Sole Source Justification Form

Version 7.01 Page 1 of 8

Bulletin Reference Number B-52523

Requesting Agency/University IL Emergency Management Agency & OHS

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

Department/Bureau/Section: Information Technology

Need Identified Date: Jul 1, 2026 Supply/Service Need By Date: Jul 1, 2026

Project Title: Juvare WebEOC Migration to Cloud

Vendor: ESI Acquisition, Inc.

Provide a description of the supplies or services required: Juvare WebEOC on Premise version 8.X migration to WebEOC Nexus in the Cloud

Value: Estimated Value of Initial Term, this Change Order or Amendment: 108,532.4

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: Jul 1, 2026

Estimated Contract End Date: Jun 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)

Compatibility of Equipment, Accessories, Replacement Parts or Service and Software Licenses/Upgrade/Maintenance

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

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Bulletin Reference Number B-52523

Requesting Agency/University IL Emergency Management Agency & OHS

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 07/01/2025 06/30/2026 81,450.38 WebEOC Software Annual Maintenance 400116896

2 07/01/2024 06/30/2025 74,045.79 WebEOC Software Annual Maintenance 4100200058

3 07/01/2023 06/30/2024 70,769.8 WebEOC Software Annual Maintenance 4100182314

4 07/01/2022 06/30/2023 41,715 WebEOC Software Annual Maintenance 4100160293

5 07/01/2021 06/30/2022 40,500 WebEOC Software Annual Maintenance 4100142682

6 07/01/2020 06/30/2021 44,000 WebEOC Software Annual Maintenance 4100129640

7 07/01/2019 06/30/2020 40,500 WebEOC Software Annual Maintenance 4100113337

8 07/01/2018 06/30/2019 37,300 WebEOC Software Annual Maintenance 4100102651

9 07/01/2017 06/30/2018 36,270 WebEOC Software Annual Maintenance 1000010304

10 07/01/2016 06/30/2017 38,967.3 WebEOC Software Annual Maintenance 16-000000099778

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 requested services are required for our continued support/licensing/maintenance agreement with Juvare and to support the migration of our WebEOC system from the current on-premise Version 8.x environment to the Nexus Cloud platform. Juvare has formally announced that support for all on-premise versions of WebEOC will be discontinued effective December 2026. To maintain system stability, vendor support, security updates, and operational readiness, transitioning to the cloud-hosted Nexus environment during this maintenance cycle is necessary.

Additionally, IEMA-OHS is currently in the process of gathering requirements for a future Request for Proposals (RFP) to evaluate and potentially procure a next-generation incident management system. During this transition period, continuing maintenance and migrating to Nexus Cloud ensures the continuity of our primary incident management platform, prevents service degradation as on-premise support sunsets, and sustains daily operational and emergency response capabilities until the RFP process is completed.

This continued license, maintenance, support and migration are essential to maintain reliable, supported, and secure system operations throughout the interim period.

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Bulletin Reference Number B-52523

Requesting Agency/University IL Emergency Management Agency & OHS

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

Annual Software Maintenance and Support for WebEOC/Nexus Cloud:

WebEOC will provide full annual maintenance coverage, including technical support, security updates, feature enhancements, and routine system fixes. Support includes the existing on-premise WebEOC Version 8.x environment during the transition and continues seamlessly after migration to the Nexus Cloud platform. Service level agreements (SLAs) ensure timely response and issue resolution to maintain uninterrupted incident management operations.

Migration Services from On-Premise Version 8.x to Nexus Cloud:

WebEOC will supply end-to-end migration services, including planning, configuration, data extraction, validation, and transfer of all boards, processes, user roles, and historical information. These services ensure continuity as on-premise support approaches its sunset date in December 2026. The Nexus Cloud environment provided by WebEOC meets current operational needs with improved reliability, scalability, and vendor-managed infrastructure.

Secure Cloud Hosting and Infrastructure Services WebEOC will host the Nexus Cloud environment within a secure, redundant, and fully managed cloud infrastructure. This includes high availability architecture, routine backups, disaster recovery capabilities, continuous monitoring, and compliance with applicable state security standards. The environment includes data encryption at rest and in transit, multi-factor authentication options, and audit logging to support security and accountability requirements.

Operational Continuity During the IEMA-OHS RFP Process The services provided by WebEOC will ensure that the system remains fully supported and operational while IEMA-OHS continues gathering requirements for a future Request for Proposals (RFP) to evaluate next-generation incident management systems. The hosted Nexus Cloud environment guarantees uninterrupted functionality throughout this interim period, preventing disruption to critical emergency management operations.Compatibility With Existing Integrations and WorkflowsWebEOC will maintain compatibility with existing operational boards, workflows, reporting tools, and multi-agency configurations currently in use. The migration to Nexus Cloud will preserve or replicate existing integrations and user permissions structures to ensure continuity of daily operations and emergency response processes.Training Resources, Documentation, and User SupportWebEOC will provide access to updated user documentation, administrator guides, and Nexus Cloud training materials. Additional support will be available as needed to assist administrators and end users during and after the migration process.

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?

WebEOC is the only solution capable of meeting the agency’s immediate operational, technical, and continuity requirements due to its role as the currently deployed, fully integrated incident management system used statewide. The requested maintenance and migration services are uniquely available through WebEOC because they involve proprietary software, databases, workflows, and configurations that cannot be supported, modified, or migrated by any third party. Continued use of the existing on-premise Version 8.x system is not viable, as WebEOC will be discontinuing support for all on-premise versions in December 2026. To remain in a secure, vendor-supported environment, the agency must transition to the WebEOC-provided Nexus Cloud platform.

Additionally, WebEOC is the only provider capable of ensuring uninterrupted access to current operational boards, integrations, system permissions, and multi-agency workflows that support daily operations and emergency response. Any alternative solution would require a full system replacement, extensive redevelopment, retraining, and statewide coordination, which cannot be completed within the required timeframe.

While IEMA-OHS is in the process of gathering requirements for a future RFP to evaluate long-term incident management system options, the agency must maintain full functionality and vendor support of the existing system during this interim period. Only WebEOC can provide the necessary maintenance, hosting, and migration services to sustain operational readiness and ensure continuity until the RFP process is completed.

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Bulletin Reference Number B-52523

Requesting Agency/University IL Emergency Management Agency & OHS

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:

Proprietary System Architecture:

WebEOC is a closed, vendor-controlled platform. All system components—including database structure, board design tools, administrative functions, APIs, and workflow logic—are proprietary.

• No other vendor has legal or technical access to provide maintenance, updates, patches, or cloud migration services for WebEOC.

• Third-party support is not permitted under WebEOC’s licensing and intellectual property restrictions.

Exclusive Access to Migration Tools and Data Conversion Utilities The transition from WebEOC Version 8.x on-premise to Nexus Cloud requires proprietary data extraction, validation, and conversion tools that only WebEOC provides.

• These utilities are not published, licensed, or available to any external vendor.

• WebEOC is the only provider capable of ensuring complete and accurate conversion of boards, workflows, permissions, and historical data.

Vendor-Controlled Cloud Hosting (Nexus Cloud) Nexus Cloud is a proprietary hosting environment designed exclusively for WebEOC.

• No other cloud hosting vendor can host or operate the WebEOC application stack.

• Only WebEOC can deliver the required uptime SLAs, performance guarantees, and security controls specific to their platform.

Compatibility With Existing Statewide Configurations The current Illinois WebEOC implementation includes years of customized boards, integrations, role structures, and multi-agency workflows.

• These configurations are unique to WebEOC and cannot be supported or maintained by any other system without a full statewide system replacement.

• Preserving existing data, structures, and continuity requires WebEOC-specific capabilities.

Exclusive Support Path Due to End-of-Support Timeline (Quantifiable)WebEOC will sunset support for all on-premise systems in December 2026.

• Only WebEOC can provide the required maintenance and cloud transition services needed to keep the system supported prior to that deadline.

• No alternative vendor can extend support, provide patches, or maintain system security beyond the sunset date.

Operational Continuity During the Ongoing IEMA-OHS RFP Process While IEMA-OHS gathers requirements for a future RFP, only WebEOC can:• Ensure uninterrupted system operations• Maintain existing integrations

• Provide security updates and emergency support

• Preserve mission-critical capabilities until the RFP process determines whether a replacement product will be procured

Any other vendor or product would require a full system replacement, which is not feasible within the required operational timelines and would disrupt ongoing emergency management functions.

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 were not evaluated because WebEOC is the currently deployed, fully integrated incident management system used statewide, and only WebEOC can provide the required maintenance, support, and proprietary migration services for the existing on-premise Version 8.x environment. All system components—including data structures, boards, workflows, integrations, and administrative tools—are proprietary and can only be accessed, supported, or migrated by WebEOC.

Additionally, replacement systems can only be considered through a formal competitive procurement process. IEMA-OHS is currently conducting requirements gathering for a future RFP to evaluate next-generation incident management systems. Until that RFP is completed, WebEOC is the only vendor capable of maintaining system continuity and supporting the mandated migration to the Nexus Cloud platform before the December 2026 end-of-support deadline

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Bulletin Reference Number B-52523

Requesting Agency/University IL Emergency Management Agency & OHS

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 agency reviewed the pricing proposal provided by WebEOC and confirmed that the costs align with the established statewide pricing structure and historical costs for annual maintenance and support. The agency also compared the proposed pricing to prior-year maintenance renewals and verified that any increases are consistent with standard contractual escalation rates and industry norms for software support and cloud-hosted services.

Because WebEOC is the sole provider of maintenance, support, and migration services for their proprietary system, traditional competitive pricing is not possible. However, the agency engaged in discussions with WebEOC to ensure that pricing for the Nexus Cloud migration and ongoing support reflects the standardized rates offered to all government customers and is consistent with pricing previously extended to other state and local agencies using the platform.

The price is considered fair and reasonable based on the following factors:

• It aligns with the vendor's published government pricing model.

• It reflects industry-typical costs for cloud hosting, system support, and software maintenance.

• It is consistent with previous contract years and shows no excessive or unexplained increases.

• It includes all proprietary services required to maintain system continuity, which only WebEOC can provide.

Given the vendor’s exclusive capability to perform these services and the validation of pricing against historical and industry standards, the agency has determined the proposed cost to be fair, reasonable, and in the best interest of operational continuity.

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:

The agency is in the process of developing specifications for a new RFP for the entire system. This sole source is for the continued maintenance and support of the system that is sunsetting until we can issue a new solicitation and have a new solution in place.

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Bulletin Reference Number B-52523

Requesting Agency/University IL Emergency Management Agency & OHS

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 sole source request is not approved and the agency is required to pursue a competitive bid, the State would face significant financial, operational, and security impacts.

Because WebEOC is the only vendor capable of providing maintenance, support, and migration services for their proprietary system, a competitive bid cannot yield a viable alternative provider. As a result, the State would be forced into an unplanned system replacement rather than a routine maintenance renewal and planned migration. This would create substantial costs far exceeding the current proposal, including:

• New system procurement costs

• Multi-year implementation and configuration costs

• Data conversion, integration redevelopment, and system redesign Statewide retraining of users across multiple agencies and jurisdictions

From an operational standpoint, delaying approval would jeopardize continuity of operations. WebEOC will discontinue support for all on-premise systems in December 2026, and any interruption in the migration timeline could risk the system becoming unsupported before a replacement can be procured and deployed. This would leave the State without access to critical security updates, patches, and technical support, exposing the system to operational failures and cybersecurity vulnerabilities.

Additionally, because IEMA-OHS is already in the process of gathering requirements for a future competitive RFP for a long-term incident management solution, forcing a new competitive bid now would duplicate efforts, delay the ongoing formal procurement process, and create unnecessary cost and administrative burden without producing any actionable alternative.

In summary, requiring a competitive bid at this time would result in substantially higher financial costs, loss of system support, increased security risks, and potential disruption to statewide emergency management operations. Approving the sole source is the only path that ensures continuity, avoids unnecessary costs, and maintains system readiness until the planned RFP process is complete.

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

Approval of this sole source is essential to maintain uninterrupted operation of the State’s primary incident management system.

WebEOC currently supports critical daily coordination, emergency response activities, and multi-agency information sharing across state, local, and partner organizations. Because WebEOC is a proprietary platform with no authorized third-party providers, only the vendor can deliver the required maintenance, security updates, and cloud-migration services needed to keep the system functional and supported.

In addition, the State is already engaged in a structured requirements-gathering process through IEMA-OHS to prepare a competitive RFP for a future long-term incident management solution. This sole source allows the State to maintain operational readiness during this transitional period without duplicating efforts or prematurely replacing the existing system. The requested action represents the most cost-effective and least disruptive path forward while the State completes its broader strategic procurement process.

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Bulletin Reference Number B-52523

Requesting Agency/University IL Emergency Management Agency & OHS

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 5-14-26

Printed Name Nicky Cortez E-mail Address Nicky.Cortez@illinois.gov

Phone Number 217-843-0004

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 Tricia.Leezer@illinois.gov

Phone Number 217/720-0569 Date

Printed Name Tricia Leezer

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 B-52523

Requesting Agency/University IL Emergency Management Agency & OHS

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

Project Title Juvare WebEOC Migration to Cloud

Vendor ESI Acquisition, Inc.

Initial Date of Procurement Bulletin Posting May 14, 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 28, 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

Additionally, IEMA‑OHS is currently in the process of gathering requirements for a future Request for Proposals (RFP) to evaluate and potentially procure a next‑generation incident management system. During this transition period, continuing maintenance and migrating to Nexus Cloud ensures the continuity of our primary incident management platform, prevents service degradation as on‑premise support sunsets, and sustains daily operational and emergency response capabilities until the RFP process is completed.

This continued license, maintenance, support and migration are essential to maintain reliable, supported, and secure system operations throughout the interim period.

Q2Answer: Annual Software Maintenance and Support for WebEOC/Nexus Cloud:

WebEOC will provide full annual maintenance coverage, including technical support, security updates, feature enhancements, and routine system fixes. Support includes the existing on‑premise WebEOC Version 8.x environment during the transition and continues seamlessly after migration to the Nexus Cloud platform. Service level agreements (SLAs) ensure timely response and issue resolution to maintain uninterrupted incident management operations.

Migration Services from On‑Premise Version 8.x to Nexus Cloud:

WebEOC will supply end‑to‑end migration services, including planning, configuration, data extraction, validation, and transfer of all boards, processes, user roles, and historical information. These services ensure continuity as on‑premise support approaches its sunset date in December 2026. The Nexus Cloud environment provided by WebEOC meets current operational needs with improved reliability, scalability, and vendor‑managed infrastructure.

Secure Cloud Hosting and Infrastructure Services WebEOC will host the Nexus Cloud environment within a secure, redundant, and fully managed cloud infrastructure. This includes high availability architecture, routine backups, disaster recovery capabilities, continuous monitoring, and compliance with applicable state security standards. The environment includes data encryption at rest and in transit, multi‑factor authentication options, and audit logging to support security and accountability requirements.

Operational Continuity During the IEMA‑OHS RFP Process The services provided by WebEOC will ensure that the system remains fully supported and operational while IEMA‑OHS continues gathering requirements for a future Request for Proposals (RFP) to evaluate next‑generation incident management systems. The hosted Nexus Cloud environment guarantees uninterrupted functionality throughout this interim period, preventing disruption to critical emergency management operations.Compatibility With Existing Integrations and WorkflowsWebEOC will maintain compatibility with existing operational boards, workflows, reporting tools, and multi‑agency configurations currently in use. The migration to Nexus Cloud will preserve or replicate existing integrations and user permissions structures to ensure continuity of daily operations and emergency response processes.Training Resources, Documentation, and User SupportWebEOC will provide access to updated user documentation, administrator guides, and Nexus Cloud training materials. Additional support will be available as needed to assist administrators and end users during and after the migration process.

Q3Answer: WebEOC is the only solution capable of meeting the agency’s immediate operational, technical, and continuity requirements due to its role as the currently deployed, fully integrated incident management system used statewide. The requested maintenance and migration services are uniquely available through WebEOC because they involve proprietary software, databases, workflows, and configurations that cannot be supported, modified, or migrated by any third party. Continued use of the existing on‑premise Version 8.x system is not viable, as WebEOC will be discontinuing support for all on‑premise versions in December 2026. To remain in a secure, vendor‑supported environment, the agency must transition to the WebEOC‑provided Nexus Cloud platform.

Additionally, WebEOC is the only provider capable of ensuring uninterrupted access to current operational boards, integrations, system permissions, and multi‑agency workflows that support daily operations and emergency response. Any alternative solution would require a full system replacement, extensive redevelopment, retraining, and statewide coordination, which cannot be completed within the required timeframe.

While IEMA‑OHS is in the process of gathering requirements for a future RFP to evaluate long‑term incident management system options, the agency must maintain full functionality and vendor support of the existing system during this interim period. Only WebEOC can provide the necessary maintenance, hosting, and migration services to sustain operational readiness and ensure continuity until the RFP process is completed.

Q4Answer: Proprietary System Architecture:

WebEOC is a closed, vendor‑controlled platform. All system components—including database structure, board design tools, administrative functions, APIs, and workflow logic—are proprietary.

• No other vendor has legal or technical access to provide maintenance, updates, patches, or cloud migration services for WebEOC.

• Third-party support is not permitted under WebEOC’s licensing and intellectual property restrictions.

Exclusive Access to Migration Tools and Data Conversion Utilities The transition from WebEOC Version 8.x on‑premise to Nexus Cloud requires proprietary data extraction, validation, and conversion tools that only WebEOC provides.

• These utilities are not published, licensed, or available to any external vendor.

• WebEOC is the only provider capable of ensuring complete and accurate conversion of boards, workflows, permissions, and historical data.

Vendor-Controlled Cloud Hosting (Nexus Cloud) Nexus Cloud is a proprietary hosting environment designed exclusively for WebEOC.

• No other cloud hosting vendor can host or operate the WebEOC application stack.

• Only WebEOC can deliver the required uptime SLAs, performance guarantees, and security controls specific to their platform.

Compatibility With Existing Statewide Configurations The current Illinois WebEOC implementation includes years of customized boards, integrations, role structures, and multi‑agency workflows.

• These configurations are unique to WebEOC and cannot be supported or maintained by any other system without a full statewide system replacement.

• Preserving existing data, structures, and continuity requires WebEOC-specific capabilities.

Exclusive Support Path Due to End-of-Support Timeline (Quantifiable)WebEOC will sunset support for all on‑premise systems in December 2026.

• Only WebEOC can provide the required maintenance and cloud transition services needed to keep the system supported prior to that deadline.

• No alternative vendor can extend support, provide patches, or maintain system security beyond the sunset date.

Operational Continuity During the Ongoing IEMA‑OHS RFP Process While IEMA-OHS gathers requirements for a future RFP, only WebEOC can:• Ensure uninterrupted system operations• Maintain existing integrations

• Provide security updates and emergency support

• Preserve mission‑critical capabilities until the RFP process determines whether a replacement product will be procured

Any other vendor or product would require a full system replacement, which is not feasible within the required operational timelines and would disrupt ongoing emergency management functions.

Additionally, replacement systems can only be considered through a formal competitive procurement process. IEMA‑OHS is currently conducting requirements gathering for a future RFP to evaluate next‑generation incident management systems. Until that RFP is completed, WebEOC is the only vendor capable of maintaining system continuity and supporting the mandated migration to the Nexus Cloud platform before the December 2026 end‑of‑support deadline

Because WebEOC is the sole provider of maintenance, support, and migration services for their proprietary system, traditional competitive pricing is not possible. However, the agency engaged in discussions with WebEOC to ensure that pricing for the Nexus Cloud migration and ongoing support reflects the standardized rates offered to all government customers and is consistent with pricing previously extended to other state and local agencies using the platform.

The price is considered fair and reasonable based on the following factors:

• It aligns with the vendor's published government pricing model.

• It reflects industry-typical costs for cloud hosting, system support, and software maintenance.

• It is consistent with previous contract years and shows no excessive or unexplained increases.

• It includes all proprietary services required to maintain system continuity, which only WebEOC can provide.

Given the vendor’s exclusive capability to perform these services and the validation of pricing against historical and industry standards, the agency has determined the proposed cost to be fair, reasonable, and in the best interest of operational continuity.

Because WebEOC is the only vendor capable of providing maintenance, support, and migration services for their proprietary system, a competitive bid cannot yield a viable alternative provider. As a result, the State would be forced into an unplanned system replacement rather than a routine maintenance renewal and planned migration. This would create substantial costs far exceeding the current proposal, including:

• New system procurement costs

• Multi‑year implementation and configuration costs

• Data conversion, integration redevelopment, and system redesign Statewide retraining of users across multiple agencies and jurisdictions

From an operational standpoint, delaying approval would jeopardize continuity of operations. WebEOC will discontinue support for all on‑premise systems in December 2026, and any interruption in the migration timeline could risk the system becoming unsupported before a replacement can be procured and deployed. This would leave the State without access to critical security updates, patches, and technical support, exposing the system to operational failures and cybersecurity vulnerabilities.

Additionally, because IEMA‑OHS is already in the process of gathering requirements for a future competitive RFP for a long‑term incident management solution, forcing a new competitive bid now would duplicate efforts, delay the ongoing formal procurement process, and create unnecessary cost and administrative burden without producing any actionable alternative.

In summary, requiring a competitive bid at this time would result in substantially higher financial costs, loss of system support, increased security risks, and potential disruption to statewide emergency management operations. Approving the sole source is the only path that ensures continuity, avoids unnecessary costs, and maintains system readiness until the planned RFP process is complete.

Q10Answer: Approval of this sole source is essential to maintain uninterrupted operation of the State’s primary incident management system. WebEOC currently supports critical daily coordination, emergency response activities, and multi‑agency information sharing across state, local, and partner organizations. Because WebEOC is a proprietary platform with no authorized third‑party providers, only the vendor can deliver the required maintenance, security updates, and cloud‑migration services needed to keep the system functional and supported.

In addition, the State is already engaged in a structured requirements‑gathering process through IEMA‑OHS to prepare a competitive RFP for a future long‑term incident management solution. This sole source allows the State to maintain operational readiness during this transitional period without duplicating efforts or prematurely replacing the existing system. The requested action represents the most cost‑effective and least disruptive path forward while the State completes its broader strategic procurement process.