R-108732 NIBIN SSJF with Attachments Part I SPO Signed.pdf

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Pat Quinn

ILLINOIS STATI] POLICE

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Mf,MORANDUM iar..ryrT'i; *ffii

MAR102014

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Hiram Grau

TO:

FROM:

DATE:

SUBJECT:

JRR:em Attachments

Director Hiram Grau

Ir

RECHIVED

MAR 1 3 2014

Divielon qf Forcnelc Servlces

. .a Colonel Jill R. Rizzs .t 7 lt'

March6,2014

Memorandum of Understanding (MOU) National Integrated Ballistic Information Network(NlBIN) / Integrated Ballistics Identification System (IBIS) Systems in the Forensic Science Laboratories

The attached MOU between the Illinois State Police (ISP) and the U.S. Department of Justice, Bureau of Alcohol, Tobacco, Firearms, and Explosives (ATF) for continued use of the NIBIN/IBIS systems requires your signature. Also attached is the Document Review Cover Sheet indicating approval of the MOU language by the Administrative Services Bureau and the Legal Office.

The MOU is required by ATF in order to allow continued use of the systems. There are some changes from the previous MOU for use of this equipment but none ofthe changes cause concem for the Division of Forensic Services. See attached memorandum from Bureau Chief Timothy Tripp to Lt. Colonel Poehls dated February 27 ,2014 for details of noticeable changes. The previous MOU is also attached should you wish to compare the two documents. Please return the signed MOU to me for further processing.

If you have any questions, please let me know. Thank you.

urr'tr/o

B0l South Selenth Street . Suite 900,5 Springfi eld, IL 62703-2467

(2t7, 785-7542 (r'oice) . I (800) 255-3323 (TDD) www.illinois.gov . www.isp state.il.us

Pat Quinn

TO:

FROM:

DATE:

SUBJECT:

ILLINOIS STATE POLICE

Aivision of Qorensic Sercices

MEMORANDUM

Lt. Col. Kevin Poehls Division of Forensic Services

Bureau Chief Director Timothy T.ippa Forensic Sciences Command Headquarlers

February 2'7 ,2014

MOU for the NIBIN/IBIS Systems in the Forensic Laboratories

Hiram Crall

Periodically, the Illinois State Police is asked to update our Memorandum of Understanding (MOU) with the U.S. Department of Justice, Bureau of Alcohol, Tobacco and Firearms and Explosives regarding our continued participation and use of the NIBIN/IBIS equipment and database. Attached is the new MOU which requires the Director's signature as well as a previor.rs, signed version for reference.

Here are the noticeable changes between the original MOU provided and the new MOU.

r The formatting has been modified, but the content is generally the same.

. Page 6 has a new section on Publicity. Forensic Sciences Command doesn't see this as problematic should there be an association made which would fall to this level.

o Page 9 defines timeliness for entry. The laboratory system strives to have a prompt turn-around and will continue in that effort pending sufficient staffing and operational resources are available.

Please review and forward this for the Director's signature and feel free to contact me if you have any questions.

TAT:t Attachments cc: Commander Arlene Hall

Forensic Sciences Command - Administration 801 South Seventh Street . Suite 900-A.

Springfi eld, IL 62'1 03 -2481

(217) 782-4649 (voice) . 1 (800) 2ss-3323 (TDD) www.illinois.gov . www.isp.state.il.us l7 z/'7

ILLINOIS STATE POLICE - DOCUIIIENT REVIEW COVER SHEET

Document Descprition: Forensic Scienc€s Command MOU for lBlS/NlBlN Systems

PBC # IPB# Date lnitiated: Datc Response Needed:

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Requires APO/Fiscal Review: EYES f]NO Requires Legal Review: EI yeS fl NO

Requires Director's signature: ffi YEs ! No

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MINIMUM REQUIRED OPERATING STANDARDS FOR NATIONAL INTEGRATED

BALLISTIC INFORMATION NETWORK (NIBIN) SITES

This document consists of definitions and standards. The standards are minimum required operating standards that place specific requirements on all NIBIN Sites. Equivalent measures not outlined in this document may also meet the standard if determined sufficient through an audit process.

EFFECTIVE DATE:

These standards shall take effect July of 2018.

SECTION 1. SCOPE

The standards describe the minimum operating requirements that Sites accessing and utilizing NIBIN shall follow to ensure the quality and integrity of the ballistic data shared on the Network. These standards apply to all Sites accessing the NIBIN network.

SECTION 2. DEFINITIONS

As used in these standards, the following terms shall have the meanings specified:

• Accreditation - Status achieved by an agency that indicates they meet a minimum level of performance mandated by the accrediting agency.

• Accuracy – The degree of conformity of a measured quantity to its actual (true) value.

• Acquisition - The digital imaging of various firearm-related markings present on cartridge cases into NIBIN.

• Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF) – ATF is the Federal agency administering the NIBIN network.

• Association of Firearm and Tool Mark Examiners (AFTE) - AFTE is the international professional organization for practitioners of Firearm and/or Toolmark Identification and has been dedicated to the exchange of information, methods and best practices, and the furtherance of research since its creation in 1969.

• Audit – An inspection used to evaluate, confirm, or verify activity related to quality.

• BrassTrax HD3D – The current acquisition station developed by Forensic Technology that captures highly detailed images of cartridge cases, to include firing pin impressions on the primer, breech face, extractor and ejector markings. Also referred to as ‘Trax’ and ‘Cartridge Case Acquisition Station’.

• Business Day – The days of operation of the NIBIN Site, this excludes holidays, weekends, or other days of closure.

• Correlation – The automated comparison of an acquired digital image to other images in the databases using an algorithm that provides a list of ranked, possible matches.

• Correlation Review – The on-screen comparison of digital images by a trained technician/specialist to determine the potential for two cartridge cases to have been fired from the same weapon.

https://afte.org/about-us/what-is-afte/what-is-firearm-and-tool-mark-identification https://afte.org/about-us/what-is-afte/what-is-firearm-and-tool-mark-identification

• Crime Gun Intelligence Center (CGIC) – An ATF-led interagency collaboration focused on analyzing and investigating gun crime in a local community. CGIC unites cutting-edge technology and a dedicated multiagency investigative team to identify, disrupt and prosecute serial shooters and their sources of crime guns.

• Employee – A person either in the service of the applicable Federal, State or local Government, subject to the terms, conditions and rules of Federal/State/local employment and eligible for the Federal/State/local benefits of service; or formerly in the service of a Federal, State, or local Government who returns to service in the agency on a part time or temporary basis. For purposes of a vendor laboratory, an employee is a person in the service of a vendor laboratory and subject to the applicable terms, conditions and rules of employment of the vendor laboratory.

• Evidence – Any item or object, collected from a crime scene or as part of a criminal investigation, that has been submitted for forensic examination.

• Firearms Examiner – A forensic scientist who is an expert in evidence regarding firearms and ballistics. They perform forensic comparisons and analyses, serve as expert witnesses, and prepare courtroom evidence. They may provide training to law enforcement personnel. Also referred to as a Firearms Examiner.

• Integrated Ballistics Identification System (IBIS) – An automated ballistics imaging and analysis system that populates a computerized database of digital ballistic images of bullets and cases from crime guns. Technology that enables the imaging and identification of large quantities of firearm evidence across a network of Sites, as well as the automated identification of likely matching bullets or cartridge cases.

• MatchPoint Plus – Current system developed by Ultra Electronics - Forensic Technology, Incorporated that stores the ballistic images and contains the algorithm program for correlation reviews.

• Microscopic Comparison – The process employed by a trained firearms examiner to determine whether or not fired cartridge cases came from the same firearm. Also referred to as a ‘Scope’ and ‘Confirmation’.

• National Crime Gun Intelligence Governing Board – The group consisting of members of ATF, police departments, and forensic laboratories that oversees implementation and function of NIBIN program. Formerly referred to as the NIBIN Executive Board or

‘NEB’.

• National Integrated Ballistic Information Network (NIBIN) – The program managed by ATF that automates the imaging of the unique identifiers of cartridge cases fired from firearms and stores the digital images into a database for comparison across a national network of participating Sites.

• NIBIN Authorized Trainer (NAT) – A technician trained and authorized by ATF to train others in the acquisition of ballistic images.

• NIBIN Hit – The result of two or more firearms ballistic evidence acquisitions that have been confirmed as a match by a firearms examiner. NIBIN Hits are based on correlation review of digital images using MatchPoint Plus™ and microscopic confirmation by a firearms examiner. This information/intelligence can be used for investigative purposes and is suitable for court purposes.

• NIBIN Lead – An unconfirmed, potential association between two or more pieces of firearm ballistic evidence based on a correlation review of the digital images in the NIBIN database by either a firearms examiner or a trained NIBIN technician. A NIBIN Lead is intended to provide a lead for investigative purposes.

• NIBIN National Correlation and Training Center (NNCTC) – The ATF facility located in Huntsville, Alabama that performs timely correlation reviews for multiple NIBIN Sites and also provides training for Qualified NIBIN Users.

• NIBIN Program Administrator – An individual the NIBIN Site has designated to communicate with all parties (i.e. submitting law enforcement agencies, ATF CGICs, etc.), involved in the NIBIN process. The NIBIN Program Administrator must be a qualified NIBIN user and full-time employee of the NIBIN Site. The NIBIN Program Administrator should be responsible for implementing and directing policies and procedures of the NIBIN Site.

• NIBIN Site – Location at which NIBIN acquisition and/or correlation technology is present. NIBIN Sites are located in forensic laboratories, police departments, etc. Also referred to as ‘Site’.

• NIBIN Technician – A trained technician/specialist able to use IBIS equipment. A NIBIN Technician may be trained for the acquisition or correlation review of digital images of firearms ballistic evidence. NIBIN Technicians trained for acquisition only must have the appropriate level of training for those duties and be able to capture and submit digital images into the system. NIBIN Technicians trained for both acquisition and correlation must have training in both areas, are be able to determine potential links of two or more cartridge cases fired from the same weapon. Also referred to as an IBIS Technician.

• Notification – A written or electronic communication to the submitter of firearms ballistic evidence indicating the results of an acquisition/correlation review. Notifications are not Laboratory Reports.

• Procedure – Protocol, Standard Operating Procedure (SOP) or other equivalent – The established practice to be followed in performing a specified task or under specific circumstances.

• Qualified Auditor – An individual trained by ATF to conduct NIBIN Site audits for compliance to minimum required operating standards.

• Qualified NIBIN User – A technician and/or firearms examiner trained by ATF, Forensic Technology, and/or a NAT program to perform acquisition and/or correlation reviews of ballistic images on the national network.

• Rank Sort Function – The function of Ultra Electronics - Forensic Technology, Incorporated software on MatchPoint machine that lists all potential matches of ballistic images to item under review in order of score across all images of regions of interest.

• Secondary review – The process that ensures the work performed meets quality standards, and requires two qualified individuals to concur on the finding. For NIBIN, ATF defines secondary review as a second correlation review or examination by a trained IBIS technician and/or firearms examiner using MatchPoint.

• Service – The performance of those adjustments or procedures specified which are to be performed by the user, manufacturer or other service personnel in order to ensure the intended performance of instruments and equipment.

• Suitable ballistic evidence – All fired cartridge cases recovered by law enforcement as well as test-fired cartridge cases from firearms recovered by law enforcement that were illegally possessed, used in a crime, or suspected by law enforcement officials of having been used in a crime.

• Test Fires – Cartridge cases known to be fired from a specific firearm in law enforcement custody.

• Triage – The process of assessing cartridge cases to determine the best representative sample from a group of cartridge cases having similar firearm produced markings for NIBIN entry. This is not, nor should it be interpreted as a comparative examination to determine how many firearms may have been responsible for firing the cartridge cases.

• Ultra Electronics - Forensic Technology, Incorporated – Company that created the IBIS System in 1991. Also referred to as FT and FTI.

SECTION 3. MINIMUM REQUIRED OPERATING STANDARDS: ATF, through the National Crime Gun Intelligence Governing Board, has established the following minimum required operating standards to ensure the consistency, integrity, and success of NIBIN:

STANDARD 1. QUALITY ASSURANCE PROGRAM

The NIBIN Site shall establish, follow and maintain a documented quality system that is appropriate to the NIBIN acquisition and correlation processes and is equivalent to or more stringent than what is required by these Standards.

1.1 The quality system shall be documented and include or reference the following elements:

Goals and objectives Organization and management Personnel Facilities Acquisition, Correlation, NIBIN Lead Dissemination Procedures Evidence Control Validation Equipment Calibration Reports Reviews Corrective Action Audits Training Records Safety Outsourcing

Discussion:

This Standard sets forth requirements for the Site to establish basic documented quality assurance procedures, regarding NIBIN analysis. While a Site may opt for or be otherwise required to maintain ISO accreditation, this standard does not require such accreditation.

STANDARD 2. ORGANIZATION AND PERSONNEL

The NIBIN Site shall:

2.1 Have a managerial staff with the authority and resources needed to discharge their duties and meet the requirements of the Standards in this document.

2.2 Have a NIBIN Program Administrator. For agencies or departments with multiple NIBIN Sites, each Site shall have a designated NIBIN Program Administrator.

2.2.1 The NIBIN Program Administrator shall meet the following qualifications:

2.2.1.1 Be a full-time employee of the agency/department operating the Site. A full time on-Site contractor with employee privileges is also appropriate for this position.

2.2.1.2 Minimum experience requirements: a qualified NIBIN user that has completed acquisition and correlation training.

2.2.2 The NIBIN Program Administrator shall be responsible for the following:

2.2.2.1 General duties and authority:

2.2.2.1.1 Oversee the operations of the Site and success of NIBIN program.

2.2.2.1.2 Authority to initiate, suspend and resume NIBIN

operations for the Site or an individual.

2.2.3 The minimum specific responsibilities to be performed by the NIBIN Program Administrator include the following:

2.2.3.1 To evaluate and document approval of all methods used by the Site and to propose new or modified procedures as needed.

2.2.3.2 To review the training records for newly qualified NIBIN users and approve their qualifications prior to performing NIBIN acquisitions or correlations, and to document such review.

2.2.3.3 To coordinate with audit personnel for NIBIN Site audits.

2.2.4 Accessibility: The NIBIN Program Administrator shall be accessible to the Site and ATF to provide onSite, telephone or electronic consultation as needed.

2.2.4.1 In the event that the NIBIN Program Administrator position of a Site is vacated and there is no individual at the Site who meets the requirements of this standard and can serve as a NIBIN Program Administrator, the Site shall immediately contact the ATF and submit their contingency plan within 14 days to the ATF for its approval.

Work in progress by the Site may be completed during this 14-day period but no new casework shall be started until the plan is approved by the ATF.

2.3 Ensure personnel operating within the NIBIN system shall have the proper level of training and experience for their position and that all individuals performing acquisitions and/or correlation reviews are Qualified NIBIN Users.

2.3.1 A qualified NIBIN user shall be an employee or contract employee of the Site and meet the following qualifications:

2.3.1.1 Minimum training requirements:

2.3.1.1.1 The qualified NIBIN user must complete ATF-approved acquisition training administered by ATF, FT, and/or an NAT in order to utilize a NIBIN acquisition machine and acquire ballistic images.

2.3.1.1.2 The qualified NIBIN user must complete both ATF-

approved acquisition and correlation training administered by ATF, FT, and/or an NAT in order to utilize a NIBIN correlation machine and perform correlation review of ballistic images.

2.4 Maintain records on the relevant qualifications, training, skills and experience of the NIBIN Administrator and Qualified NIBIN Users.

STANDARD 3. FACILITIES

The NIBIN Site shall have a facility that is designed to ensure the integrity of the NIBIN analyses as well the evidence.

3.1 The NIBIN Site will comply with all ATF, DOJ and/or other Federal security requirements related to the NIBIN program, network, or systems to ensure the integrity of the program.

3.2 The Site will house NIBIN equipment in monitored, physically restrictive environments and clearly identify the restricted areas. NIBIN equipment shall be in a room that is locked and monitored.

3.3 The Site will ensure building facilities are secured outside of normal working hours. (Monitored 24 hours or locked and alarmed when no one is at Site.)

3.4 The Site will ensure security alarm systems (e.g., motion, thermal) in building housing NIBIN equipment. Test quarterly. Maintain test records for review. (Security alarm does not have to be installed in the NIBIN room)

3.5 Access to the Site shall be controlled and limited in a manner to prevent access by unauthorized personnel but to allow for the timely submission of evidence by serviced police departments/agencies.

3.6 All exterior entrance/exit points require security control. The Site will safeguard access to NIBIN equipment areas via key, magnetic card, or cipher lock.

3.7 The distribution of all keys, combinations, etc., shall be documented and limited to the personnel designated by NIBIN Program Administrator.

3.8 For personnel no longer directly using NIBIN equipment, the Site will make sure procedure is in place to collect/and or change access into NIBIN room. (Either change lock and or collect keys used for access.)

3.9 The Site will document visitor procedures to restrictive areas and maintain and update a restrictive area authorized personnel roster.

STANDARD 4. EVIDENCE CONTROL

The Site shall have and follow a documented evidence control system to ensure the integrity of physical evidence.

4.1 Evidence shall be marked with a unique identifier on the evidence package.

The Site shall clearly define what constitutes evidence and what constitutes work product. The Site shall have and follow a method to distinguish each sample throughout processing.

4.2 Chain of custody for all evidence shall be documented and maintained in hard or electronic format. The chain of custody shall include the signature, initials or electronic equivalent of each individual receiving or transferring the evidence, the corresponding date for each transfer, and the evidentiary item(s) transferred.

4.3 The Site shall have and follow documented procedures designed to minimize loss, and/or deleterious change of evidence.

4.4 The Site shall have secure, controlled access areas for evidence storage and work product in progress.

STANDARD 5. PROCEDURES

The Site shall have and follow written procedures for all steps of the NIBIN process;

these procedures must be approved by the NIBIN Program Administrator.

5.1 The Site will not restrict submissions of ballistic evidence to the Site by any serviced law enforcement agency/department.

5.2 The Site will document and follow standard operating procedures for the acquisition of all ballistic images.

5.2.1 The Site will perform acquisitions of all suitable ballistic evidence submitted to the Site.

5.2.1.1 The Site will document and follow procedure for the triage or grouping of multiple items of ballistic evidence from the same firearm.

5.2.1.2 The Site will perform acquisitions of the best suitable examples of ballistic evidence following the triage process.

5.2.1.3 The Site will perform acquisitions of all suitable ballistic evidence within 2 business days of receipt at the Site.

5.2.1.4 The Site will accurately enter all required information pertaining to the ballistic evidence during the acquisition process.

5.2.1.5 The Site will record the date of the acquisition of each of item of ballistic evidence.

5.3 The Site will document and follow standard operating procedures for the correlation review of ballistic images.

5.3.1 The Site will document and follow procedure for the correlation review of potential NIBIN Leads. All correlation reviews will be done by a qualified NIBIN User that has completed both acquisition and correlation training.

5.3.2 The Site will perform and document a second correlation review of potential NIBIN Leads. This secondary review will be performed by another Qualified NIBIN User that has completed both acquisition and correlation training. Both the initial and secondary correlation reviews will be completed within 2 business days of the acquisition of the ballistic images of the item of evidence.

5.3.3 In the performance of correlation reviews, the qualified NIBIN users at the Site will examine, at minimum, ballistic images of the top 30 from the rank sort list determined by the ballistics imaging software.

5.3.4 The documentation of any correlation review (primary or secondary) shall include at a minimum the primary case identifier(s), date of the review, the name of the NIBIN user, and the items of evidence involved in the correlation, and the result of the review.

5.3.5 Sites utilizing the NNCTC for correlation reviews of ballistic images will not be subject to the requirements of Section 5.3.

5.4 The Site will document and follow standard operating procedures for the dissemination of NIBIN leads.

5.4.1 Following the concurrence of a potential match from the secondary correlation review, a NIBIN lead will be disseminated within 24 hours to the agency submitting the specific ballistic evidence or its authorized representative for this product, such as the ATF Crime Gun Intelligence Center (CGIC).

5.4.2 The Site will record the date of lead dissemination of each NIBIN lead.

5.4.3 Sites utilizing the NNCTC for correlation reviews of ballistic images will not be subject to the requirements of Section 5.4.

Discussion:

In order to optimize the comprehensiveness of ballistic information on the NIBIN network, a Site will not implement policies that restrict the submission of suitable ballistic evidence for NIBIN analysis. Limiting submissions of suitable ballistic evidence based on specific crimes, firearm calibers other than specified below, or other restrictions is prohibited. Suitable ballistic evidence is considered all fired cartridge cases recovered by law enforcement as well as test-fired cartridge cases from firearms recovered by law enforcement that were illegally possessed, used in a crime, or suspected by law enforcement officials of having been used in a crime.

In general, NIBIN test firing is required for all semi-automatic pistols including .22 caliber, .223 and 7.62 semi-automatic rifles, 12 gauge shotguns and long guns that use handgun ammunition under the aforementioned guidelines. There may be exceptions to a firearm's test fire submission;

firearms that are not typically test fired include revolvers, single shot or bolt-action rifles, shotguns in other gauges, weapons never fired, or firearms deemed unsafe, inoperable, or incomplete.

Ballistics information and/or evidence from firearms taken into law enforcement custody through a Gun Buy Back Program, property damage crimes involving firearms, found or abandoned firearms and domestic disturbances are permitted for entry in the NIBIN database. It is noted that some jurisdictions may have local regulations or policies that prohibit some of these items to be included in NIBIN.

A minimum correlation review of ballistic images of the top 30 from the rank sort list is required based on prior study and research (refs. IBIS BrassTrax Correlation Review Techniques, Garten and Burrows, AFTE Journal, Volume 49, Number 2, Spring 2017; Evaluation of Rank Positions within Regions of Interest (ROI) for Published NIBIN Leads, Nichols, November 2016; IBIS BrassTrax Correlation Performance and Review Techniques, Garten, January 2018). Such review has shown to find 96.9 - 97.4% of all potential ballistic image matches and optimizes the balance between identifying NIBIN Leads and timely review and turnaround. This requirement does not preclude a Site from implementing policy and procedure for further review of images beyond the top 30 of the rank sort list or across specific regions of interest.

Sites should implement standard procedures for the dissemination of NIBIN leads to the agency/department submitting the specific ballistic evidence. Such procedures should consider the importance of timely dissemination of NIBIN leads and intelligence to investigators.

As required by the standard, NIBIN leads will be disseminated to the investigating entity of the agency/department submitting the ballistic evidence match. It is further recommended that leads also be disseminated to the local ATF Crime Gun Intelligence Center (CGIC). A submitting agency may implement policies in which the NIBIN Site disseminates all leads directly and solely to the local ATF Crime Gun Intelligence Center. Such policies shall be deemed in compliance with the standard. These steps will facilitate the coordination between investigators and further the collection of critical intelligence pertaining to the linked crimes.

STANDARD 6. CORRECTIVE ACTION

The Site shall establish and follow a corrective action plan to address processes and procedures when the minimum required operating procedures are not met. The corrective action plan shall identify possible causes for non-compliance with the standards and address plans and measures to meet these standards. Documentation of the corrective actions shall be maintained in accordance with Standard 1.

6.1 Corrective actions shall not be implemented without the documented approval of the NIBIN Program Administrator.

STANDARD 7. AUDITS

All Sites will be audited in accordance with these standards by an ATF audit team beginning in July 2018. By December 31, 2020, each Site must undergo the ATF audit and be in compliance with these standards in order to maintain access to the NIBIN network. After December 31, 2020, all Sites will undergo a regular ATF audit on a biennial basis, once every two years.

7.1 Audits shall be conducted by an audit team comprised of qualified auditor(s).

7.2 All required documentation and records of the NIBIN analysis of submitted ballistic evidence pertaining to the accuracy and timeliness of acquisitions, correlation reviews, and NIBIN lead disseminations shall be maintained and made available during the audit.

7.3 All required documentation and records of training and experience for the NIBIN Program Administrator and Qualified NIBIN Users shall be maintained and made available during the audit.

7.4 All required documentation and records to verify compliance with these NIBIN standards shall be maintained and made available during the audit.

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number 22-493ISP-FOREN-B-26016

Requesting Agency/University Illinois State Police

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

Department/Bureau/Section: Division of Forensic Services/Forensic Sciences Command/Firearms

Need Identified Date: Sep 10, 2021 Supply/Service Need By Date: ASAP

Project Title: Integrated Ballistic Identification System

Vendor: Forensic Technology, Inc.

Provide a description of the supplies or services required:

The National Integrated Ballistic Information Network (NIBIN) is a computerized system for acquiring and storing the images of unidentified cartridge cases and test shots from recovered firearms. The Illinois State Police (ISP) is part of the NIBIN which is maintained by the Bureau of Alcohol, Tobacco, Firearms and Explosives (BATFE). The Integrated Ballistic Identification System (IBIS) is utilized by the BATFE in the operation of NIBIN.

IBIS uses state of the art optical and electronic technology to acquire images of the primer, firing pin, or ejector marked areas of fired cartridge cases.

Using sophisticated algorithms, the images entered into the database are correlated against other images using filters such as caliber, date of offense, firing pin shape, etc. These correlations produce lists of candidates that are ranked numerically by category (firing pin, breech face, ejector). The examiners reviewing the correlations can compare the candidates to the image they entered. NIBIN is the only interstate automated ballistic imaging network in operation in the United States.

Links made through the use of NIBIN allow for previously unrelated crime scenes to be associated to the same firearm providing valuable investigative information to law enforcement agencies.

Value: Actual Value of Initial Term, this Change Order or Amendment: 422,521

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

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)

Items are Copyrighted or Patented and the Items are Only Available from the Holder

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

Version 7.01 Page 2 of 6

Section V - Purchase History

Has the Agency or University Purchased these supplies or services in the past? Yes No

Section VI - Business Rationale

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

IBIS is a computerized system for acquiring and storing the images of unidentified cartridge cases and test shots from recovered firearms. The Illinois State Police (ISP) is part of the NIBIN which is maintained by the Bureau of Alcohol, Tobacco, Firearms and Explosives (BATFE). ISP currently has IBIS equipment in the Chicago, Joliet, and Metro-East laboratories. Pending legislation (HB3788) requires law enforcement agencies to submit any fired cartridge case or firearm recovered from a crime scene; or if the law enforcement agency has reason to believe a recovered fired cartridge case or firearm is related to or associated with the commission of a crime or the unlawful discharge of a firearm within a 24-hour period to a NIBIN provider. The same legislation also requires that when practicable, ISP will enter any NIBIN suitable firearms evidence into NIBIN within 2 business days. Due to the increased focus on NIBIN, ISP has determined that IBIS equipment is necessary in the Springfield laboratory and additional equipment is necessary in the Metro-East laboratory to meet the needs of law enforcement agencies and the requirements of the legislation. This additional equipment will allow ISP to meet the best practices established by BATFE in entering, reviewing, and reporting on NIBIN entries within 2 business days, thereby providing immediate actionable intelligence to investigating agencies responding to violent crimes. See 5.2.1.3 of BATFE Minimum Required Operating Standards attachment.

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

IBIS uses state of the art optical and electronic technology to acquire images of the primer, firing pin, or ejector marked areas of fired cartridge cases. Using sophisticated algorithms, the images entered into the database are correlated against other images using filters such as caliber, date of offense, firing pin shape, etc. These correlations produce lists of candidates that are ranked numerically by category (firing pin, breech face, ejector). The examiners reviewing the correlations can compare the candidates to the image they entered. IBIS is the only interstate automated ballistic imaging network in operation in the United States.

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?

NIBIN is a program controlled and run by the United States Government Bureau of Alcohol, Tobacco, Firearms, and Explosives (BATFE).

This particular vendor and equipment are the only ones approved for use by BATFE on the NIBIN network. The Integrated Ballistic Identification System uses technology that encompasses a number of patents protected in the United States and throughout the world.

Forensic Technology Inc. is the exclusive manufacturer of their proprietary IBIS equipment. Additionally, only Forensic Technology Inc.

may provide maintenance/service, upgrades, installation, and training on their equipment. Yearly maintenance is not required on this equipment; however, only FTI may service the equipment if it is needed. Furthermore, IBIS, currently in use in the United States under the ATF NIBIN program, is the only technology that has undergone and passed the security standards set by the BATFE needed for integration into NIBIN. See BATFE-ISP Memorandum of Understanding attachment.

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 Integrated Ballistic Identification System uses technology that encompasses a number of patents protected in the United States and throughout the world. Forensic Technology Inc. is the exclusive manufacturer of their proprietary IBIS equipment. Additionally, only Forensic Technology Inc. may provide maintenance, upgrades, installation, and training on their equipment. Furthermore, IBIS, currently in use in the United States under the ATF NIBIN program, is the only technology that has undergone and passed the security standards set by the BATFE needed for integration into NIBIN. See BATFE-ISP Memorandum of Understanding attachment.

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?

The Integrated Ballistic Identification System is the only one approved for use on the BATFE NIBIN network. There are no other alternatives. See BATFE-ISP Memorandum of Understanding attachment.

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6. Are there resellers or distributors?

Yes No N/A

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

The price for this equipment is set by the vendor and is the same for any entity who desires to purchase the equipment. The vendor verified that pricing is the same for any law enforcement agency in the United States. In addition to patented technology, the equipment utilizes complex algorithms and software. There are no similar products available for purchase. Based on software support costs for other technology utilized within the Forensic Sciences Command, ISP has determined that this is a fair and reasonable price. A recent quote for a digital asset management system in the Latent Print section was over $200,000 for five years. This did not include patented technology and hardware but was for software support only. IBIS performs more complex functions than a digital asset management system and patented technology and hardware are included in this price.

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?

Failure to obtain the additional equipment will result in delays in providing this service to law enforcement agencies and the citizens of Illinois which means valuable investigative information will not be provided in a timely manner. This lack of information linking previously unrelated crime scenes will lead to cases being unsolved and violent offenders remaining at large to commit additional crimes.

Without the additional equipment, ISP will not be able to meet requirements set forth in pending legislation (HB3788) that requires law enforcement agencies to submit any fired cartridge case or firearm recovered from a crime scene; or if the law enforcement agency has reason to believe a recovered fired cartridge case or firearm is related to or associated with the commission of a crime or the unlawful discharge of a firearm within a 24-hour period to a NIBIN provider. The same legislation also requires that when practicable, ISP will enter any NIBIN suitable firearms evidence into NIBIN within 2 business days.

The BATFE currently funds the IBIS equipment in the Chicago, Joliet, and Metro-East laboratories. Similar to the pending legislation, the BATFE requires that ISP enter all suitable evidence into IBIS within 2 business days or the BATFE may pull the equipment from the ISP.

Failure to procure this additional equipment will lead to delays in testing that could jeopardize the current equipment in ISP laboratories. See 5.2.1.3 of BATFE Minimum Required Operating Standards attachment.

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

Failure to obtain the additional equipment will result in delays in providing this service to law enforcement agencies and the citizens of Illinois which means valuable investigative information will not be provided in a timely manner. This lack of information linking previously unrelated crime scenes will lead to cases being unsolved and violent offenders remaining at large to commit additional crimes.

Without the additional equipment, ISP will not be able to meet requirements set forth in pending legislation (HB3788) that requires law enforcement agencies to submit any fired cartridge case or firearm recovered from a crime scene; or if the law enforcement agency has reason to believe a recovered fired cartridge case or firearm is related to or associated with the commission of a crime or the unlawful discharge of a firearm within a 24-hour period to a NIBIN provider. The same legislation also requires that when practicable, ISP will enter any NIBIN suitable firearms evidence into NIBIN within 2 business days.

NIBIN Cartridge Cases Acquisition, Analysis & Triage Package, comprising:

- One (1) BRASSTRAX Acquisition Station

- One (1) MATCHPOINT Analysis Station for Cartridge Cases

- One (1) PAG800 Stereo Zoom Microscope

- One (1) color printer $208,550

Shipping and handling charges DDP Customer Premises (Incoterms® 2020), unloaded $1,093

Travel and living expenses for Forensic Technology’s Installer and Instructor $4,543

SafeGuard Warranty following one-year warranty, five (5) additional years $107,260

NIBIN Cartridge Cases Analysis Package, comprising:

- One (1) MATCHPOINT Analysis Station for Cartridge Cases

- One (1) color printer $62,547

Shipping and handling charges DDP Customer Premises (Incoterms® 2020), unloaded $1,000

Travel and living expenses for Forensic Technology’s Installer and Instructor $3,679

SafeGuard Warranty following one-year warranty, five (5) additional years $33,849

The Illinois State Police will be under no further obligation to the vendor after this contract.

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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 Nov 16, 2021

Printed Name Sarah Butcher E-mail Address sarah.butcher@illinois.gov

Phone Number 217-782-9812

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 Robin.Woolery@illinois.gov

Phone Number 217/785-3872 Date 11/18/2021

Printed Name Robin J. Woolery

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 2176221908 Date Nov 22, 2021

Printed Name Andrew Hennig E-mail Address Andrew.Hennig@illinois.gov

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

Project Title Integrated Ballistic Identification System

Vendor Forensic Technology, Inc.

Initial Date of Procurement Bulletin Posting

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

Printed Name Date

CPO E-mail

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

BulletinNum: 22-493ISP-FOREN-B-26016

Requesting: Illinois State Police

CurrentPage:

PageCount:

Department: Division of Forensic Services/Forensic Sciences Command/Firearms

NeedIdentifiedDate: 2021-09-10

NeedbyDate: ASAP

ProjectTitle: Integrated Ballistic Identification System

ProjectTitle: Integrated Ballistic Identification System

Vendor: Forensic Technology, Inc.

Vendor: Forensic Technology, Inc.

Description: The National Integrated Ballistic Information Network (NIBIN) is a computerized system for acquiring and storing the images of unidentified cartridge cases and test shots from recovered firearms. The Illinois State Police (ISP) is part of the NIBIN which is maintained by the Bureau of Alcohol, Tobacco, Firearms and Explosives (BATFE). The Integrated Ballistic Identification System (IBIS) is utilized by the BATFE in the operation of NIBIN.

IBIS uses state of the art optical and electronic technology to acquire images of the primer, firing pin, or…