ISP - DOA - SSJF - 22041988 FOID-CCL Printing Supplies - $350000.00 - 4.17.18.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 22041988

Requesting Agency/University Illinois State Police

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

Department/Bureau/Section: Firearms Services Bureau

Need Identified Date: Feb 5, 2018 Supply/Service Need By Date: Apr 1, 2018

Project Title: FOID/CCL Printing Supplies

Vendor: IdentiSys

Provide a description of the supplies or services required:

The Illinois State Police (ISP) intends to procure supplies needed for the printing of Firearms Owners Identification Cards (FOID) and Concealed Carry Licenses (CCL). There are two business needs for this procurement. This first business need is the printing of FOID cards and FOID denial and revocation letters to meet the objectives in the Public Safety (430ILCS 65/5) Firearms Owners Identification Act. The second business need is the printing of CCL cards and the CCL denial and revocation letters. This procurement will meet the objectives outlined in Public Act 98-063, Concealed Carry Act (the Act) which was enacted on July 9, 2013. If this procurement is not approved, the ISP will not meet the mandated objectives outlined in the Acts listed above.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 350,000

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

Estimated Contract Begin Date: Apr 1, 2018

Estimated Contract End Date: Mar 31, 2019

Number of Potential Renewals: 0

Length of Each Renewal in Months: 0

Total Value of All Renewals: 0

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):

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

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Bulletin Reference Number 22041988

Requesting Agency/University Illinois State Police

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

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 Mar 31, 2017 Mar 30, 2018 350,000 Printing Supplies PBC101347 Sole Source

2 Nov 18, 2015 Nov 9, 2016 350,000 Printing Supplies PBC94554 Sole Source

3 Jun 23, 2015 Sep 18, 2015 65,000 Printing Supplies PBC94143 Emergency

4 Jun 3, 2015 Jun 3, 2015 14,950 Printing Supplies PBC92000 Small Purchase

5 Dec 23, 2013 Mar 31, 2014 102,784.35 Printing Supplies PBC82831 Sole Source

If more than 10, or if other comments, explain: N/A

Section VI - Business Rationale

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

The Illinois State Police (ISP) intends to procure supplies needed for the printing of Firearms Owners Identification Cards (FOID) and Concealed Carry Licenses (CCL). There are two business needs for this procurement. The first need is the printing of FOID cards to meet the objectives outlined in Public Safety (430ILCS 65/5) Firearms Owners Identification Act. The second business need is the printing of CCL cards. This procurement will meet the objectives outlined in Public Act 98-063, the Concealed Carry Act (the Act) which was enacted on July 9, 2013. If this procurement is not approved, the ISP will not meet the mandated objectives outlined in the Acts listed above. The ISP purchased the card issuance system to print cards in-house. The supplies listed below are needed to print the cards as well as the denial/revocation letters. The procurement will allow ISP to continue printing cards for one year and meet legislative mandates.

The Supplies to be purchased for the MX2100 include:

Cleaning Tape Cleaning Roller Graphics Monochrome Ribbon Full Color Ribbon Set Stickers, Card Affixing, MXD, Full-coated Double-sided Adhesive Stickers Envelopes Sealing Wetter Fluid MXD Cleaning Supplies Printheads Black Printheads Color Duragard Laminate, 1.0 nil. Holo, Registered Printer Maintenance Kit Toner

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Bulletin Reference Number 22041988

Requesting Agency/University Illinois State Police

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

IdentiSys is exclusively authorized to sell Datacard supplies outlined above for the card issuance printer. The use of non-certified supplies by other vendors is not an option. The Illinois State Police has been advised by IdentiSys that use of non-certified supplies may void the printer warranty and that failure to use authorized supplies may lead to significant problems with production capabilities and reliability of the equipment. The risk of damaging state property and/or voiding the warranty is unacceptable given the critical program supported by the printer. ISP must have the proper printing supplies to meet legislative mandates.

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?

The printer was purchased in 2013 for $615,000 which included an initial one year of on-site service and maintenance and an additional four years of extended on-site service and maintenance. To ensure the continued operation of the card issuance system, certified supplies must be used.

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:

No other vendor can provide the certified Datacard supplies which will ensure continued coverage of the on-site service and maintenance agreement. IdentiSys is the authorized seller of the needed printing supplies.

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?

No other supplies have been evaluated due to the vendor indicating they reserve the right to void all warranty coverage, on-site service agreements, software maintenance agreements and parts if determined that materials, supplies, paper, inks are not authorized and certified by the manufacturer and its representative partner for the application in question (IdentiSys). The vendor has provided this communication in both verbal and written form.

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 ISP has requested a price quote to purchase supplies over a 12 month period. The vendor agreed to maintain pricing at the same level as the previous contract.

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?

If this purchase is not approved, ISP will not have the adequate supplies to continue production of FOID and CCL cards throughout the upcoming year. If a competitive bid is required, IdentiSys will be the only authorized vendor to provide the requested items and ensure continued coverage under the on-site service and maintenance agreement.

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

See attached sole source letter from vendor.

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Bulletin Reference Number 22041988

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 04/04/2018

Printed Name Jessica Trame E-mail Address Jessica_Trame@isp.state.il.us

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 Mike_Gillock@isp.state.il.us

Phone Number 217-785-2035 Date

Printed Name Lieutenant Colonel Mike Gillock

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 217-557-4781 Date Apr 17, 2018

Printed Name Richard R. (Dick) Welch E-mail Address Richard.Welch@Illinois.gov

Version 7.01 Page 5 of 5

Bulletin Reference Number 22041988

Requesting Agency/University Illinois State Police

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

Project Title FOID/CCL Printing Supplies

Vendor IdentiSys

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 217-558-2231

Printed Name Ellen H. Daley Date

CPO E-mail Ellen.H.Daley@illinois.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 Ellen.H.Daley@illinois.gov

The Supplies to be purchased for the MX2100 include:

Cleaning Tape Cleaning Roller Graphics Monochrome Ribbon Full Color Ribbon Set Stickers, Card Affixing, MXD, Full-coated Double-sided Adhesive Stickers Envelopes Sealing Wetter Fluid MXD Cleaning Supplies Printheads Black Printheads Color Duragard Laminate, 1.0 nil. Holo, Registered Printer Maintenance Kit Toner