part I and part II AGR B-52678.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number B-52678

Requesting Agency/University Illinois Department of Agriculture

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

Department/Bureau/Section: Illinois Department of Agriculture-Bureau of Weights and Measures

Need Identified Date: Aug 10, 2026 Supply/Service Need By Date: Oct 5, 2026

Project Title: Sole Source: AGR-WM-WinWam Software

Vendor: Nover Englestein & Associates

Provide a description of the supplies or services required:

WinWam software has been used by the Weights and Measures inspectors since 2003. It was created specifically for the need of the Weights and Meaures bureau. A previous employee who is not part of the Illinois Department of Agriculture anymore, modified the software without the authorization of the vendor or the agency. As a result of this modification, the vendor will to overhaul the software, which will increase the price above $ 100,000.00. All the data for more than 20 years is stored through this software, therefore, trying to bid it out and obtain another software to migrate the data would be nearly impossible.

The vendor will provide licenses for Device Inspection Software, Package Checking Software, Questionnaire Deluxe Software, and Synchronization Software. Vendor will also provide training to the agency. In addition, vendor will provide Device Assignment Tool, Report of Unassigned Device By Businesses, Online Device Inventory Tool Enhancements, Q&A Validation Testing, and Installation documentation for IT and instructions for inspectors.

Value: Actual Value of Initial Term, this Change Order or Amendment: 131,197

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)

Software License/Upgrade/Maintenance

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

Version 7.01 Page 2 of 5

Bulletin Reference Number B-52678

Requesting Agency/University Illinois Department of Agriculture

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 07/01/2024 06/30/2028 92,430 Win-Wam Software- This will be canceled once Sole Source takes place 24-406AGR-AGIND-P- Small Purchase

2 07/01/2019 06/30/2024 96,520 WinWam Software-Vendor providing the software and licenses. 19-406AGR-ADMIN-P Small Purchase

3 09/27/2018 06/30/2019 16,910 WinWam Software-Vendor providing the software and licenses. 19-406AGR-PROC4-P 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 inspectors that work for the Bureau of Weights and Measures perform approximately 150,000.00 inspectors per year. These inspections are performed on gas pumps, truck scales, and scales on grocery stores. The inspectors need to document all these inspections and provide inspection reports and invoices to the owners of the devices that were just inspected.

WinWam has been the software that the agency has used since 2003 to document the inspections and provide the reports and the invoices. It is preferred that the inspectors use a commercially available and proven software product that performs inspections and is in harmony with the National Institute of Standards and Technology. Currently, WinWam is the only software that adheres to all three NIST regulations, 44, 130 and 133, in a state government environment.

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

Vendor will provide 16 Device Assignment Tool, 8 Report of Unassigned Devices, 16 Online Device Inventory Tool Enhancements, 8 Q&A Validation Testing, 8 Installation documentation for IT and instructions for inspectors. Vendor will also provide training and upgrade assistance. In addition, vendor will provide additional WinWam Software license, such as 9 Device Inspection Software, 3 Package Checking Software, 26 Questionnaire Deluxe Software, 9 Synchronization Software. The vendor will provide software maintenance for 44 Device Inspection Software, 13 Package Checking Software, 44 Questionnaire Deluxe Software, 1 Custom Device Assignment Tool and 44 Synchronization Software.

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 requested supplies or services are the only one that satisfy the agency's requirements because the WinWam was created to assist the Weights and Measures with the inspections. WinWam was designed and customized according to the needs of the Weights and Measures since 2003. All the inspectors and the staff have used WinWam through years and they have been trained to use this software for the scale inspections. In addition, WinWam is the only software product when it comes to inspections that is in adherence to all three of the National Regulations : NIST Handbbook 44, 130 and 133 in state government.

Version 7.01 Page 3 of 5

Bulletin Reference Number B-52678

Requesting Agency/University Illinois Department of Agriculture

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 software has unique features because it was created and customized according to the needs of the Weights and Measures Bureau.

All the features such as device inspection software, package checking software, questionnaire deluxe, and synchronization, were created for the inspectors to have an easier way on creating a report and an invoice for the owners of the devices. The app was created in 2003 and it has been customized throughout the time to make it more user-friendly to the inspectors of the Weights and Measures.

All of those unique features would have to be replicated by another company and be created manually for the Inspectors of Weights and Measures. The cost would be very high in creating a new software and would be almost impossible to migrate all the data from WinWam to another another software.

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?

The WinWam software has been used since 2003 by the inspectors of Weights and Measures at Illinois Department of Agriculture. The alternatives were not considered because the inspectors have been using this software to document all these inspections and provide inspection reports and invoices to the owners of the devices that were just inspected. All of this data has been saved on this software throughout the years, and trying to migrate this data to another software would be nearly impossible, since migration might not be compatible with a new software. In addition, the need for the sole source came only as a result of the actions by the ex-previous employee of the department, who modified the software without the authorization of the vendor or the agency. As a result of that, the vendor needs to completely overhaul the software, which as a result of though, increased the price above $ 100,000.00. Otherwise the department would have to continue paying only for the yearly maintenance.

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 is fair and it is above $ 100,000.00, due to the actions of the previous employee of the department. If that employee did not alter or modified the software, the agency would just continued to pay for the yearly maintenance, which was just above $ 20,000.00 per year. Since the ex-employee modified the software, the vendor has to completely overhaul the software and this will cost time and resources.

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:

The department will continue to pay yearly for the maintenance of the software, but this will cost less than $ 90,000.00 for two years.

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 Sole Source is not approved, the department will not be able to use the WinWam software anymore and the inspectors will not be able to go out and inspect devices without the software. As a result of not having a software, the inspectors will not be able to perform the inspections, which generate revenues, since businesses have to pay fees. In addition, all the data stored from the past will be lost since the department will be cut off from software right away, due to not having a contract anymore.

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

N/A

Version 7.01 Page 4 of 5

Bulletin Reference Number B-52678

Requesting Agency/University Illinois Department of Agriculture

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 09/24/2026

Printed Name Leke Hoxha E-mail Address Leke.A.Hoxha@Illinois.gov

Phone Number 217-790-1356

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 michelle.grimsley@illinois.gov

Phone Number 217-843-1356 Date Sep 29, 2026

Printed Name Michelle Grimsley

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 217-720-7077 Date Oct 2, 2026

Printed Name Abigail Bailey E-mail Address Abigail.K.Bailey@illinois.gov

Version 7.01 Page 5 of 5

Bulletin Reference Number B-52678

Requesting Agency/University Illinois Department of Agriculture

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

Project Title Sole Source: AGR-WM-WinWam Software

Vendor Nover Englestein & Associates

Initial Date of Procurement Bulletin Posting Oct 2, 2026

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 217-622-1857

Printed Name Ellen H. Daley Date Oct 21, 2026

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 vendor will provide licenses for Device Inspection Software, Package Checking Software, Questionnaire Deluxe Software, and Synchronization Software. Vendor will also provide training to the agency. In addition, vendor will provide Device Assignment Tool, Report of Unassigned Device By Businesses, Online Device Inventory Tool Enhancements, Q&A Validation Testing, and Installation documentation for IT and instructions for inspectors.

WinWam has been the software that the agency has used since 2003 to document the inspections and provide the reports and the invoices. It is preferred that the inspectors use a commercially available and proven software product that performs inspections and is in harmony with the National Institute of Standards and Technology. Currently, WinWam is the only software that adheres to all three NIST regulations, 44, 130 and 133, in a state government environment.