IdentiSys Printer Maintenance Sole Source Justification Form Part 1.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 22-493ISP-ADMIN-R-97183/B-23065

Requesting Agency/University Illinois State Police

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

Department/Bureau/Section: Division of Justice Services, Firearms Services Bureau

Need Identified Date: 04/23/2021 Supply/Service Need By Date: 07/01/2021

Project Title: FY22 FOID/CCL Card Printers Support and Maintenance

Vendor: IdentiSys, Inc.

Provide a description of the supplies or services required: Maintenance and support agreement for the MX2100 and MX6100 card issuance printers.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 175,000

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 Economically Feasible Source

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: Jul 1, 2021

Estimated Contract End Date: Jun 30, 2022

Number of Potential Renewals: 0

Length of Each Renewal in Months:

Total Value of All Renewals:

If a Term Contract, does the term, including renewals, exceed 12 months? Yes No

Section III - Funding Source Select the type of funding to be used (Check all that apply): State Appropriate Funds Federal Funds Other (Explain):

State Police Firearms Services Fund

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)

Compatibility of Equipment, Accessories, Replacement Parts or Service

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

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Bulletin Reference Number 22-493ISP-ADMIN-R-97183/B-23065

Requesting Agency/University Illinois State Police

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 07/01/2020 06/30/2021 99,500 FOID/CCL Printer Maintenance P-18233 Small Purchase

2 06/0/2020 06/03/2021 863,434.41 MX6100 Card Issuance System P-18314 Sole Source

3 04/11/2019 06/30/2020 99,500 FOID/CCL Printer Maintenance P-5873 Small Purchase

4 11/21/2013 11/20/2018 617,312 MX2100 Card Issuance System PBC82269 Exemption

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:

Illinois State Police (ISP) has a need to procure an on-site service and maintenance agreement that provides immediate on-site support for the Datacard MX2100 and MX6100 printing systems used for the printing of Firearm Owner Identification (FOID) and Concealed Carry License (CCL) cards and notification letters. The Firearms Service Bureau (FSB) is responsible for the printing of all FOID and CCL cards and notification letters. Due to the high volume of cards and letters printed on a daily basis, over a million combined, and the complex nature of the equipment, routine maintenance is necessary. Additionally, in the event of equipment failure, it is imperative that repairs are fixed as quickly as possible to ensure minimal interruption of printing.

ISP is mandated by Firearms Owners Identification Act (430 ILCS 65/5) and Public Act 98-063 Firearm Concealed Carry Act (430 ILCS 66) to print FOID and CCL cards within specified time frames. FOID cards are mandated to be processed within 30 calendar days. The ISP must also provide timely notification to applicants and law enforcement officials of application denials and the revocation of cards.

IdentiSys Inc. is the only authorized sales and service partner for Datacard Group MX2100 and MX6100 printer series.

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

The ISP requires a vendor to perform on-site support and maintenance for the Datacard MX2100 and MX6100 card issuance printers.

IdentiSys, Inc. is the only authorized vendor that can perform the service and maintenance on the MX2100 and MX6100 printers without voiding the warranty. The contract includes the following costs:

MX6100 maintenance - $91,578.00 MX2100 Maintenance - $54,621.00

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?

IdentiSys, Inc. is the only authorized vendor that can perform the service and maintenance on the MX2100 and MX6100 printers without voiding the warranty.

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Bulletin Reference Number 22-493ISP-ADMIN-R-97183/B-23065

Requesting Agency/University Illinois State Police

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:

IdentiSys, Inc. is the only authorized vendor that can perform the service and maintenance on the MX2100 and MX6100 printers without voiding the warranty. The letter from IdentiSys confirms that the warranty will be voided should another vendor provide service on the printers.

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?

Please see the attached letters from Entrust Datacard and IdentiSys, Inc. The letter from Entrust Datacard attests to the fact that IdentiSys Inc. is the authorized sales and service provider for Datacard MX Systems in the state of Illinois. The letter from IdentiSys confirms that the warranty will be voided should another vendor provide service on the printers.

The MX2100 printer was purchased in 2013 for a cost of $617,312. The initial contract for the procurement contained one year of onsite service and maintenance and an additional four years of extended onsite service and maintenance. Additional service agreements have been procured each year as shown on page 2. The MX6100 printer was purchased in 2020 for a cost of $863,434. The initial contract contained an 11-month service agreement. Additional service agreements will be required each year until such time as the printers are replaced.

The useful life of each of the printers is 20 million cards. The ISP prints approximately 300,000-350,000 cards per year.

An annual service agreement is more cost effective than the annual solicitation of new printers with maintenance and support included.

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?

IdentiSys, Inc. is the only authorized vendor that can perform the on-site service and maintenance on the MX2100 and MX6100 printers without voiding the warranty. ISP negotiated with the vendor to ensure that the best possible price is received. The pricing is in line with the amount paid for the MX2100 printer in prior years. The additional cost is for the on-site service and maintenance on the newly purchased MX6100 printer. The initial contract for the purchase of the MX6100 printer contained an 11-month on-site service agreement. The cost of replacing the current printers with new printers with maintenance and support included would be cost prohibitive. The cost to replace the printers would be approximately $1,750,000 while an annual on-site service agreement for both printers is $175,000.00.

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:

Ongoing annual support and maintenance will be required for the life of the printers.

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?

If this procurement is not approved, there will be no service and maintenance agreement in place covering this equipment during FY22 No preventative maintenance will result in equipment failures. Additionally, ISP would not have access to on-site support when problems occur, which will result in the discontinuation of FOID and CCL card printing, including denial and revocation letters. If a competitive bid is required, no other vendor would be authorized to service the Datacard MX2100 and MX6100 printers.

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

None

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Bulletin Reference Number 22-493ISP-ADMIN-R-97183/B-23065

Requesting Agency/University Illinois State Police

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 Jun 9, 2021

Printed Name Greg Hacker E-mail Address Greg.hacker@illinois.gov

Phone Number 217-782-5015

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 Debra.Logan@Illinois.gov

Phone Number 217-558-3880 Date Jun 9, 2021

Printed Name Debra Logan

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 217-622-1908 Date

Printed Name Andrew Hennig E-mail Address andrew.Hennig@illinois.gov

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Bulletin Reference Number 22-493ISP-ADMIN-R-97183/B-23065

Requesting Agency/University Illinois State Police

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

ISP is mandated by Firearms Owners Identification Act (430 ILCS 65/5) and Public Act 98-063 Firearm Concealed Carry Act (430 ILCS 66) to print FOID and CCL cards within specified time frames. FOID cards are mandated to be processed within 30 calendar days. The ISP must also provide timely notification to applicants and law enforcement officials of application denials and the revocation of cards. IdentiSys Inc. is the only authorized sales and service partner for Datacard Group MX2100 and MX6100 printer series.

Q2Answer: The ISP requires a vendor to perform on-site support and maintenance for the Datacard MX2100 and MX6100 card issuance printers. IdentiSys, Inc. is the only authorized vendor that can perform the service and maintenance on the MX2100 and MX6100 printers without voiding the warranty. The contract includes the following costs:

MX6100 maintenance - $91,578.00 MX2100 Maintenance - $54,621.00

The MX2100 printer was purchased in 2013 for a cost of $617,312. The initial contract for the procurement contained one year of onsite service and maintenance and an additional four years of extended onsite service and maintenance. Additional service agreements have been procured each year as shown on page 2. The MX6100 printer was purchased in 2020 for a cost of $863,434. The initial contract contained an 11-month service agreement. Additional service agreements will be required each year until such time as the printers are replaced.

The useful life of each of the printers is 20 million cards. The ISP prints approximately 300,000-350,000 cards per year.

An annual service agreement is more cost effective than the annual solicitation of new printers with maintenance and support included.