Idemia upgrade change order SSJF.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number 23-350SOS-SOS35-B-32216

Requesting Agency/University Illinois Secretary of State

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

Department/Bureau/Section: Driver Services/Information Technology/Real ID

Need Identified Date: Mar 9, 2022 Supply/Service Need By Date: Oct 3, 2022

Project Title: Driver License Printing Equipment Upgrade Change Order

Vendor: IDEMIA

Provide a description of the supplies or services required:

An evaluation of the current infrastructure was completed with the goal of changing as little as possible while maintaining a secure and reliable solution that would also alleviate mainframe modernization for ILSOS. Upon analysis it was determined most of the infrastructure hardware is end-of-life and requires replacement. Only some software will require updating as described in the justification below.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 1,400,000

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: 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)

Critical Changes to the Existing Contract are Necessary and Best Accomplished by the Contract Holder

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

Another justification that this purchase is only available from a sole source is because it is:

Software License/Upgrade/Maintenance

Another justification that this purchase is only available from a sole source is because it is:

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 23-350SOS-SOS35-B-32216

Requesting Agency/University Illinois Secretary of State

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

Section 6-101 of the Illinois Vehicle Code requires all drivers on Illinois roadways to have a drivers license or permit. Section 2-101 grants the Secretary of State the authority to administer chapters 2-9 of the Vehicle Code, which includes Section 6-101:

Sec. 6-101. Drivers must have licenses or permits.

(a) No person, except those expressly exempted by Section 6-102, shall drive any motor vehicle upon a highway in this State unless such person has a valid license or permit, or a restricted driving permit, issued under the provisions of this Act.

Sec. 2-101. Administration vested in Secretary of State.

The Secretary of State is hereby vested with powers and duties and jurisdiction of administering Chapters 2, 3, 4, 5, 6, 7, 8 and 9 of The Illinois Vehicle Code.

Section 2 of the Illinois Identification Card Act (15 ILCS 335/2) provides:

Sec. 2. Administration and powers and duties of the Administrator.

(a) The Secretary of State is the Administrator of this Act, and he is charged with the duty of observing, administering and enforcing the provisions of this Act.

Section 4 of the Illinois Identification Act (15 ILCS 335/4) provides:

(a) The Secretary of State shall issue a standard Illinois Identification Card to any natural person who is a resident of the State of Illinois who applies for such card, or renewal thereof

(b) The Secretary of State shall issue a special Illinois Identification Card, which shall be known as an Illinois Person with a Disability Identification Card, to any natural person who is a resident of the State of Illinois, who is a person with a disability as defined in Section 4A of this Act, who applies for such card, or renewal thereof.

These duties cannot be carried out without a vendor issuing the driver’s licenses, driving permits, and identification cards.

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

The driver’s license issuance process begins at a vendor-supplied image capture workstation where the applicant’s name and limited demographic information are entered, or the barcode of the applicant’s current license is scanned, and a photograph and signature of the applicant is captured. The captured image, signature and limited required demographic data are shared with the vendor system through the Secretary of State mainframe. The applicant then moves to a separate Secretary of State workstation to make application for an initial, renewal, corrected or duplicate driver’s license or instruction permit. Applicants for an initial driver’s license must provide documentation of their identity (name and date of birth), residence address and social security number. Renewal applicants need only provide their expiring driver’s license, while applicants for a corrected card, such as name or address change, must provide documentation of the change. Applicants for a duplicate card must submit a document proving their identity.

Following the initial steps to issue a DL/ID, an applicant may be required to take a vision exam, written exam and/or behind the wheel exam. The results of these exams are entered into and stored within the Secretary of State driver’s license processing system. If an applicant is determined to be eligible for a driver’s license, that applicant’s demographic information, photograph, and other related information is provided to the secure manufacturing facility of the vendor operating the card issuance system. The vendor then prints each card and mails it to the applicant.

The processes described above require all of the required EDP equipment to be fully operational and able to interface with the secure software application for storage and interface with software from other entities (i.e. Governmental entities, federal/state law enforcement agencies, etc...).

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Bulletin Reference Number 23-350SOS-SOS35-B-32216

Requesting Agency/University Illinois Secretary of State

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?

An evaluation of the current infrastructure was completed with the goal of changing as little as possible while maintaining a secure and reliable solution that would also alleviate mainframe modernization for ILSOS. Upon analysis it was determined most of the infrastructure hardware is end-of-life and requires replacement. The necessary upgrades are outlined below:

1. All hardware utilized and maintained in the primary production infrastructure at the Dirksen Parkway data center will be replaced.

This hardware runs ILSOS production environment including Image Server and Facial Recognition software. This will remain on premise hardware.

2. All hardware utilized and maintained at the disaster recovery secondary infrastructure in IDEMIA California data center will be replaced. This will remain on premise hardware.

3. The image capture workstation hardware will be partially replaced, as needed. Idemia will continue to utilize factory servers and the current method of file share to exchange files.

a. Idemia will replace: PC, monitor, laser printers, backup UPS batteries and backdrops for the current install base plus sparing;

b. Idemia will reutilize: Camera, signature pad, barcode scanner/stand, surge strips;

c. Idemia will replace mobile cases and components in full.

4. Network infrastructure:

a. Primary and DR switch and firewalls will be upgraded;

b. Disaster recovery processes will be re-architected to ease switchover complexity;

c. Bandwidth needs will be increased as needed to support database growth.

5. Software Refresh:

a. SQL 2012 will be upgraded for continued support from Microsoft including security vulnerability updates;

b. Windows 2012 Operating System on all primary and DR servers will be upgraded for continued support from Microsoft including security vulnerability updates;

c. Other system management software including VMWare, virus protection, monitoring and backups will be refreshed;

d. MBSS (Multi-Biometric Search Service) will replace the current ABIS (Automatic Biometric Identification System) currently in use by ILSOS and all records in ABIS will be migrated to MBSS.

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 software and equipment is proprietary to the current vendor and cannot be purchased from other resellers.

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 software and equipment is proprietary to the current vendor and cannot be purchased from other resellers.

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?

This solicitation was competitively bid in 2013. Significant negotiations took place in regards to this upgrade to ensure ILSOS was getting fair and reasonable pricing. In addition, a full analysis was done to ensure equipment was only replaced if it was necessary.

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Bulletin Reference Number 23-350SOS-SOS35-B-32216

Requesting Agency/University Illinois Secretary of State

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:

An additional posting was done under 23-350SOS-SOS35-B-32203 detailing a three year sole source contract with Idemia to continue providing the same services while ILSOS issues a request for proposal for an upgraded solution.

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?

ILSOS will not be able to meet the statutory requirements listed in Question 1.

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-32216

Requesting Agency/University Illinois 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

Printed Name E-mail Address

Phone Number

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 Sep 20, 2022

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

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Bulletin Reference Number 23-350SOS-SOS35-B-32216

Requesting Agency/University Illinois Secretary of State

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

Project Title Driver License Printing Equipment Upgrade Change Order

Vendor IDEMIA

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 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

Sec. 6-101. Drivers must have licenses or permits.

(a) No person, except those expressly exempted by Section 6-102, shall drive any motor vehicle upon a highway in this State unless such person has a valid license or permit, or a restricted driving permit, issued under the provisions of this Act.

Sec. 2-101. Administration vested in Secretary of State.

The Secretary of State is hereby vested with powers and duties and jurisdiction of administering Chapters 2, 3, 4, 5, 6, 7, 8 and 9 of The Illinois Vehicle Code.

Section 2 of the Illinois Identification Card Act (15 ILCS 335/2) provides:

Sec. 2. Administration and powers and duties of the Administrator.

(a) The Secretary of State is the Administrator of this Act, and he is charged with the duty of observing, administering and enforcing the provisions of this Act.

Section 4 of the Illinois Identification Act (15 ILCS 335/4) provides:

(a) The Secretary of State shall issue a standard Illinois Identification Card to any natural person who is a resident of the State of Illinois who applies for such card, or renewal thereof

(b) The Secretary of State shall issue a special Illinois Identification Card, which shall be known as an Illinois Person with a Disability Identification Card, to any natural person who is a resident of the State of Illinois, who is a person with a disability as defined in Section 4A of this Act, who applies for such card, or renewal thereof.

These duties cannot be carried out without a vendor issuing the driver’s licenses, driving permits, and identification cards.

Q2Answer: The driver’s license issuance process begins at a vendor-supplied image capture workstation where the applicant’s name and limited demographic information are entered, or the barcode of the applicant’s current license is scanned, and a photograph and signature of the applicant is captured. The captured image, signature and limited required demographic data are shared with the vendor system through the Secretary of State mainframe. The applicant then moves to a separate Secretary of State workstation to make application for an initial, renewal, corrected or duplicate driver’s license or instruction permit. Applicants for an initial driver’s license must provide documentation of their identity (name and date of birth), residence address and social security number. Renewal applicants need only provide their expiring driver’s license, while applicants for a corrected card, such as name or address change, must provide documentation of the change. Applicants for a duplicate card must submit a document proving their identity.

Following the initial steps to issue a DL/ID, an applicant may be required to take a vision exam, written exam and/or behind the wheel exam. The results of these exams are entered into and stored within the Secretary of State driver’s license processing system. If an applicant is determined to be eligible for a driver’s license, that applicant’s demographic information, photograph, and other related information is provided to the secure manufacturing facility of the vendor operating the card issuance system. The vendor then prints each card and mails it to the applicant.

The processes described above require all of the required EDP equipment to be fully operational and able to interface with the secure software application for storage and interface with software from other entities (i.e. Governmental entities, federal/state law enforcement agencies, etc...).

Q3Answer: An evaluation of the current infrastructure was completed with the goal of changing as little as possible while maintaining a secure and reliable solution that would also alleviate mainframe modernization for ILSOS. Upon analysis it was determined most of the infrastructure hardware is end-of-life and requires replacement. The necessary upgrades are outlined below:

1. All hardware utilized and maintained in the primary production infrastructure at the Dirksen Parkway data center will be replaced. This hardware runs ILSOS production environment including Image Server and Facial Recognition software. This will remain on premise hardware.

2. All hardware utilized and maintained at the disaster recovery secondary infrastructure in IDEMIA California data center will be replaced. This will remain on premise hardware.

3. The image capture workstation hardware will be partially replaced, as needed. Idemia will continue to utilize factory servers and the current method of file share to exchange files.

a. Idemia will replace: PC, monitor, laser printers, backup UPS batteries and backdrops for the current install base plus sparing;

b. Idemia will reutilize: Camera, signature pad, barcode scanner/stand, surge strips;

c. Idemia will replace mobile cases and components in full.

4. Network infrastructure:

a. Primary and DR switch and firewalls will be upgraded;

b. Disaster recovery processes will be re-architected to ease switchover complexity;

c. Bandwidth needs will be increased as needed to support database growth.

5. Software Refresh:

a. SQL 2012 will be upgraded for continued support from Microsoft including security vulnerability updates;

b. Windows 2012 Operating System on all primary and DR servers will be upgraded for continued support from Microsoft including security vulnerability updates;

c. Other system management software including VMWare, virus protection, monitoring and backups will be refreshed;

d. MBSS (Multi-Biometric Search Service) will replace the current ABIS (Automatic Biometric Identification System) currently in use by ILSOS and all records in ABIS will be migrated to MBSS.