B-49081 CPI - SSJF.pdf

Sole Source Justification Form

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Bulletin Reference Number B-49081

Requesting Agency/University DCEO

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

Department/Bureau/Section: DCEO - Office of Trade and Investment

Need Identified Date: 07/1/2025 Supply/Service Need By Date: 09/08/2025

Project Title: OTI - Oracle CPI Collaboration Portal (Co-Pilot)

Vendor: CPI Solutions (CPI)

Provide a description of the supplies or services required:

OTI - Oracle CPI Collaboration Portal (Co-Pilot) - The Vendor will provide enhancements and maintenance as well as a strategic plan that provides a clear roadmap for the evolution of our organization’s instance of Oracle Service Cloud / Oracle Intelligent Advisor.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 90,000

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: Sep 15, 2025

Estimated Contract End Date: Sep 14, 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)

Software License/Upgrade/Maintenance

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

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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 02/01/2025 08/31/2025 98,020

Oracle CX Maintenance Support Agreement for Enhancement to Existing Implementation - Identified Enhancements and Additional Maintenance

P-76090 Small Purchase

2 01/01/2023 06/30/2023 26,730 JPMC Oracle Software Maint & Support* P-17514:55 IFB

3 06/16/2021 06/30/2022 335,124 Mythics Advisor Catalog Requisition* P-17514:2 IFB

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

*CPI was a subcontractor on these Releases and completed the work and development under these contracts.

Section VI - Business Rationale

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

In FY22, the DCEO Office of Trade Investment (OTI) worked with a Master Contract Holder to develop a software program called Oracle Advisor which has served as a CRM (Customer Relationship Management) system for the use of data management and tracking. The Master Contract Holders subcontractor, CPI uniquely developed the software for DCEO. This annual subscription allows for the use of CRM/Oracle in which our small business clients submit their applications for group trade missions, individual foreign market sales missions, product compliance, website localization, and more. This system allows OTI the ability to track a client's application through the approval process then captures their post program survey which is needed to process their reimbursement, which is also submitted through CRM/Oracle. However, over the last year DCEO has lost key personnel in our department who were trained to perform updates, which we have been unable to do. We've also needed new features added which has restricted our client's ability to enter correct information on their applications. As DCEO has been without any contract to support this software, we have had to update information manually. DCEO made several unsuccessful attempts to do a ROM on P-17514 to conduct requested work required by the Department. DCEO and the Master contract holder were unable to agree on the scope and terms of the release based on the master contract, thus necessitating the need to request an sole source to utilize the sub contractor, CPI Solutions, who uniquely created the CPI Collaboration Portal. As a result DCEO Requested and executed a small purchase contract with the Vendor under P-76090. DCEO continues to need additional enhancements and support for this platform. Since the last contract took place within the same year DCEO is requesting a sole -source since the total services within one year exceed the small purchase threshold.

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Requesting Agency/University DCEO

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

Key to this contract, the Vendor will be helping our organization to plan project timing, feature implementation and optimization, and resource planning. At the culmination of this phase of engagement, our organization will have a strategic plan that provides a clear roadmap for the evolution of our organization’s instance of Oracle Service Cloud / Oracle Intelligent Advisor. This project will also include transitioning DCEO to internal support after the end of this contract or utilization of a new DoIT Master Contract. This contract will supplement the previous small purchase with sole source conditions (P-76090) which completed a series of set enhancements set out between the Vendor and DCEO. This contract will allow the Vendor to continue to to provide maintenance and enhancements as needed. The Department is getting ready to change staff roles requirng reconfiguration of review/edit/approval process flows which will require CPI support.

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?

CPI Solutions is the msot economically feasible vendor able to enhance and provide production support for the system as they created the software. The software program is currently live and integration is currently ongoing. It is in the best interest of the State to utilize

CPI.

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:

CPI Solutions, as a subcontractor under a previous master contract, uniquely developed and customized the Oracle Advisor software system—specifically designed to support DCEO’s complex data tracking, client management, and reimbursement processes. The system, referred to as the CPI Collaboration Portal, was built exclusively for DCEO and was custom-coded and tailored for DCEO's international trade mission applications, compliance tracking, post-program surveys, and reimbursement processes. CPI Solutions has exclusive knowledge of the software’s architecture, business logic, and integration points, which are not documented or transferrable to other vendors without significant disruption and cost.

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?

DCEO made several attempts to issue a ROM under P-17514 but was unable to reach an agreement on scope and terms under the existing master contract. . DoIT has indicated as of July 2025 they are currently working on a Master Contract to replace the previous master contract indicated above with an estimated start date of May 2026. DCEO is requesting this contract until a new master is in place and can be used for the on going support for this platform.

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?

Pricing for the Sole Source work will be similar to that of the Small Purchase with the current Vendor. The Vendor will invoice an hourly rate of $300.00 per hour for actual work performed as requested by the DCEO. DCEO estimated 300 hours for contract purposes to be used over the course of the resulting 1 year sole source contract. The agency originally engaged in discussions with the vendor to clarify deliverables, maintenance and timelines , as requested and ensure that the pricing was aligned with previous similar efforts and within market norms for specialized Oracle platform support. The scope was adjusted to meet only essential needs and included deliverables that would enable a future transition to internal support or to a competitively procured vendor. The vendor's historical knowledge and prior development work eliminates the need for onboarding or system re-engineering costs. The pricing is consistent with prior engagements for similar custom software support and enhancements. Attempted procurement under the master contract resulted in no agreement, which resulted in the small purchase with sole source conditions negotiations. Pricing for this contract is based in the same reasoning. By engaging CPI directly, DCEO avoids the significantly higher costs and risks associated with bringing in a new vendor unfamiliar with the system. Rebuilding or reengineering the current system would not only delay critical program operations but could result in excessive and duplicative costs to the State.

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

Yes No

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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?

Without support and maintenance, the Agency has no method to make changes to the platform that is utilized for the reasons listed about. This will be an on-demand basis contract. DCEO was previously without a contract for an extended period of time and because of this, the platform updates were unable to be performed and the enhancements under the current contract were extremely extensive.

By having this contract in place the Department has a method for continued support.

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

N/A

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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 Aug 26, 2025

Printed Name Rick Rogers E-mail Address Rick.E.Rogers@illinois.gov

Phone Number (217) 524-8148

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 Brandy.Evans@illinois.gov

Phone Number (217)685-1669 Date

Printed Name Kristin A. Richards by Brandy Evans; Director by Ch

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 Aug 26, 2025

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

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Bulletin Reference Number B-49081

Requesting Agency/University DCEO

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