B-47720 FleetFocus SSJF Part I - SPO Signed.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number 26-448DOIT-ADMIN-B-47720

Requesting Agency/University Department of Innovation and Technology

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

Department/Bureau/Section: DoIT/EAA

Need Identified Date: 04/22/2025 Supply/Service Need By Date: 07/01/2025

Project Title: Sole Source - FleetFocus Subscription FY26

Vendor: Assetworks, LLC

Provide a description of the supplies or services required: Annual Enterprise Subscription

Value: Actual Value of Initial Term, this Change Order or Amendment: 352,809.06

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: 07/01/2025

Estimated Contract End Date: 06/30/2026

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)

Items are Copyrighted or Patented and the Items are Only Available from the Holder

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:

Software License/Upgrade/Maintenance

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

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Bulletin Reference Number 26-448DOIT-ADMIN-B-47720

Requesting Agency/University Department of Innovation and Technology

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 7/1/2024 6/30/2025 326,675.06 Sole Source - FleetFocus FY25 P-68234 Sole Source

2 7/1/2023 6/30/2024 738,559.73 Assetworks InfoCenter Fleet Management System Upgrade P-53210 Sole Source

3 7/1/2022 6/30/2023 110,048.92 FleetFocus Software Maintenance FY23 CIT3029781 Sole Source

4 7/1/2022 6/30/2023 103,819.74 UPP Piggyback - FleetFocus Software Maintenance FY22 CIT2234090

5 7/1/2022 6/30/2023 250,540 UPP Piggyback - Assetworks Professional Services and Upgrade CIT2027658

6 7/1/2021 6/30/2022 98,875.94 Piggyback - FleetFocus Software Maintenance FY21 CIT1191120 Sole Source

7 7/1/2020 6/30/2021 97,655.25 FleetFocus Software Maintenance FY20 CIT0053200 Sole Source

8 7/1/2019 6/30/2020 93,005 FleetFocus Software Maintenance FY19 CIT9002740 Sole Source

9 7/1/2018 6/30/2019 95,975.93 FleetFocus Software Maintenance FY18 CIC8057900 Sole Source

10 7/1/2017 6/30/2018 91,405.55 FleetFocus Software Maintenance FY17 CIC7973440 Sole Source

If more than 10, or if other comments, explain:

There are one year software maintenance and support contracts going back every year to

FY06.

Section VI - Business Rationale

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

Purchase annual enterprise subscription on FleetFocus from Asset Works. FleetFocus is a powerful tool for the tracking and analysis of the state fleet utilized by the CMS Division of Vehicles.

This asset management application captures information related to vehicles in the Illinois state fleet from acquisition and specification through repairs, labor, productivity, purchases from vendors, contracts, vendor information, parts, rentals, employee data, repair and maintenance tasks, maintenance classes, depreciation, etc. to disposal. This data formulates into management decision making tools for state fleet replacement planning and life cycle costs analysis.

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

EAM Standard License - Including Crystal Reports Server OEM Edition - with 1x report writer, KPI/Dashboards Module, MAXQueue Integration Module Plus API, Reporting, Shop Activity, Capital Planning, Esri Integration, Mapping, Customer Access, and MobileFocus / Smart Apps 07/01/2024-06/30/2025

MAXQueue Module PLUS Subscription - Includes product updates and enhancements, unlimited email and telephone support for 12 months 07/01/2024-06/30/2025

Both of the above line items are required for the annual enterprise subscription in order to maintain the current system and avoid disruption to critical state services.

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Bulletin Reference Number 26-448DOIT-ADMIN-B-47720

Requesting Agency/University Department of Innovation and Technology

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?

FleetFocus is a proprietary property of AssetWorks LLC and protected by law. Another party cannot alter, modify, change, manipulate or provide maintenance for this product without infringing upon AssetWorks' ownership rights. Accordingly, AssetWorks is the sole source for software, maintenance and services of its products.

Licensing for FY26 must be maintained to ensure that the current solution remains operational while the current RFP process is completed and CMS DOV can transition to the new solution post award.

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:

CMS Vehicles’ utilizes Asset Works FleetFocus system for centralized state fleet management. This asset management application captures information related to vehicles in the Illinois state fleet from acquisition and specification through repairs, labor, productivity, purchases from vendors, contracts, vendor information, parts, rentals, employee data, repair and maintenance tasks, maintenance classes, depreciation, etc. to disposal. This data formulates and integrates into management decision making tools for state fleet replacement planning and life cycle costs analysis. Assetworks is the sole provider of services for this IT platform, which includes updates.

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

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

CMS conducted research of alternate products and vendors as part of their active RFP process. The RFP being conducted by CMS was published 05/08/2024 as Bid # 24-416CMS-BOSS4-B-41253. The proposals received in response to this RFP are currently under evaluation.

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:

CMS intends to award a contract to highest scoring responsive and responsible offerer as a result of the RFP process but it is unclear at this time which product will be acceptable to the State as the evaluation review is not yet complete.

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).

The State has been researching alternative solutions for several years resulting in a competitive procurement available to the public that opened 7/23/2024. The market evaluation was conducted by researching all of the available solutions and how they would operate within the State's IT environments. Based on the needs of the State, and the availability of the various solutions in the market, CMS developed a competitive solicitation in order to seek an alternative to the current solution.

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?

Assetworks is the only vendor who can provide this subscription. Since they are the owners of the software and do not allow 3rd party vendors to provide support there is little room for negotiation. We have confirmed with Assetworks that this pricing is the lowest pricing they offer. The costs have also been calculated to be fair based on the previous Assetworks system and typical costs associated with other products in the market. There are two basic pricing models for fleet management systems, Per Vehicle pricing and Subscription pricing. According to Tech.co, per vehicle pricing ranges from $15-$50 per vehicle per month. Based on the current move by CMS DOV to import data on an additional 60-80K new assets to their current list of 12,500 assets the costs for such a service at the minimum level would for 75,000 assets run $13,500,000 annually. Enterprise systems are modeled and priced similarly to the current solution. Market research shows based on fleet size and scope of need, pricing for the current solution is in-line with those other solutions.

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Bulletin Reference Number 26-448DOIT-ADMIN-B-47720

Requesting Agency/University Department of Innovation and Technology

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?

If this procurement is not approved licensing and maintenance for this system will cease, rendering CMS DOV incapable of tracking and monitoring the entire State's fleet of vehicles. Without the ability to track and monitor fleet vehicles CMS would not be able to maintain vehicle status, assignment or agency use as well as maintenance service records and schedules. In essence all records of state vehicles and their use would be become inaccessible impacting fleet use across all agencies statewide. Additionally, with the potential transition to a new solution in the post-RFP environment it is necessary to maintain the current solution for access to historical records and data migration purposes.

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

N/A

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Bulletin Reference Number 26-448DOIT-ADMIN-B-47720

Requesting Agency/University Department of Innovation and Technology

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 May 6, 2025

Printed Name Jeffrey Schukai E-mail Address jeff.schukai2@illinois.gov

Phone Number 217-524-3026

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 christopher.brinkmeyer@illinois.gov

Phone Number 217-524-7057 Date May 6, 2025

Printed Name Chris Brinkmeyer

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 217-685-9312 Date May 6, 2025

Printed Name Joshua Sergent E-mail Address joshua.sergent@illinois.gov

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Bulletin Reference Number 26-448DOIT-ADMIN-B-47720

Requesting Agency/University Department of Innovation and Technology

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

Project Title

Vendor

Initial Date of Procurement Bulletin Posting

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

Maintenance FY22

Professional Services and Upgrade

Maintenance FY21

This asset management application captures information related to vehicles in the Illinois state fleet from acquisition and specification through repairs, labor, productivity, purchases from vendors, contracts, vendor information, parts, rentals, employee data, repair and maintenance tasks, maintenance classes, depreciation, etc. to disposal. This data formulates into management decision making tools for state fleet replacement planning and life cycle costs analysis.

Q2Answer: EAM Standard License - Including Crystal Reports Server OEM Edition - with 1x report writer, KPI/Dashboards Module, MAXQueue Integration Module Plus API, Reporting, Shop Activity, Capital Planning, Esri Integration, Mapping, Customer Access, and MobileFocus / Smart Apps 07/01/2024-06/30/2025

MAXQueue Module PLUS Subscription - Includes product updates and enhancements, unlimited email and telephone support for 12 months 07/01/2024-06/30/2025

Both of the above line items are required for the annual enterprise subscription in order to maintain the current system and avoid disruption to critical state services.

Q3Answer: FleetFocus is a proprietary property of AssetWorks LLC and protected by law. Another party cannot alter, modify, change, manipulate or provide maintenance for this product without infringing upon AssetWorks' ownership rights. Accordingly, AssetWorks is the sole source for software, maintenance and services of its products.

Licensing for FY26 must be maintained to ensure that the current solution remains operational while the current RFP process is completed and CMS DOV can transition to the new solution post award.

Alternative vendors would not be able to provide the State with the services needed in the timeframe needed before this previous contract expires.

3rd party vendors to provide support there is little room for negotiation. We have confirmed with Assetworks that this pricing is the lowest pricing they offer. The costs have also been calculated to be fair based on the previous Assetworks system and typical costs associated with other products in the market. There are two basic pricing models for fleet management systems, Per Vehicle pricing and Subscription pricing. According to Tech.co, per vehicle pricing ranges from $15-$50 per vehicle per month. Based on the current move by CMS DOV to import data on an additional 60-80K new assets to their current list of 12,500 assets the costs for such a service at the minimum level would for 75,000 assets run $13,500,000 annually. Enterprise systems are modeled and priced similarly to the current solution. Market research shows based on fleet size and scope of need, pricing for the current solution is in-line with those other solutions.