FY 27-29 Sole Source Justification Form v.7.01 SPO and APO and CFO signed.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number 27-592SFM-AMIN5-B-53440

Requesting Agency/University Office of the Illinois State Fire Marshal

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

Department/Bureau/Section: Special Projects

Need Identified Date: Jun 30, 2026 Supply/Service Need By Date: Aug 6, 2026

Project Title: Memorial Foundation

Vendor: Illinois Firefighters Memorial Foundation

Provide a description of the supplies or services required:

Pursuant to 625 ILCS 5/3-634 (d): Reimbursement of costs associated with (1) maintaining the Illinois Fire Fighters' Memorial; (2) Holding of the annual memorial commemoration and Medal of Honor ceremony and related activities; and (3) providing scholarships, for graduate study, undergraduate study, or any other post-secondary education approved by the Illinois Firefighters' Memorial Foundation, to children and spouses of fire fighters killed in the line of duty.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 600,000

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

Estimated Contract Begin Date: Aug 6, 2026

Estimated Contract End Date: Aug 5, 2028

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

If yes, provide a detailed justification including any economic benefit received for agreeing to a multi-year term:

The Illinois Firefighters Memorial Foundation, established in 1993, has a sole purpose focused on providing educational opportunities for the children of firefighters who lost their lives in the line of duty. The funding for this program is derived from the sale of firefighter license plates, as outlined in 625 ILCS 5/3-634.

The statutory framework of 625 ILCS 5/3-634 (d) defines the permissible uses of the funds within the Illinois Fire Fighters' Memorial Fund. These funds are earmarked for the following exclusive purposes:

(1) maintaining the Illinois Fire Fighters' Memorial;

(2) holding an annual memorial commemoration and Medal of Honor ceremony and related activities; and

(3) providing scholarships, for graduate study, undergraduate study, or any other post-secondary education approved by the Illinois Firefighter Memorial Foundation, to children and spouses of fire fighters killed in the line of duty.

Version 7.01 Page 2 of 6

Bulletin Reference Number 27-592SFM-AMIN5-B-53440

Requesting Agency/University Office of the Illinois State Fire Marshal

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)

The Illinois Firefighters Memorial Foundation administers this program free of charge to the State and only requests reimburse of expens

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

Term Term From Term To Value Description Contract Number Type

1 07/01/2008 06/30/2010 555,000 Foundation, Memorial, MOU Ceremony Cost Reimbursement Sole Source

2 07/01/2010 06/30/2015 1,200,000 Foundation, Memorial, MOU Ceremony Cost Reimbursement 08083 Sole Source

3 07/01/2015 06/30/2016 200,000 Foundation, Memorial, MOU Ceremony Cost Reimbursement 11007 Sole Source

4 07/01/2016 06/30/2017 200,000 Foundation, Memorial, MOU Ceremony Cost Reimbursement 17001 Sole Source

5 7/2/2017 06/30/2018 150,000 Foundation, Memorial, MOU Ceremony Cost Reimbursement 18026 Sole Source

6 7/1/2018 06/30/2019 150,000 Foundation, Memorial, MOU Ceremony Cost Reimbursement 10351 Sole Source

7 07/01/2019 06/30/2020 150,000 Foundation, Memorial, MOU Ceremony Cost Reimbursement 20196 Sole Source

8 06/02/2021 04/30/2022 368,000 Foundation, Memorial, MOU Ceremony Cost Reimbursement B-21002 Sole Source

9 08/22/2022 06/30/2024 400,000 Foundation, Memorial, MOU Ceremony Cost Reimbursement B-31007 Sole Source

10 7/1/2024 6/30/2026 60,000 Foundation, Memorial, MOU Ceremony Cost Reimbursement B-40723 Sole Source

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

Section VI - Business Rationale

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

The Foundation provides administration and oversight for the Firefighter Memorial, the Medal of Honor Ceremony, and the scholarship program, and has managed these programs for the past 25 years.

During the last fiscal year, the Committee approved one full-time scholarship and two part-time scholarships. Scholarship reimbursements covered eligible expenses including tuition, housing, meal plans, books, and approved study abroad costs.

Expenses associated with the annual Medal of Honor Ceremony included the event venue, catering, shuttle transportation for recipients, recipient awards, floral arrangements, recipient lodging, and invitation printing. Additional costs included mileage reimbursement for Committee members attending meetings and the Medal of Honor Ceremony, as well as the purchase of rosettes for the Firefighter Memorial at the Capitol.

Version 7.01 Page 3 of 6

Bulletin Reference Number 27-592SFM-AMIN5-B-53440

Requesting Agency/University Office of the Illinois State Fire Marshal

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

The Vendor will administer the Illinois Fire Fighters' Memorial, the annual Memorial Commemoration and Medal of Honor Ceremony, and the scholarship program at no cost to the State, with reimbursement limited to approved and allowable expenses.

The Vendor will maintain the Illinois Fire Fighters' Memorial in accordance with the Committee's direction and approved budget.

The Vendor will coordinate and administer the annual Memorial Commemoration, Medal of Honor Ceremony, and all related activities.

The Vendor will administer the scholarship program for the children and spouses of firefighters who were killed in the line of duty, including scholarships for undergraduate and graduate study.

The Vendor will provide administrative support to the Governor-appointed Committee, including coordinating and facilitating three to four meetings annually.

The Vendor will present scholarship applications, memorial maintenance needs, and proposed Medal of Honor Ceremony expenses to the Committee for review and approval.

The Vendor will implement and administer Committee-approved decisions related to scholarship awards, memorial maintenance, and expenditures for the annual Medal of Honor Ceremony.

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 Illinois Firefighters Memorial Foundation is a separate not-for-profit charitable organization established under Section 501(c)(3) of the Internal Revenue Code. This foundation was established in 1996 and the bylaws were changed to run this program for the State.

They run the Medal of Honor Ceremony, Scholarship program, and take care of and maintain the Illinois Fire Fighters' Memorial at the State Capital. They are the only organization that has the knowledge and ability to run this statutory mandate for the State.

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 Foundation runs these programs free of charge to the state and we only reimburse them for allowable expenses (allow by statue).

If the state had to run these programs it would add extra cost. The Foundation is willing to do it for free and pay the cost upfront. We only reimburse. It is an excellent deal for the State. Additionally; we would not be willing to give this responsibility to anyone else. We would have to run the programs ourselves with added cost.

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 Foundation administers the program free of charge to the state. They only request reimbursement as allowed per Statute.

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?

The Office of the Illinois State Fire Marshal (OSFM) reimburses the Foundation only for approved and allowable expenses incurred in administering its programs. Reimbursable expenses include scholarships, memorial maintenance, and costs associated with the annual Medal of Honor Ceremony.

The Foundation currently administers one full-time scholarship and two part-time scholarships. Memorial maintenance expenses for the current fiscal year include cleaning and upkeep of the Illinois Fire Fighters' Memorial. Reimbursable costs for the annual Medal of Honor Ceremony include the event venue, catering, recipient lodging and accommodations, transportation, and awards.

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

Yes No

Version 7.01 Page 4 of 6

Bulletin Reference Number 27-592SFM-AMIN5-B-53440

Requesting Agency/University Office of the Illinois State Fire Marshal

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?

There would be a significant operational impact if these services were no longer provided by the Foundation. The State would assume responsibility for administering all statutory program requirements, including the scholarship program, the annual Medal of Honor Ceremony, and the maintenance of the Illinois Fire Fighters' Memorial at the State Capitol.

Administration of the scholarship program would require the State to establish and manage separate agreements with each participating institution of higher education for tuition payments and related expenses. In addition, the State would be responsible for planning and coordinating the annual Medal of Honor Ceremony and ensuring the ongoing maintenance and preservation of the Illinois Fire Fighters' Memorial.

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

Version 7.01 Page 5 of 6

Bulletin Reference Number 27-592SFM-AMIN5-B-53440

Requesting Agency/University Office of the Illinois State Fire Marshal

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 16, 2026

Printed Name Ronny Wickenhauser E-mail Address Ronny.J.Wickenhauser@illinois.gov

Phone Number 217-558-0577

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 amy.m.james@illinois.gov

Phone Number 217-836-7858 Date

Printed Name Amy James-Meurs

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 217-299-0935 Date

Printed Name Colene Underwood E-mail Address Colene.Underwood@Illinois.gov

Version 7.01 Page 6 of 6

Bulletin Reference Number 27-592SFM-AMIN5-B-53440

Requesting Agency/University Office of the Illinois State Fire Marshal

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

The statutory framework of 625 ILCS 5/3-634 (d) defines the permissible uses of the funds within the Illinois Fire Fighters' Memorial Fund. These funds are earmarked for the following exclusive purposes:

(1) maintaining the Illinois Fire Fighters' Memorial;

(2) holding an annual memorial commemoration and Medal of Honor ceremony and related activities; and

(3) providing scholarships, for graduate study, undergraduate study, or any other post-secondary education approved by the Illinois Firefighter Memorial Foundation, to children and spouses of fire fighters killed in the line of duty.

During the last fiscal year, the Committee approved one full-time scholarship and two part-time scholarships. Scholarship reimbursements covered eligible expenses including tuition, housing, meal plans, books, and approved study abroad costs.

Expenses associated with the annual Medal of Honor Ceremony included the event venue, catering, shuttle transportation for recipients, recipient awards, floral arrangements, recipient lodging, and invitation printing. Additional costs included mileage reimbursement for Committee members attending meetings and the Medal of Honor Ceremony, as well as the purchase of rosettes for the Firefighter Memorial at the Capitol.

Q2Answer: The Vendor will administer the Illinois Fire Fighters' Memorial, the annual Memorial Commemoration and Medal of Honor Ceremony, and the scholarship program at no cost to the State, with reimbursement limited to approved and allowable expenses.

The Vendor will maintain the Illinois Fire Fighters' Memorial in accordance with the Committee's direction and approved budget.

The Vendor will coordinate and administer the annual Memorial Commemoration, Medal of Honor Ceremony, and all related activities.

The Vendor will administer the scholarship program for the children and spouses of firefighters who were killed in the line of duty, including scholarships for undergraduate and graduate study.

The Vendor will provide administrative support to the Governor-appointed Committee, including coordinating and facilitating three to four meetings annually.

The Vendor will present scholarship applications, memorial maintenance needs, and proposed Medal of Honor Ceremony expenses to the Committee for review and approval.

The Vendor will implement and administer Committee-approved decisions related to scholarship awards, memorial maintenance, and expenditures for the annual Medal of Honor Ceremony.

The Foundation currently administers one full-time scholarship and two part-time scholarships. Memorial maintenance expenses for the current fiscal year include cleaning and upkeep of the Illinois Fire Fighters' Memorial. Reimbursable costs for the annual Medal of Honor Ceremony include the event venue, catering, recipient lodging and accommodations, transportation, and awards.

Administration of the scholarship program would require the State to establish and manage separate agreements with each participating institution of higher education for tuition payments and related expenses. In addition, the State would be responsible for planning and coordinating the annual Medal of Honor Ceremony and ensuring the ongoing maintenance and preservation of the Illinois Fire Fighters' Memorial.