BX3 Sole Source Justification Form SPO Signed.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number B-25497

Requesting Agency/University Illinois Emergency Management Agency

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

Department/Bureau/Section: Division of Nuclear Safety

Need Identified Date: Jun 1, 2021 Supply/Service Need By Date: Jan 14, 2022

Project Title: Hopewell Designs Irradiator Purchase

Vendor: Hopewell Designs

Provide a description of the supplies or services required: Procurement of Hopewell Designs BX3 self-contained irradiator to include design, delivery, and onsite installation

Value: Estimated Value of Initial Term, this Change Order or Amendment: 416,000

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 Source

Section II - Proposed Term

One-Time Purchase Term Contract

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)

Items are Copyrighted or Patented and the Items are Only Available from the Holder

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

Section VI - Business Rationale

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

The Model BX3 irradiator will provide a secondary gamma calibration system for the IEMA Nuclear Calibration Laboratory as well as add capability for extended range calibrations. Changes in instrumentation technology and threats posed by use of radioactive materials to the citizens of the State of Illinois have created a need for the laboratory to procure such a device to fully service the protective survey tools and equipment in use by the agency. Aging irradiator systems require specialized parts and service, and downtime during malfunction can be detrimental to the agency's missions. A second irradiator system provides necessary redundancy to maintain laboratory operations.

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Bulletin Reference Number B-25497

Requesting Agency/University Illinois Emergency Management Agency

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

-Box irradiator system, automated control system, 2200 Ci Cs-137 maximum capacity.

-Cs-137 source, 800 Ci activity, +/- 20%.

-Cs-137 source, 1 Ci (37 GBq) activity, +/- 20%.

-External fixture to hold telepole instrument. Fixture bolts to the side of the Box Shield and allows positioning and support of a telepole into either of the two forward ports. A mounting plate is added to the Box Shield during manufacturing for attachment of the jig.

-Jig/fixture for repeatable instrument positioning on instrument table top -Calibration of irradiator, NIST traceable -Installation and training -Fully automated computer control system to include automatic temperature/pressure correction, source decay correction for exposure rate setpoints, linear positioning system & controls, attenuators & controls, and ability to program and execute automatic setups/steps.

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 agency needs a device that can perform the complex calculations necessary to calculate radiation dose rate taking into account humidity, air pressure, temperature, and radioactive source decay. The device must also take this calculation and calculate down to within 1 millimeter the distance from the radioactive source necessary to achieve the desired dose rate. This level of computing and automation is required to achieve the high standards set forth by federal and international regulatory and guidance bodies, and Hopewell Designs is the only vendor that provides this device type to achieve this level of accuracy in radiation calibration. Other vendors may sell a similar device but do not offer automated motion controls and integrated computation. Due to federal and state licensing governing construction on these devices, the agency also cannot simply buy one model and contract for modifications from another vendor. The purchase for the device along with the necessary automation must come from a single vendor.

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:

Work of this type requires a vendor with appropriate federal and state licenses and training for manufacture and service of radioactive materials and radiation-producing machines as well as engineering capability for custom automation and software design. Radiation calibration is a niche area of expertise, and very few vendors worldwide service facilities such as the IEMA Nuclear Calibration Laboratory. In the over 25 years of the its operation, the laboratory has had multiple irradiator control projects requiring support of this type. Only two U.S.-based vendors and a handful of international vendors have been identified that can provide equipment for support of irradiator calibration processes, and only one of those vendors employs engineering staff for custom automation and software design. That vendor is Hopewell Designs.

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

5a. If yes, name the alternative vendors whose supplies or services were evaluated:

J.L. Shepherd & Associates

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:

J.L Shepherd & Associates was the only other vendor identified that produced a model of self-contained irradiator for radiation instrument calibration. However, their model lacks capability for fully automated computer control to achieve calibration requirements for agency equipment as set forth by federal and international regulatory and guidance bodies.

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).

Market evaluation was performed via review of publicly available information on the vendors' websites. Evaluation was done by Sean Beasley, Calibration Technician

6. Are there resellers or distributors?

Yes No N/A

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Bulletin Reference Number B-25497

Requesting Agency/University Illinois Emergency Management Agency

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 project will require custom fabrication, engineering services, and specialty shipping services. Agency personnel with knowledge of calibration and radioactive materials have deemed the price fair and reasonable, and it is comparable with past procurement costs from this vendor.

Pricing breakdown is as follows:

$150,400 – Box irradiator system with automated control system $167,200 – 2 Cs-137 radioactive sources to be loaded into irradiator system $61,990 – Estimated freight for radioactive materials, includes hazardous materials shipping and cask rental $1,480 – Jig fixtures for telepole instrument calibration $18,275 – Installation and training, includes travel for 2 engineers $8,278 – Initial radioactive source calibrations, NIST traceable $9,200 – Freight for box irradiator system, source loading tools, and installation tools

Current total estimate from vendor is $415,743.

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

Yes No

8a. If yes, please provide details regarding future obligations and/or needs:

Irradiator systems typically require annual maintenance that must be performed by a vendor with appropriate federal and state licenses and training for manufacture and service of radioactive materials and radiation-producing machines. Because these systems are typically custom built to specification with proprietary designs, Hopewell Designs will be the only vendor capable of performing maintenance.

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?

Currently, the radioactive material supply of the type used in instrument calibration has become scarce due to various external pressures, and the number of available sources may be measured in single digits. This opportunity to procure an irradiator system meeting our specifications is short-lived. Since FY2020, the agency has already lost access to 6 sources as they have been claimed by other government and private projects. Other technologies that may replace the current radioactive sources currently cost at least double for installation in calibrator systems.

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

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Bulletin Reference Number B-25497

Requesting Agency/University Illinois Emergency Management Agency

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 Oct 20, 2021

Printed Name Sean Beasley E-mail Address Sean.Beasley@illinois.gov

Phone Number 217-786-7221

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 tricia.leezer@illinois.gov

Phone Number 217/7854164 Date Oct 20, 2021

Printed Name Tricia Leezer

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

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

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Bulletin Reference Number B-25497

Requesting Agency/University Illinois Emergency Management Agency

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

Project Title Hopewell Designs Irradiator Purchase

Vendor Hopewell Designs

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

-Cs-137 source, 800 Ci activity, +/- 20%.

-Cs-137 source, 1 Ci (37 GBq) activity, +/- 20%.

-External fixture to hold telepole instrument. Fixture bolts to the side of the Box Shield and allows positioning and support of a telepole into either of the two forward ports. A mounting plate is added to the Box Shield during manufacturing for attachment of the jig.

-Jig/fixture for repeatable instrument positioning on instrument table top -Calibration of irradiator, NIST traceable -Installation and training -Fully automated computer control system to include automatic temperature/pressure correction, source decay correction for exposure rate setpoints, linear positioning system & controls, attenuators & controls, and ability to program and execute automatic setups/steps.

Pricing breakdown is as follows:

$150,400 – Box irradiator system with automated control system $167,200 – 2 Cs-137 radioactive sources to be loaded into irradiator system $61,990 – Estimated freight for radioactive materials, includes hazardous materials shipping and cask rental $1,480 – Jig fixtures for telepole instrument calibration $18,275 – Installation and training, includes travel for 2 engineers $8,278 – Initial radioactive source calibrations, NIST traceable $9,200 – Freight for box irradiator system, source loading tools, and installation tools

Current total estimate from vendor is $415,743.