IATP FAST TRACK SSJF - Bid-51514 SPO approved.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

46CUD00385 POS 07/01/2015-06/30/2016 $863,841 EXEMPTION

Q1Answer: The National Center on Accessible Information Technology in Education defines Assistive Technology as: "Technology used by individuals with disabilities in order to perform functions that might otherwise be difficult or impossible. Assistive technology can include mobility devices such as walkers and wheelchairs, as well as hardware, software, and peripherals that assist people with disabilities in accessing computers or other information technologies. For example, people with limited hand function may use a keyboard with large keys or a special mouse to operate a computer, people who are blind may use software that reads text on the screen in a computer-generated voice, people with low vision may use software that enlarges screen content, people who are deaf may use a TTY (text telephone), or people with speech impairments may use a device that speaks out loud as they enter text via a keyboard."

The Assistive Technology Act of 1998, as Amended in 2004 (Public Law 108-364) requires State Level and State Leadership activity to increase disabled individuals access to AT to support their vocational goals. In compliance with this law, DHS Department of Rehabilitation Services assists VR customers requiring assistive technology to meet their vocational goals. DRS provides an Assistive Technology Specialist who will contact the customer to do the assistive technology evaluation. The Assistive Technology Specialist will bring assistive technology to the evaluation, and, if appropriate and possible, will leave the technology with the customer that day. The assistive technology is purchased in bulk by IATP on behalf of DHS. Customers can keep technology provided through this program as long as they are working on or toward their VR goal.

Examples of AT offered through this program are ergonomic chair, ergonomic desk, talking graphing/scientific calculator, portable video magnifier, large monitor, laptop, headphones, digital recorder, large key keyboard, ergonomic mice and various software products designed to helped disabled. DHS requires a manager of these AT devices for inventory, storage, distribution and collection.

Q2Answer: The vendor will provide the following:

1. Work with the DRS Rehabilitation Technology Section to identify AT devices and software that would be appropriate for bulk-purchasing based on historic trends and known unmet needs. The IATP system tracks the types of devices and which customer receives it. Inventory is included as part of their single audit. The program design is individualized to the customer needs, so new devices may be identified on a case-by-case basis. The number of customers has increased; the cost of equipment will continue to increase; and the availability of equipment can be an obstacle as well. The program structure allows for the greatest access for customers to receive equipment within a couple of business days from the evaluation.

2. Purchase identified AT devices and software in the most cost-effective manner. For items with unit costs over $5000 at least 3 bids will be obtained. (For items available from fewer than 3 sources, the maximum number of bids shall be obtained.) IATP must stay competitive by seeking the most cost-effective option. If the vendor is a sole source vendor, this is noted in orders and inventory.

3. Store purchased items until they are requested for provision to DRS customers (or the contract is terminated, in which case all items would be returned to DRS). Inventory should be managed such that the value (total actual cost) of items remaining in inventory at the end of the contract period is no more than $300,000.

4. Receive requests for items from the DRS Rehabilitation Technology Section and/or AT Evaluators working for DRS under an AT Services contract. Requests will indicate:

a. Requester name and contact information;

b. Recipient name, DRS case number, and contact information;

c. Item(s) requested;

d. Delivery location;

e. Any special delivery instructions.

5. Upon receipt of a request, configure the requested items and ship or deliver the items using the most time- and cost-effective means available. Shipping fees will be included in the cost of the purchased items or will be waived by the vendor. On average, items will be delivered within 3 weeks of request or sooner. If a request cannot be fulfilled within these timelines, DRS Assistive and Information Technology Support Section will be notified of the reason for the delay.

6. Obtain a receipt form with acknowledgment that the items were received and accepted by the recipient.

7. Upon notification that items are no longer needed or operational, provide instructions to the recipient or DRS staff person on how to return items (at the recipient or DRS’ expense), evaluate the condition of returned items, and either return them to inventory for future use or dispose of them appropriately.

Performance Standards

1. Number of requests fulfilled - at least 500.

2. Time from request to delivery - median of 3 weeks (21 calendar days) or less.

3. % savings over retail costs – total of 5% or more.

DHS has set both performance and procurement standards within the IATP contract to insure the price paid is fair and reasonable for the services required.

AT devices and software are to be purchased in the most cost-effective manner. For items with unit costs over $5000, at least 3 bids will be obtained. (For items available from fewer than 3 sources, the maximum number of bids shall be obtained.)

Through these contractual terms, DHS requires IATP to offer competitive pricing under optimal terms and conditions.

Q3Answer: The Illinois Assistive Technology Program (IATP) is the only organization with the specialized skills and certifications required to provide these services statewide. Assistive Technology (AT) Devices to will be provided directly to Division of Rehabilitation Services (DRS) Vocational Rehabilitation (VR) program customers, with the goal of minimizing the time and cost required.

Products could be purchased directly from technology vendors; however, IATP provides an invaluable service of providing a face-to-face evaluation of the customer’s need, evaluating the technology needs on the spot, then imaging the purchased devices with assistive technology for the use of customers. The tailoring of the software packaging and hardware can only be provided by IATP.

As defined in the Assistive Technology Act of 2004 (P.L. 108-364), Assistive Technology Devices are "any item, piece of equipment, or product system, whether acquired commercially, modified, or customized, that is used to increase, maintain, or improve functional capabilities of individuals with disabilities." Services will be managed by professionals at IATP with extensive knowledge and expertise in assistive technology, including RESNA (Rehabilitation Engineering and Assistive Technology Society of North America) Assistive Technology Professional (ATP) certification. Services will be provided statewide.

IATP requires staff to consider several factors when purchasing Assistive Technology devices through either a Purchase Order or a bid process for items that exceed the $5,000 threshold and the requirements are: best price; availability of the vendor to deliver within the needed timeframe, consistent quality and features of products when comparing them between vendors, warranty and do the laptop models have BIOS-level configurations that can be modified which is a must for use with AT software. . IATP does its due diligence when “shopping for the best price” and compare prices/quotes across a variety of vendors. Part of the consideration is determining the greatest cost savings that IATP can obtain by purchasing in bulk or in a greater quantity that is needed to fulfill or support the requirement of the contract. IATP reviews certain vendors annually for items such as laptops with certain operating systems or speed requirements to run adapted software such as Jaws while searching for new vendors to expand the pool of vendors in order to secure the most competitive price available. IATP does review information about product specifications with its funder annually to ensure that IATP is procuring exactly what is needed for DRS customers to utilize the assistive technology or adapted software. Several of the items IATP procures are “Sole Source” items and only a few vendors are sales reps for those items. IATP will explore the best deals that the various vendors and purchase through the vendor that meet the needed requirements above.

IATP maintains a comprehensive inventory system across all programs and can produce data on the location of the AT devices purchased, where the item is located ( such as the customer’s homes for employment and/or training purposes) the retail cost and the cost paid per item which produces the overall cost savings per device which is reported quarterly to the funder.

PERSONNEL $378,468

FRINGE BENEFITS $94,501

TRAVEL $1,000

EQUIPMENT $7,000

SUPPLIES $1,657,000

OCCUPANCY $100,000

TELECOMMUNICATIONS $3,200

TRAINING & EDUCATION $1,000

MISCELLANEOUS COSTS $52,886

TOTAL CONTRACT $2,295,055