B22885 JPMC SUC Personal Care Prod SSJF Pt I II ehd.pdf

Sole Source Justification Form

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Bulletin Reference Number 21-416CMS-BOSS4-B-22885

Requesting Agency/University Central Management Services

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

Department/Bureau/Section: CMS/BOSS/Equipment & Commodities

Need Identified Date: Apr 9, 2021 Supply/Service Need By Date: Jan 31, 2022

Project Title: JPMC SUP Personal Care Products SS

Vendor: Elm City Rehabilitation Center, Inc.

Provide a description of the supplies or services required: Personal care and hygiene products

Value: Estimated Value of Initial Term, this Change Order or Amendment: 158,858.8

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: Jan 31, 2022

Estimated Contract End Date: Jan 30, 2023

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):

This is a Joint Purchase Master Contract - funding used is up to the individual agency.

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)

In accordance with CPO notice 2020.01, this is the only vendor approved by the State Use Committee to provide these services.

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

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Bulletin Reference Number 21-416CMS-BOSS4-B-22885

Requesting Agency/University Central Management Services

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 Jan 30, 2021 Jan 29, 2022 174,200 JPMC SUP Personal Care Products SS P-22790 Sole Source

2 Jul 20, 2017 Jul 19, 2020 240,145.32 MC Toothpastes and Toothbrushes SUP PSD4018442 IFB

3 Nov 25, 2015 Nov 24, 2017 252,736.75 MC Barber & Beauty Supplies SUW PSD4018204 IFB

4 Nov 25, 2017 Nov 24, 2019 199,947.6 MC Barber & Beauty Supplies SUW PSD4018204 Renewal

5 Nov 25, 2019 Feb 24, 2020 31,592.09 MC Barber & Beauty Supplies SUW PSD4018204 Amendment

6 Nov 15, 2011 Nov 14, 2013 376,762.31 PSD Barber & Beauty Supplies SUW PSD4017110 IFB

7 Nov 15, 2013 Nov 14, 2014 201,308.43 PSD Barber & Beauty Supplies SUW PSD4017110 Renewal

8 Nov 15, 2014 Nov 14, 2015 147,000 PSD Barber & Beauty Supplies SUW PSD4017110 Renewal

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

This contract was established via State Use as allowed by Section 45-35 of the Illinois Procurement Code.

Section VI - Business Rationale

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

The objective is to establish a new 1-year State Use, sole source, joint purchase master contract to purchase personal care products with a State Use vendor under Sections 20-25 (Sole source procurements) and 45-35 (Not-for-profit agencies for persons with significant disabilities) of the Illinois Procurement Code. These items are a continuing need used to aid in the care and personal hygiene of individuals in multiple State agencies and facilities such as Department of Corrections, Department of Juvenile Justice, Department of Veterans Affairs and Department of Human Services.

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

Shampoo/conditioner, hair brushes, deodorants, nail clippers, razors, toothpaste/toothbushes, lip balm, etc.

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?

The Department of Central Management Services made the determination that contracting for these services with a Qualified Not-for- Profit Agency for Persons with Severe Disabilities via the State Use Program was in the best interest of the State of Illinois and is allowed by Section 45-35 of the Illinois Procurement Code.

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:

Elm City Rehabilitation Center, Inc. is qualified not-for-profit agency for persons with significant disabilities. As a result this contract will provide 9 persons with disabilities employment and job training. A price comparison was conducted between the current contract prices P-22790 versus Elm City’s proposed unit pricing and 19 out of 57 lines are the same price. In addition, a random spot checking of various items compared to retail pricing disclosed on average 83% higher costs above Elm City’s proposed pricing for similar products of the same case quantities and sizes. Consequently, Elm City Rehabilitation Center, Inc. is offering fair and reasonable pricing despite the rising retail costs which on average is 83% higher.

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

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Bulletin Reference Number 21-416CMS-BOSS4-B-22885

Requesting Agency/University Central Management Services

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

The Department of Central Management Services made the determination that contracting for these services with a Qualified Not-for- Profit Agency for Persons with Severe Disabilities via the State Use Program was in the best interest of the State of Illinois and is allowed by Section 45-35 of the Illinois Procurement Code. The Department of Central Management Services’ use of the sole source method of procurement is for the sake of transparency and to meet the requirements of the State’s Joint Purchasing Act [30 ILCS 525/4.05].

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?

As required under Rule and Statute, the State Use Committee reviewed the pricing for the proposed agreement and determined that the pricing is fair and reasonable.

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 financial impact to the State if not approved and competitively bid will result on average 83% higher costs. In effect multiple small high retail purchases would add to the State's deficit. In addition, the State Use vendor would lose contract revenue which in turn would result in of loss of training and job opportunities for persons with disabilities.

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

Section 1.4535(f) of the Chief Procurement Officer’s Standard Procurement Rules states “An agency’s decision to purchase from a sheltered workshop rather than issuing a competitive solicitation is not protestable”.

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Bulletin Reference Number 21-416CMS-BOSS4-B-22885

Requesting Agency/University Central Management Services

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 Jul 15, 2021

Printed Name Linda Tribbet E-mail Address Linda.Tribbet@Illinois.gov

Phone Number 217-557-4306

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 ron.wilson@illinois.gov

Phone Number 217/557-2412 Date Jul 20, 2021

Printed Name Ronald 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 217-299-4919 Date Aug 12, 2021

Printed Name John Demien, CPPB E-mail Address john.demien@illinois.gov

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Bulletin Reference Number 21-416CMS-BOSS4-B-22885

Requesting Agency/University Central Management Services

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

Project Title JPMC SUP Personal Care Products SEFS

Vendor Elm City Rehabilitation Center, Inc.

Initial Date of Procurement Bulletin Posting Aug 12, 2021

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 312-415-9612

Printed Name Ellen H. Daley Date

CPO E-mail Ellen.H.Daley@Illinois.gov

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