B-52889 Sole Source Justification Form2 SIGNED.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 26-426DOC-CENTO-B-52889

Requesting Agency/University Department of Corrections

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

Department/Bureau/Section: Department of Corrections/Fiscal

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

Project Title: IDOC 0360 System Maintenance and Stabilization

Vendor: Chicago Advisors LLC

Provide a description of the supplies or services required:

The required services are for IDOC 0360 System Maintenance and Stabilization. The scope of services include: programming modifications, minor development, addressing outstanding technical debts, and testing needed to validate application performance and accuracy in data reporting.

Stabilization and support does not include system redesigns, staff training, or expansion of applications beyond the scope of what is already in process or materially different than previously scoped services

Value: Estimated Value of Initial Term, this Change Order or Amendment: 2,503,800

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: Aug 1, 2026

Estimated Contract End Date: Jul 31, 2028

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

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

The Department of Innovation and Technology (DoIT) has initiated a project to design and develop a new application that will fully replace the existing Offender 360 platform. This replacement project is scheduled to begin in July 2026 and continue through July 2028, at which point Offender 360 will be retired following the launch of the new system.

During this period, supplemental contracted staff from Chicago Advisors remain essential to sustain the stability, performance, and daily operations of the Offender 360 environment. The Department is reducing the number of contracted resources from twelve to five;

however, completely eliminating contracted expertise at this stage would jeopardize system reliability and continuity of operations.

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

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Bulletin Reference Number 26-426DOC-CENTO-B-52889

Requesting Agency/University Department of Corrections

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

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 Mar 2, 2021 Mar 2, 2024 1,170,000 ITRP - IDOC System Stabilization O360 P-24410 IFB

2 Mar 4, 2024 May 31, 2024 312,975 IDOC O360 System Maintenance and Stabilization p-66022 Emergency

3 Jun 1, 2024 May 31, 2025 1,251,900 IDOC O360 System Maintenance and Stabilization P-66022 Emergency Extension

4 Jun 1, 2025 May 31, 2026 1,251,900 IDOC O360 System Maintenance and Stabilization P-66022 Emergency Extension

5 Jun 1, 2026 Jul 31, 2026 208,650 IDOC O360 System Maintenance and Stabilization P-66022 Emergency Extension

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:

What led to this situation was the belief that IDOC would be able to take system stabilization and maintenance responsibilities over with existing staff. The IDOC has been working with DoIT to try and get the duties covered under the purview of existing personnel, however, the mainframe where the information is housed is antiquated and there is a limited pool of people who have the knowledge necessary to do this work. As a result, we were unable to find anyone that we could shift the duties over to. We consulted with multiple agencies (DoIT, DHS, DJJ, etc.) in trying to find a state resource we could do work with to help meet our needs. Being unsuccessful in those attemps, a vendor resource was required.

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

The required services necessary to satisfy the need are the following essential technical services:

• Code review, branching, development support, and user acceptance testing

• Scribe job support and maintenance

• Database administration support

• Azure architecture and cloud environment support

• Daily operational maintenance and help desk incident resolution

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?

It is not feasible to procure vendor support with direct, prior knowledge of the Offender 360 application, as this platform is a unique, single-instance system with no comparable installations elsewhere.

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Bulletin Reference Number 26-426DOC-CENTO-B-52889

Requesting Agency/University Department of Corrections

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:

Chicago Advisors, the current contracted vendor, possesses the institutional knowledge, technical familiarity, and hands on experience required to maintain this highly specialized application. Their continued involvement is critical to keep Offender 360 operational while DoIT’s internal team focuses on building the new replacement application.

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?

It is not feasible to procure a new vendor support with direct, prior knowledge of the Offender 360 application, as this platform is a unique, single-instance system without comparable installations elsewhere. Chicago Advisors, the current contracted vendor, possesses the institutional knowledge, technical familiarity, and hands on experience required to maintain this highly specialized application.

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?

The original contract pricing was established through the ITRP - IFB process which is considered to be fair and reasonable and pricing has remained flat throughout the engagement.

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 state has been subject to multiple litigations recently regarding mental health delivery and management of offenders and offender records. Offender 360 platform allows the department to collect, collate, and utilize advanced offender data metrics to ensure appropriate placement and ensure adequate mental health services are rendered. This capability would be vulnerable to catastrophic failure without the contracted resources provided under this contract.

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-CENTO-B-52889

Requesting Agency/University Department of Corrections

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 16, 2026

Printed Name Sandy E. Robinson II E-mail Address Sandy.Robinson2@illinois.gov

Phone Number 217-558-7390

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 16, 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 2176221908 Date Jun 16, 2026

Printed Name Andrew Hennig E-mail Address Andrew.Hennig@illinos.gov

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Bulletin Reference Number 26-426DOC-CENTO-B-52889

Requesting Agency/University Department of Corrections

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

During this period, supplemental contracted staff from Chicago Advisors remain essential to sustain the stability, performance, and daily operations of the Offender 360 environment. The Department is reducing the number of contracted resources from twelve to five; however, completely eliminating contracted expertise at this stage would jeopardize system reliability and continuity of operations.

necessary to do this work. As a result, we were unable to find anyone that we could shift the duties over to. We consulted with multiple agencies (DoIT, DHS, DJJ, etc.) in trying to find a state resource we could do work with to help meet our needs. Being unsuccessful in those attemps, a vendor resource was required.

Q2Answer: The required services necessary to satisfy the need are the following essential technical services:

• Code review, branching, development support, and user acceptance testing

• Scribe job support and maintenance

• Database administration support

• Azure architecture and cloud environment support

• Daily operational maintenance and help desk incident resolution

offender records. Offender 360 platform allows the department to collect, collate, and utilize advanced offender data metrics to ensure appropriate placement and ensure adequate mental health services are rendered. This capability would be vulnerable to catastrophic failure without the contracted resources provided under this contract.