B-50393 SSJF Shapiro Camera Project - SPO approved.pdf

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Sole Source Justification Form 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

The details of this contract include the purchase of:

Six (6) Axis S1296 Rack Recorders 96TB - item not on master contract but the master contract vendor is applying a 5% discount for the purchase of these items;

Performance Bond.

Q3Answer: The Division of Developmental Disabilities sought and obtained governance approval to install cameras and internal network recorders at our SODCs utilizing current statewide master contract vendors - Ficek for wiring and A-1 Lock, Inc. for cameras and network recorders. It is imperative that the seven (7) SODCs utilize the same camera system and network video recording system to ensure adequate oversight can be maintained as well as system wide training and compliance. Currently, five (5) SODCs have procured cameras and network video recorders (NVRs). It is imperative that the remaining two (2) SODCs utilize the same cameras, recorders and software for compatibility and statewide management of this project. Additionally, this camera system requires software updates, camera trouble-shooting and/or warranty issues and the current statewide master contract vendor, A-1 Lock, Inc., can provide this assistance as needed after project implementation via the release off master procurement method.

The cameras and recorders must be the Axis brand to be compatible with the five (5) other SODCs that currently have cameras installed and/or procured and ready for installation. The Department/Division of Developmental Disabilities must have the same camera system in all of their seven (7) SODCs to provide effective management, oversight and training.

Q4Answer: A-1 Lock, Inc. is the current statewide master contract vendor. Axis products are not sold directly from Axis Communications but from partners of Axis Communications. A-1 Lock is a Channel Partner of Axis Communications and they specialize in system design, support, integration and installation of monitoring solutions. The security cameras that the Centers are utilizing have all been purchased from the Master Contract with A-1 Lock, Inc. The network video recorders and/or the performance bond are not available on the Master Contract and therefore must be procured separately.

The unique features of the supplies are that the cameras the Centers are utilizing are Axis cameras and the Axis network video recorder is preloaded with the Axis Camera Station video management software so it is compatible with the cameras being installed. No other video recorder (except an Axis brand) would be compatible with the cameras we have already purchased for this center.

Although the network video recorders are available from other vendors, this Vendor is offering 5% discount (like their products in their statewide master contract) which makes purchasing from them economically feasible. The economic benefit of this sole source procurement is a discount of $1,079.95 per network video recorder with a total savings of $6,479.70 for the six (6) recorders we need to purchase.

This savings of $6,479.70 with this vendor (A-1 Lock, Inc). makes this procurement economically feasible to the State.

On-line research did not find the same items at a lower price than the vendors quote of $20,519.05 each. Affinitech has the recorders available for $21,599.00 each and A1 Security Cameras has them for $20,885.20 each.

The Division cannot effectively manage different camera systems at our SODCs as specific procedures related to many areas, one being the pulling of videos per requests from OIG, ISP, IDPH, FOIA, etc., are currently in place. Management would not be able to effectively oversee multiple camera/recorder system. Additionally, IT Governance approval has been received for the camera and operating system being put into place. If required to purchase a different system, a new IT Governance approval would have to be sought.

Due to the need for a Performance Bond need on all projects over $150k and that the current master contract held by A-1 Lock, Inc. does not have language requiring the Performance Bond, we are seeking a Sole Economically Feasible Source to ensure the camera system at Shapiro Center is the same as our other SODCs.