B-16646 JPMC Paper Foam Plastic SSJF - part II bkmehd.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 21-416CMS-BOSS4-B-16646

Requesting Agency/University Central Management Services

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

Department/Bureau/Section: Central Management Services - Bureau of Strategic Sourcing

Need Identified Date: Sep 1, 2020 Supply/Service Need By Date: Sep 1, 2020

Project Title: SUP JPMC Paper Foam Plastic Disposable

Vendor: Shelby County Community Services, Inc.

Provide a description of the supplies or services required: Disposable paper, foam, and plastic products

Value: Estimated Value of Initial Term, this Change Order or Amendment: 4,579,167.86

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: Sep 1, 2020

Estimated Contract End Date: Aug 31, 2021

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

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)

In accordance with CPO notice 2020.01, this is the only vendor approved by the State Use Committee to provide these services.

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

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Bulletin Reference Number 21-416CMS-BOSS4-B-16646

Requesting Agency/University Central Management Services

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 Feb 10, 2016 Feb 9, 2020 4,161,363.79 PSD Paper, Foam, & Plastic Disposable Supplies PSD4018236 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:

This procurement is for the establishment of a joint purchase master contract for Paper, Foam and Plastic Disposable products from State Use Vendor. This contract allows all governmental units and qualified not-for-profit agencies to purchase these items on an as needed basis. These items are used to feed individuals who are part of agencies like Department of Corrections and Department of Veterans Affairs.

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

Disposable paper, foam, and plastic products

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?

This contract will allow all governmental units and qualified not-for-profit agencies to utilize cost savings from a State Use contract which in turn provides work for persons with developmental disabilities. The pricing submitted for the majority of items is cheaper than retail and those items that are more expensive are 6-13% higher, with one item being 29% higher. This State Use vendor can provide all line items on this contract, which can be difficult to find a single vendor to provide all of the items and the items are all made partially from recycled material.

Without a Statewide master contract agencies like the Department of Corrections and Department of Veterans Affairs would have a disruption in serving food to those individuals. The State Use vendor provides opportunities for those with disabilities to be a productive part of society. In addition, procuring from a State Use vendor supports the Business Enterprise Program.

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:

All items on this contract are made partially from recycled material which reduces waste in the landfills. A State Use vendor is a not-for-profit entity that employs those individuals with disabilities. Using a State Use vendor also supports the Business Enterprise Program.

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

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Bulletin Reference Number 21-416CMS-BOSS4-B-16646

Requesting Agency/University Central Management Services

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

WalMart Quill

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:

The typical thinking is that large vendors provide better pricing but below are examples where the State Use vendor was providing better pricing.

Brown Paper Bags (item 1 in BidBuy) was 9% higher in price from WalMart White double waxed bakery bags were 50% higher in price from WalMart Dinner paper napkins were 91% higher in price from Quill Paper towels from Quill were 62% higher in price.

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).

Basic INTERNET searches for similar items

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 pricing submitted for the majority of items is cheaper than retail and those items that are more expensive are 6-13% higher, with one item being 29% higher.

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?

The pricing submitted for the majority of items is cheaper than retail and those items that are more expensive are 6-13% higher, with one item being 29% higher. If this contract is not approved this would result in a loss of work for the State Use Vendor which could result in loss of employment for the developmentally disabled.

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

This is the method prescribed by the Chief Procurement Office for General Services while legislation considers State Use language in the Joint Purchasing Act.

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Bulletin Reference Number 21-416CMS-BOSS4-B-16646

Requesting Agency/University Central Management Services

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 Jul 16, 2020

Printed Name Brad Knackmuhs E-mail Address brad.knackmuhs2@illinois.gov

Phone Number 217-782-6838

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 Ron.Wilson@Illinois.gov

Phone Number 217/557-2412 Date Aug 10, 2020

Printed Name Ron Wilson

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 217-299-4919 Date Aug 19, 2020

Printed Name John H.H. Demien, CPPB E-mail Address john.demien@illinois.gov

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Bulletin Reference Number 21-416CMS-BOSS4-B-16646

Requesting Agency/University Central Management Services

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

Project Title SUP JPMC Paper Foam Plastic Disposable

Vendor Shelby County Community Services, Inc.

Initial Date of Procurement Bulletin Posting Aug 19, 2020

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 II - Sole Source Hearing Details Hearing Date Sep 2, 2020

Hearing Time 02:00 PM Hearing Location Webex conference

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.

No members of the public or other entities testified or provided written comments.

Members of the public or other entities testified and/or provided written comments. See attached.

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:

Written comments submitted prior to, at or after the Sole Source Hearing

Decision Memo or Written Recommendation of the Hearing Officer

Hearing Minutes (if minutes were recorded)

Other:

Hearing Officer Signature Printed Name Barbara K. Myers

Hearing Officer Telephone (217) 720-7067 Hearing Officer E-mail barbara.myers@illinois.gov

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 312-415-9612

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

Without a Statewide master contract agencies like the Department of Corrections and Department of Veterans Affairs would have a disruption in serving food to those individuals. The State Use vendor provides opportunities for those with disabilities to be a productive part of society. In addition, procuring from a State Use vendor supports the Business Enterprise Program.

Quill Q5bAnswer: The typical thinking is that large vendors provide better pricing but below are examples where the State Use vendor was providing better pricing.

Brown Paper Bags (item 1 in BidBuy) was 9% higher in price from WalMart White double waxed bakery bags were 50% higher in price from WalMart Dinner paper napkins were 91% higher in price from Quill Paper towels from Quill were 62% higher in price.