part I and part II ISAC B-40447.pdf

Sole Source Justification Form

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Bulletin Reference Number R-197744, B-40447

Requesting Agency/University Illinois Student Assistance Commission

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

Department/Bureau/Section: College, Access and Outreach

Need Identified Date: Nov 15, 2023 Supply/Service Need By Date: Jan 31, 2024

Project Title: Electronic Transcript Services

Vendor: Parchment

Provide a description of the supplies or services required:

A comprehensive electronic transcript exchange platform that will allow high schools to electronically submit student transcripts to colleges, universities, and other organizations across the United States as part of the students' college application and enrollment process.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 545,000

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

Estimated Contract Begin Date: 02/01/2024

Estimated Contract End Date: 01/31/2025

Number of Potential Renewals: 0

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 R-197744, B-40447

Requesting Agency/University Illinois Student Assistance Commission

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 02/01/2023 01/31/2024 519,000 Electronic Transcript Services GS-2023-146 Sole Source

2 02/01/2022 01/31/2023 495,000 Electronic Transcript Services GS-2022-093 Sole Source

3 02/01/2021 01/31/2022 482,940 Electronic Transcript Services GS-2021-137 Sole Source

4 02/01/2020 01/31/2021 481,655 Electronic Transcript Services - Piggyback to MHEC Contract GS-2020-142 RFP

5 07/01/2019 01/31/2020 280,965 Electronic Transcript Services - Piggyback to MHEC Contract GS-2020-004 RFP

6 04/14/2016 06/30/2019 1,481,836 Electronic Transcript Services GS-2016-218 Sole Source

7 03/29/2011 03/28/2016 2,961,688 Electronic Transcript Services N/A Sole Source

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:

ISAC is the State of Illinois' centralized agency for administering and promoting student financial aid and postsecondary access, enrollment, and attainment. A transcript exchange service is needed that can provide high schools the ability to provide e-transcripts via secure electronic means, as well as transcripts by print and mail method, for Illinois students to support their postsecondary educations and career plans. ISAC's public service outreach mission is to ensure with an equity lens that all Illinois students are aware of and have access to free and trusted tools that will help them find, plan, and access postsecondary education and financial aid opportunities. As part of ISAC's suite of tools available to Illinois students that include college and career planning tools, the electronic transcript exchange tool will ensure that all students are able to successfully electronically submit their high school transcripts in support of their college admission applications and track and confirm receipt that transcripts have been sent. The implementation of an electronic transcript platform at the high school allows counselors to better manage their process for sending transcripts to colleges thus allowing school counselors to be more efficient with their time and resources.

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

Parchment's Award e-Transcript services exchange allows for the authorized electronic administrative processing, delivery, and verification of transcript requests for Illinois high school students. The service provides the opportunity for students to request that transcripts be sent electronically to the college(s) of their choice and to other organizations (e.g., scholarship providers). To protect the privacy and confidentiality of transcript data, documents are sent through a secure transcript service in compliance with the Family Education Rights and Privacy Act (FERPA). The service also allows for a variety of other credentials to be requested and sent, such as Letters of Recommendation, School Profiles, and Immunization Records. The Parchment Award service allows the exchange of transcripts in PDF, standard data formats (TS 130 EDI or PESC XML), machine-readable data, and print & mail, and allows a level of automation that is decided by the participating high school based on its system requirements. In addition to the services provided to the school administrators, students receive via email status notifications on their respective transcript requests informing them with tracking information related to the delivery of their transcript records. The vendor provides software-as-a-service with user management and administrative account settings for control of student records and reporting needs of the school.

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Bulletin Reference Number R-197744, B-40447

Requesting Agency/University Illinois Student Assistance Commission

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?

Parchment's transcript exchange service currently provides over 400 Illinois high schools the ability to fulfill electronically, as well as a print and mail method as necessary, over 220,000 e-transcript requests from Illinois students on an annual basis to support their postsecondary education and career plans. Parchment is a service that can be used by any high school regardless of existing student information systems being used and can provide electronic records in a format accepted by any postsecondary institution. If this procurement is not approved, students will no longer have access to an existing service, which has been used across the state for the past 12 years. This service helps to level the playing field in an equitable way for Illinois students who come from high schools that vary tremendously in the amount of support and technology available to students. School that could not otherwise afford the electronic transcript exchange will revert to outdated and less secure and reliable systems of storing, sending, and manually tracking paper transcript forms and requests. Students from the most economically disadvantaged backgrounds will feel the greatest impact from the loss of this resource, as they will have additional hurdles to complete as they prepare their college and scholarship applications.

Additionally, as this service has been provided for several years, Illinois schools/districts may no longer have staff and/or processes in place to facilitate a paper transcript process. In addition, facilitating the transition from high school to postsecondary education for Illinois students is an important economic interest for the State of Illinois. A centralized, standardized transcript system supports these transitions.

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:

Parchment was the only vendor that provides a system process that brings multiple credential record types into one platform and facilitates the transfer of student high school information in a consistent, secure national standard format of data exchange as print or data files that meets the needs of Illinois students, high schools, and postsecondary institutions for an efficient and effective e-transcript process. Parchment is the only electronic transcript provider who has received the Postsecondary Electronic Standards Council (PESC) Seal of Approval for its use of the High School Transcript XML (Extensible Markup Language) standard. The vendor's Credential Library Applicable Programming Interface (API) allows any student information system used by a school or district to securely integrate with Parchment to store PESC XML transcript data. The vendor includes services for Illinois K-12 schools and districts to provide student transcripts and supporting documents either electronically, as PDF or machine-readable data, or via secure print and mail. Parchment provides schools with support services for implementation, maintenance, technical support, security, and training.

In addition, Parchment provides schools with unlimited access for authorized administrative users, and unlimited individual accounts for requesters, including configuration of an institution-specific ordering process to allow requests from students and alumni for transcripts and uploading of other supporting documentation to be sent along with transcripts as applicable. Parchment also provides the ability to automate the school's fulfillment process with automation frameworks. Parchment can provide secure delivery to any third-party via certified PDF with Adobe(R) Blue Ribbon. Participating Illinois schools are currently setup to use Parchment and won't experience any disruption of services to their students.

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?

It was not economically feasible to invest time and money into investigating other potential services and the expending more time and money to make the change for all of the participating high schools.

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 MHEC (Midwestern Higher Education Compact) conducted a RFP with input from the state of Illinois, and the RFP resulted in a contract between MHEC and Parchment that provides a pricing structure that ISAC used to negotiate pricing. MHEC is not a State of Illinois contract, but rather a cooperative/consortium approved by UPP (Unified Procurement Program). ISAC negotiated a flat fee of $545,000 to cover all transcript requests for the next term. It costs less for ISAC to procure our own contract rather than pay over $4 per transcript for the estimated 220,000 requests that would result in a cost of $880,000+ by using the MHEC contract.

8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?

Yes No

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Bulletin Reference Number R-197744, B-40447

Requesting Agency/University Illinois Student Assistance Commission

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?

ISAC would be unable to provide continuity of service starting 2/1/2024 with Parchment providing an e-transcript service for Illinois students and high schools, students will experience delays in their student record data being provided to postsecondary institutions and other stakeholders requesting student academic credentials (e.g., scholarship providers, prospective employers). One of the negative effects of these delays is that students' admissions applications will not be reviewed in a timely manner compared to the applications of students who have their transcripts sent electronically which are processed more automatically by postsecondary institutions. Also the Parchment e-transcript service is subsidized by ISAC, so students and high schools have no costs to cover to send e-transcripts via Parchment, ensuring a more equitable process for students regardless of income level.

High schools and their staff will need to develop an alternative process to fulfill student transcript and academic information requests.

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

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Bulletin Reference Number R-197744, B-40447

Requesting Agency/University Illinois Student Assistance Commission

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 12/7/2023

Printed Name Sam Nelson E-mail Address sam.nelson@illinois.gov

Phone Number 847-846-3193

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 Eric.Zarnikow@illinois.gov

Phone Number 847-831-8370 Date

Printed Name Eric Zarnilow

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 217-299-5883 Date 12/08/2023

Printed Name Rebecca Gossett E-mail Address rebecca.gossett@illinois.gov

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Bulletin Reference Number R-197744, B-40447

Requesting Agency/University Illinois Student Assistance Commission

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

Project Title Electronic Transcript Services

Vendor Parchment

Initial Date of Procurement Bulletin Posting Dec 11, 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

High schools and their staff will need to develop an alternative process to fulfill student transcript and academic information requests.