IDES Mail Fulfillment Sole Source Justification B-25672 Signed.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

The ability to send out all mail through the United States Postal Service (USPS).

PlanetPress software which provides IDES with the ability to transfer files directly to the vendor without having to manually print and deliver files for envelope inserting and mailing Secure file transmission Printing, assembly, postage, and delivery to the USPS of the mail items generated from the correspondence files.

Address verification services to ensure deliverability of each mail item generated from the correspondence files.

Tracking and reporting on return and undelivered mail items.

Provision of paper, envelopes, postage, ink supplies, and all other mailing and printing materials required Provision of mail inserters, mailing machines, high-speed printers, scanners, and all other mailing and printing equipment Provision of a nonexclusive license to use the Enrichment Editor software Access to the Vendor's Mailstream on Demand (MOD) system which allows IDES to view and download item level tracking and status reporting of each mail item.

Maintenance of all licensed software and solutions needed

1 - Pitney Bowes-First Page Processing Fee- which includes 8.5 x 11 color form with perforation; Inbound/outbound envelope; processing, printing, inserting and mailing; Duplex variable printing; CASS Address Cleansing; USPS NCOA link processing- $0.176 2 - Continuation Pages (per 8.5 x 11 duplex page)- $0.06 3 - Programming Change Fees- $200.00.

IDES found Neopost, now known as Quadient, uses it Quadient Impress software. However, to utilize Quadient's services would require IDES to purchase Neoposts machines as well as software, which would not be cost-effective since IDES already owns Pitney Bowes' machines which are not compatible with Quadient's software or machines.

IDES considered Pitney Bowes' costs to be fair and reasonable, when we compared the price for copies on 12/15/2021, Staples currently charges 0.17 cents per page for copies and Office Depot/Office Max charges 0.11 cents per page for copies.

Pitney Bowes' pricing is as follows:

1 - First Page Processing Fee- which includes 8.5 x 11 color form with perforation; Inbound/outbound envelope; processing, printing, inserting and mailing; Duplex variable printing; CASS Address Cleansing; USPS NCOA link processing- $0.176 2 - Continuation Pages (per 8.5 x 11 duplex page)- $0.06 3 - Programming Change Fees- $200.00

Due to the considerable fluctuation in the amount of mail that would need to be processed from day to day, as well as, the uncertainty in the length of time the contract would need to be in place, the agency was only able to use the vendor's quoted price for these services. However, IDES considered the costs to be fair and reasonable as when we compared the price for copies on 12/15/2021, Staples currently charges 0.17 cents per page for copies and Office Depot/Office Max charges 0.11 cents per page for copies.