B-41881-Foray ISP-SSJF Completed Part II.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 8

Bulletin Reference Number R-206156/B-41881

Requesting Agency/University Illinois State Police

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

Department/Bureau/Section: Forensic Sciences Command

Need Identified Date: 01/23/2024 Supply/Service Need By Date: 3/1/2024

Project Title: Digital Assets Management System

Vendor: Foray, LLC

Provide a description of the supplies or services required:

The Illinois State Police Forensic Sciences Command requires a digital asset management system to maintain the vast amount of digital evidence generated by and acquired by the Latent Prints and Footwear/Tiretrack disciplines. The management system must be secure, regularly backed up, and allow archival capabilities. It must be interoperable with the current Illinois State Police LIMS (Electronic Laboratory Information Management System), NEC ABIS, and Adobe Photoshop (or provide a comparable image processing software).

Value: Not to Exceed Value of Initial Term, this Change Order or Amendment: 254,221.5

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: 03/01/2024

Estimated Contract End Date: 02/28/2025

Number of Potential Renewals: 0

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

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

Version 7.01 Page 2 of 8

Bulletin Reference Number R-206156/B-41881

Requesting Agency/University Illinois State Police

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 10/20/2023 01/31/2024 235,000 Foray Digital Imaging Agreement R-181839 Sole Source

2 03/15/2022 03/14/2023 222,301 Foray Digital Imaging Agreement R-105742 Sole Source

3 03/16/2020 03/15/2022 879,928.02 Renewal Notice-Foray Digital Imaging R-55673 Renewal

4 03/16/2017 03/15/2020 1,309,627.53 Foray Digital Imaging Agreement PBC102468 Sole Source

5 02/01/2014 04/28/2017 1,730,915.49 Maintenance Digitial Imaging 14-081051 Sole Source

6 07/01/2011 01/31/2014 1,400,890 Maintenance Digitial Imaging 11-058666 Sole Source

7 07/01/2010 06/30/2011 26,488 Maintenance Digitial Imaging 10-052920 Sole Source

8 07/01/2009 06/30/2010 24,618 Maintenance Digital Imaging-Morton Lab 09-044227 Sole Source

9 07/01/2008 06/30/2009 19,500 Maintenance Digital Imaging-Morton Lab 08-034271 Sole Source

10 7/01/2007 06/30/2008 16,500 Maintenance Digital Imaging-Morton Lab 07-025430 Sole Source

If more than 10, or if other comments, explain: Contract PBC102468 was done as a sole source procurement with renewals.

Section VI - Business Rationale

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

The forensic disciplines of Latent Prints and Footwear/Tiretracks capture evidentiary photographs using a digital camera and/or flatbed scanner. These digital images must be maintained in a secure manner by a digital asset management system. Silver-halide based film is no longer used worldwide and therefore digital photography is the only option. This sole source with Foray will serve as a "bridge" until ISP is able to transition to using the LIMS system for these services. ISP began working with the LIMS vendor in late 2021 to develop the needed functionality in LIMS. At this point, the LIMS vendor has been unable to provide the functionality needed to manage digital assets inside the LIMS. Progress has been made by the LIMS vendor with basic functions however development and testing of the enhanced functions necessary for use by the Forensic sections is continuing. The LIMS vendor has stated that they will be able to deliver a functional system within 3 to 6 months. Therefore, an external digital asset management system is still needed while ISP continues working the with LIMS vendor to transition this service.

In the previous six years, the Latent Print section operated under the current Foray contract while the new LIMS system was being created and implemented. The digital asset management system was not transitioned to the LIMS in the previous six years because it did not, and still does not, exist. The LIMS system went live statewide in December of 2018. At the point of LIMS go-live, there were no digital asset management capabilities available through that system, nor were there any viable options in house through our own IT department. Therefore, an external digital asset management system was the only option. ISP and the LIMS vendor (Porter Lee Corporation) have been working on designing and creating a digital asset management module. Since this process is not complete, we need an existing digital asset management system in place so that the latent print section can continue to work cases and serve the people of Illinois.

Version 7.01 Page 3 of 8

Bulletin Reference Number R-206156/B-41881

Requesting Agency/University Illinois State Police

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

The digital imaging system must meet strict criteria in order to maintain the integrity of the evidence throughout the laboratory and judicial process. These criteria are:

• Must remain secure.

• Must be backed up regularly to the Cloud.

• Must have the flexibility to have servers at each lab, depending on image size.

• Must allow archival capabilities by offense.

• Must have the ability to create different groups for users’ rights and different privilege levels (i.e. groups and permissions such as cases-mangers, folders-managers, images-owner).

• Must be able to create a separate ‘file’ for each section working on a case or distinguish between images from different Lab sections in the same case (Ex: Case-LIMS for Latent images vs. Case-FWLIMS for footwear images under the same case number).

• Must have a large storage capacity.

• Must store images in a lossless format.

• Must keep the original image (i.e. it must be impossible to overwrite the original image).

• Must be able to use the image storage and processing aspects of the software without having to use the case worksheet aspects. (For example, Foray has ACE-V documentation features as well as general worksheet features that are not used by ISP.)

• Must track and save the history/audit trail for both chain of custody and Photoshop processing.

• Must track all revisions of an image.

• Must have robust image processing and tracking comparable to Photoshop or be interoperable with Photoshop.

• Must be able to bring data associated with an image (i.e. data in an .xml file) into the interface. This information is often referenced in the case notes and report and is needed in court.

• Must be interoperable with Photoshop (or comparable software), the ISP LIMS, and NEC ABIS.

o Must have a working API (application programming interface) with Photoshop (or comparable software).

� This will ensure that the system logs and saves all the data and metadata history for all processing used in Photoshop.

o Must be able to integrate with our current LIMS � Must allow the creation of a case/folder from LIMS, so LIMS can pass a “token” with the required data into the image system to populate the appropriate fields.

� Must allow using the image software’s image acquisition process/software to import an image from LIMS into the image system.

� Must allow the export of images in the proper format (.jpg) for automatic insertion into our worksheets in LIMS.

� Must be able to export all images automatically in their native format as part of an automated Discovery Request (eg WebService).

o Must have AFIS Connect compatibility with NEC systems and the FBI’s ULW.

• Must be able to use any type of camera raw file, including .nef files from our current cameras as well as other camera raw file types submitted by statewide law enforcement agencies.

• Must maintain image integrity (i.e. prevent other examiners/users from overriding the owner’s file).

• Must track the case number and examiner and maintain case information with every image/asset retained in the case.

• Must allow us to name assets as needed while maintaining the original name of the file when first acquired.

• Must be able to manage files by sorting and filtering.

o Ability to filter with more than one criterion.

• Must have the ability to batch rename. This is much more efficient than having to rename assets one at a time.

• Must maintain a comment field for each image/asset.

• Must be able to open multiple images/assets at the same time.

• When an image is opened into Photoshop, we must be able to still work inside the digital imaging management system software (i.e.

through a bridge).

• When closing an image in Photoshop, the management software must request whether we want to save the image as a new file or save over another image (replace an image).

• Must have support and training for examiners.

o Customer service at a minimum of 8am-5pm, M-F, CST.

o Training provided with any new rollout.

o Allow us to provide feedback to the company for possible improvements.

• Must have the ability to generate contact sheets of the images.

• If a vendor other than Foray is chosen, they must be able to do a complete data migration from the previous vendor. This data must be accessible in a usable interface to the examiner (i.e. not encrypted on a backup server). It must be accessible on the new digital imaging management system’s current interface.

• Demonstrated ability to meet and perform the above requirements.

Version 7.01 Page 4 of 8

Bulletin Reference Number R-206156/B-41881

Requesting Agency/University Illinois State Police

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 ISP Latent Prints section designed the latent print portion of the ISP LIMS around the current digital imaging management system, which is provided by Foray. Changing vendors from this system would require a complete redesign of the LIMS latent print functionality, including the LIMS interface, the LIMS final output for the worksheet, and the LIMS/Foray integration. The redesign for this could potentially cost the state a significant amount of money. Designing, programming, testing, troubleshooting, and implementing the LIMS/Foray integration took over two years to complete. The designing, programming, testing, troubleshooting, and implementing of the integration involved multiple forensic scientists working full time on this task and other Command personnel involved to varying degrees. A Forensic Scientist III currently makes approximately $120,000 per year. Taking 2 scientists off casework to recreate this functionality with a different vendor would result in a minimum of over $240,000 in lost productivity.

ISP begin working with the LIMS vendor in late 2021 to develop the necessary functionality in LIMS so that LIMS will take over the functionality of Foray. As of now, the LIMS vendor has been unable to provide the basic functionality of storing and processing digital images in LIMS. Therefore, we will continue to need a separate digital asset management system while we continue to work with the LIMS vendor. If we were to switch to a new vendor as a “bridge” rather than stay with Foray, we would not have our digital imaging system coordinators available to do the design, creation, and troubleshooting for the long term solution with the LIMS as they would be tied up trying to learn, implement, and train examiners on the new temporary system. To ensure the best product long-term, and eliminate the need for an outside digital asset management system vendor in the future, the ISP needs its digital imaging coordinators available for the LIMS design process. Additionally, switching from Foray would require the LIMS vendor to switch programming resources from developing the needed functionality in LIMS to developing integration with a new digital imaging vendor. Switching vendors for the short term would therefore delay the process of integrating the digital asset management system into the LIMS, which in turn will cost the state more money as it will have to maintain an external imaging system for a longer period of time.

Maintaining seamless continuity in this system ensures that there is no suspension of services to the law enforcement agencies and citizens of Illinois. Providing accurate, timely service to the people of Illinois depends on the procurement of this system. Changing to a new vendor as a temporary solution would increase the cost to the state and would disrupt the work of the Latent Print and Footwear/ Tiretrack disciplines.

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:

FSC has been working with the LIMS vendor to move this functionality into LIMS. This move will mean the cost would be covered by the existing LIMS cost; thereby, reducing the cost to zero. Sole source for Foray is critical at this time due to the years of institutional knowledge that would be lost by switching to a new vendor. ISP has been using Foray for over fifteen years. The Latent Prints section has shown efficiency using Foray and its integration with the LIMS system, to the point that the backlog is the lowest it’s been in the last 30 years. Implementing a change to the digital imaging management system jeopardizes this success.

A significant aspect of using Foray as a vendor is the service they provide. In addition to providing service with common Windows problems, software issues, and hardware issues, they assist with problems that arise due to the integration with the LIMS system. As a key contributor to the design of the integration, the Foray engineers and programmers have an in-depth understanding of how the integration was set up and how to fix issues that arise with it.

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

Version 7.01 Page 5 of 8

Bulletin Reference Number R-206156/B-41881

Requesting Agency/University Illinois State Police

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

Mideo Systems, QueTel, Idemia (formerly MorphoTrack), CSIPix, Porter Lee, Foster + Freeman, SPEX

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:

Of the companies listed in 5a, only Mideo Systems and QueTel had digital assent management systems that appear to meet most of the requirements. QueTel's system is designed for digital evidence that is collected from crime scenes (such as digital images, videos, audio recordings, etc.). Therefore, while it meets many of our storage and security requirements, it does not meet the requirements more specific to latent print and footwear analysis (such as integration with Photoshop or a comparable program, or integration with ABIS/ NGI). Mideo Systems' digital asset management system is very similar to Foray's system, and they also claim to be able to interface with an agency's current LIMS. In terms of storage, security, and ability to analyze latent print and footwear images, Mideo Systems appears very comparable to our current Foray system. It is unknown if Mideo's digital asset management system has an interface with ABIS/NGI databases, which is a requirement.

Even with the similarities between Foray's and Mideo Systems' digital asset management systems, the time, effort, and money that went into integrating Foray with ISP LIMS, NEC ABIS, and NGI cannot be overlooked. Designing, programming, testing, troubleshooting, and implementing the LIMS/Foray integration took over two years to complete. This work involved multiple forensic scientists working full time on this task and other Command personnel involved to varying degrees. A Forensic Scientist III currently makes approximately $120,000 per year. Taking 2 scientists off casework to recreate this functionality with a different vendor would result in a minimum of over $240,000 in lost productivity. Converting the existing data from Foray to a new vendor would cost an estimated $75,000 to $100,000 and there is no guarantee that all data could be successfully converted. While waiting for the LIMS vendor to deliver the functionality, it is in the best interest of the FSC to capitalize on the institutional knowledge of the Latent Print and Footwear sections, who have proven to be extremely efficient with the current setup. A disruption of this magnitude would jeopardize our recent successes, which has resulted in the lowest backlog for Latent Prints in the last 30 years. Additionally, the time and money that would need to be spent to re-integrate a new system to ISP LIMS, NEC ABIS, and NGI would be significant. Re-integrating a new system to ISP LIMS would also take a great deal of work and time by the LIMS vendor. If their time is being spent on integrating a new external digital asset management system, they would not be able to work on developing a digital asset management system within the ISP LIMS.

Diverting the LIMS vendor from completing their programming by having them create integration with another digital imaging system would result in ISP paying an external (non-LIMS) vendor for much longer. This will end up costing ISP a significant amount of money.

This contract will bridge the time it will take to complete the necessary functionality in LIMS to allow for a seamless transition.

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).

In 2020, the ISP Latent Prints Command Advisory Board (CAB) was notified that the Foray, LLC contract would be ending in 2022. Foray is the digital asset management system used by ISP to securely maintain the vast amount of digital evidence generated by and acquired by the Latent Prints and Footwear/Tiretrack sections. Foray has the features necessary to meet the digital imaging guidelines set forth by the Scientific Working Group on Friction Ridge Analysis, Study, and Technology (SWGFAST).

In preparation for the contract renewal or bidding process, the Latent Prints CAB was asked to list the requirements needed for a digital asset management system and perform a market evaluation of the companies that could meet those requirements. This evaluation of the current market shows that only three vendors have the potential to meet our needs:

Foray, LLC Mideo Systems QueTel

QueTel and Mideo Systems have not been validated by ISP. No determination has been made as to the compatibility of these systems with ISP procedures or whether they can successfully integrate with ISP LIMS, NEC ABIS, and the FBI’s NGI. Due to the expense of both time and money that would be needed to validate and train Latent Print and Footwear/Tiretrack examiners and the profound impact on backlog in the forensic cases, the two newly approved vendors cannot be considered for this contract.

Foray has consistently offered a discounted price from their list. The cost to ISP to not use Foray as the digital asset management system would not be economically feasible.

Version 7.01 Page 6 of 8

Bulletin Reference Number R-206156/B-41881

Requesting Agency/University Illinois State Police

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?

Discussed various service levels and contract lengths with the vendor. Negotiated final price of a monthly software only support plan.

The proposed contract represents a monthly price increase of 2.74% from the previous monthly Foray contract. The 2.74% price increase is well under the rate of inflation over the previous year. Just to backup the data in Azure is estimated to cost $4,500 per month which would not include the Foray software or support. Averaging 80 license in use per month works out to a cost of approximately $240 per month per license which includes all data backup needs, software and software support which is considered a fair cost based on the specific requirements and features provided.

8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?

Yes No

8a. If yes, please provide details regarding future obligations and/or needs:

The relationship with Foray will need to be maintained until the necessary functionality in LIMS has been completely developed and tested.

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?

SEFS for Foray is critical due to the years of institutional knowledge that would be lost by switching to a new vendor. ISP has been using Foray for over fifteen years. The Latent Prints section has shown efficiency using Foray and its integration with the LIMS system, to the point that the backlog is the lowest it’s been in the last 30 years. Implementing a change to the digital imaging management system jeopardizes this success.

Maintaining seamless continuity in this system ensures that there is no suspension of services to the law enforcement agencies and citizens of Illinois. Providing accurate, timely service to the people of Illinois depends on the procurement of this system. Since changing to a new vendor would require the LIMS vendor to divert their resources from completing our needed programming to integrating with another digital imaging system, changing to a new vendor as a temporary solution would increase the cost to the state, delay the cost saving expected when the functionality is integrated into LIMS, and disrupt the work of the Latent Print and Footwear/Tiretrack disciplines.

The transfer of data from the current vendor to a potentially new vendor is of great concern. This data must be accessible to the examiner and it must be accessible in a usable way. This data contains images in cases that may go to trial, and the examiner must be able to access it, export it to a disc for subpoena duces tecum requests, and bring it to court for testimony.

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

ISP began working with the LIMS vendor in late 2021 in an attempt to transition digital asset management into the LIMS. Utilizing our current institutional knowledge of both Foray and LIMS, it is the belief of ISP that we can create a similar work flow in LIMS with the assistance of the LIMS vendor. The LIMS vendor currently has some digital asset management capabilities which are used by the ISP Forensic Sciences Command Firearms section; however, additional programming and features need to be added to meet the specific technical requirements of the Latent Print section. This contract will essentially serve as a bridge until the LIMS vendor can develop the necessary functions. Once the LIMS vendor has demonstrated digital asset management capabilities as described in this document, ISP will transition this service to LIMS resulting in a significant long term cost savings for the state. ISP does not have a current time line for how long it will take the LIMS vendor to develop the necessary functions; however, switching to another digital asset management system for the period of time it will take the LIMS vendor to develop the more robust functions would be extremely disruptive to the LP section as new interfaces would need to be built and tested and an entirely new system would need to be learned. Since the long term plan is to transition to the LIMS, the cost and loss in productivity that would result from a short term vendor switch is not in the best interests of the state.

Version 7.01 Page 7 of 8

Bulletin Reference Number R-206156/B-41881

Requesting Agency/University Illinois State Police

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 Mar 5, 2024

Printed Name Brian Mayland E-mail Address brian.mayland@illinois.gov

Phone Number 217-524-0043

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 217-441-1798 Date Mar 6, 2024

Printed Name Robert Brice E-mail Address robert.brice@illinois.gov

Version 7.01 Page 8 of 8

Bulletin Reference Number R-206156/B-41881

Requesting Agency/University Illinois State Police

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

Project Title Digital Assets Management System

Vendor Foray, LLC

Initial Date of Procurement Bulletin Posting Mar 6, 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 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

In the previous six years, the Latent Print section operated under the current Foray contract while the new LIMS system was being created and implemented. The digital asset management system was not transitioned to the LIMS in the previous six years because it did not, and still does not, exist. The LIMS system went live statewide in December of 2018. At the point of LIMS go-live, there were no digital asset management capabilities available through that system, nor were there any viable options in house through our own IT department. Therefore, an external digital asset management system was the only option. ISP and the LIMS vendor (Porter Lee Corporation) have been working on designing and creating a digital asset management module. Since this process is not complete, we need an existing digital asset management system in place so that the latent print section can continue to work cases and serve the people of Illinois.

Q2Answer: The digital imaging system must meet strict criteria in order to maintain the integrity of the evidence throughout the laboratory and judicial process. These criteria are:

• Must remain secure.

• Must be backed up regularly to the Cloud.

• Must have the flexibility to have servers at each lab, depending on image size.

• Must allow archival capabilities by offense.

• Must have the ability to create different groups for users’ rights and different privilege levels (i.e. groups and permissions such as cases-mangers, folders-managers, images-owner).

• Must be able to create a separate ‘file’ for each section working on a case or distinguish between images from different Lab sections in the same case (Ex: Case-LIMS for Latent images vs. Case-FWLIMS for footwear images under the same case number).

• Must have a large storage capacity.

• Must store images in a lossless format.

• Must keep the original image (i.e. it must be impossible to overwrite the original image).

• Must be able to use the image storage and processing aspects of the software without having to use the case worksheet aspects. (For example, Foray has ACE-V documentation features as well as general worksheet features that are not used by ISP.)

• Must track and save the history/audit trail for both chain of custody and Photoshop processing.

• Must track all revisions of an image.

• Must have robust image processing and tracking comparable to Photoshop or be interoperable with Photoshop.

• Must be able to bring data associated with an image (i.e. data in an .xml file) into the interface. This information is often referenced in the case notes and report and is needed in court.

• Must be interoperable with Photoshop (or comparable software), the ISP LIMS, and NEC ABIS.

o Must have a working API (application programming interface) with Photoshop (or comparable software).

This will ensure that the system logs and saves all the data and metadata history for all processing used in Photoshop.

o Must be able to integrate with our current LIMS Must allow the creation of a case/folder from LIMS, so LIMS can pass a “token” with the required data into the image system to populate the appropriate fields.

Must allow using the image software’s image acquisition process/software to import an image from LIMS into the image system.

Must allow the export of images in the proper format (.jpg) for automatic insertion into our worksheets in LIMS.

Must be able to export all images automatically in their native format as part of an automated Discovery Request (eg WebService).

o Must have AFIS Connect compatibility with NEC systems and the FBI’s ULW.

• Must be able to use any type of camera raw file, including .nef files from our current cameras as well as other camera raw file types submitted by statewide law enforcement agencies.

• Must maintain image integrity (i.e. prevent other examiners/users from overriding the owner’s file).

• Must track the case number and examiner and maintain case information with every image/asset retained in the case.

• Must allow us to name assets as needed while maintaining the original name of the file when first acquired.

• Must be able to manage files by sorting and filtering.

o Ability to filter with more than one criterion.

• Must have the ability to batch rename. This is much more efficient than having to rename assets one at a time.

• Must maintain a comment field for each image/asset.

• Must be able to open multiple images/assets at the same time.

• When an image is opened into Photoshop, we must be able to still work inside the digital imaging management system software (i.e.

through a bridge).

• When closing an image in Photoshop, the management software must request whether we want to save the image as a new file or save over another image (replace an image).

• Must have support and training for examiners.

o Customer service at a minimum of 8am-5pm, M-F, CST.

o Training provided with any new rollout.

o Allow us to provide feedback to the company for possible improvements.

• Must have the ability to generate contact sheets of the images.

• If a vendor other than Foray is chosen, they must be able to do a complete data migration from the previous vendor. This data must be accessible in a usable interface to the examiner (i.e. not encrypted on a backup server). It must be accessible on the new digital imaging management system’s current interface.

• Demonstrated ability to meet and perform the above requirements.

Q3Answer: The ISP Latent Prints section designed the latent print portion of the ISP LIMS around the current digital imaging management system, which is provided by Foray. Changing vendors from this system would require a complete redesign of the LIMS latent print functionality, including the LIMS interface, the LIMS final output for the worksheet, and the LIMS/Foray integration. The redesign for this could potentially cost the state a significant amount of money. Designing, programming, testing, troubleshooting, and implementing the LIMS/Foray integration took over two years to complete. The designing, programming, testing, troubleshooting, and implementing of the integration involved multiple forensic scientists working full time on this task and other Command personnel involved to varying degrees. A Forensic Scientist III currently makes approximately $120,000 per year. Taking 2 scientists off casework to recreate this functionality with a different vendor would result in a minimum of over $240,000 in lost productivity.

ISP begin working with the LIMS vendor in late 2021 to develop the necessary functionality in LIMS so that LIMS will take over the functionality of Foray. As of now, the LIMS vendor has been unable to provide the basic functionality of storing and processing digital images in LIMS. Therefore, we will continue to need a separate digital asset management system while we continue to work with the LIMS vendor. If we were to switch to a new vendor as a “bridge” rather than stay with Foray, we would not have our digital imaging system coordinators available to do the design, creation, and troubleshooting for the long term solution with the LIMS as they would be tied up trying to learn, implement, and train examiners on the new temporary system. To ensure the best product long-term, and eliminate the need for an outside digital asset management system vendor in the future, the ISP needs its digital imaging coordinators available for the LIMS design process. Additionally, switching from Foray would require the LIMS vendor to switch programming resources from developing the needed functionality in LIMS to developing integration with a new digital imaging vendor. Switching vendors for the short term would therefore delay the process of integrating the digital asset management system into the LIMS, which in turn will cost the state more money as it will have to maintain an external imaging system for a longer period of time.

Maintaining seamless continuity in this system ensures that there is no suspension of services to the law enforcement agencies and citizens of Illinois. Providing accurate, timely service to the people of Illinois depends on the procurement of this system. Changing to a new vendor as a temporary solution would increase the cost to the state and would disrupt the work of the Latent Print and Footwear/Tiretrack disciplines.

Q4Answer: FSC has been working with the LIMS vendor to move this functionality into LIMS. This move will mean the cost would be covered by the existing LIMS cost; thereby, reducing the cost to zero. Sole source for Foray is critical at this time due to the years of institutional knowledge that would be lost by switching to a new vendor. ISP has been using Foray for over fifteen years. The Latent Prints section has shown efficiency using Foray and its integration with the LIMS system, to the point that the backlog is the lowest it’s been in the last 30 years. Implementing a change to the digital imaging management system jeopardizes this success.

A significant aspect of using Foray as a vendor is the service they provide. In addition to providing service with common Windows problems, software issues, and hardware issues, they assist with problems that arise due to the integration with the LIMS system. As a key contributor to the design of the integration, the Foray engineers and programmers have an in-depth understanding of how the integration was set up and how to fix issues that arise with it.

Even with the similarities between Foray's and Mideo Systems' digital asset management systems, the time, effort, and money that went into integrating Foray with ISP LIMS, NEC ABIS, and NGI cannot be overlooked. Designing, programming, testing, troubleshooting, and implementing the LIMS/Foray integration took over two years to complete. This work involved multiple forensic scientists working full time on this task and other Command personnel involved to varying degrees. A Forensic Scientist III currently makes approximately $120,000 per year. Taking 2 scientists off casework to recreate this functionality with a different vendor would result in a minimum of over $240,000 in lost productivity. Converting the existing data from Foray to a new vendor would cost an estimated $75,000 to $100,000 and there is no guarantee that all data could be successfully converted. While waiting for the LIMS vendor to deliver the functionality, it is in the best interest of the FSC to capitalize on the institutional knowledge of the Latent Print and Footwear sections, who have proven to be extremely efficient with the current setup. A disruption of this magnitude would jeopardize our recent successes, which has resulted in the lowest backlog for Latent Prints in the last 30 years. Additionally, the time and money that would need to be spent to re-integrate a new system to ISP LIMS, NEC ABIS, and NGI would be significant. Re-integrating a new system to ISP LIMS would also take a great deal of work and time by the LIMS vendor. If their time is being spent on integrating a new external digital asset management system, they would not be able to work on developing a digital asset management system within the ISP LIMS. Diverting the LIMS vendor from completing their programming by having them create integration with another digital imaging system would result in ISP paying an external (non-LIMS) vendor for much longer. This will end up costing ISP a significant amount of money. This contract will bridge the time it will take to complete the necessary functionality in LIMS to allow for a seamless transition.

Q5cAnswer: In 2020, the ISP Latent Prints Command Advisory Board (CAB) was notified that the Foray, LLC contract would be ending in 2022.