part I and part II ISP B-40858 CPO Signed.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number R-18188/B-40858

Requesting Agency/University Illinois State Police

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

Department/Bureau/Section: Office of the Statewide 9-1-1 Administrator

Need Identified Date: Nov 29, 2023 Supply/Service Need By Date: Mar 21, 2024

Project Title: Statewide Next Generation 911 System

Vendor: Mission Critical Partners, LLC

Provide a description of the supplies or services required: Consultant for Project Management, System Acceptance Testing, Implementation and Oversight for the Statewide NG911 System

Value: Actual Value of Initial Term, this Change Order or Amendment: 227,820

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: Mar 21, 2024

Estimated Contract End Date: Mar 20, 2025

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)

It would not be prudent to switch vendors in the middle of the project. The current consultant is best suited to complete the project.

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

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Bulletin Reference Number R-18188/B-40858

Requesting Agency/University Illinois State Police

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 12/21/2016 3/20/2021 1,133,950 Consulting Services for NG911 Project P-1793 IFB

2 3/21/2021 3/20/2023 483,725.25 Consulting Services NG911 Project P-24390 Sole Source

3 3/21/2023 3/20/2024 227,820 Consulting Services for NG911 Project R-79907 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:

50 ILCS 750/3 states that within 36 months of the awarding of a contract (Contract Awarded July 2021) to a vendor to provide Next Generation 9-1-1 service, every 9-1-1 system in Illinois shall provide Next Generation 9-1-1 service. By July 1, 2020, every 9-1-1 system in Illinois shall provide Next Generation 9-1-1 service. Sec. 15.6b required that the Administrator, with the advice and recommendation of the Statewide 9-1-1 Advisory Board,shall design and issue a competitive request for a proposal to secure the services of a consultant to complete a feasibility study on the implementation of a statewide Next Generation 9-1-1 network in Illinois. Mission Critical Partners, was selected after a competitive procurement process. Their contract included 3 Phases. Phase 1 and Phase 2 have been completed.

Phase 3 uses the information generated from the first 2 Phases and commenced when ISP signed a contract in July 2021 with a Next Generation 9-1-1 System Vendor and includes providing project management, system acceptance testing and implementation oversight on behalf of the ISP to ensure the NG9-1-1 project deliverables are provided according to an established project plan and issues are identified and communicated to ISP management and resolved. The availability of PSAPs call handling equipment vendor to deliver call handling equipment and to provide resources to support Operational Readiness Testing and cutover to the Next Generation 9-1-1 network has delayed the implementation. Mission Critical Partners' contract expires March 20, 2024. They are uniquely qualified to continue Phase 3 of the Project.

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Bulletin Reference Number R-18188/B-40858

Requesting Agency/University Illinois State Police

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

Phase 3 began when ISP signed a contract with the Next-Generation 9-1-1 Vendor and included a Consultant providing project management, system acceptance testing and implementation oversight on behalf of the ISP to ensure the NG9-1-1 project deliverables are provided according to an established project plan. Technical SMEs will monitor the process to identify and communicate issues early to ISP management and search for ways to mitigate and reduce the impact of those project issues and to see that they are resolved. Phase 3 ends upon the ISP officially accepting the NG9-1-1 Network from the NG9-1-1Vendor.

1. Consultant will continue to monitor activities, schedules, resources, and issues to ensure all schedules for milestones are met and will continue to recommend necessary action to mitigate risk or provide remedy to project slippage. The project manager (PM) will continue to provide a weekly status report summarizing the NG911 project status and identifying any issues that could hinder progress.

The team will attend state status meetings with ISP's NG911 vendor and will also lead regular status meetings with the Office of the Statewide 911 Administrator. (Timeframe: 03/21/23-03/20/25)

2. Provide project management and oversight of the NG9-1-1implementation to include general project management, identification and assistance in mitigating and resolving potential and actual issues including system implementation and acceptance testing to ensure the project milestones are delivered. (Timeframe: Ongoing until all PSAP's are transitioned to the ESlnet and 911 calls are Spatially Routed to the PSAP. (Timeframe: 03/21/23-03/20/25)

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 legislative mandate was amended in 2023 and requires the NG9-1-1 project to be completed within 36 months of the awarding of a contract to a vendor certified under Section 13-900 of the Public Utilities Act to provide Next Generation 9-1-1 service. Every 9-1-1 system in Illinois, except in a municipality with a population over 500,000, shall provide Next Generation 9-1-1 service. A municipality with a population over 500,000 shall provide Next Generation 9-1-1 service by July 1, 2024. The NG911 System Contract was awarded in July 2021. The project is currently in Phase 3. 130 Public Safety Answering Points (PSAPs) along with the originating service providers (these are all of the local exchange carriers that are providing telephone service throughout the State) need to be transitioned from the legacy 911 System to the Next Generation 911 network. 56 PSAPs have transitioned since June 2022. Another 10 are scheduled to transition by the end of 2023. 64 PSAPs are scheduled to transition in 2024. This assumes that vendor supply chain issues that have been experienced along with a lack of commitment from the PSAPs call handling equipment vendors do not impact the schedule. The project is currently projected to be completed by the end of 2024. lf the ISP were required to complete another procurement, the agency will not make the deadline required by the legislative mandate.

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:

Mission Critical Partners, the successful vendor on 23-493ISP-ADMIN-P-46569, is intimately familiar with and knowledgeable about the State's NG911 System Project, having completed an NG911 statewide feasibility study, worked with the State's procurement resources to develop the NG911 RFP and has provided oversight for the start and progress of the implementation phase. Statewide implementation of Next Generation 911 (NG911) requires specialized expertise regarding the technical, operational, policy, and funding aspects of a complex, public safety transformation project and the Illinois State Police does not have the expertise on staff. The State's General Assembly has directed the State Police to deploy NG911 within 36 months of the awarding of a contract (the contract was award in July 2021), a deadline that is quickly approaching. With the acquisition of Next Generation 911 networks and services currently underway, re-educating another consultant on all the work accomplished to date (NG911 Feasibility Study, NG911 technical and functional requirements, NG911 acquisition documents, etc.) and the uniqueness of the State's 911 program would be adverse to the efficiency of the overall project, delaying the timeline beyond the legislative requirement and resulting in increased costs.

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?

ISP has considered handling these efforts in-house or hiring staff. The skills required are gained via training and years of experience dealing with the multitude of challenges inherent to working in a 9-1-1 network environment. Given the specialized skills, years of experience and the project nature of the work, these were deemed not to be cost-effective approaches. Mission Critical Partners has demonstrated success performing this work for other state 911 programs, which can be leveraged for the benefit of the ISP. Alternatives weren't evaluated because Mission Critical Partners has a working familiarity with the State's NG9-1-1 project.

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Bulletin Reference Number R-18188/B-40858

Requesting Agency/University Illinois State Police

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?

Bringing in a different consultant requires a period of ramp-up and adjustment, which will result in a delay in achieving objectives and associated added risks and costs. Additional procurements are time-consuming for the State in terms of staff hours and more expensive as vendors will bid at their then current rates.

Should this situation arise, we would need to factor in the following tasks and considerations to our scope, schedule, and project costs:

*An assessment of the project must be completed Review of existing project documentation, deliverables, and all studies Review project requirements, expectations, success factors, incomplete deliverables, identify gaps in process, analyses, requirements *Identification and meetings with all project stakeholders Validation and ensure alignment of project requirements, expectations, and success factors Establish and build relationships with key stakeholders Redevelop a communications plan

A consultant that does not have a working relationship with the ISP and the Illinois PSAP community would without that experience and understanding require additional ramp-up time.

One key area of risk for the State is not having subject matter experts working for the State's interest once the NG911 vendor contract has been signed. There are two potential outcomes: 1) delay the NG911 implementation further, waiting for a replacement consultant to be contracted (9-12 months) which risks an increase in price or cancellation by the NG911 vendor or 2) implement without having that expert performing that essential oversight, which dramatically enhances the risk of errors, future cost overruns, and delays from mistakes that the vendor makes without expert oversight.

As a rough order of magnitude, an assessment and stakeholder engagement would be roughly 400-500 hours or approximately $80K $100K. Other consultants would likely charge more.

Phase 3 of the current contract is listed as a fixed monthly rate of $18,985.00 for deliverables for the State of Illinois. The number of monthly payments will be for the actual number of months worked. The State will only pay for the number of months worked during phase 3 until the NG9-1-1 Network is accepted. Payment for the final month of work will be pro-rated based on the date of system acceptance.

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?

Should the ISP have to go back out to RFP this would jeopardize the ability to complete the project. There is a potential for a loss of time while a new consultant is brought up to speed with the project requirements and the systems that currently provide 911 along with increased costs for consultant services from a new vendor.

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

The requirement to re-bid the Statewide NG911 System did not provide the consultant with an opportunity to complete the project management, system acceptance testing, and implementation oversight phase for the Statewide NG911 System. Supply chain issues that have been experienced along with a lack of commitment from the PSAPs call handling equipment vendors have impacted the schedule.

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Bulletin Reference Number R-18188/B-40858

Requesting Agency/University Illinois State Police

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 Dec 28, 2023

Printed Name Cindy Barbera-Brelle E-mail Address cindy.barbera-brelle@illinois.gov

Phone Number 217-782-3200

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 Rebecca.Hooks@Illinois.gov

Phone Number 815-703-4242 Date Dec 28, 2023

Printed Name FDD Rebecca Hooks

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 217-441-1798 Date Jan 5, 2024

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

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Bulletin Reference Number R-18188/B-40858

Requesting Agency/University Illinois State Police

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

Project Title Statewide Next Generation 911 System

Vendor Mission Critical Partners, LLC

Initial Date of Procurement Bulletin Posting Jan 8, 2024

Was a Sole Source hearing held per 30 ILCS 500/20-25?

Yes - Complete Section II and III below (Section II will only be visible when this option is selected)

No - Section II not required, go to Section III below Section III - CPO Approval and Signature Required

Based on my review, I authorize the Agency/University to proceed in accordance with the published Notice referenced above.

Based upon my review, I authorize the Agency/University to proceed with the following Changes.

Based on my review, the Agency/University is not authorized to proceed with this sole source as presented and my recommendation is that it be cancelled.

Other

CPO Signature CPO Phone 217-558-2231

Printed Name Ellen H. Daley Date

CPO E-mail ellen.h.daley@illinois.gov

Version 7.01 Page of Sole Source Justification Form - Part I Section I - General Information Will this Sole Source amend a Professional or Artistic Services contract?

If yes, what was the original contract value?

*Sole Source may not be used for amendments for Professional or Artistic Services if the amendment would increase the value by more than 5% of the initial award or extend the term by more than 60 days.

Section II - Proposed Term If a Term Contract, does the term, including renewals, exceed 12 months?

If yes, provide a detailed justification including any economic benefit received for agreeing to a multi-year term:

Section III - Funding Source Select the type of funding to be used (Check all that apply):

Section IV - Sole Source Justification Are there secondary justification(s) for this sole source?

Section V - Purchase History Has the Agency or University Purchased these supplies or services in the past?

Term Term From Term To Value Description Contract Number Type Section VI - Business Rationale

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

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

3. Provide detail explaining the justification selected in Section IV to explain why the requested supplies or services are the only ones available that can satisfy the agency or university requirements?

4. What are the unique features of the supplies or services that are not available in any other product or by any other vendor? Provide specific quantifiable factors/qualifications:

5. Has the Agency or University considered alternative supplies or services to satisfy their need?

5a. If yes, name the alternative vendors whose supplies or services were evaluated:

5b. If yes, what were the alternatives for each vendor and why were they unacceptable? Be specific with regard to features, characteristics, requirements, capabilities and compatibility:

5c. Explain how the market evaluation was conducted?

*This evaluation is to determine available options within a market. If the evaluation is to determine quality or best suited option, this is not the appropriate source selection. Under no circumstances shall the evaluation consist of testing alternative options. These activities must be conducted in a competitive transparent environment (i.e. IFB or RFP).

5a. If no, why weren't alternatives evaluated?

6. Are there resellers or distributors?

7. What efforts were made to get the best possible price (i.e. did the agency/university negotiate) and how did you determine the price for this purchase is considered fair and reasonable?

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

8a. If yes, please provide details regarding future obligations and/or needs:

9. What will be the financial or other impact to the State if this sole source is not approved and a competitive bid is required?

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

Section VII Requesting Department Signature Required I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed.

State Agency Bureau/Division Head or University Purchasing Director Approval and Signature Required I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed. (All prior form fields will lock once this e-signature is completed) SPO Approval and Signature Required Sole Source Justification Form - Part II Section I - General Information Was a Sole Source hearing held per 30 ILCS 500/20-25?

Section II - Sole Source Hearing Details The State posted to the Illinois Procurement Bulletin a description of the State's need, the justification for the sole source decision, and information regarding the opportunity to submit comments and testify at a public hearing. Notice of the hearing was also posted outside of the hearing room 48 hours prior to the hearing.

The public hearing was conducted for the purpose of receiving testimony regarding the sole source determination. The Hearing Officer recommends the following:

The following relevant documents are attached:

Section III - CPO Approval and Signature Required 9.0.0.2.20101008.1.734229 ellen.h.daley@illinois.gov

1. Consultant will continue to monitor activities, schedules, resources, and issues to ensure all schedules for milestones are met and will continue to recommend necessary action to mitigate risk or provide remedy to project slippage. The project manager (PM) will continue to provide a weekly status report summarizing the NG911 project status and identifying any issues that could hinder progress. The team will attend state status meetings with ISP's NG911 vendor and will also lead regular status meetings with the Office of the Statewide 911 Administrator. (Timeframe: 03/21/23-03/20/25)

2. Provide project management and oversight of the NG9-1-1implementation to include general project management, identification and assistance in mitigating and resolving potential and actual issues including system implementation and acceptance testing to ensure the project milestones are delivered. (Timeframe: Ongoing until all PSAP's are transitioned to the ESlnet and 911 calls are Spatially Routed to the PSAP. (Timeframe: 03/21/23-03/20/25) Q3Answer: The legislative mandate was amended in 2023 and requires the NG9-1-1 project to be completed within 36 months of the awarding of a contract to a vendor certified under Section 13-900 of the Public Utilities Act to provide Next Generation 9-1-1 service. Every 9-1-1 system in Illinois, except in a municipality with a population over 500,000, shall provide Next Generation 9-1-1 service. A municipality with a population over 500,000 shall provide Next Generation 9-1-1 service by July 1, 2024. The NG911 System Contract was awarded in July 2021. The project is currently in Phase 3. 130 Public Safety Answering Points (PSAPs) along with the originating service providers (these are all of the local exchange carriers that are providing telephone service throughout the State) need to be transitioned from the legacy 911 System to the Next Generation 911 network. 56 PSAPs have transitioned since June 2022. Another 10 are scheduled to transition by the end of 2023. 64 PSAPs are scheduled to transition in 2024. This assumes that vendor supply chain issues that have been experienced along with a lack of commitment from the PSAPs call handling equipment vendors do not impact the schedule. The project is currently projected to be completed by the end of 2024. lf the ISP were required to complete another procurement, the agency will not make the deadline required by the legislative mandate.

Should this situation arise, we would need to factor in the following tasks and considerations to our scope, schedule, and project costs:

*An assessment of the project must be completed Review of existing project documentation, deliverables, and all studies Review project requirements, expectations, success factors, incomplete deliverables, identify gaps in process, analyses, requirements *Identification and meetings with all project stakeholders Validation and ensure alignment of project requirements, expectations, and success factors Establish and build relationships with key stakeholders Redevelop a communications plan

A consultant that does not have a working relationship with the ISP and the Illinois PSAP community would without that experience and understanding require additional ramp-up time.

One key area of risk for the State is not having subject matter experts working for the State's interest once the NG911 vendor contract has been signed. There are two potential outcomes: 1) delay the NG911 implementation further, waiting for a replacement consultant to be contracted (9-12 months) which risks an increase in price or cancellation by the NG911 vendor or 2) implement without having that expert performing that essential oversight, which dramatically enhances the risk of errors, future cost overruns, and delays from mistakes that the vendor makes without expert oversight.

As a rough order of magnitude, an assessment and stakeholder engagement would be roughly 400-500 hours or approximately $80K $100K. Other consultants would likely charge more.

Phase 3 of the current contract is listed as a fixed monthly rate of $18,985.00 for deliverables for the State of Illinois. The number of monthly payments will be for the actual number of months worked. The State will only pay for the number of months worked during phase 3 until the NG9-1-1 Network is accepted. Payment for the final month of work will be pro-rated based on the date of system acceptance.

increased costs for consultant services from a new vendor.