CPO Signed part I and part II CMS B-44366.pdf

Sole Source Justification Form

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Bulletin Reference Number 25-416CMS-BOSS-B-44366

Requesting Agency/University Central Management Services

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

Department/Bureau/Section: Central Management Services/Bureau of Strategic Sourcing/Equipment & Commodities

Need Identified Date: Aug 7, 2024 Supply/Service Need By Date: Nov 6, 2024

Project Title: JPMC Tray Inserts and Disposable Dishware

Vendor: Aladdin Temp Rite LLC

Provide a description of the supplies or services required:

Central Management Services, in agreement with the Chief Procurment Officer for General Services (CPO-GS), desires to establish a Joint Purchase Master Contract (JPMC) sole source for disposable plastic tray inserts and reusable and disposable dishware for healthcare food delivery system currently being utilized by residential institutions. The joint purchase master contract will be available for use by governmental units and qualified not-for-profit agencies.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 274,544.6

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: 11/07/2024

Estimated Contract End Date: 11/06/2025

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)

Compatibility of Equipment, Accessories, Replacement Parts or Service

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

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Bulletin Reference Number 25-416CMS-BOSS-B-44366

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 09/01/2010 08/31/2011 174,638 Disposable plastic tray inserts and reusable dishware for food delivery systems

4015864 Renewal

2 09/01/2011 08/31/2012 110,476.5 Disposable plastic tray inserts and reusable dishware for food delivery systems

4017018 IFB

3 07/10/2013 07/09/2015 214,877.5 Disposable plastic tray inserts and reusable dishware for food delivery systems

4017536 IFB

4 07/10/2015 07/09/2017 218,360 Disposable plastic tray inserts and reusable dishware for food delivery systems

4017536 Renewal

5 01/19/2018 01/18/2019 120,000 Disposable plastic tray inserts and reusable dishware for food delivery systems

4018495/P-543 Sole Source

6 06/11/2019 06/10/2020 217,591.84 Disposable plastic tray inserts and reusable dishware for food delivery systems

P-3515 Sole Source

7 06/10/2020 09/10/2020 54,397.96 Disposable plastic tray inserts and reusable dishware for food delivery systems

P-9315 Amendment

8 09/10/2020 12/10/2020 0 Disposable plastic tray inserts and reusable dishware for food delivery systems

P-9315 Amendment

9 11/03/2022 11/02/2023 1,063,193.45 Disposable plastic tray inserts and reusable dishware for food delivery systems

P-40614 Sole Source

10 11/07/2023 11/06/2023 250,708.06 Disposable plastic tray inserts and reusable dishware for food delivery systems

P-57696 Sole Source

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

Original procurement for these items was done by an IFB with a term of 09/01/2009 - 08/31/2010 with a value of $174,638 under contract 4015864

Section VI - Business Rationale

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

Meals are currently provided to residents in State of Illinois facilities via the Aladdin Temp-Rite healthcare food delivery systems. These systems have made it possible for staff to provide high quality meal delivery services to residents who are immobile or otherwise unable to get their meals independently.

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

These healthcare food delivery systems include disposable and reusable items such as entree dishes, bowls, mugs, lids, and covers in varying sizes that are to be used in the existing meal delivery systems. These specially designed accessory items ensure food quality by maintaining appropriate and safe food temperatures and are designed to fit into the existing systems offering functionality and efficiency.

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Bulletin Reference Number 25-416CMS-BOSS-B-44366

Requesting Agency/University Central Management Services

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 Joint Purchase Master Contract (JPMC) will allow agencies to purchase disposable and reusable dishware and accessories that are compatible with their existing Aladdin Temp-Rite healthcare food delivery systems. This compatibility is crucial to the ability of staff to deliver meals safely and efficiently.

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:

The tray inserts, disposable and reusable dishware, and accessories are all manufactured by Aladdin and are designed so that all components fit together properly with the healthcare food delivery systems currently in use by the State. Specifically, the items are designed to nest and fit within the compartmental sections of the healthcare food delivery systems used to transport the meals to our veterans and other residents of State-operated facilities.

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:

The State has solicited three (3) IFB's in the last few years (B-15962, B-18785 and B-21775) with no successful bidders. Aladdin was the only bidder all three (3) times but was deemed non-responsive for failure to submit their BEP utilization plan correctly. Prior to that, Aladdin has been the only responsive vendor to meet the State's needs.

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:

State operated facilities utilize the Aladdin Temp-Rite healthcare food delivery systems. Using incompatible accessories that are not specifically designed to fit into the existing healthcare food delivery systems will cause problems. An example of a significant problem is when improperly fitting lids cause food spillage during transport and improper and unsafe food temperatures. Previously, when incompatible accessories from small vendors have been used and problems have occurred, dietary staff have been required to prepare and hand deliver new meals to replace the compromised ones. This results in additional and avoidable expense to the State of Illinois.

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).

In the past, IFBs have been issued by the State in order to evalluate the market for these products. Upon review of the US Bureau of Labor Producer Price Index prior to award, we identify any changes in the market in conjunction with prices received to determine if the prices are fair and reasonable. In addition, a comparative analysis is conducted with the previous contract prices versus the new pricing to determine if pricing is in the best interest of the State.

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?

A price comparison was conducted between the previous contract pricing and that of the pricing offered for this contract. Pricing overall was increased on average by a minimal 2%. Producer Price Index 072A01015 for polystyrene foam food containers showed a very steady index over the last year. Pricing provided in this new contract would be consistent with overall market trends. Aladdin's pricing is slightly above what PPI justifies by only a couple dollars per line items. However, this increase is only slight and does not supersede the State's need for these products to be available for the State's clientele populations.

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:

This is a continuing need because the State already owns, currently uses and will continue to use the existing Aladdin Temp-Rite healthcare food delivery systems.

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Bulletin Reference Number 25-416CMS-BOSS-B-44366

Requesting Agency/University Central Management Services

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 will need to make multiple small purchases at a higher costs to procure these items. Several agencies use these items including Department of Human Services and Department of Veteran Affairs.

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

Central Management Services plans to complete a competitive solicitation for these items during the time of this sole source to determine if the market has changed since the last time an IFB was submitted with failed attempts at awarding through the competitive process.

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Bulletin Reference Number 25-416CMS-BOSS-B-44366

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 09/09/2024

Printed Name Ashley Stewart E-mail Address ashley.n.stewart@illinois.gov

Phone Number 217-782-0891

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 david.thomas2@illinois.gov

Phone Number 217-782-0001 Date Sep 9, 2024

Printed Name David Thomas

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 217-299-5563 Date Sep 11, 2024

Printed Name Gina Jacacway E-mail Address gina.jacaway@illinois.gov

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Bulletin Reference Number 25-416CMS-BOSS-B-44366

Requesting Agency/University Central Management Services

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

Project Title JPMC Tray Inserts and Disposable Dishware

Vendor Aladdin Temp Rite LLC

Initial Date of Procurement Bulletin Posting Sep 11, 2024

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 217-558-2231

Printed Name Ellen H. Daley Date Sep 26, 2024

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