part I and part II DFPR B-46770.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number B-46770

Requesting Agency/University Dept. of Financial & Professional Regulation

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

Department/Bureau/Section: Dept. of Financial & Professional Regulation - Cannabis Unit

Need Identified Date: 01/21/2025 Supply/Service Need By Date: 07/01/2025

Project Title: FY26 Decommission and As-Needed Backup of Legacy S2S System

Vendor: Biotrack

Provide a description of the supplies or services required:

The purpose of this work is for the exit transition for the incumbent vendor (Biotrack) to the incoming vendor (Metrc) who will be the providing the new Seed to Sale System for the State of Illinois. This will include Biotrack providing their database, hosting operation servers as a backup and the potential of Illinois having to use Biotrack because of functionality issues that may arise with the incoming vendor that may make them temporarily unavailable or if we get audited. The auditing services would include items in line with internal/external auditing of IT systems such as pre/post-implementation for system migration along with decommissioning and shutdown auditing checklists to ensure the legacy solution is fully migrated and all user and data access is properly validated and terminated. This will be a 12-month contract that can be canceled at any time by IDFPR if we determine that the services are no longer needed.

Value: Not to Exceed Value of Initial Term, this Change Order or Amendment: 614,788

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, 2025

Estimated Contract End Date: Jun 30, 2026

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 Copyrighted or Patented and the Items are Only Available from the Holder

Version 7.01 Page 2 of 5

Bulletin Reference Number B-46770

Requesting Agency/University Dept. of Financial & Professional Regulation

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

Another justification that this purchase is only available from a sole source is because it is:

Software License/Upgrade/Maintenance

Another justification that this purchase is only available from a sole source is because it is:

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 Aug 1, 2021 Oct 29, 2021 75,000 JPMC EMERGENCY NOTICE - Seed to Sale Inventory Tracking System P-28958 Emergency

2 Nov 1, 2021 July 31, 2022 225,000 JPMC EMERGENCY EXTENSION 1 - Seed to Sale Inventory Tracking System P-28958 Emergency Extension

3 Aug 1, 2022 Aug 31, 2022 25,000 JPMC EMERGENCY EXTENSION 2 - Seed to Sale Inventory Tracking System P-28958 Emergency Extension

4 Sept 1, 2022 Feb 28, 2023 150,000 JPMC EMERGENCY EXTENSION 3 - Seed to Sale Inventory Tracking System P-28958 Emergency Extension

5 Mar 1, 2023 Oct, 31, 2023 200,000 JPMC EMERGENCY EXTENSION 4 - Seed to Sale Inventory Tracking System P-28958 Emergency Extension

6 Nov 1, 2023 June 30, 2024 320,000 JPMC EMERGENCY EXTENSION 5 - Seed to Sale Inventory Tracking System P-28958 Emergency Extension

7 July 1, 2024 June 30, 2025 480,000 JPMC EMERGENCY EXTENSION 6 - Seed to Sale Inventory Tracking System P-28958 Emergency Extension

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 proposed contract is necessary. The purpose of this work is for the exit transition for the incumbent vendor (Biotrack) to the incoming vendor (Metrc) who will be the providing the new Seed to Sale System for the State of Illinois. This will include Biotrack providing their database, hosting operation servers as a backup and the potential of Illinois having to use Biotrack because of functionality issues that may arise with the incoming vendor that may make them temporarily unavailable or if we get audited. The auditing services would include items in line with internal/external auditing of IT systems such as pre/post-implementation for system migration along with decommissioning and shutdown auditing checklists to ensure the legacy solution is fully migrated and all user and data access is properly validated and terminated. The anticipated fee for the new contract is a $51,232.33 a month and the total amount of the agreement is not to exceed $614,788. This will be a 12 month contract that can be canceled at any time by IDFPR if we determine that the services are no longer needed.

Version 7.01 Page 3 of 5

Bulletin Reference Number B-46770

Requesting Agency/University Dept. of Financial & Professional Regulation

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

Transition to incoming vendor, backup to incoming vendor due to functionality issues with incoming vendor and also in case we get audited. All of the features are present in the current contract ending 6/30/25 will be available at the start of the new contract period. A summary of those services are below:

CUSTOMER ACCOUNT SERVICES

• Telephone Technical Assistance Support

• Data Auditing & Reconciliation (i.e. missing technical data)

• Database Maintenance and Support (i.e. maintain the hardware, operating systems, database, and communications infrastructure)

• Data Protection

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?

Because Biotrack is the incumbant vendor and all of our data is stored with them and we will also need to use them as a backup in case there are functionality issues with incoming vendor.

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 unique feature of these services is that Biotrack is the incumbant vendor and all of our data is stored with them and we will also need to use them as a backup in case there are functionality issues with incoming vendor. Since Biotrack is the company that currently provides it, they are needed in order to rationally manage this implementation.

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?

We need to take appropriate compliance and security steps with the incumbent vendor and their legacy S2S system to appropriately decommission it in a compliant and secure manner.

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?

We negotiated for initial contract with vendor and with each extension.

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?

Will not be able to have proper turnover with outgoing vendor and incoming vendor for Seed to Sale Tracking System which would not allow us to maintain continuity of current services and prevent or minimize serious disruption in critical State services that affect health, safety, or collection of substantial State revenues.

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

Version 7.01 Page 4 of 5

Bulletin Reference Number B-46770

Requesting Agency/University Dept. of Financial & Professional Regulation

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 Feb 21, 2025

Printed Name Patrick Golembeck E-mail Address patrick.golembeck@illinois.gov

Phone Number 2178-558-4690

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 brandon.purcell@illinois.gov

Phone Number 312-814-5151 Date Mar 25, 2025

Printed Name Brandon Purcell

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 217-299-5856 Date Mar 25, 2025

Printed Name Jenny Shourd E-mail Address jennifer.shourd@illinois.gov

Version 7.01 Page 5 of 5

Bulletin Reference Number B-46770

Requesting Agency/University Dept. of Financial & Professional Regulation

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

Project Title FY26 - Backup Vendor for Seed to Sale Inventory Tracking System

Vendor Biotrack

Initial Date of Procurement Bulletin Posting Mar 25, 2025

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 217-622-1633

Printed Name Ellen H. Daley Date Apr 23, 2025

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

CUSTOMER ACCOUNT SERVICES

• Telephone Technical Assistance Support

• Data Auditing & Reconciliation (i.e. missing technical data)

• Database Maintenance and Support (i.e. maintain the hardware, operating systems, database, and communications infrastructure)

• Data Protection