B-46551 ISP 911 Consultants SSJF Part II CPO Signed.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number Open Market Bid 25-493ISP-ADMIN-B-46551

Requesting Agency/University Illinois State Police

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

Department/Bureau/Section: Statewide 9-1-1 Bureau

Need Identified Date: Nov 18, 2024 Supply/Service Need By Date: Mar 31, 2025

Project Title: Next Generation 911 Consulting - Phase 3

Vendor: Mission Critical Partners, LLC

Provide a description of the supplies or services required: Consultant for Project Management Implementation and Oversight

Value: Not to Exceed Value of Initial Term, this Change Order or Amendment: 172,800

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: Mar 21, 2025

Estimated Contract End Date: Mar 20, 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

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

Another justification that this purchase is only available from a sole source is because it is:

It would not be prudent to switch vendors in the middle of the project. The current consultant is best suited to complete the project.

Another justification that this purchase is only available from a sole source is because it is:

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Bulletin Reference Number Open Market Bid 25-493ISP-ADMIN-B-46551

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 Dec 21, 2016 Mar 20, 2021 1,133,950 Consulting Services for NG911 Project P-1793 RFP

2 Mar 21, 2021 Mar 20, 2023 483,725 Consulting Services for NG911 Project P-24390 Sole Source

3 Mar 21, 2023 Mar 20, 2024 227,820 Consulting Services for NG911 Project P-46569 Sole Source

4 Mar 21, 2024 Mar 20, 2025 227,820 Consulting Services for NG911 Project P-61891 Sole Source

5 Sole Source

6 Sole Source

7 Sole Source

8 Sole Source

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:

Mission Critical Partners (MCP), was selected after a competitive procurement process. Their contract included 3 Phases. Phase 1 and Phase 2 have been completed. Phase 3 has started but it still not completed and uses the information generated from the first 2 Phases and commenced when ISP signed a contract in July 2021 with a Next Generation 9-1-1 System Vendor and includes providing project management, system acceptance testing and implementation oversight on behalf of the ISP to ensure the NG9-1-1 project deliverables are provided according to an established project plan and issues are identified and communicated to ISP management and resolved.

The availability of Public Safety Answering Point (PSAPs) call handling equipment vendor to deliver call handling equipment and to provide resources to support Operational Readiness Testing and cutover to the Next Generation 9-1-1 network has delayed the implementation. As the implementations have continued, the environment and standards have continued to change including Federal Communication Commission (FCC) Report and Order in the Matter of Facilitating Implementation of Next Generation 911 Services (NG911)The current Mission Critical Partners' contract expires March 20, 2025. They are uniquely qualified to continue Phase 3 of the Project. The initial implementation of Network to Network Interfaces (NNI) between the three NG911 service providers was completed with only basic SIP interfaces. This interface has limitations. As the State is working with the providers to migrate these NNIs to an i3 interface there are changes that will need to be completed at the PSAP level. MCP will support the State with:

• Development of strategy for PSAP deployments

• Development of guidelines for PSAP requirements

• Tracking of progress

• Troubleshooting and technical support

• Technical assistance Continue to provide technical assistance for NG911 deployment issues as requested by ISP staff.

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Bulletin Reference Number Open Market Bid 25-493ISP-ADMIN-B-46551

Requesting Agency/University Illinois State Police

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

Phase 3 began when ISP signed a contract with the Next-Generation 9-1-1 Vendor and included a Consultant providing project management, system acceptance testing and implementation oversight on behalf of the ISP to ensure the NG9-1-1 project deliverables are provided according to an established project plan. Technical SMEs will monitor the process to identify and communicate issues early to ISP management and search for ways to mitigate and reduce the impact of those project issues and to see that they are resolved. Phase 3 ends upon the ISP officially accepting the NG9-1-1 Network from the NG9-1-1Vendor.

1. Development of request letters for Phase 1 and Phase 2 of FCC order compliance.

2. Tracking for request letters.

3. Coordination of NG911service providers for FCC order compliance.

4. Technical support to the Statewide 911Bureau and Office of the Statewide 911 Administrator.

5. NNI migration by PSAPS to i3 interface.

Consultant will continue to monitor activities, schedules, resources, and issues to ensure all schedules for milestones are met and will continue to recommend necessary action to mitigate risk or provide remedy to project slippage. The project manager (PM) will continue to provide a weekly status report summarizing the NG911 project status and identifying any issues that could hinder progress.

The team will attend state status meetings with ISP's NG911 vendor and will also lead regular status meetings with the Office of the Statewide 911 Administrator.

Provide project management and oversight of the NG9-1-1implementation to include general project management, identification and assistance in mitigating and resolving potential and actual issues including system implementation and acceptance testing to ensure the project milestones are delivered. Timeframe: Ongoing until all PSAP's are transitioned to the Emergency Services Internet (ESlnet) and 911 calls are Spatially Routed to the PSAP.

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?

Given this vendor's historical knowledge and involvement, it is highly unlikely that another vendor could provide the necessary assistance. The time required to acquire the same level of expertise would far exceed the estimated hours for this procurement.

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:

MCP is the consultant on the Statewide Next Generation 911 System project and has been providing project oversight for the transition of Public Safety Answering Points operating in the State to the Next Generation 911 network since 2020.

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

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

The skills required are gained via training and years of experience dealing with the multitude of challenges inherent to working in a 9-1-1 network environment. Mission Critical Partners has demonstrated success performing this work for other state 911 programs, which can be leveraged for the benefit of the ISP. Alternatives weren't evaluated because Mission Critical Partners has a working familiarity with the State's NG9-1-1 project.

6. Are there resellers or distributors?

Yes No N/A

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Bulletin Reference Number Open Market Bid 25-493ISP-ADMIN-B-46551

Requesting Agency/University Illinois State Police

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?

Bringing in a different consultant requires a period of ramp-up and adjustment, which will result in a delay in achieving objectives and associated added risks and costs. Additional procurements are time-consuming for the State in terms of staff hours and more expensive as vendors will bid at their then current rates.

Should this situation arise, we would need to factor in the following tasks and considerations to our scope, schedule, and project costs:

*An assessment of the project must be completed Review of existing project documentation, deliverables, and all studies Review project requirements, expectations, success factors, incomplete deliverables, identify gaps in process, analyses, requirements *Identification and meetings with all project stakeholders Validation and ensure alignment of project requirements, expectations, and success factors Establish and build relationships with key stakeholders Redevelop a communications plan

A consultant that does not have a working relationship with the ISP and the Illinois PSAP community would without that experience and understanding require additional ramp-up time which would add to an increase in cost to bring the consultant up to the level needed to complete the project on the timeline required. This alone would cause an undue burden on the State financially to change vendors at this time increasing unnecessary cost.

One key area of risk for the State is not having subject matter experts working for the State's interest once the NG911 vendor contract has been signed. There are two potential outcomes: 1) delay the NG911 implementation further, waiting for a replacement consultant to be contracted (9-12 months) which risks an increase in price or cancellation by the NG911 vendor or 2) implement without having that expert performing that essential oversight, which dramatically enhances the risk of errors, future cost overruns, and delays from mistakes that the vendor makes without expert oversight.

Phase 3 of the current contract is listed as not to exceed 50 hours per month ($14,400/month,$172,800/year). Monthly payments will be for the actual number of hours worked. Rates will be based on the 2024 rate schedule as provided by the vendor.

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 agency would incur additional costs if another vendor were used, as it would require extra hours to educate them on the NG911 system architecture and the conversion issues that were resolved for timely implementation. A current timeline for the remaining NG911 conversions is in place, and the vendor is equipped to help ensure adherence to this timeline. Historical knowledge is essential for the successful completion of the NG911 conversion, and continuity of that knowledge is necessary to comply with the related FCC Order.

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

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Bulletin Reference Number Open Market Bid 25-493ISP-ADMIN-B-46551

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 Feb 7, 2025

Printed Name Sheila Bartlett E-mail Address sheila.bartlett@illinois.gov

Phone Number 217-524-5524

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 michael.yokley@illinois.gov

Phone Number 2175574780 Date Feb 11, 2025

Printed Name Michael T. Yokley

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 217-836-3618 Date Feb 11, 2025

Printed Name Alyson Moore E-mail Address alyson.r.moore@illinois.gov

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Bulletin Reference Number Open Market Bid 25-493ISP-ADMIN-B-46551

Requesting Agency/University Illinois State Police

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

Project Title Statewide NG911 System Consultant

Vendor Mission Critical Partners LLP

Initial Date of Procurement Bulletin Posting Feb 13, 2025

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 217-558-2231

Printed Name Ellen H. Daley Date Mar 5, 2025

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

• Development of strategy for PSAP deployments

• Development of guidelines for PSAP requirements

• Tracking of progress

• Troubleshooting and technical support

• Technical assistance Continue to provide technical assistance for NG911 deployment issues as requested by ISP staff.

Q2Answer: Phase 3 began when ISP signed a contract with the Next-Generation 9-1-1 Vendor and included a Consultant providing project management, system acceptance testing and implementation oversight on behalf of the ISP to ensure the NG9-1-1 project deliverables are provided according to an established project plan. Technical SMEs will monitor the process to identify and communicate issues early to ISP management and search for ways to mitigate and reduce the impact of those project issues and to see that they are resolved. Phase 3 ends upon the ISP officially accepting the NG9-1-1 Network from the NG9-1-1Vendor.

1. Development of request letters for Phase 1 and Phase 2 of FCC order compliance.

2. Tracking for request letters.

3. Coordination of NG911service providers for FCC order compliance.

4. Technical support to the Statewide 911Bureau and Office of the Statewide 911 Administrator.

5. NNI migration by PSAPS to i3 interface.

Consultant will continue to monitor activities, schedules, resources, and issues to ensure all schedules for milestones are met and will continue to recommend necessary action to mitigate risk or provide remedy to project slippage. The project manager (PM) will continue to provide a weekly status report summarizing the NG911 project status and identifying any issues that could hinder progress. The team will attend state status meetings with ISP's NG911 vendor and will also lead regular status meetings with the Office of the Statewide 911 Administrator.

Provide project management and oversight of the NG9-1-1implementation to include general project management, identification and assistance in mitigating and resolving potential and actual issues including system implementation and acceptance testing to ensure the project milestones are delivered. Timeframe: Ongoing until all PSAP's are transitioned to the Emergency Services Internet (ESlnet) and 911 calls are Spatially Routed to the PSAP.

associated added risks and costs. Additional procurements are time-consuming for the State in terms of staff hours and more expensive as vendors will bid at their then current rates.

Should this situation arise, we would need to factor in the following tasks and considerations to our scope, schedule, and project costs:

*An assessment of the project must be completed Review of existing project documentation, deliverables, and all studies Review project requirements, expectations, success factors, incomplete deliverables, identify gaps in process, analyses, requirements *Identification and meetings with all project stakeholders Validation and ensure alignment of project requirements, expectations, and success factors Establish and build relationships with key stakeholders Redevelop a communications plan

A consultant that does not have a working relationship with the ISP and the Illinois PSAP community would without that experience and understanding require additional ramp-up time which would add to an increase in cost to bring the consultant up to the level needed to complete the project on the timeline required. This alone would cause an undue burden on the State financially to change vendors at this time increasing unnecessary cost.

One key area of risk for the State is not having subject matter experts working for the State's interest once the NG911 vendor contract has been signed. There are two potential outcomes: 1) delay the NG911 implementation further, waiting for a replacement consultant to be contracted (9-12 months) which risks an increase in price or cancellation by the NG911 vendor or 2) implement without having that expert performing that essential oversight, which dramatically enhances the risk of errors, future cost overruns, and delays from mistakes that the vendor makes without expert oversight.

Phase 3 of the current contract is listed as not to exceed 50 hours per month ($14,400/month,$172,800/year). Monthly payments will be for the actual number of hours worked. Rates will be based on the 2024 rate schedule as provided by the vendor.