part I and part II DOT B-35399.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 24-494DOT-FINAD-B-35399

Requesting Agency/University IDOT

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

Department/Bureau/Section: Department of Transportation/Bureau of Design and Environment/Surveys, Mapping & Modeling Section

Need Identified Date: Mar 1, 2023 Supply/Service Need By Date: Jul 1, 2023

Project Title: Trimble Survey & GPS Equipment, Maintenance & Repairs

Vendor: Seiler Instrument

Provide a description of the supplies or services required:

IDOT requests to continue it's maintenance contract for FY 24 on Trimble survey/GPS equipment located within the District Survey Units and Construction Sections statewide. The contract will cover all such costs associated with Trimble survey and GPS equipment maintenance, including hardware warranty, firmware upgrades, software maintenance, associated network coverage, and repairs. The contract line items for this contract do not allow for or include new equipment replacement. The farthest the contract goes is replacement of batteries and components needed to repair the existing equipment in order for it to function. The contract does not include replacement of our existing equipment inventory.

Value: Actual Value of Initial Term, this Change Order or Amendment: 2,185,731.14

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: 07/01/2023

Estimated Contract End Date: 06/30/2024

Number of Potential Renewals: 0

Length of Each Renewal in Months: 0

Total Value of All Renewals: 2,185,731.14

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)

Compatibility of Equipment, Accessories, Replacement Parts or Service

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

Version 7.01 Page 2 of 5

Bulletin Reference Number 24-494DOT-FINAD-B-35399

Requesting Agency/University IDOT

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 Sep 16, 2022 Jun 30, 2023 1,566,291.08 Trimble Survey-GPS Equipment Maintenance & Repair P-40662 Sole Source

2 Upon Executi Jun 30, 2023 850,000 Trimble Survey Equipment P-47268 IFB

3 Jul 1, 2021 Jun 30, 2022 956,319.79 Trimble Equip Maint & Repairs - Seiler Instrument P-27548 Sole Source

4 Jul 1, 2021 Jun 30, 2022 844,656.5 Trimble Equip Maint & Repairs - Precision Midwest P-27547 Sole Source

5 Jul 1, 2020 Jun 30, 2021 265,692.43 Trimble Equip Maint & Repairs - Seiler Instrument P-19416 Sole Source

6 Jul 1, 2020 Jun 30, 2021 131,832.73 Trimble Equip Maint & Repairs - Precision Midwest P-19415 Sole Source

7 Jul 1, 2019 Jun 30, 2020 89,448.44 Trimble Equip Maint & Repairs - Seiler Instrument - D&E, D6-D9 P-14606 Sole Source

8 Jul 1, 2019 Jun 30, 2020 170,628.4 Trimble Equip Maint & Repairs - Seiler Instrument P-10496 Sole Source

9 Jul 1, 2019 Jun 30, 2020 92,497.04 Trimble Equip Maint & Repairs - Precision Midwest - D1-D5 P-14308 Sole Source

10 Jul 1, 2019 Jun 30, 2020 19,566.05 Trimble Equip Maint & Repairs - Precision Midwest P-9708 Sole Source

If more than 10, or if other comments, explain: See Excel Attachment.

Section VI - Business Rationale

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

IDOT has numerous pieces of survey and GPS equipment in each of its 9 Districts and the Central Office.

Due to sole source requirements from the equipment manufacturer, hardware and software maintenance and repairs required for Trimble survey and GPS equipment statewide must be procured through Seiler Instrument, who recently bought Precision Midwest.

In August 2018, the Bureau of Design and Environment (BDE), in collaboration with the Bureau of Information Processing (BIP) and the Bureau of Business Services (BoBS), began working towards a centralized ordering and procurement process that would alleviate challenges that the Districts were experiencing with management of maintenance renewals.

BDE and BIP reached out to the Survey Units in each District and vendors to establish the process for all procurement actions in FY 20.

For FY 21, equipment residing in the District Construction Sections has been included in the contract in order to further consolidate all survey equipment needs under a single umbrella. For FY 22, equipment repairs/replacements and new equipment requests were also included in the contract.

The establishment of centralized software and firmware maintenance contracts will ensure that the Department has a clear path for procurement of critical products and services needed. A new contract is now necessary for FY 2024 in order to continue these services into the future in a centralized manner.

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

IDOT requests to continue it's maintenance contract for FY 24 on Trimble survey/GPS equipment located within the District Survey Units and Construction Sections statewide with Seiler Instrument. Seiler Instrument is the sole source dealers of Trimble surveying equipment serving the state of Illinois. The contract will cover all such costs associated with Trimble survey and GPS equipment maintenance, including hardware warranty, firmware upgrades, software maintenance, associated network coverage, and repairs/ replacements for all survey and GPS Equipment located in the Survey Units and Construction Sections statewide.

Version 7.01 Page 3 of 5

Bulletin Reference Number 24-494DOT-FINAD-B-35399

Requesting Agency/University IDOT

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 this contract is not established, software and firmware upgrades and hardware maintenance cannot be completed on our Trimble survey and GPS devices located within the Department. If survey equipment is not fully functional, it can either not be used or will lead to error in the field. This results in lost productivity, increased man-hour costs for issue resolution or re-work, potential safety concerns for additional surveyor field exposure, inaccurate surveys and construction field quantities, and perhaps the missing of project lettings and loss of federal funding. Ultimately, the traveling public can be adversely affected as the condition and safety of our transportation system is directly impacted by these lost time and productivity issues.

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:

Precision Midwest was acquired by Seiler Instrument. Seiler Instrument now has a geographic sole source agreement in place with Trimble as the only authorized reseller/maintenance and warranty provider of Trimble products and services in the state of Illinois.

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?

Alternatives are not available due to sole source agreements. Trimble is the largest manufacturer of survey equipment worldwide.

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 of the contract is set based on existing equipment within the Department and provides IDOT with a 10% discount.

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?

A contract must be developed for ongoing software, hardware, warranty, firmware and repairs for our Trimble specific survey equipment , which must be procured through Trimble's sole source dealers. If this contract is not procured for departmental staff, survey equipment will cease to function properly or at all, roadway and structures improvement projects cannot be initiated, potential projects will miss lettings, IDOT will not be able to receive project approvals for needed roadway improvements across the state, federal funding could be lost, and the state of the roadway system in Illinois could be adversely affected, both in terms of condition and safety.

A lapse in our maintenance agreement would also be detrimental, as it causes costly reinstatement fees and the inability to update software and equipment firmware to address bug fixes on the Trimble survey equipment which keep the equipment functioning efficiently.

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

None

Version 7.01 Page 4 of 5

Bulletin Reference Number 24-494DOT-FINAD-B-35399

Requesting Agency/University IDOT

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 16, 2023

Printed Name Dan Mlacnik E-mail Address Dan.Mlacnik@illinois.gov

Phone Number (217) 558-2436

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 aundra.williams@illinois.gov

Phone Number 217-782-5360 Date Apr 18, 2023

Printed Name Aundra Williams

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 Date Apr 19, 2023

Printed Name Robert Brice E-mail Address robert.brice@illinois.gov

Version 7.01 Page 5 of 5

Bulletin Reference Number 24-494DOT-FINAD-B-35399

Requesting Agency/University IDOT

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

Project Title Trimble Survey & GPS Equipment, Maintenance & Repairs

Vendor Seiler Instrument

Initial Date of Procurement Bulletin Posting Apr 19, 2023

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

Due to sole source requirements from the equipment manufacturer, hardware and software maintenance and repairs required for Trimble survey and GPS equipment statewide must be procured through Seiler Instrument, who recently bought Precision Midwest.

In August 2018, the Bureau of Design and Environment (BDE), in collaboration with the Bureau of Information Processing (BIP) and the Bureau of Business Services (BoBS), began working towards a centralized ordering and procurement process that would alleviate challenges that the Districts were experiencing with management of maintenance renewals.

BDE and BIP reached out to the Survey Units in each District and vendors to establish the process for all procurement actions in FY 20.

For FY 21, equipment residing in the District Construction Sections has been included in the contract in order to further consolidate all survey equipment needs under a single umbrella. For FY 22, equipment repairs/replacements and new equipment requests were also included in the contract.

The establishment of centralized software and firmware maintenance contracts will ensure that the Department has a clear path for procurement of critical products and services needed. A new contract is now necessary for FY 2024 in order to continue these services into the future in a centralized manner.