part I and part II DVA B-49968.pdf

Sole Source Justification Form

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Bulletin Reference Number 26-497DVA-QUINC-B-49968

Requesting Agency/University ILLINOIS DEPARTMENT OF VETERANS AFFAIRS

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

Department/Bureau/Section: ILLINOIS VETERANS HOME QUINCY

Need Identified Date: Oct 16, 2025 Supply/Service Need By Date: Mar 1, 2026

Project Title: FIRE ALARM SYSTEMS MAINTENACE AND INSPECTION

Vendor: JOHNSON CONTROLS FIRE PROTECTION

Provide a description of the supplies or services required:

Contract provides maintenance, repair, inspection and testing of the Simplex Grinnell fire alarm system on the main campus of the Illinois Veterans Home in Quincy, IL.

Value: Actual Value of Initial Term, this Change Order or Amendment: 205,068

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: 03/01/2026

Estimated Contract End Date: 02/28/2027

Number of Potential Renewals:

Length of Each Renewal in Months:

Total Value of All Renewals:

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

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Bulletin Reference Number 26-497DVA-QUINC-B-49968

Requesting Agency/University ILLINOIS DEPARTMENT OF VETERANS AFFAIRS

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 03/01/2025 02/28/2026 97,448 FIRE ALARM SYSTEMS MAINT AND

INSPECTION P-74594 Small Purchase

2 03/01/2024 02/28/2025 53,781 FIRE ALARM SYSTEMS MAINT AND

INSPECTION P-62498 Small Purchase

3 03/01/2022 02/29/2024 94,520 FIRE ALARM SYSTEMS MAINT AND

INSPECTION P-32869 Small Purchase

4 03/012021 02/28/2022 59,321 FIRE ALARM SYSTEMS MAINT AND

INSPECTION P-24258 Small Purchase

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 Illinois Veterans Home–Quincy requires ongoing inspection, testing, maintenance, and repair services for its Simplex Grinnell fire alarm systems to ensure continuous life-safety protection, regulatory compliance, and reliable system operation across the main campus. These systems are proprietary, manufacturer-specific installations that can only be serviced by factory-trained and certified technicians authorized by the manufacturer. Johnson Controls Fire Protection LP is the sole qualified vendor capable of performing required services on the Simplex Grinnell 4010 and 4100 series fire alarm systems installed at the Facility. Quarterly inspections, annual testing of all system points, and routine maintenance are necessary to maintain system integrity, minimize the risk of failure, and ensure timely detection and notification in the event of a fire or emergency, thereby protecting residents, staff, visitors, and State property.

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Bulletin Reference Number 26-497DVA-QUINC-B-49968

Requesting Agency/University ILLINOIS DEPARTMENT OF VETERANS AFFAIRS

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

The Vendor shall provide quarterly inspection, testing, maintenance, and repair services for the Simplex Grinnell fire alarm systems on the main campus of the Illinois Veterans Home in Quincy, Illinois (“Facility”). Services shall cover twenty-seven (27) buildings as listed here: New Long Term Care Building, New Independent Living Apartments, Security Building, All Faiths Chapel, Laundry, Tradesmen Building, Lawn Garage, Lippincott, Administration Building, Superintendent’s Residence, Therapy Building, Smith Hall, Nielson Hall, Markword, Library, Fifer, Anderson, Engineering, Commissary, Truck Garage, Carpenter Shop, Andrew Infirmary, Doctors Office, Power Plant, Somerville, Schapers, and the Water Treatment Plant. The Markword building shall be removed from the scope upon relocation of residents to the new long-term care building and demolition of the structure. Hammond Hall is excluded from this Contract, as it is equipped with an Edwards fire alarm system and is located off the main campus.

All services shall be performed in accordance with manufacturer recommendations and applicable codes, including NFPA 70, NFPA 72, and NFPA 101. Quarterly testing shall include twenty-five percent (25%) of all monitor and control points to ensure all points are tested annually. Functional testing of initiating devices shall be performed on a rotational basis so that each device is tested once per year.

Lightning arresters and surge suppressors shall be visually inspected during quarterly inspections.

Work shall be coordinated with the Facility Chief Engineer or designee to prevent disruption of critical systems and ensure proper notification to occupants. Services shall be performed during normal business hours, Monday through Friday, 8:00 a.m. to 4:30 p.m., excluding State holidays, unless otherwise approved.

The Vendor shall promptly report any system impairment affecting fire protection to the Facility Chief Engineer or designee in writing within twenty-four (24) hours. Repairs shall not be initiated without Facility notification. Quarterly written inspection and performance reports shall be provided, including recommendations for system improvements.

The Vendor shall repair or replace, at no additional cost to the Facility, covered Simplex Grinnell fire alarm panels, components, printed circuit boards, and peripheral equipment that fail under normal use, including maintenance of lightning suppression devices. The Facility shall conduct required monthly system activations and notify the Vendor of any unsatisfactory performance.

The Facility has selected the Vendor’s Expert Plan coverage, which includes testing and inspection of fire alarms and panels, labor and parts coverage, peripheral component replacement, electronic reporting, battery replacement as needed, sensitivity testing, remote service support, customer portal access, and a twenty percent (20%) discount on non-covered services. Non-covered services would be if a Fire panel needed upgraded due to being obsolete and surge protectors. The Expert coverage plan is a full coverage plan similar to comprehensive coverage of auto insurance.

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?

The Fire alarm system was installed by CDB in the 1990's as full Simplex system campus wide. Since the Simplex system is proprietary, Johnson Controls would have sole source conditions. A Sole source letter is provided in bidbuy.

Simplex is the manufacturer and distributor of the branded fire alarm systems, and Johnson Controls Fire Protection LP district offices are the ONLY factory trained and certified service providers for the 4010 & 4100 series fire alarm systems. The office in Peoria has factory technicians with the latest training and active certifications for Simplex installed fire alarm systems. The technicians have access to the latest software revisions and product bulletins. Improperly serviced systems can void applicable warranties.

The 4100, 4010 and 4020 series Fire Alarm Systems are microprocessor-based systems, which operate on a life safety software program, which is proprietary to Johnson Controls Fire Protection LP. This program is specially designed to meet the operational requirements of our facility. There is no commercially available education manuals available from which a non-Johnson Controls Fire Protection LP factory trained technician can qualify to field edit our programs, change labels or functionality, or operate the system as required to maintain the system properly. The software is retained in “read only” memory to allow password-protected field editing by factory trained, authorized personnel.

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 Simplex fire alarm system is a proprietary life safety system that requires inspection, testing, and maintenance to be performed exclusively by factory-trained and certified technicians. As documented in the Sole Source letter, improper servicing or unauthorized maintenance may void the manufacturer’s warranty and compromise system integrity. Fire alarm systems are legally mandated life safety systems essential to the protection of building occupants and property. The Facility Chief Engineer has consulted with multiple fire alarm service providers regarding their ability to maintain or repair the Simplex system. Each vendor confirmed that they are unable to perform the required services due to restricted access to proprietary software, programming, and key codes necessary to interface with the Simplex system. Only factory-trained and authorized technicians possess the credentials and technical capability required to service the system in accordance with manufacturer requirements.

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Bulletin Reference Number 26-497DVA-QUINC-B-49968

Requesting Agency/University ILLINOIS DEPARTMENT OF VETERANS AFFAIRS

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?

As noted in Question 4, the Chief Engineer consulted multiple fire alarm service providers regarding their ability to maintain or repair the existing Simplex system. Each vendor confirmed they are unable to perform the required services due to restricted access to proprietary software, programming, and key codes necessary to interface with the system. Only factory-trained and authorized Simplex technicians possess the credentials and technical expertise required to service the system in accordance with manufacturer requirements. The Simplex system is a proprietary fire alarm system, and its equipment, software, and programming can only be accessed by authorized Simplex personnel. This limitation prevents outside contractors from performing maintenance, testing, or repairs. Consequently, the only viable option to engage alternative service providers would be a complete replacement of the existing fire alarm panels and associated components with a non-proprietary system that allows open access for inspection, programming, and maintenance. Such a replacement would involve substantial costs for new equipment, installation, and system integration to maintain compliance with applicable fire and life safety regulations.

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?

Price was determined at Market Value of services based on other simplex systems. Vendor increases price yearly with reasonable COLA adjustments based on federal COLA and price of parts increase. This years increase was due to the full opening of the New Long term care building which has doubled our number of systems needing to be maintained. See attached list for buildings and cost of each building. The new Long Term Care building and the Domiciliary were more expensive than the other buildings is because the Long Term Care building has 2,219 devices in it and the Domiciliary Building has 732 devices in it. All of the other buildings put together only have 1,748 devices in them.

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:

Annual service contracts for the maintenance and inspection of the fire alarm systems are required to ensure compliance with all applicable fire codes, safety standards, and manufacturer recommendations. These contracts help guarantee that the systems are properly tested, inspected, and maintained on a regular basis by qualified technicians. Routine inspections and maintenance not only ensure that the fire alarm systems remain fully operational and reliable, but also help identify potential issues before they become critical. Maintaining an active annual contract supports ongoing code compliance, enhances building safety, and ensures that all documentation and inspection reports are readily available for review by fire authorities.

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?

Without proper maintenance and authorized servicing, the facility will be unable to comply with applicable fire codes and safety standards, and it will risk voiding the manufacturer’s warranty on the fire alarm equipment. Replacement would involve a multi million dollar project for new equipment, installation, and system integration to maintain compliance with applicable fire and life safety regulations.

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

Sole source letter from Johnson Controls is included with this Sole Source Justification form.

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Bulletin Reference Number 26-497DVA-QUINC-B-49968

Requesting Agency/University ILLINOIS DEPARTMENT OF VETERANS AFFAIRS

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 4, 2026

Printed Name Hannah Ajdinovich E-mail Address Hannah.Ajdinovich@Illinois.gov

Phone Number 217-640-2223

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 leah.thomas@illinois.gov

Phone Number 217-558-8331 Date Feb 4, 2026

Printed Name Leah Thomas

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)720.4168 Date Feb 4, 2026

Printed Name Sophia Choi E-mail Address sophia.choi@illinois.gov

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Bulletin Reference Number 26-497DVA-QUINC-B-49968

Requesting Agency/University ILLINOIS DEPARTMENT OF VETERANS AFFAIRS

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

Project Title FIRE ALARM SYSTEMS MAINTENACE AND INSPECTION

Vendor JOHNSON CONTROLS FIRE PROTECTION

Initial Date of Procurement Bulletin Posting Feb 4, 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 Feb 18, 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

All services shall be performed in accordance with manufacturer recommendations and applicable codes, including NFPA 70, NFPA 72, and NFPA 101. Quarterly testing shall include twenty-five percent (25%) of all monitor and control points to ensure all points are tested annually. Functional testing of initiating devices shall be performed on a rotational basis so that each device is tested once per year. Lightning arresters and surge suppressors shall be visually inspected during quarterly inspections.

Work shall be coordinated with the Facility Chief Engineer or designee to prevent disruption of critical systems and ensure proper notification to occupants. Services shall be performed during normal business hours, Monday through Friday, 8:00 a.m. to 4:30 p.m., excluding State holidays, unless otherwise approved.

The Vendor shall promptly report any system impairment affecting fire protection to the Facility Chief Engineer or designee in writing within twenty-four (24) hours. Repairs shall not be initiated without Facility notification. Quarterly written inspection and performance reports shall be provided, including recommendations for system improvements.

The Vendor shall repair or replace, at no additional cost to the Facility, covered Simplex Grinnell fire alarm panels, components, printed circuit boards, and peripheral equipment that fail under normal use, including maintenance of lightning suppression devices. The Facility shall conduct required monthly system activations and notify the Vendor of any unsatisfactory performance.

The Facility has selected the Vendor’s Expert Plan coverage, which includes testing and inspection of fire alarms and panels, labor and parts coverage, peripheral component replacement, electronic reporting, battery replacement as needed, sensitivity testing, remote service support, customer portal access, and a twenty percent (20%) discount on non-covered services. Non-covered services would be if a Fire panel needed upgraded due to being obsolete and surge protectors. The Expert coverage plan is a full coverage plan similar to comprehensive coverage of auto insurance.

Q3Answer: The Fire alarm system was installed by CDB in the 1990's as full Simplex system campus wide. Since the Simplex system is proprietary, Johnson Controls would have sole source conditions. A Sole source letter is provided in bidbuy.

Simplex is the manufacturer and distributor of the branded fire alarm systems, and Johnson Controls Fire Protection LP district offices are the ONLY factory trained and certified service providers for the 4010 & 4100 series fire alarm systems. The office in Peoria has factory technicians with the latest training and active certifications for Simplex installed fire alarm systems. The technicians have access to the latest software revisions and product bulletins. Improperly serviced systems can void applicable warranties.

The 4100, 4010 and 4020 series Fire Alarm Systems are microprocessor-based systems, which operate on a life safety software program, which is proprietary to Johnson Controls Fire Protection LP. This program is specially designed to meet the operational requirements of our facility. There is no commercially available education manuals available from which a non-Johnson Controls Fire Protection LP factory trained technician can qualify to field edit our programs, change labels or functionality, or operate the system as required to maintain the system properly. The software is retained in “read only” memory to allow password-protected field editing by factory trained, authorized personnel.