part I and part II DoIT B-49463.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 8

Bulletin Reference Number 26-448DOIT-TELEC-B-49463

Requesting Agency/University Department of Innovation and Technology

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

Department/Bureau/Section: Department of Innovation and Technology (DoIT)

Need Identified Date: Aug 26, 2025 Supply/Service Need By Date: Oct 2, 2025

Project Title: Tangoe Telecom Expense Management System Multi year Sole Source

Vendor: Tangoe US Inc.

Provide a description of the supplies or services required:

Maintenance, application hosting and services related to telecommunications billing, provisioning, and inventory for DoIT's Telecom Expense Management System (EMS).

Value: Not to Exceed Value of Initial Term, this Change Order or Amendment: 1,893,000

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 Economically Feasible Source

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Bulletin Reference Number 26-448DOIT-TELEC-B-49463

Requesting Agency/University Department of Innovation and Technology

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: Oct 2, 2025

Estimated Contract End Date: Oct 1, 2030

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

If yes, provide a detailed justification including any economic benefit received for agreeing to a multi-year term:

DoIT is seeking a multi-year contract for the Telecom Expense Management System (EMS) with Tangoe US Inc., which provides the State of Illinois support and hosting of the Telecom Expense Management System (EMS). EMS is a proprietary system belonging to Tangoe US Inc.

The expenses of conducting a new solicitation to replace the current infrastructure system would far exceed the annual cost of $378,600 per year for current services. This new multi-year contract is quoted by Tangoe US Inc. at a significantly lower cost than the current contract expiring October 1, 2025 (Oct 2, 2020 - Oct 1, 2025 - $2,500,000 - Maintenance and Hosting Services - P-20995 - CIT1150980 - Sole Economically Feasible Source). The current contract in place that expires October 1, 2025 included monies for a major upgrade to the system that occurred. This new multi year contract is quoted at $378,600 per year X 5 years = $1,893,000.

The current system has been used exclusively for 17+ years, and is simply not cost effective to replace this system that underwent a major upgrade. The system has roughly 298 users throughout the State across multiple agencies, and the costs of contracting with project managers to map the processes necessary to write a solicitation, draft and conduct a new procurement, negotiating a new contract, transitioning to a new vendor (if incumbent is not chosen), conducting User Acceptance training to those users, maintain a redundant contract until transitioned to new vendor (if applicable), and assuring accurate data/inventory transfer are too great.

The current vendor Tangoe US Inc. has provided a quote at a decrease to the State from the current contract expiring October 1, 2025.

Current Contract was for $2,500,000. The new contract will be for $1,893.000. This means a total savings of $607,000 over 5 years to the State.

$2,500,000 - $1,893,000 - $607,000 Cost savings for the State.

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

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:

Compatibility of Equipment, Accessories, Replacement Parts or Service

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

Software License/Upgrade/Maintenance

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Bulletin Reference Number 26-448DOIT-TELEC-B-49463

Requesting Agency/University Department of Innovation and Technology

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 1, 2008 Jun 30, 2009 1,200,000 Maintenance and Hosting Services - PBC 30089 CIC8300890 Sole Source

2 Jul 1, 2009 Jun 30, 2010 700,000 Maintenance and Hosting Services - PBC 43215 CIC830089A Renewal

3 Jul 1, 2010 Jun 30, 2011 500,000 Maintenance and Hosting Services - PBC 53375 CIC830089B Renewal

4 Jul 1, 2011 Jun 30, 2012 500,000 Maintenance and Hosting Services - PBC 61773 CIC830089C Renewal

5 Jul 1, 2012 Jun 30, 2013 500,000 Maintenance and Hosting Services - PBC 69909 CIC830089D Renewal

6 Jul 1, 2013 Jun 30, 2014 500,000 Maintenance and Hosting Services - PBC 78352 CIC4783520 Sole Source

7 Jul 1, 2014 Jun 30, 2015 500,000 Maintenance and Hosting Services - PBC 84134 CIC5841340 Sole Source

8 Jul 1, 2015 Jun 30, 2016 500,000 Maintenance and Hosting Services - PBC 91479 CIC6914790 Sole Source

9 Jul 1, 2016 Jun 30, 2017 500,000 Maintenance and Hosting Services - PBC 97238 CIC7972380 Sole Source

10 Jul 1, 2017 Jun 30, 2018 500,000 Maintenance and Hosting Services - PBC 105794 CIC8057940 Sole Source

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

Jul 1, 2018 - Jun 30, 2019 - $500,000 - Maintenance and Hosting Services - B-768/P-2964 - CIT9076800 - Sole Source Jul 1, 2019 - Sep 28, 2019 - $99,999.99 - Maintenance and Hosting Services - P-11102 - CIT011020 - Small Purchase with Emergency Conditions Oct 2, 2019 - Oct 1, 2020 - $400,000 - Maintenance and Hosting Services - P-12994 - CIT0129940 - Sole Economically Feasible Source Oct 2, 2020 - Oct 1, 2025 - $2,500,000 - Maintenance and Hosting Services - P-20995 - CIT1150980 - Sole Economically Feasible Source

Section VI - Business Rationale

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Bulletin Reference Number 26-448DOIT-TELEC-B-49463

Requesting Agency/University Department of Innovation and Technology

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

DoIT, formerly CMS/BCCS, converted over to the Telecom Expense Management System (EMS) in FY2008. This proprietary system has been in place now for 18 years, and recently went through an upgrade/revisions to the latest version. This system is used as the primary system for telecommunications billing, inventory and provisioning. Within EMS, DoIT has implemented an invoice management module that allows the transfer of invoice data directly from our telecom vendors to prepare billing invoices. This has greatly simplified the billing process, reducing staff time in replacing the manual billing duties.

The current contract is set to expire 10/1/2025. EMS is a critical system for the management of the State's telecom services, including all inventory, provisioning and billing to all customers. Software maintenance, application hosting and related services are required to support the use of this proprietary software. DoIT's day-to-day telecom asset management, provisioning activities and monthly telecom billing is dependent on this tool. DoIT has implemented an invoice management module that allows the transfer of invoice data directly from our telecom vendors to prepare our billing information, which has simplified the internal billing processes and relieved internal resource constraints. This system automatically bills agencies per department, and has the bill broken down by agency user to ease in billing approvals.

This request for a sole economically feasible contract with Tangoe US Inc. will continue to utilize this proprietary software, capitalize on recent updates, utilize the expertise of all users involved across the State, and avoid a tremendous delay in services and billing and cost the state hundreds of hours in testing and new system and staff training statewide. This new contract will include software maintenance, application hosting and related services, and will avoid massive disruption in the billing, asset management, reporting, inventory tracking and auditing abilities currently being used by the agency, and will save the state costs associated with conducting a competitive procurement.

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

This request will maintain the State's current functionality. The specifications required include:

• Programming for vendor media (electronic, tape, paper, digital) in order for DoIT to bill state agencies and all the Illinois Century Network (ICN) customers. There are approximately 10-15 programs and all updates/changes from vendor files are programmed and assimilated into the current EMS.

• Receive 25 extracts that update the system every night: Remedy, 911, CIS, etc.

• Provide monthly billing extract of applicable state systems. This extract is approx. 7 million records per month, with an estimated amount of $6.5 million per month.

• Provisioning - all orders for telecom must be sent electronically to vendors.

• Bill by vendor files, catalog codes and "per minute" rates.

• Handle 200+ users in the system at any one time, and be able to lock the system down by user by agency code.

• Retain three (3) years of billing information in the system during the services for audits, billing questions, archive records (7 million records per month x36 = 252,000,000 records).

• Create standard and ad hoc reports for revenue and cost recovery.

• Maintain 303,129+ inventory records, including the inactive records that are required for historical purposes.

• Operational 24/7 to accommodate a 24/7 business environments.

• Provide a test environment that is available to test projected updates and training exercises. The test region must mirror the production region.

• Provides monthly audit reports based on specific criteria for validating inventory. Features unique to system must include the ability to tie asset procurement records to inventory and billings, bill agencies at the phone number and various account levels, create detailed records for billing to ensure proper approvals, create reporting required for FOIA requests, federal reimbursements, audits and management information.

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Bulletin Reference Number 26-448DOIT-TELEC-B-49463

Requesting Agency/University Department of Innovation and Technology

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?

This is an infrastructure system. The cost, time, and training for all users involved that would be required to start these services over with a new vendor would be monumental. We have relied on the current EMS system through this vendor since 2008 for our billing, inventory and provisioning tasks. Starting over would cause catastrophic consequences and would require running 2 systems until a new vendor and system would be functional. This could take several years.

A new system would be required to tie asset procurement records to inventory as well as all of the billing required, create detailed records for billing, proper approval paths, offer reporting for FOIA requests, federal reimbursements, audits and any applicable management information.

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 current vendor, Tangoe US Inc. is the only vendor that has the knowledge and background of DoIT's operations and processes that oversee our telecom billing, inventory and provisioning tasks. Tangoe US Inc. owns all source code to the system, and no other vendor can modify, enhance or fix errors without access to this code. Many system features have been developed to support DoIT's unique function as the Telecommunications Company for the State Agencies.

There would be significant costs to contract subject matter experts to review the system, create specifications and enable DoIT to issue a competitive procurement. The state would incur substantial costs to convert multiple systems and processes, and additional costs to train employees on any replacement system. This would require a huge time investment, and is a process that will extend over several years to complete the procurement and undertake any conversion of systems.

5. Has the Agency or University considered alternative supplies or services to satisfy their need? Yes No

5a. If yes, name the alternative vendors whose supplies or services were evaluated:

DoIT has utilized the National Association of State Chief Information Officers (NASCIO) to look into what platforms other states are using with no responses.

Systems that have been evaluated are RadiusPoint, Profitline, Rivermine and Symphony Spend. The last two vendors have merged with our current vendor, Tangoe US Inc.

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:

Neither RadiusPoint nor Profitline have the capabilities to manage all facets of the State's needs, or able to offer an "all in one" platform.

These two systems were primarily billing platforms, and do not address inventory and ordering. DoIT's needs are far greater than just billing and requires billing for phones, circuits, fiber, ethernet and LAN, in addition to inventory and ordering needs. Multiple vendors would be needed to replace the current system.

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).

Internet searches, NASCIO outreach, and a search of NASPO could not provide any return on vendors who can offer an "all in one" solution. The vendors surveyed could only provide a small portion of what is required, and multiple vendors would be needed to meet the needs of the State/DoIT.

6. Are there resellers or distributors?

Yes No N/A

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Bulletin Reference Number 26-448DOIT-TELEC-B-49463

Requesting Agency/University Department of Innovation and Technology

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 current vendor, Tangoe US Inc. provided a quote with no increase in cost over the past 5 years. The system went through a major upgrade and we have weekly/bi-weekly calls with the vendor to go through any concerns or fixes after the upgrade, so these costs are more than reasonable. The cost breakdown is as follows:

Annual Costs Breakdown Application Service Provider (ASP) Fees $138,600.00/year Test Region Hosting $ 60,000.00/year Business Process Outsourcing (BPO) Services $168,000.00/year Disaster Recovery $ 12,000.00/year

The cost breakdown provided has not increased since 2020. The current vendor Tangoe US Inc. has provided a quote at a decrease to the State from the current contract expiring October 1, 2025. Current Contract was for $2,500,000. The new contract will be for $1,893.000. This means a total savings of $607,000 over 5 years to the State.

$2,500,000 - $1,893,000 - $607,000 Cost savings for the State.

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:

DoIT will have to rely on future obligations with the Tangoe US Inc., as this is a proprietary system and will require ongoing maintenance, support, and hosting for the Telecom Expense Management System (EMS).

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 is request denied, and DoIT is required to start over with a competitive procurement, Tangoe US Inc. would no longer be able to support the application and would turn off the EMS system, which means there would be no billing, no inventory reporting, and no provisioning, as a new solicitation/contract/transition would not be completed prior to the end of the current contract. Overall, the business of telecom/networking/internet access/ICN would cease for the State of Illinois.

Even if a vendor was found to be suitable (prior year research has not be successful), this would take years to be functional, and possible negative effects immeasurable. In the meantime, DoIT would be required to keep the current system in place in order to meet inventory and billing requirements going uninterrupted. Without billing options, DoIT would not have the ability to recoup costs and seek reimbursement for roughly $78M in telecommunications goods and services per year. The Communications Revolving Fund would be depleted, as no revenue would be generated. DoIT telecom vendors would not receive payment.

At this point DoIT would not be able to support the State of Illinois for services and equipment such as phone, software, computer/ video equipment, wireless and LAN support. The costs and time to maintain the current system, and put together an entirely different system that would possible require multiple vendors, would not be in the best interest to the State.

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

The current contract was approved by the CPO's Office as a multi-year sole economically feasible source contract with Tangoe US Inc.

for 5 years (10/2/2020 - 10/1/2025). The new quote for a 5 year contract is for $378,600 per year, which is a total savings of $607,000 over the current contract over 5 years to the State.

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Bulletin Reference Number 26-448DOIT-TELEC-B-49463

Requesting Agency/University Department of Innovation and Technology

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 Sep 23, 2025

Printed Name Lori A. Andrews, CPPB E-mail Address lori.andrews@illinois.gov

Phone Number 217-557-3611

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 christopher.brinkmeyer@illinois.gov

Phone Number 217-685-4682 Date

Printed Name Chris Brinkmeyer

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 217-685-9312 Date Sep 24, 2025

Printed Name Joshua Sergent E-mail Address joshua.sergent@illinois.gov

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Bulletin Reference Number 26-448DOIT-TELEC-B-49463

Requesting Agency/University Department of Innovation and Technology

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

Project Title Tangoe Telecom Expense Management System Multi year Sole Source

Vendor Tangoe US Inc

Initial Date of Procurement Bulletin Posting Sep 24, 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 217-622-1857

Printed Name Ellen H. Daley Date Oct 8, 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

The expenses of conducting a new solicitation to replace the current infrastructure system would far exceed the annual cost of $378,600 per year for current services. This new multi-year contract is quoted by Tangoe US Inc. at a significantly lower cost than the current contract expiring October 1, 2025 (Oct 2, 2020 - Oct 1, 2025 - $2,500,000 - Maintenance and Hosting Services - P-20995 - CIT1150980 - Sole Economically Feasible Source). The current contract in place that expires October 1, 2025 included monies for a major upgrade to the system that occurred. This new multi year contract is quoted at $378,600 per year X 5 years = $1,893,000.

The current system has been used exclusively for 17+ years, and is simply not cost effective to replace this system that underwent a major upgrade. The system has roughly 298 users throughout the State across multiple agencies, and the costs of contracting with project managers to map the processes necessary to write a solicitation, draft and conduct a new procurement, negotiating a new contract, transitioning to a new vendor (if incumbent is not chosen), conducting User Acceptance training to those users, maintain a redundant contract until transitioned to new vendor (if applicable), and assuring accurate data/inventory transfer are too great.

The current vendor Tangoe US Inc. has provided a quote at a decrease to the State from the current contract expiring October 1, 2025. Current Contract was for $2,500,000. The new contract will be for $1,893.000. This means a total savings of $607,000 over 5 years to the State.

$2,500,000 - $1,893,000 - $607,000 Cost savings for the State.

Jul 1, 2019 - Sep 28, 2019 - $99,999.99 - Maintenance and Hosting Services - P-11102 - CIT011020 - Small Purchase with Emergency Conditions Oct 2, 2019 - Oct 1, 2020 - $400,000 - Maintenance and Hosting Services - P-12994 - CIT0129940 - Sole Economically Feasible Source Oct 2, 2020 - Oct 1, 2025 - $2,500,000 - Maintenance and Hosting Services - P-20995 - CIT1150980 - Sole Economically Feasible Source Q1Answer: DoIT, formerly CMS/BCCS, converted over to the Telecom Expense Management System (EMS) in FY2008. This proprietary system has been in place now for 18 years, and recently went through an upgrade/revisions to the latest version. This system is used as the primary system for telecommunications billing, inventory and provisioning. Within EMS, DoIT has implemented an invoice management module that allows the transfer of invoice data directly from our telecom vendors to prepare billing invoices. This has greatly simplified the billing process, reducing staff time in replacing the manual billing duties.

The current contract is set to expire 10/1/2025. EMS is a critical system for the management of the State's telecom services, including all inventory, provisioning and billing to all customers. Software maintenance, application hosting and related services are required to support the use of this proprietary software. DoIT's day-to-day telecom asset management, provisioning activities and monthly telecom billing is dependent on this tool. DoIT has implemented an invoice management module that allows the transfer of invoice data directly from our telecom vendors to prepare our billing information, which has simplified the internal billing processes and relieved internal resource constraints. This system automatically bills agencies per department, and has the bill broken down by agency user to ease in billing approvals.

This request for a sole economically feasible contract with Tangoe US Inc. will continue to utilize this proprietary software, capitalize on recent updates, utilize the expertise of all users involved across the State, and avoid a tremendous delay in services and billing and cost the state hundreds of hours in testing and new system and staff training statewide. This new contract will include software maintenance, application hosting and related services, and will avoid massive disruption in the billing, asset management, reporting, inventory tracking and auditing abilities currently being used by the agency, and will save the state costs associated with conducting a competitive procurement.

Q2Answer: This request will maintain the State's current functionality. The specifications required include:

• Programming for vendor media (electronic, tape, paper, digital) in order for DoIT to bill state agencies and all the Illinois Century Network (ICN) customers. There are approximately 10-15 programs and all updates/changes from vendor files are programmed and assimilated into the current EMS.

• Receive 25 extracts that update the system every night: Remedy, 911, CIS, etc.

• Provide monthly billing extract of applicable state systems. This extract is approx. 7 million records per month, with an estimated amount of $6.5 million per month.

• Provisioning - all orders for telecom must be sent electronically to vendors.

• Bill by vendor files, catalog codes and "per minute" rates.

• Handle 200+ users in the system at any one time, and be able to lock the system down by user by agency code.

• Retain three (3) years of billing information in the system during the services for audits, billing questions, archive records (7 million records per month x36 = 252,000,000 records).

• Create standard and ad hoc reports for revenue and cost recovery.

• Maintain 303,129+ inventory records, including the inactive records that are required for historical purposes.

• Operational 24/7 to accommodate a 24/7 business environments.

• Provide a test environment that is available to test projected updates and training exercises. The test region must mirror the production region.

• Provides monthly audit reports based on specific criteria for validating inventory. Features unique to system must include the ability to tie asset procurement records to inventory and billings, bill agencies at the phone number and various account levels, create detailed records for billing to ensure proper approvals, create reporting required for FOIA requests, federal reimbursements, audits and management information.

Q3Answer: This is an infrastructure system. The cost, time, and training for all users involved that would be required to start these services over with a new vendor would be monumental. We have relied on the current EMS system through this vendor since 2008 for our billing, inventory and provisioning tasks. Starting over would cause catastrophic consequences and would require running 2 systems until a new vendor and system would be functional. This could take several years.

A new system would be required to tie asset procurement records to inventory as well as all of the billing required, create detailed records for billing, proper approval paths, offer reporting for FOIA requests, federal reimbursements, audits and any applicable management information.

Q4Answer: The current vendor, Tangoe US Inc. is the only vendor that has the knowledge and background of DoIT's operations and processes that oversee our telecom billing, inventory and provisioning tasks. Tangoe US Inc. owns all source code to the system, and no other vendor can modify, enhance or fix errors without access to this code. Many system features have been developed to support DoIT's unique function as the Telecommunications Company for the State Agencies.

There would be significant costs to contract subject matter experts to review the system, create specifications and enable DoIT to issue a competitive procurement. The state would incur substantial costs to convert multiple systems and processes, and additional costs to train employees on any replacement system. This would require a huge time investment, and is a process that will extend over several years to complete the procurement and undertake any conversion of systems.

Systems that have been evaluated are RadiusPoint, Profitline, Rivermine and Symphony Spend. The last two vendors have merged with our current vendor, Tangoe US Inc.

Annual Costs Breakdown Application Service Provider (ASP) Fees $138,600.00/year Test Region Hosting $ 60,000.00/year Business Process Outsourcing (BPO) Services $168,000.00/year Disaster Recovery $ 12,000.00/year

The cost breakdown provided has not increased since 2020. The current vendor Tangoe US Inc. has provided a quote at a decrease to the State from the current contract expiring October 1, 2025. Current Contract was for $2,500,000. The new contract will be for $1,893.000. This means a total savings of $607,000 over 5 years to the State.

$2,500,000 - $1,893,000 - $607,000 Cost savings for the State.

Even if a vendor was found to be suitable (prior year research has not be successful), this would take years to be functional, and possible negative effects immeasurable. In the meantime, DoIT would be required to keep the current system in place in order to meet inventory and billing requirements going uninterrupted. Without billing options, DoIT would not have the ability to recoup costs and seek reimbursement for roughly $78M in telecommunications goods and services per year. The Communications Revolving Fund would be depleted, as no revenue would be generated. DoIT telecom vendors would not receive payment.

At this point DoIT would not be able to support the State of Illinois for services and equipment such as phone, software, computer/video equipment, wireless and LAN support. The costs and time to maintain the current system, and put together an entirely different system that would possible require multiple vendors, would not be in the best interest to the State.