B-40280 - JPMC ESRI SSJF - Agency SPO Signed.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

07/1/10 - 06/30/11 - $400,000 ESRI Master Renewal - PBC52004 - CMS042750 - Renewal 07/1/09 - 06/30/10 - $5,000,000 ESRI Master - PBC 42750 - CMS042750 - Sole Source 07/1/08 - 06/30/09 - $2,500,000 ESRI Master Renewal - PBC 32894 CMS826273A 07/1/07 - 06/30/08 $400,000 ESRI Sole Source P-697 CMS8262730 07/1/06 - 06/30/07 $150,000 ESRI Master Renewal - PBC 16912 CMS5009100A Renewal 06/27/06 - 06/27/06 $0 ESRI Master Amendment - PBC 16938 CMS6009100A Amendment 07/1/05 - 06/30/06 $200,000 ESRI Master PBC 910 CMS5009100 Sole Source State of Illinois has procured contracts for the ESRI sole source products for over 17 years in support of required licenses, upgrades and maintenance.

Q1Answer: DoIT desires to establish a JPMC Master Contract with Environmental Systems Research (ESRI) for the purchase of their sole source GIS products and maintenance. Multiple State agencies and municipalities have the need for on going maintenance, support and additional licensing for growth beyond the current contract end date of 12/27/23. It is in the best interest to the State of Illinois to enter into a multi year agreement that will allow for the option of Enterprise Licensing that will give the agencies the ability to increase usage of ESRI GIS products at a reduced cost.

ESRI GIS licenses are used by a variety of agencies to capture, manage, analyze, and display all forms of geographically referenced information. Agencies perform resource management, logistics, planning, transport, surveying and demographic studies. IDOT utilizes it for road and highway planning and surveying. DNR utilizes it to survey and analyze lakes, rivers and waterways. Law enforcement use it for geographical location information. Licenses and maintenance are required to ensure the GIS software applications continue working properly and provide the needed information for all end users of these products.