DPH B-39922 Federal Warehouse SEFS SPO Signed Part I and II for FY24~1.pdf

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Sole Source Justification Form 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

Federal Warehouse FY20

2. Utilization of Warehouse Management to track inventory and generate instant reports 3 Utility charge for Ultra cold and other related freezers includes up to 25 freezers

4. Vaccine and Ancillary emergency and schedule logistics including receipt, inventory, pick and building orders during normal and non-normal business hours

5. Handling in palletized PPE and non-vaccine items

6. Handling out of palletized PPE and non-vaccine items

7. Utility charge for up to 5 Ultra cold freezers

8. Utility charge for up to 15 Ultra cold freezers

9. Shipping and handling vaccines

10. Maintain on-site security when the facility is not occupied by employees, ensuring the facility is staffed 24/7 with personnel.

11. Must have fencing or another type of permanent barrier to provide a secure perimeter around the facility and warehouse docks.

12.The facility should not be surrounded by a residential neighborhood or have multiple access points.

13. Facility must be located within 2 miles of an interstate highway for ease of access for emergency staff and be located within 100 miles of Springfield, Illinois.

14. The facility manager and at least two other Vendor personnel shall have experience and knowledge of what is required of SNS-RSS operations in the event of activation.

15. Facility has various requirements such as the surface floors should be concrete especially in the unloading area(s), have up to 20 loading docks to receive federal materials/supplies, the docks have height and width requirements, and allow access by properly identified Federal, State, and security personnel.

16. Facility provides that the temperature remains in the allowed range, with only transient spikes up as long as the spikes do not exceed hours.

17. This contract will need/remain in place during a transition time while IFB is getting into place

The Federal government would need to approve the new storage place before the move could take place and approve the move.

Agency is working on an IFB with a target publication date of Spring 2024

The agency has been conducting meetings with a project team that has been helping with this procurement. The IFB is currently in process, the draft is being reviewed and should be published by Spring 2024 Due to the fact this rental must be available continually with no down time, the State will have to ensure that a potentially new place will need time to move the medical equipment and supplies after it is approved by the State and Federal agencies in charge of the Strategic National Stockpile Warehouses. The operational needs are stated in section 2.