IDOC - R-110178 Sole Source Justification Form SIGNED.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 22-426DOC-CENTO-R-110178

Requesting Agency/University IL. Department of Corrections

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

Department/Bureau/Section: Fiscal Services

Need Identified Date: Oct 27, 2021 Supply/Service Need By Date: 11/1/21

Project Title: DOC - Correctional Facility Door Locking System - Lawrence

Vendor: Willo Products Company, Inc.

Provide a description of the supplies or services required: Tamper proof cell door lock upgrade to prevent life and safety issues for staff and individuals in custody.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 4,200,000

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 Source

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)

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 22-426DOC-CENTO-R-110178

Requesting Agency/University IL. Department of Corrections

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 02/24/2021 06/30/2021 60,000 DOC-LAW aftermarket locking system P-23816 Small Purchase

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:

The current locks on the individuals in custody cells have a flaw in the system that allows for unauthorized opening of secure doors in the facility.

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

The Wedge locking mechanism is a sole source patented aftermarket locking device that can be installed over the current cell door locks without requiring extensive renovation of the cell structure or replacing all of the locks

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?

There was an small purchase with emergency conditions to in FY21 to purchase the locking system to secure 20 doors that proposed an immediate security issue. Upon the installation of the locking system the facility found the mechanisms to be most effective and to ensure facility wide continuity for its security door system.

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 product is patented to one company and there are no other companies that are compatible.

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?

Jeff Hawkins, Chief Engineer, has researched solutions to prohibit unauthorized cell exits by offenders. The patented Wedge with Gripper by Willo Products is the most security effective solution and cost savings solution versus replacing all of the locks that can now be manipulated by individuals in custody posing life and safety risks for staff and individuals in custody

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Bulletin Reference Number 22-426DOC-CENTO-R-110178

Requesting Agency/University IL. Department of Corrections

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?

The price was based on the previous purchase price of the locking system at the correctional facility through Bid 21-426DOC-LAWRE- B-19871

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?

The Correctional Facility has an increased safety risk to staff and individuals in custody. Having multiple lock system in a correctional environment can compromise the access and security to the facility. Different systems have different keys and attachments which would not provide uniformity and would complicate training for access in an out of cells by staff.

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

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Bulletin Reference Number 22-426DOC-CENTO-R-110178

Requesting Agency/University IL. Department of Corrections

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 27, 2021

Printed Name Jacenta Wilson E-mail Address jacenta.wilson@illinois.gov

Phone Number 217-558-2200 x4123

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 Jacenta.Wilson@illinois.gov

Phone Number 217-558-2200 x4123 Date Nov 3, 2021

Printed Name Jacenta Wilson

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 217-622-3110 Date Nov 4, 2021

Printed Name Sandy E. Robinson II E-mail Address Sandy.Robinson@illinois.gov

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Bulletin Reference Number 22-426DOC-CENTO-R-110178

Requesting Agency/University IL. Department of Corrections

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

Project Title DOC - Correctional Facility Door Locking System - Lawrence

Vendor Willo Products Company, Inc.

Initial Date of Procurement Bulletin Posting Nov 3, 2021

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