Horizontech SSJF change order signed.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 23-350SOS-SOS35-B-33297

Requesting Agency/University Secretary of State

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

Department/Bureau/Section: Vehicle Services Department

Need Identified Date: November 1, 2022 Supply/Service Need By Date: November 1, 2022

Project Title: Data Entry of Forms and Documents Change Order

Vendor: Horizontech Inc

Provide a description of the supplies or services required: Change order entry of physician ID numbers to the data entry and image

Value: Estimated Value of Initial Term, this Change Order or Amendment: 10,500

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: One-Time Amendment or Change Order

Section II - Proposed Term

One-Time Purchase Term Contract

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)

Horizontech currently provides the imaging titles. This is a change order to add a field for the entry of the physician ID #

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

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Bulletin Reference Number 23-350SOS-SOS35-B-33297

Requesting Agency/University Secretary of State

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 Jul 1, 2016 Jun 30, 2017 847,097.5 Data Entry of Forms and Documents 17VS103000 RFP

2 Jul 1, 2017 Jun 30, 2018 845,733.14 Data Entry of Forms and Documents 17VS103000 RFP

3 Jul 1, 2018 Jun 30, 2019 1,004,429.98 Data Entry of Forms and Documents 17VS103000 RFP

4 Jul 1, 2019 Jun 30, 2020 770,413.49 Data Entry of Forms and Documents 17VS103000 Renewal

5 Jul 1, 2020 Jun 30, 2021 853,483.46 Data Entry of Forms and Documents 17VS103000 Renewal

6 Jul 1, 2021 Jun 30, 2022 1,331,297.84 Data Entry of Forms and Documents 17VS103000 Emergency Extension

7 Jul 1, 2022 Sept 30,2022 368,702.16 Data Entry of Forms and Documents 17VS103000 Emergency Extension

8 Oct 1, 2022 Sept 30, 2024 2,000,000 Data Entry of Forms and Documents 23VS103002 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:

ILSOS needs a data field keyed into the current application processing system for disability placards. The field must contain the license number of the medical professional who authorized the customer to obtain a disability placard. It is the responsibility of VSD to ensure that all placard recipients meet the statutory requirements of 625 ILCS 5/1-159.1. ILSOS has received information that some placards are being issued to that have not met the medical requirements for a diagnoses . By keying the number we can identify the fraudulent applications which we can then revoke and we can forward the medical provider information to the appropriate department for action.

The need is urgent in that we believe there are illegal placards currently in use.

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

The medical license number needs to be keyed into a file compatible with SOS disability placard system by viewing images of the application currently stored in the Horizon database. This is for placard applications issued before the discovery of the fraud, after which we have begun keying that information at the time of processing. Vendor will add a field to the stored image for the entry of the physicians id# for an estimated 50,000 new applications

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 vendor is currently processing the applications for disability placards. They already have access to all the forms that have been processed and will process applications going forward through the remainder of the current contract.

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:

This vendor has the images already in the their system, and this vendor alone already has the ability to transfer a compatible file into the SOS database, in a manner that meets all SOS security and technical requirements.

5. Has the Agency or University considered alternative supplies or services to satisfy their need? Yes No

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Bulletin Reference Number 23-350SOS-SOS35-B-33297

Requesting Agency/University Secretary of State

5a. If no, why weren't alternatives evaluated?

Operational needs would require at least a 6 month flow for transition and migration of files and data. 4) The time frame required to develop a system and obtain the images will not allow a timely resolution of the fraud issue and will allow individuals to continue to use illegal placards likely causing a hardship for those who meet qualifications

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?

Original contract was procured via formal bid. The cost for this update is very minimal and considered to be fair and reasonable based on the current pricing structure.

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

Yes No

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?

Continued fraud and issuance of placards to those not meeting the requirements for disability parking placards.

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

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Bulletin Reference Number 23-350SOS-SOS35-B-33297

Requesting Agency/University Secretary of State

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 Oct 20, 2022

Printed Name Valerie Tuxhorn E-mail Address vtuxhorn@ilsos.gov

Phone Number 217-782-0443

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

Phone Number Date

Printed Name

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 217-782-7198 Date 11/17/2022

Printed Name Katherine Tople E-mail Address ktople@ilsos.gov

Version 7.01 Page 5 of 5

Bulletin Reference Number 23-350SOS-SOS35-B-33297

Requesting Agency/University Secretary of State

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

Project Title Data Entry of Forms and Documents Change Order

Vendor Horizontech Inc

Initial Date of Procurement Bulletin Posting Nov 17, 2022

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 217-782-8892

Printed Name Amanda Trimmer Date

CPO E-mail atrimmer@ilsos.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 atrimmer@ilsos.gov