R-308079 CMS PJF.pdf
PDF 742 KB Posted
- Attached to
- SPSS Agilaire Server Hosting Migration
- Solicitation number
- 26-532EPA-AIR53-B-51365
- Issued by
- Illinois
About this file
This is a Procurement Justification Form (PJF) submitted by Central Management Services on behalf of the Illinois EPA for a small purchase sole source contract involving server hosting migration services. The Illinois EPA seeks to migrate its AirVision and AVTrend software from Agilaire to a hosted server model to improve software update capabilities and system maintenance. The contract is structured as a one-time purchase with an initial term of 30 months, aligned with the expiration of the existing software support agreement in Fiscal Year 2028. No renewal term is specified in the documentation.
The estimated contract value is $35,350, comprising an initial one-time setup cost of $850 and recurring monthly hosting fees of $1,150 per month ($13,800 annually). This procurement is designated as a small purchase and does not trigger Bureau of Economic Development (BEP) goal requirements. The justification emphasizes that the hosted service model is cost-effective compared to current Department of Information Technology (DoIT) in-house server management, which has historically experienced significant delays in software updates exceeding five months. The migration addresses compliance requirements for federal reporting of ambient air quality data, data completeness, and data retention obligations. The vendor selected under this sole source procurement is Agilaire, the existing software provider, making this an extension of current contract services rather than a new vendor relationship.
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| File | Type | Posted |
|---|---|---|
| Quote_26857.pdf |
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Programmatic Objective & Economic Justification - Explain what you intend to solicit and why
One Time Purchase
V.23.0 Page 1 of 1
SBSA Procurement
History/Background - Explain how need is currently being met or if this is new initiative.
Central Management Services - Procurement Justification Form
If not SBSA or State Use and over $100,000, what is BEP Goal?
If a BEP goal was not calculated, explain why not in space below.
Estimated Value of Procurement
Contract # if Release off Master or Renewal or
Method of Procurement:
Initial Term - months:
Renewal Term - months:
Blank Page
| Method of Procurement: [Small Purchase] |
| P#: 0 |
| Estimated Value: 35350 |
| BEP %: |
| HIstory/Background: Currently DoIT struggles to keep up on server and software upgrades as supported software regularly lapses sever years on updates. The last update took over 5 months. DOiT staff has suggested on multiple occasions over the years that this hosted service is a much better option to keep the AirVision and AVTrend software from Agilaire current. Keeping the software current is important because updates often address changes in Federal regulation and changes to monitor tables used in ambient air monitoring. This new initiative relating to current contract services will be more efficient that current processes and is cost effective. |
| BEP Goal explanation: |
| Check Box8: Off |
| Check Box9: Off |
| Objective & Economic: Objective is to migrate to a hosted server by Agilaire to aid in quicker support response and help keep software up to date rather than continually falling behind on regular and important software updates. This sole source data acquisition software and support is already covered under an existing agreement. The additional hosted service will aid in keep these vital software upgrades current, which helps Illinois EPA meet federal requirements for reporting ambient air quality data to the public, for data completeness, and for data retention. DoIT has on several occasions expressed difficulty in performing the software and server updates for Illinois EPA and has suggested this hosted option with the vendor as the assumed cost is similar to what the Agency pays for the DoIT hosted server, and then the software upgrades could be handled largely by the vendor. This new hosted server contract will run through the end of the existing software support contract (Fiscal Year 2028). This was previously explored as an option when renewing the current support agreement, but was later removed from that contract renewal as it was decided that we should pursue this service when we were ready rather than having it in an existing contract as an "option". From this, costs are expected to be around $13,800.00/12month period ($1,150.00/month for any partial fiscal years) with an additional $850.00 one time set-up cost. |
| Initial Term-Months: 30 |
| Renewal Term-Months: |
File details come from the government source that posted it. Updated .