisan practice appropriate for public colleges

The generic operators provide basic logistics/tickets but lack the integrated cultural experiences. A multi-vendor build re-introduces per-diem handling and coordination complexity, increasing risk and staff time during travel. Neither alternative met curricular and risk-management requirements.

• Formal written proposal & bundled pricing requested from TJJE with line-item inclusions (airfare, ground transport, hotel, meals, site entry fees), enabling apples-to-apples validation against typical group-travel cost drivers. Quoted: $3,888.14 per participant (double) + Single Room: available upon request for an additional $325 per person + $6,000 facilitation; ~$54,366 up to 14 travelers.

• Scope alignment to eliminate add-ons: Proposal excludes only Saturday dinner (and travel insurance), showing a high level of inclusion that typically appears as pass-throughs or per-diems with other providers—reducing surprise costs.

• Operational efficiency vs. piecemeal contracting: By consolidating logistics and educational delivery into one fixed package, CCC reduces transaction volume, on-trip cash handling, and staff time—all of which are implicit cost centers in multi-vendor builds. (Rationale supported by the proposal’s inclusive scope and debrief/education services.)

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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

N/A

Yes, this price is fair and reasonable given inclusions (air, hotel, ground, meals, site fees, facilitation) and the education-frist model.

The circumstances supporting the original sole source remain unchanged. The Justice Journey Experience continues to provide an integrated combination of civil rights education, student and chaperone facilitation, access to historic sites and movement leaders, and end-to-end travel coordination that has not been identified through a comparable single provider.

Using the same vendor also provides continuity with the established TBSF trip model and avoids shifting logistics, payments, facilitation, and educational coordination back to CCC staff or across multiple vendors. A competitive solicitation would therefore not provide a true like-for-like alternative and could increase administrative burden while reducing consistency in the student experience.

Maggie E. West Digitally signed by Maggie E. West Date: 2026.10.06 10:33:00 -05'00' Maggie E. West 10/5/2026

Jennifer Mason 10/6/2026

Instructional quality risk (loss of SME access, daily circles/journaling, and post-debrief), increased administrative burden (multiple awards, on-trip payouts, added coordination), scheduling risk for high-demand sites/SMEs across four cities, and likely cost escalation from fees/minimums/overtime in a multi-vendor build.

10/19/2026 | 9:51:21 AM CDTNicholas Gibb