DRAFT Sole Source Justification Form- Truck Wash Maintenance SPO.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 22-494DOT-FINAD-B-26383

Requesting Agency/University Illinois Department of Transportation

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

Department/Bureau/Section: Highway Project Implementation

Need Identified Date: Nov 3, 2021 Supply/Service Need By Date: Jan 1, 2022

Project Title: Automatic Truck Wash Maintenance Contract

Vendor: Interclean

Provide a description of the supplies or services required:

Maintenance contract for the IDOT's new automatic truck wash provided by Interclean. The current warranty ends on 12/31/2021. Preventative maintenance, parts and repairs as needed, and chemicals are required under the contract. Only Interclean can service this equipment and provide any required parts. Only Interclean can provide the required chemicals need for this equipment.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 120,000

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 Economically Feasible Source

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: Jan 1, 2022

Estimated Contract End Date: Dec 31, 2022

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):

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

Section V - Purchase History

Has the Agency or University Purchased these supplies or services in the past? Yes No

Section VI - Business Rationale

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Bulletin Reference Number 22-494DOT-FINAD-B-26383

Requesting Agency/University Illinois Department of Transportation

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

IDOT District 6 purchased a new automatic truck wash from Interclean. Interclean is the only company that can service and maintain their equipment. Currently, the truck wash is covered under the warranty, but this ends on 12/31/21. The new truck wash requires bi-annual service and possible repairs to keep it running. Without this service contract, IDOT will not be able to use the new truck wash should issues arise and maintenance will not be able to be performed. Interclean is the only company that can provide the parts and chemicals to be used in the truck wash.

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

The new Interclean Truck Wash can only be serviced and maintained by Interclean.

Biannual preventative maintenance.

Chemicals - the required chemicals are only availible from Interclean.

Potential parts and repairs.

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 new truck wash was provided by Interclean. Interclean is the only one that can service and maintain Interclean equipment. Having another party service this equipment could lead to incorrect maintenance and additional issues. Interclean is the only company that can provide the parts and chemicals to be used in the truck wash.

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 new Interclean Truck Wash can only be serviced and maintained by Interclean. Only Interclean can provide parts for this truck wash. Only Interclean detergents are specifically designed and diluted to work with their truck wash system so you get the correct detergent to water ratio. Using another brand of detergent and chemicals that was not designed for this system could lead to equipment failure and damage to the trucks or insufficient cleaning requiring to run trucks through multiple times which would be less cost effective than using the correct detergent designed for this system.

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?

The new Interclean Truck Wash can only be serviced and maintained by Interclean. Only Interclean can provide the parts for this truck wash. Only Interclean chemicals and detergents are specifically designed and diluted to work with their truck wash system so you get the correct detergent to water ratio. Using another brand of detergent and chemicals that was not designed for this system could lead to equipment failure and damage to the trucks or insufficient cleaning requiring to run trucks through multiple times which would be less cost effective than using the correct detergent designed for this system.

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?

IDOT District 6 has negotiated pricing with Interclean and the pricing is reasonable and comparable to past services and other truck washes used by IDOT.

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 service contract will need to be in place every year for the life of the truck wash.

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?

If there is no service contract in place, IDOT will not be able to have preventative maintenance and repairs performed. This will lead to the new truck wash being unusable.

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Bulletin Reference Number 22-494DOT-FINAD-B-26383

Requesting Agency/University Illinois Department of Transportation

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

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Bulletin Reference Number 22-494DOT-FINAD-B-26383

Requesting Agency/University Illinois Department of Transportation

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 12/07/2021

Printed Name Matt Gotschall E-mail Address matthew.gotschall@illinois.gov

Phone Number 217-785-5300

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 aundra.williams@illinois.gov

Phone Number 217-782-5360 Date Dec 7, 2021

Printed Name Aundra Williams

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 Date

Printed Name E-mail Address

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Bulletin Reference Number 22-494DOT-FINAD-B-26383

Requesting Agency/University Illinois Department of Transportation

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

Biannual preventative maintenance.

Chemicals - the required chemicals are only availible from Interclean.

Potential parts and repairs.