Keystone Sole Source Justification Form signed.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 24-350SOS-SOS35-B-37367

Requesting Agency/University Illinois Secretary of State

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

Department/Bureau/Section: Illinois State Library/Secretary of State

Need Identified Date: Apr 12, 2023 Supply/Service Need By Date: Jul 1, 2023

Project Title: Talking Book and Braille Service Collection Management/Circulation Software

Vendor: Keystone Systems, Inc.

Provide a description of the supplies or services required:

Provides library management and circulation software, software reader advisor service, online patron access, equipment services for the state library’s blind and physically handicapped program and a data hosting service.

Value: Actual Value of Initial Term, this Change Order or Amendment: 119,374.32

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: Jul 1, 2023

Estimated Contract End Date: Jun 30, 2024

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):

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)

Items are Required for Research and No Other Source is Able to Meet the Researcher's Documented Need

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

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Bulletin Reference Number 24-350SOS-SOS35-B-37367

Requesting Agency/University Illinois Secretary of State

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 Jul 1, 2022 Jun 30, 2023 115,897 TBBS LIBRARY 23SL253000 Sole Source

2 Jul 1, 2021 Jun 30, 2022 112,521 TBBS LIBRARY 22SL253000 Sole Source

3 Jul 1, 2020 Jun 30, 2021 109,244 TBBS LIBRARY 21SL251002 Sole Source

4 Jul 1, 2019 Jun 30, 2020 106,062 TBBS LIBRARY 20SL253007 Sole Source

5 Jul 1, 2018 Jun 30, 2019 102,973 TBBS LIBRARY 19SL253004 Sole Source

6 Jul 1, 2017 Jun 30, 2018 99,974 TBBS LIBRARY 18SL253002 Sole Source

7 Jul 1, 2016 Jun 30, 2017 97,062 TBBS LIBRARY 17SL253000 Sole Source

8 Jul 1, 2015 Jun 30, 2016 94,235 TBBS LIBRARY 16SL253000 Sole Source

9 Jul 1, 2014 Jun 30, 2015 91,490 TBBS LIBRARY 15SL253000 Sole Source

10 Jul 1, 2013 Jun 30, 2014 88,825 TBBS LIBRARY 14SL253005 Sole Source

If more than 10, or if other comments, explain:

Based on the records of the department, this software/service has been utilized since 2000.

Section VI - Business Rationale

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

Without the products and services provided by Keystone Systems Inc., Talking Book and Braille Service patrons will not be able to receive talking books in a timely and effective manner. Keystone provides a database hosting software, maintenance, and support for the system procured specifically for blind and physically handicapped library patrons with features including the requirements for patron content preferences and exclusions, patron transfers, new book cataloging, circulation, and playback equipment services.

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

The Keystone Library Automation Software (KLAS) application is designed specific to the collection of talking books that are procured and supplied to regional libraries by the National Library Service, a division of the Library of Congress. These items represent specialized library material intended for use by a specific clientele and the KLAS software is a unique application utilized to administer this service.

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 software is specific to a targeted group (blind and physically challenged patrons that meet guidelines established by the Library of Congress/National Library Service), and provides essential patron/library circulation information that meets the federal standards for conformity. There are no other distributors for the software and the product is not available for re-sell by a third party. No other entity provides maintenance and support services for the system developed by Keystone Systems Inc.

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Bulletin Reference Number 24-350SOS-SOS35-B-37367

Requesting Agency/University Illinois Secretary of State

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:

Keystone Systems Inc. has designed and developed this application for the unique requirements of the National Library Service's Talking Book and Braille Service (TBBS). Because many TBBS patrons are dependent on library staff to send TBBS materials via USPS, a unique software is utilized to effectively administer an average monthly circulation demand of 45,000 talking books. In addition to this service, the Keystone software maintains records for over 15,000 patrons (including content and format preferences) and processes specific patron requests while also distributing various kinds of talking book playback equipment such as the DS1 player which is provided by the National Library Service. This software is also tailored to the unique content created by the National Library Service for the Talking Book and Braille Service in which the audio recordings are specifically formatted to be used by blind and physically challenged patrons nationwide. The software provided by Keystone Systems Inc is not mandated by the National Library Service, but currently it is the only commercially viable product available that can effectively meet the scope and specificity of the program needs in Illinois as required by the Service.

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?

As long as the agency utilizes the fully functional KLAS software for the service, we will be bound by the purchase of annual support.

There is no immediate alternative available.

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?

Given that the annual renewal price has increased by an average of 2.5% per year for the last 10 years, we do not find it unreasonable for the agency to continue to utilize the copyrighted software at the market price that is determined by the vendor.

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 services to blind and physically challenged patrons could not be effectively maintained.

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

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Bulletin Reference Number 24-350SOS-SOS35-B-37367

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 Apr 13, 2023

Printed Name Marcus Birch E-mail Address mbirch@ilsos.gov

Phone Number 217-785-6924

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 gmccormick@ilsos.gov

Phone Number 217-782-3504 Date

Printed Name Greg McCormick

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 Jun 13, 2023

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

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Bulletin Reference Number 24-350SOS-SOS35-B-37367

Requesting Agency/University Illinois Secretary of State

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

Project Title Talking Book and Braille Service Collection Management/Circulation Software

Vendor Keystone Systems, Inc.

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 217-782-7198

Printed Name Katherine Tople Date

CPO E-mail ktople@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 ktople@ilsos.gov