B-51633 Sole source justification form Johnson Controls 62526.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 26-426DOC-JOLIE-B-51633

Requesting Agency/University Joliet Treatment Center

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

Department/Bureau/Section: DOC- Joliet Treatment Center

Need Identified Date: Feb 27, 2026 Supply/Service Need By Date: Aug 1, 2026

Project Title: Automation Control System Repair and Maintenance 3-year Contract

Vendor: Johnson Controls

Provide a description of the supplies or services required: Monthly scheduled maintenance visits, software upgrades,equipment repairs

Value: Not to Exceed Value of Initial Term, this Change Order or Amendment: 267,289.3

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 Source

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: Aug 1, 2026

Estimated Contract End Date: Jul 31, 2029

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

If yes, provide a detailed justification including any economic benefit received for agreeing to a multi-year term:

A three year contract will be a total of $267,829.30 which comes to $89,276.43 per year. If we did a yearly contract, the price would increase by 8%. Our first year would cost $97,200.00, the second year would cost $104,960.00 and the third year would cost $113,356.

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)

It is a Proprietary system.

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

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Bulletin Reference Number 26-426DOC-JOLIE-B-51633

Requesting Agency/University Joliet Treatment Center

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 Feb 28, 2025 Feb 27, 2026 90,032 JTC Automation control system repair & maintenance P-77616 Small Purchase

2 Jan 24, 2024 Jan 23, 2025 79,642.01 JTC Automation control system repair & maintenance P-61501 Small Purchase

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:

A maintenance contract is needed for routine inspections, maintenance, cleaning software upgrades, and repairs to our automation system. If the system goes down, it will take out the chillers and boilers due to the way it was designed and built. Our maintenance staff is not equipped nor has the knowledge of this system. This contract will provide energy savings, reduce future repair costs, extend asset life, ensure productive environments and promote environmental health and safety.

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

The system controls the air handling equipment as well as heating and cooling equipment (Boilers, Chillers, Pumps, Dampers, Air Handling units, etc). This contract for the maintenance of this system is essential to the safety and security of our facility.

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?

This contract is needed because it is a proprietary system and the facility does not have qualified staff to trouble shoot the servers and equipment associated with the automation system. This system requires regular system updates and maintenance to function properly.

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:

This would be a sole source vendor because its a proprietary system. It would be most benefical to use this vendor because it is their system and they have the knowledge and expertise to diagnose and repair the equipment. This control system oversees all heating and cooling equipment in the facility.

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

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Bulletin Reference Number 26-426DOC-JOLIE-B-51633

Requesting Agency/University Joliet Treatment Center

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

It is a Proprietary system with Johnson Controls.

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?

We met with the vendor and negotiated the cost of a multi-year contract. The vendor provided savings for each year by doing a multi-year contract instead of a single year contract. Our last contract that expired was about $90,000.00 for one year and with establishing a three year contract for $267,829.30, each year would cost approximately $89,276.43.

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 the sole source is not approved, we won't have a vendor to maintain, inspect and service our Automation systems so eventually they will stop working effectively and all of the heating and cooling equipment will stop functioning. If that happens, we would have to replace all equipment which will be very costly, while also impacting the life, health and safety to the entire facility.

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

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Bulletin Reference Number 26-426DOC-JOLIE-B-51633

Requesting Agency/University Joliet Treatment Center

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 Jun 11, 2026

Printed Name Jennifer Wieneke E-mail Address jennifer.wieneke@illinois.gov

Phone Number 815-730-4400x16023

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 jacenta.wilson@illinois.gov

Phone Number 217-558-2200 Date Jun 25, 2026

Printed Name Jacenta Wilson

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 217-622-5400 Date 6/26/2026

Printed Name Megan Dalton E-mail Address megan.dalton@illinois.gov

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Bulletin Reference Number 26-426DOC-JOLIE-B-51633

Requesting Agency/University Joliet Treatment Center

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

Project Title Automation Control System Repair and Maintenance 3-year Contract

Vendor Johnson Controls

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