part I and part II DOT 44192.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number 25-494DOT-FINAD-R-229080

Requesting Agency/University Illinois Department of Transportation

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

Department/Bureau/Section: IDOT/Central Bureau of Materials

Need Identified Date: Jul 23, 2024 Supply/Service Need By Date: Jun 30, 2025

Project Title: Universal Testing Machines retrofit

Vendor: Tinius Olsen

Provide a description of the supplies or services required:

We need to retrofit the Bureau of Material's currently owned three Tinius Olsen hydraulically powered Universal Testing Machines from a Super "L" 602 servo controller to a VMC (Virtual Machine Controller).

Value: Estimated Value of Initial Term, this Change Order or Amendment: 115,000

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

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)

Compatibility of Equipment, Accessories, Replacement Parts or Service

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

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Bulletin Reference Number 25-494DOT-FINAD-R-229080

Requesting Agency/University Illinois Department of Transportation

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 Jan 1, 2007 Jan 1, 2008 The procurement file is beyond the retention period; therefore, we do not have this information anymore

IFB

2 10/5/2018 4,520 BMPR Replacement Tinius Olsen parts Small Purchase

3 12/3/2018 7,575 BMPR Calibration/Verification SS Conditions Small Purchase

4 2/6/2020 9,000 SP with Sole Source Conditions BoM Metals and Misc. Lab Calibrations Small Purchase

5 3/4/2021 9,000 SP with Sole Source Conditions BoM Metals and Misc. Lab Calibrations Small Purchase

6 1/12/2022 9,000

SP with Sole Source Conditions CBM Metals and Misc. Lab Calibrations

Small Purchase

Amendment

Over the years we have done several small purchases to maintain these machines and other Tinius Olsen testing machines that are located in our Metal and Misc. Lab. The machines have several accessories that are used with them and routine maintenance along with routine calibration services are needed. Tinius Olsen is the manufacturer of these machines and do not allow other vendors to work on them for warranty and reliability purposes. They offer factory trained service technicians and they only allow them to perform adjustments to the machines in order to ensure their continued operation.

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

Section VI - Business Rationale

Version 7.01 Page 3 of 6

Bulletin Reference Number 25-494DOT-FINAD-R-229080

Requesting Agency/University Illinois Department of Transportation

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

We need to retrofit the Bureau of Material's currently owned (3) Tinius Olsen hydraulically powered Universal Testing Machines from a Super "L" 602 servo controller to a VMC (Virtual Machine Controller). These machines are used to test a variety of materials used in Highway constructions projects such as ; rebar, strands, anchor bolts, structural bolts, structural nuts and washers, welded wire reinforcement , etc., and are designed for tension, compression, flexure and shear strength testing on materials and assemblies. Our current Tinius Olsen testing machines operate off a Super "L" 602 controller, which Tinius Olsen is no longer making or providing.

Unless we retrofit the machine we currently own and operate with the new VMC style controllers, they could break down with no way of fixing them. This could cause testing to be down for weeks to months causing major delays in the approval of materials used in highway construction. Tinius Olsen is the manufacturer of the testing machines and the only authorized retailer of the machines. Only factory trained service technicians from Tinius Olsen are allowed to perform maintenance and upgrades to their machines.

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

This purchase would be a replacement of current machine hardware that is used to control the movements of the testing machine. This purchase would be a one time purchase for each machine, that is to be retrofitted and upgraded. Being that Tinius Olsen machines deal with proprietary software and controls, Tinius Olsen would be the only company authorized to retrofit these machines to the new Virtrual Machine Controllers (VMC). Only factory trained service technicians from Tinius Olsen are allowed to perform maintenance and upgrades to their machines.

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?

If the machines are not retrofitted to the new Virtual Machine Controller, and we had to purchase three new machines, it would cost upwards of $600k for all three machines. Retrofitting the machines we currently own, and have years left of use on them, would cost around $115k for all three machines.

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:

Tinius Olsen is the manufacturer of the testing machines we currently own and the only authorized retailer of the machines. Only factory trained service technicians from Tinius Olsen are allowed to perform maintenance and upgrades to their machines.

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?

No other vendors are allowed to service the machines we currently own. If we had to buy three new machines, it would cost upwards of $600k which is not obtainable with the bureau's current equipment budget.

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 have only provided an estimate at this time. As far as if these would be available on a GSA contract, after discussion with the BC, these machines are highly specialized equipment and would not be available on a GSA contract. This purchase is also just for retrofitting and updating the current machines we have, so it would be difficult to find a comparative price point because other manufacturers only have price quotes for their manufactured machines. The lab supervisor has done open market research and the machines we currently own are much lower than others manufactured. The reason we purchased the machines to begin with is because they were the lowest bid at the time. The bureau does not have the funding to purchase new machines at this time.

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?

If there are no more replacements for the 602 controllers and we do not upgrade while we are still in an operational state, we could risk testing being down for great lengths of time which could cause major delays in the approval of materials used in highway construction.

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Bulletin Reference Number 25-494DOT-FINAD-R-229080

Requesting Agency/University Illinois Department of Transportation

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

The life expectancy of these machines are another 10-20 years.

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Bulletin Reference Number 25-494DOT-FINAD-R-229080

Requesting Agency/University Illinois Department of Transportation

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 Aug 8, 2024

Printed Name Jill Killam E-mail Address Jill.Killam@illinois.gov

Phone Number (217) 782-4807

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 Omolara.Erewele@illinois.gov

Phone Number (217) 785-5234 Date Aug 8, 2024

Printed Name Omolara Erewele

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 217-836-6172 Date Aug 8, 2024

Printed Name Shea Firebaugh E-mail Address shea.firebaugh@illinois.gov

Version 7.01 Page 6 of 6

Bulletin Reference Number 25-494DOT-FINAD-R-229080

Requesting Agency/University Illinois Department of Transportation

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

Project Title Universal Testing Machines retrofit

Vendor Tinius Olsen

Initial Date of Procurement Bulletin Posting Aug 12, 2024

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 217-558-2231

Printed Name Ellen H. Daley Date

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

SP with Sole Source Conditions CBM Metals and Misc. Lab Calibrations