FY25 Laserfiche Small Purchase with Sole Source Conditions.pdf

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Small Purchase - with Sole Source Conditions BidBuy Bid Number State of Illinois Chief Procurement Office General Services Small Purchase - Sole Source Conditions V.22.1 Page of Part 1 - General Information Part 2 - Purchase History Has the agency purchased these supplies or services in the past five (5)years?

Part 3 - Business Rationale What are the specifications of the goods and/or services that you need?

What research has been done, and by whom, to determine the goods/services needed can only be provided by this vendor, and at the best possible price?

What will be the financial or other impact to the agency if this Small Purchase with Sole Source Conditions purchase is not approved?

Is there any additional information you would like to add to justify this Small Purchase with Sole Source Conditions?

11.0.0.20130303.1.892433.887364

25-440DFPR-INFOT-B-41474

FY24 (07/01/2023-06/30/2024) 24-440DFPR-INFOT-P-50791

FY23 (07/01/2022 - 06/30/2023) 23-440DFPR-INFOT-P-35738

FY22 (07/01/2021 - 06/30/2022) 22-440DFPR-INFOT-P-26182

FY21 (07/01/2020 - 06/30/2021) 21-440DFPR-INFOT-P-18666

FY20 (07/01/2019 - 06/30/2018) 20-440DFPR-INFOT-P-9448

TextField3: IDFPR is requesting a small purchase with sole source conditions of its Laserfiche Rio licenses and maintenance for Fiscal Year 2025 (7/1/24 - 6/30/25). This service allows IDFPR to support several key business applications which are tightly integrated with the Laserfiche product. Laserfiche Rio provides scalability and other features the Department has implemented over the past few years, including the ability to manage its own Laserfiche environments.

Laserfiche is Enterprise Content Management software with imaging and records management features that allow the agency to store and search for images of files electronically rather than looking through paper files or microfilm. This SPSSC will provide us with 220 licenses for the IDFPR business groups that regularly utilize this program along with technical support to maintain the continuous operations.

TextField4: In collaboration with DOIT assigned resources to IDFPR (Chief Information Officer) and IDOI, it was identified that any variation of this request would require an exponential higher cost to achieve a similar solution (at least 6-figures not only for new solution costs but also additional project/services cost to security migrate any current and legacy records into any solution.

The research has been done by IDFPR's Agency Purchasing Officer. TKB vendor (SBSA) is the only reseller for the State of Illinois. Only this vendor has license to sell the Laserfiche software in Illinois. Laserfiche has not authorized any other vendor to provide their software except for TKB in the State of Illinois. IDFPR and IDOI will get 15% off our purchase if we get the license as JP through TKB. Without the JP, we will not receive the discount. IDOI and IDFPR have been utilizing this provider the past several Fiscal Years as they provide a volume-based discount that other providers cannot provide. IDFPR has also begun researching and discussing enterprise solutions available through DoIT master contracts. However, a current lack of resources at all agencies (IDOI, DoIT, and IDFPR), a lack of project governance execution, and a lack of a business and budget plans limit our current options to maintaining the status quo. At this time, no proposal or project has been identified to execute this type of transition due to it not being economically feasible.