Autotest SSJF Part 1.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number 25-350SOS-ITSOS-B-45331

Requesting Agency/University Illinois Secretary of State

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

Department/Bureau/Section: Drivers and Information Technology

Need Identified Date: Jul 1, 2024 Supply/Service Need By Date: Jan 1, 2025

Project Title: Autotest Software Sole Source

Vendor: Idemia

Provide a description of the supplies or services required:

Continuing maintenance and equipment required for statewide automated test for Illinois Driver License applicants to read and understand official traffic control devices, knowledge of safe driving practices, and the traffic laws of this State

Value: Not to Exceed Value of Initial Term, this Change Order or Amendment: 1,300,000

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 Economically Feasible Source

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: Jan 1, 2025

Estimated Contract End Date: Aug 12, 2026

Number of Potential Renewals:

Length of Each Renewal in Months:

Total Value of All Renewals:

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:

The term of this contract is to align with the DL/ID current contract end date.

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

Section IV - Sole Source Justification

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

Compatibility of Equipment, Accessories, Replacement Parts or Service

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

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Bulletin Reference Number 25-350SOS-ITSOS-B-45331

Requesting Agency/University Illinois Secretary of State

Section V - Purchase History

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

Term Term From Term To Value Description Contract Number Type

1 Jan 1, 2015 Dec 31, 2021 8,055,240.75 TO IMPLEMENT AND MAINTAIN

STATEWIDE AUTOMATED TESTING 15RI116000 RFP

2 Jan 1, 2022 Dec 31, 2024 1,449,695.65 MAINTAIN STATEWIDE AUTOMATED TESTING 15RI116000 Renewal

If more than 10, or if other comments, explain:

Section VI - Business Rationale

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

Section 6-101 of the Illinois Vehicle Code requires all drivers on Illinois roadways to have a driver’s license or permit. Section 2-101 grants the Secretary of State the authority to administer chapters 2-9 of the Vehicle Code, which includes Section 6-101:

Sec. 6-101. Drivers must have licenses or permits.

(a) No person, except those expressly exempted by Section 6-102, shall drive any motor vehicle upon a highway in this State unless such person has a valid license or permit, or a restricted driving permit, issued under the provisions of this Act.

Prior to issuance of a driver’s license, Section 6-109 of the Illinois Vehicle Code requires that the Secretary of State examine every applicant for a driver's license or permit who has not been previously licensed as a driver under the laws of this State or any other state or country, or any applicant for renewal of such driver's license or permit when such license or permit has been expired for more than one year. The examination shall include a written test of the applicant’s ability to read and understand official traffic control devices, knowledge of safe driving practices, and the traffic laws of this State. Applicants whose driver’s licenses have been revoked must retake the written exam and drivers whose driving record contains certain traffic violations, such as driving under the influence, must take the written exam every eight (8) years. These duties cannot be carried out without a vendor providing and scoring the written test

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Bulletin Reference Number 25-350SOS-ITSOS-B-45331

Requesting Agency/University Illinois Secretary of State

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

The driver’s license issuance process begins at a vendor-supplied image capture workstation where the applicant’s name, date of birth, gender and zip code are entered, or the barcode of the applicant’s current license is scanned, and a photograph and signature of the applicant is captured. The captured image, signature and demographic data are then shared with the vendor system through the Secretary of State mainframe. The applicant then moves to a separate Secretary of State workstation to make application for an initial, or renewed driver’s license or instruction permit. Applicants for an initial driver’s license must provide documentation of their identity (name and date of birth), residence address and social security number. Renewal applicants need only provide their expiring driver’s license. If an applicant is required to take a written exam, the demographic information from the vendor-supplied image capture workstation is electronically transmitted to a vendor-supplied written examination kiosk (autotest). Upon completion of the written test, the results are electronically transmitted back to the Secretary of State mainframe. There are multiple classifications of driver’s licenses and there are restrictions and endorsements placed on licenses that allow drivers to transport passengers, school children, certain types of materials and to drive various types of vehicles, such as tankers, with various equipment, such as air brakes). The vendor provides 14 different written exams: 1st Division School Bus, 2nd Division School Bus, CDL Air Brakes, CDL Combination, CDL Core Knowledge, CDL Double/Triple, CDL Hazardous Materials, CDL Passenger, CDL Tanker, Charter Bus, Class A, B, C Non-CDL, Class D, GDL, Motorcycle

The Class D written exam is translated by the vendor into 22 foreign languages. The GDL exam is translated by the vendor into Spanish.

Approximately 850,000 written exams are administered annually

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 Secretary of State currently operates a mainframe system, with the COBOL programming stack on which Secretary of State applications are built being 40+ years old. Making any change to the system requires extensive time, manpower and testing and injects significant risk that current coding may be negatively impacted. As noted in paragraph 4 below, both the vendor-provided digital DL/ ID and written exam applications are integrated with SOS coding. If a new vendor would be selected after an RDP process, it would require significant changes to SOS coding and integration not only with Idemia for the digital DL/ID application, but the new vendor for the written exam application. In 2023, Alexi Giannoulias was sworn in as the new Secretary of State—the first in 24 years. Further, in 2023 during the first session of the Illinois General Assembly that took place after Secretary Giannoulias took office, he was successful in passing legislation to providing an ongoing revenue source, as well as a specific appropriation to help fund a complete modernization effort of the mainframe system. The first step taken towards modernization was the issuance and award of a RFP for a consultant to evaluate the current Secretary of State legacy mainframe, conduct interviews with Secretary of State employees and development of a roadmap for the issuance of an RFP for a new cloud-based system.

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:

Idemia is the vendor for autotest and is also the vendor for digital DL/ID issuance system, including the image capture workstation that is integrated with the Secretary of State mainframe. The digital DL/ID issuance system contract has an expiration date of August 11, 2026. As explained above, the digital DL/ID system is integrated with both the Secretary of State system and the autotest system.

Additionally, Idemia provides a written test application to allow students taking a driver education class to electronically take the written test at their high school. Approximately 150,000 students complete the written test in this manner, which allows the DMV to provide services to other customers. This application is also integrated with the SOS mainframe. The vendor maintains all test data in their database and a pass or fail is transmitted to SOS. Alignment of the expiration dates of the two contracts will ensure that Idemia can continue to provide integration of all three systems without the need for risky changes to the mainframe system that would be required with a change to a new vendor

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

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Bulletin Reference Number 25-350SOS-ITSOS-B-45331

Requesting Agency/University Illinois Secretary of State

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

The RFP for a new written test application is an extensive and complex document. A new RFP cannot simply be a copy of the last RFP with dates changed. Every operational and material requirement of the RFP must be researched and updated to ensure Illinois is receiving the best and most up-to-date products and services at a reasonable cost.

The timeframe for any RFP issuance and vendor selection process must contemplate the possible selection of a new company to operate the system. Thus, this timeframe must allow for a vendor selection sufficiently prior to the expiration of the current contract so that a seamless transition from a current vendor to a new vendor will be possible.

SOS has limited information technology resources, which have been primarily devoted to modernization. Those resources would have needed to be pulled from modernization to write, review, and award an RFP for a new written test application to be deployed on the SOS legacy mainframe system which will be obsolete within a few years. The cost of deploying a new written test application would be greater than maintaining the existing application with the current vendor, which requires only maintenance costs. At the same time, an RFP for a written test application to be deployed with the modernized system would need to be written, reviewed, and awarded.

Essentially, the SOS would be paying for two new written test applications, which would cost more than maintaining the current application and deploying a new application with the modernized system

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?

This solicitation was competitively bid in 2015. Significant negotiations took place in regards to this extension to ensure ILSOS was getting fair and reasonable 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?

ILSOS will be unable to meet the requirements of Section 6-101 of the Illinois Vehicle Code to administer a statewide automated test for Illinois Driver License applicants.

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

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Bulletin Reference Number 25-350SOS-ITSOS-B-45331

Requesting Agency/University Illinois Secretary of State

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 E-mail Address

Phone Number

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

Phone Number Date

Printed Name

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 217-782-8892 Date Nov 1, 2024

Printed Name Katherine Tople E-mail Address ktople@ilsos.gov

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Bulletin Reference Number 25-350SOS-ITSOS-B-45331

Requesting Agency/University Illinois Secretary of State

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

Project Title

Vendor

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

Printed Name Date

CPO E-mail

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

Sec. 6-101. Drivers must have licenses or permits.

(a) No person, except those expressly exempted by Section 6-102, shall drive any motor vehicle upon a highway in this State unless such person has a valid license or permit, or a restricted driving permit, issued under the provisions of this Act.

Prior to issuance of a driver’s license, Section 6-109 of the Illinois Vehicle Code requires that the Secretary of State examine every applicant for a driver's license or permit who has not been previously licensed as a driver under the laws of this State or any other state or country, or any applicant for renewal of such driver's license or permit when such license or permit has been expired for more than one year. The examination shall include a written test of the applicant’s ability to read and understand official traffic control devices, knowledge of safe driving practices, and the traffic laws of this State. Applicants whose driver’s licenses have been revoked must retake the written exam and drivers whose driving record contains certain traffic violations, such as driving under the influence, must take the written exam every eight (8) years. These duties cannot be carried out without a vendor providing and scoring the written test Q2Answer: The driver’s license issuance process begins at a vendor-supplied image capture workstation where the applicant’s name, date of birth, gender and zip code are entered, or the barcode of the applicant’s current license is scanned, and a photograph and signature of the applicant is captured. The captured image, signature and demographic data are then shared with the vendor system through the Secretary of State mainframe. The applicant then moves to a separate Secretary of State workstation to make application for an initial, or renewed driver’s license or instruction permit. Applicants for an initial driver’s license must provide documentation of their identity (name and date of birth), residence address and social security number. Renewal applicants need only provide their expiring driver’s license. If an applicant is required to take a written exam, the demographic information from the vendor-supplied image capture workstation is electronically transmitted to a vendor-supplied written examination kiosk (autotest). Upon completion of the written test, the results are electronically transmitted back to the Secretary of State mainframe. There are multiple classifications of driver’s licenses and there are restrictions and endorsements placed on licenses that allow drivers to transport passengers, school children, certain types of materials and to drive various types of vehicles, such as tankers, with various equipment, such as air brakes). The vendor provides 14 different written exams: 1st Division School Bus, 2nd Division School Bus, CDL Air Brakes, CDL Combination, CDL Core Knowledge, CDL Double/Triple, CDL Hazardous Materials, CDL Passenger, CDL Tanker, Charter Bus, Class A, B, C Non-CDL, Class D, GDL, Motorcycle

The Class D written exam is translated by the vendor into 22 foreign languages. The GDL exam is translated by the vendor into Spanish. Approximately 850,000 written exams are administered annually

The timeframe for any RFP issuance and vendor selection process must contemplate the possible selection of a new company to operate the system. Thus, this timeframe must allow for a vendor selection sufficiently prior to the expiration of the current contract so that a seamless transition from a current vendor to a new vendor will be possible.

SOS has limited information technology resources, which have been primarily devoted to modernization. Those resources would have needed to be pulled from modernization to write, review, and award an RFP for a new written test application to be deployed on the SOS legacy mainframe system which will be obsolete within a few years. The cost of deploying a new written test application would be greater than maintaining the existing application with the current vendor, which requires only maintenance costs. At the same time, an RFP for a written test application to be deployed with the modernized system would need to be written, reviewed, and awarded. Essentially, the SOS would be paying for two new written test applications, which would cost more than maintaining the current application and deploying a new application with the modernized system