part I and part II DoIT B-52457.pdf

Sole Source Justification Form

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Bulletin Reference Number 27-448DOIT-ADMIN-B-52457

Requesting Agency/University Department of Innovation and Technology

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

Department/Bureau/Section: DoIT/EAA

Need Identified Date: 03/17/2026 Supply/Service Need By Date: 07/01/2026

Project Title: Sole Source - FleetFocus Subscription FY27

Vendor: Assetworks, LLC

Provide a description of the supplies or services required: Annual Enterprise Subscription

Value: Actual Value of Initial Term, this Change Order or Amendment: 370,514.85

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

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: 07/01/2026

Estimated Contract End Date: 06/30/2027

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

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:

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Bulletin Reference Number 27-448DOIT-ADMIN-B-52457

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 7/1/2025 6/30/2026 352,809.06 Assetworks InfoCenter Fleet Management System Upgrade P-82990 Sole Source

2 7/1/2024 6/30/2025 326,675.06 Sole Source - FleetFocus FY25 P-68234 Sole Source

3 7/1/2023 6/30/2024 738,559.73 Assetworks InfoCenter Fleet Management System Upgrade P-53210 Sole Source

4 7/1/2022 6/30/2023 110,048.92 FleetFocus Software Maintenance FY23 CIT3029781 Sole Source

5 7/1/2022 6/30/2023 103,819.74 UPP Piggyback - FleetFocus Software Maintenance FY22 CIT2234090 Sole Source

6 5/5/2022 5/4/2023 250,540 UPP Piggyback - Assetworks Professional Services and Upgrade CIT2027658 Sole Source

7 7/1/2021 6/30/2022 98,875.94 Piggyback - FleetFocus Software Maintenance FY21 CIT1191120 Sole Source

8 7/1/2020 6/30/2021 97,655.25 FleetFocus Software Maintenance FY20 CIT0053200 Sole Source

9 7/1/2019 6/30/2020 93,005 FleetFocus Software Maintenance FY19 CIT9002740 Sole Source

10 7/1/2018 6/30/2019 95,975.93 FleetFocus Software Maintenance FY18 CIC8057900 Sole Source

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

There are one year software maintenance and support contracts going back every year to

FY06.

Section VI - Business Rationale

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

Purchase annual enterprise subscription on FleetFocus from Asset Works. FleetFocus is a powerful tool for the tracking and analysis of the state fleet utilized by the CMS Division of Vehicles.

The State requires a 12-month licensing term from Assetworks to maintain the current system while they finalize contract execution and initiate implementation of the new system. After this 12-month term, DoIT may complete another Sole Economicaly Feasible Source procurement to complete implementation and maintain the system on a temporary basis for legacy purposes as determined by the needs of CMS.

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

SaaS - EAM Annual Fee for the period of July 1, 2026 - June 30, 2027 MAXQueue Module PLUS Subscription for the period of July 1, 2026 - June 30, 2027

Assetworks MAXQueue Module PLUS is an advanced software solution designed to optimize the management of maintenance and repair operations for fleets and equipment including the following Work order management, Labor and resource optimization, alerts and notifications, reporting and analytics, and integrations with other systems. Both of the above line items are required for the annual enterprise subscription in order to maintain the current system and avoid disruption to critical state services.

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?

FleetFocus is proprietary property of AssetWorks LLC and protected by law. Another party cannot alter, modify, change, manipulate or provide maintenance for this product without infringing upon AssetWorks' ownership rights. Accordingly, AssetWorks is the sole source for software, maintenance and services of its products.

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Bulletin Reference Number 27-448DOIT-ADMIN-B-52457

Requesting Agency/University Department of Innovation and Technology

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:

CMS Department of Vehicles’ utilizes Asset Works FleetFocus system for centralized state fleet management. This asset management application captures information related to vehicles in the Illinois state fleet from acquisition and specification through repairs, labor, productivity, purchases from vendors, contracts, vendor information, parts, rentals, employee data, repair and maintenance tasks, maintenance classes, depreciation, etc. to disposal. This data formulates and integrates into management decision making tools for state fleet replacement planning and life cycle costs analysis. Assetworks is the sole provider of services for this IT platform, which includes updates.

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:

CMS published a Request For Proposal under Bid # B-41253 "CMS - Fleet Management Software System RFP" on 5/8/2024 to allow for all interested offerers to submit proposals for evaluation. Responses were received from a total of 7 vendors, of whom 5 were evaluated for award: Alert IT Solutions, Inc., Guidehouse, Inc., Infosys Public Services, Transfinder, and TT Faster, LLC. Award was made to Guidehouse, Inc and published in BidBuy 07/29/2025. Since that time the contract has been in negotiation and is now ready for execution pending final approvals.

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:

Alternatives were evaluated on RFP B-41253, resulting in an award to Guidehouse, Inc. Based on factors set forth in the Request for Proposal, the contract was awarded to the offerer whose proposal is most advantageous to the State. However, implementation is expected to take 24-36 months for the new product, and in the meantime the State requires continued usage of Asset Works FleetFocus for fleet management until the new product is fully implemented.

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).

Evaluation was conducted in accordance with the applicable statutes and rules pursuant to the Request For Proposal source selection method as published in 30 ILCS 500 and Administrative Code Title 44.

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?

Assetworks is the only vendor who can provide this subscription. Since they are the owners of the software and do not allow 3rd party vendors to provide support there is little room for negotiation. We have confirmed with Assetworks that this pricing is the lowest pricing they offer. The costs have also been calculated to be fair based on the previous Assetworks system and typical costs associated with other products in the market.

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:

After this 12-month term, DoIT may complete another Sole Economicaly Feasible Source procurement to complete implementation and maintain the system on a temporary basis for legacy purposes as determined by the needs of CMS.

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 procurement is not approved licensing and maintenance for this system will cease, rendering CMS DOV incapable of tracking and monitoring the entire State's vehicle fleet. Without the ability to track and monitor fleet vehicles CMS would not be able to maintain vehicle status, assignment or agency use as well as maintenance service records and schedules. In essence all records of state vehicles and their use would be become inaccessible impacting fleet use across all agencies statewide.

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Bulletin Reference Number 27-448DOIT-ADMIN-B-52457

Requesting Agency/University Department of Innovation and Technology

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

N/A

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Bulletin Reference Number 27-448DOIT-ADMIN-B-52457

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

Printed Name Matthew Craven E-mail Address matthew.craven2@illinois.gov

Phone Number 217-685-7722

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 217-524-7057 Date May 11, 2026

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 217-720-6643 Date

Printed Name David Papp E-mail Address David.Papp@Illinois.gov

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Bulletin Reference Number 27-448DOIT-ADMIN-B-52457

Requesting Agency/University Department of Innovation and Technology

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

Project Title Sole Source - FleetFocus Subscription FY27

Vendor Assetworks, LLC

Initial Date of Procurement Bulletin Posting May 11, 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 May 27, 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

Maintenance FY22

Professional Services and Upgrade

Maintenance FY21

The State requires a 12-month licensing term from Assetworks to maintain the current system while they finalize contract execution and initiate implementation of the new system. After this 12-month term, DoIT may complete another Sole Economicaly Feasible Source procurement to complete implementation and maintain the system on a temporary basis for legacy purposes as determined by the needs of CMS.

Q2Answer: SaaS - EAM Annual Fee for the period of July 1, 2026 - June 30, 2027 MAXQueue Module PLUS Subscription for the period of July 1, 2026 - June 30, 2027

Assetworks MAXQueue Module PLUS is an advanced software solution designed to optimize the management of maintenance and repair operations for fleets and equipment including the following Work order management, Labor and resource optimization, alerts and notifications, reporting and analytics, and integrations with other systems. Both of the above line items are required for the annual enterprise subscription in order to maintain the current system and avoid disruption to critical state services.

Alternative vendors would not be able to provide the State with the services needed in the timeframe needed before this previous contract expires.

3rd party vendors to provide support there is little room for negotiation. We have confirmed with Assetworks that this pricing is the lowest pricing they offer. The costs have also been calculated to be fair based on the previous Assetworks system and typical costs associated with other products in the market.