B-41713 - Sole Source Justification Form - part II .pdf

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Sole Source Justification Form

Version 7.01 Page 1 of 4

Bulletin Reference Number 24-418DCFS-PROCU-B-41713

Requesting Agency/University DCFS

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

Department/Bureau/Section:

Need Identified Date: Supply/Service Need By Date:

Project Title:

Vendor:

Provide a description of the supplies or services required:

Value: Value of Initial Term, this Change Order or Amendment:

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:

Section II - Proposed Term

One-Time Purchase Term Contract

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)

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

Section V - Purchase History

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

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? Yes No

Version 7.01 Page 2 of 4

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?

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?

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

Version 7.01 Page 3 of 4

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 Date

Printed Name E-mail Address

Version 7.01 Page 4 of 4

Sole Source Justification Form - Part II

Project Title Statewide Fingerprinting Services

Vendor Biometric Impression

Initial Date of Procurement Bulletin Posting 2/21/2024

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 3/6/2024

Hearing Time 2p Hearing Location https://illinois.webex.com/illinois/j.php?

MTID=m3630e49936a1a93f1d8207ee7689cb96

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:

That the procurement be approved

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 Ellen Morris

Hearing Officer Telephone 217-558-6897 Hearing Officer E-mail ellen.morris@illinios.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 217-558-6897

Printed Name Ellen 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

BulletinNum: 24-418DCFS-PROCU-B-41713

Requesting: DCFS

CurrentPage:

PageCount:

Department:

NeedIdentifiedDate:

NeedbyDate:

ProjectTitle: Statewide Fingerprinting Services

Vendor: Biometric Impression

Description:

ValueIs:

ValueofInitialTerm:

P-Ayes:

P-Ano:

P-AValue:

ThisIsA:

One-Time:

Term:

BeginDate:

EndDate:

NumberofRenewals:

RenewalLength:

RenewalValue:

ExceedingYes:

ExceedingNo:

TextField3:

StateFunds: 0

FederalFunds: 0

FundingOther: 0

TextField4:

DropDownList1:

Justify:

PastYes:

PastNo:

DateTimeField20:

DateTimeField19:

NumericField8:

TextField5:

DateTimeField18:

DateTimeField17:

NumericField9:

TextField10:

TextField11:

DateTimeField16:

DateTimeField15:

NumericField10:

TextField16:

TextField17:

DateTimeField14:

DateTimeField13:

NumericField11:

TextField22:

TextField23:

DateTimeField12:

DateTimeField11:

NumericField12:

TextField28:

TextField29:

DateTimeField10:

DateTimeField9:

NumericField13:

TextField34:

TextField35:

DateTimeField8:

DateTimeField7:

NumericField14:

TextField40:

TextField41:

DateTimeField6:

DateTimeField5:

NumericField15:

TextField46:

TextField47:

DateTimeField4:

DateTimeField3:

NumericField16:

TextField52:

TextField53:

DateTimeField2:

DateTimeField1:

NumericField17:

TextField58:

TextField59:

IfMoreThan10:

Q1Answer:

Q2Answer:

Q3Answer:

Q4Answer:

altYes:

altNo:

Q5aAnswer:

Q5bAnswer:

Q5cAnswer:

Q6Yes:

Q6No:

Q6NA:

Q7Answer:

Q8y:

Q8n:

Q8aAnswer:

Q9Answer:

Q10Answer:

SignatureField1:

TextField63:

TextField64:

TextField65:

Approve:

denied:

Comments:

Phone: 217-558-6897

Date:

PN: Ellen Morris

Email: ellen.morris@illinios.gov

InitialPostingDate: 2/21/2024

HearingYes:

HearingNo:

HearingDate: 3/6/2024

HearingTime: 2p

HearingLocation: https://illinois.webex.com/illinois/j.php?MTID=m3630e49936a1a93f1d8207ee7689cb96

No: 0

Members: 1 recommends: That the procurement be approved

WrittenComments: 0

DecisionMemo: 1

HearingMinutes: 0

Other: 0

OtherComments:

HearingOfficerSignature:

Authorize:

AuthorizeWChanges:

Cancel:

CPOComments:

CPOSignature:

CPOTelephone: 217-558-6897

CPOPrintedName: Ellen Daley

CPOEmail:

-41713

Amy Michelle James

Digitally signed by Amy Michelle James Date: 2024.02.21 10:37:10 -06'00'

Bulletin Reference Number I24-41 SDCFS-PROCU-B

Requesting Agency/University � 'D_C_F_s _________________ _

Sole Source Justification Form - Part II

Project Title

Vendor

Initial Date of Procurement Bulletin Posting

Was a Sole Source hearing held per 30 ILCS 500/20-25?

D Yes- Complete Section II and Ill below (Section II will only be visible when this option is selected)

D No- Section II not required, go to Section Ill below Section Ill - CPO Approval and Signature Required

D Based on my review, I authorize the Agency/University to proceed in accordance with the published Notice referenced above.

D Based upon my review, I authorize the Agency/University to proceed with the following Changes.

D 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.

D Other

CPO Signature CPO Phone

Printed Name Date

CPO E-mail

Version 7.01 Page 6 of 6

41713

Statewide Fingerprinting Services

Biometric Impressions

02/21/2024 x