SFM B-48976 SSJF Part I and Part II SIGNED.pdf

Sole Source Justification Form

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Bulletin Reference Number 26-592SFM-AMIN5-B-48976

Requesting Agency/University STATE FIRE MARSHAL

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

Department/Bureau/Section: ARSON DIVISION

Need Identified Date: Mar 27, 2025 Supply/Service Need By Date: Oct 1, 2025

Project Title: Bar Coded Evidence Analysis Statistics and Tracking (BEAST) LIMS and EMS - Software and Hardware

Vendor: Porter Lee

Provide a description of the supplies or services required:

The BEAST (Bar Coded Evidence Analysis Statistics and Tracking) software and hardware. Designed to help manage evidence and laboratory data for law enforcement and forensic labs.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 199,067.03

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: 10/1/2025

Estimated Contract End Date: 9/30/2026

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)

Software License/Upgrade/Maintenance

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

Another justification that this purchase is only available from a sole source is because it is:

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

Another justification that this purchase is only available from a sole source is because it is:

Compatibility of Equipment, Accessories, Replacement Parts or Service

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Bulletin Reference Number 26-592SFM-AMIN5-B-48976

Requesting Agency/University STATE FIRE MARSHAL

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:

The Office of the State Fire Marshal (OSFM) has identified the need to procure the Crime Fighter BEAST (Bar-Coded Evidence Analysis Statistics and Tracking) Evidence Management System (EMS) and Laboratory Information Management System (LIMS)to meet its operational, technical, and security requirements for integration into joint investigative workflows with the Illinois State Police (ISP). The ISP mandates that all evidence be submitted through the Prelog website as part of its standardized intake process. Porter Lee Corporation’s BEAST EMS system is the only known software that enables direct data upload to the Prelog site, ensuring full compliance with ISP’s evidentiary protocols. Utilizing unified evidence tracking system is critical to maintaining chain-of-custody standards, safeguarding data integrity, and facilitating efficient evidence sharing during inter-agency investigations. Based on a thorough technical assessment, coordination with peer law enforcement agencies, and extensive procurement review, Porter Lee Corporation, the exclusive provider of the BEAST EMS system, has been identified as the only vendor capable of meeting the agency’s specific requirements.

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

The BEAST (Bar Coded Evidence Analysis Statistics and Tracking) software, known as Crime Fighter, is designed to help manage evidence and laboratory data for law enforcement and forensic labs. It functions both as a Laboratory Information Management System (LIMS) and an Evidence Management System (EMS). The system uses PDF417 barcodes from Symbol Technologies to streamline the evidence check-in process. It also includes customizable tools for generating reports and analyzing statistics. The company offers complete solutions, including the software itself, hardware, installation, training, and ongoing support. OSFM is seeking to procure 24 User Licenses for Arson Division Special Agents (20 Agents, 2 Commanders, 1 Deputy Directory, 1 Director); 1 Evidence Vault License for Springfield Office Evidence Vault, 24 Mobile Bluetooth Barcode Thermal Label Printers with Vehicle Cradle/Charger; 1 Desktop Bluetooth Barcode Thermal Label Printer; 4 Bluetooth Barcode Scanners; 5 Signature Pads; 3 Bluetooth Signature Pads; Misc. Label Supplies.

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?

OSFM requires an evidence management system that is fully compatible with the ISP Crime Lab's operational infrastructure to support joint investigative activities. The BEAST EMS system, developed and exclusively provided by Porter Lee Corporation, is already in use by ISP and is fully integrated with their Prelog evidence intake website. This compatibility is essential as ISP requires all law enforcement agencies to submit evidence through the Prelog portal as part of its standardized intake and chain-of-custody procedures. The BEAST EMS system relies on proprietary configurations and barcode scanning hardware that are uniquely calibrated to work with its software.

Replacement parts, accessories (such as barcode scanners and label printers), and software modules must originate from Porter Lee Corporation to maintain operational integrity, ensure seamless integration, and support forensic data accuracy. Substituting any component with non-compatible parts would jeopardize data consistency, introduce chain-of-custody risks, and compromise inter-agency collaboration efforts. The service component, including installation, configuration, end-user training, and ongoing technical support, must also be provided by Porter Lee Corporation due to the proprietary nature of the system. Only the original vendor has the necessary technical knowledge, access to source code, and operational documentation to ensure system functionality and compliance.

Given these constraints, any attempt to use non-compatible software, hardware, or support services would not only render the system nonfunctional for its intended purpose but also isolate OSFM from ISP’s forensic infrastructure. Therefore, Porter Lee Corporation’s BEAST EMS system and its associated components and services are the only available solution that ensures full compatibility with existing state systems and meets the agency's technical and operational needs.

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Bulletin Reference Number 26-592SFM-AMIN5-B-48976

Requesting Agency/University STATE FIRE MARSHAL

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:

Porter Lee Corporation is the exclusive provider of the BEAST EMS; no authorized resellers or third-party vendors exist. The company retains full control over its licensing, support, and integration capabilities. The BEAST EMS offers a set of unique and mission-critical capabilities that no other product or vendor can provide; including but not limited to interoperability with other state agency systems, chain of command features, and exclusive integration. The BEAST EMS offers extensive barcode-based integration, using matrix and traditional barcodes to accelerate data capture and ensure high data integrity during evidence handling and transfers. This supports efficient, secure tracking without manual entry/re-entry. This software creates a “chain of custody” from the point of collection to the point of termination. It tracks every location the evidence goes using the bar code system without being entered into multiple systems. It creates a print out of the chain of custody that is admissible in court. There are federal and state court rules requiring chain of custody of evidence in order for it to be admissible in court on the civil or criminal sides. 28 USC App, Federal Rules of Evidence, Article IX: Authentication and Identification. These features are essential for the OSFM to fulfill its operational mandate and comply with the evidentiary protocols of the Illinois State Police.

5. Has the Agency or University considered alternative supplies or services to satisfy their need? Yes No

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Bulletin Reference Number 26-592SFM-AMIN5-B-48976

Requesting Agency/University STATE FIRE MARSHAL

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

The Arson Division Director conducted a thorough investigation of the current system in place and potential systems to implement.

Side-by-side comparisons including features, compliance, and interface options were explored with Porter Lee, Axon, Kaseware, and Safe Fleet.

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:

The current system in place at OSFM is strictly an inventory system for the evidence vault and is not able to complete tasks required from collection to termination. OSFM's current system is also not an evidence management system. Products from Porter Lee, Axon, Kaseware, and Safe Fleet were identified and the decision to utilize Porter Lee's BEAST system represents the most cost-effective and operationally suitable solution to meet agency needs. This decision is based on both long-term financial considerations and critical system requirements. Unlike Axon, Kaseware, and Safe Fleet (which operate on a subscription-based pricing model with significant recurring costs; often charged per user per month), Porter Lee offers a one-time licensing model that bundles essential components in a single, upfront investment that includes: software licensing, hardware integration, implementation and configuration, staff training, ongoing support and maintenance. Additionally, Porter Lee's BEAST system is the only identified system that supports full integration between property and evidence tracking and forensic laboratory workflows. This integration eliminates the need for costly third-party interface development, avoids duplicated software and licensing costs, minimizes IT support needs, reduces long-term administrative overhead. A core function of the agency is handling, auditing, and chain-of-custody tracking of physical evidence which Porter Lee excels in. It includes barcode-based evidence tracking, inventory audits, storage location management, equipment maintenance tracking and quality assurance and compliance reporting. Other vendors systems are not optimized to handle those features. Porter Lee's BEAST system allows the agency to make a predictable, up-front investment rather than enter into an open-ended subscription agreement where costs fluctuate based on user count, storage needs or new access features. Based on total cost, functional alignment, and long-term sustainability, Porter Lee's BEAST is the fiscally and operationally responsible choice for the agency.

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).

The Arson Division conducted an on-line market evaluation of evidence management systems including a review process of vendors, peer agency consultations, and internal technical feasibility assessments. The goal was to identify a solution that would meet both the operational requirements of the Arson Division and integrate effectively with existing infrastructure. Evidence management systems were evaluated against key criteria including system functionality, cost of implementation, long-term sustainability, and vendor support. Ultimately choosing an alternative system that would not result in additional costs, including but not limited to duplicate software licensing fees, extensive customization to simulate compatibility, increased IT support for system bridging or manual data entry, and long-term cost of maintaining parallel infrastructures. Other vendors are open-ended subscription agreements where costs fluctuate based on user counts, storage needs, or new access features, rather than a predictable, up-front investment. Additional risks included prolonged implementation timelines, additional staff training/retraining, data migration challenges, and increased administrative overhead. The BEAST system from Porter Lee provides a solution that includes licensing, hardware integration, implementation, training, and ongoing support in a single, unified package. The decision to proceed with Porter Lee reflects both the operational demands of the agency and a strategic approach to minimizing long-term costs while maximizing system reliability and efficiency.

6. Are there resellers or distributors?

Yes No N/A

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Bulletin Reference Number 26-592SFM-AMIN5-B-48976

Requesting Agency/University STATE FIRE MARSHAL

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?

SFM received a direct quote from Porter Lee. Porter Lee involved their sales team and executive management to provide a cost effective quote. The current OSFM system requires the following: a full time civilian position dedicated to evidence inventory in Springfield, which is redundant in terms of re-entering every piece of evidence. This could be eliminated with a bar code scan and assign it to a storage location. The current job duties prevent the employee from picking up evidence across the state that needs to be stored in the evidence vault, forcing Special Agents to do this. It's estimated that Special Agents spend approximately 40+ hours a week moving evidence to a lab or the Springfield Vault. It's approximated each Agent will handle 50 cases with up to 170 pieces of evidence per case.

OSFM currently handles, on average, 1200 cases per year. For Special Agents, on average it takes approximately 15 minutes to collect and label evidence, approximately 5 minutes for paperwork, total 20 minutes for each piece of evidence, averaging 56 hours. Once at the vault, this evidence must be transferred and signed for, averaging 10 minutes. The Evidence Administrative Assistant will then have to manually re-enter everything, piece by piece. On average each piece will take 10 minutes to enter, label and store, totaling another 56 hours, for once case.

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

Yes No

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

The agency’s future obligations include maintaining active software licenses and renewing them as needed to ensure uninterrupted access and compliance. It must also provide ongoing software support, conduct regular technology assessments to align with evolving requirements, and sustain project management efforts to oversee implementation, updates, and stakeholder coordination.

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 approval for this procurement would result in OSFM either operating a non-compatible system, being forced to independently procure and customize a different platform, or continuing to input data manually into the Prelog system. This would significantly hinder OSFM’s ability to participate in coordinated investigations with ISP and other agencies using the BEAST system, potentially delaying evidence processing, increasing administrative overhead, and compromising the integrity of the chain of custody.

Such operational inefficiencies could jeopardize investigative outcomes and diminish the credibility of evidence presented in legal proceedings. In summary, failure to approve this request would result in both operational setbacks and unnecessary financial burden to the agency and the state, making the adoption of the BEAST EMS system through Porter Lee the most practical and fiscally responsible solution.

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

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Bulletin Reference Number 26-592SFM-AMIN5-B-48976

Requesting Agency/University STATE FIRE MARSHAL

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 Sep 18, 2025

Printed Name Greg Whalen E-mail Address greg.whalen@illinois.gov

Phone Number 773-762-9226

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 leah.thomas@illinois.gov

Phone Number 217-836-7858 Date 9/18/2025

Printed Name Leah Thomas

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 217-970-0284 Date Sep 18, 2025

Printed Name Adam Aldridge E-mail Address adam.aldridge@illinois.gov

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Bulletin Reference Number 26-592SFM-AMIN5-B-48976

Requesting Agency/University STATE FIRE MARSHAL

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

Project Title Bar Coded Evidence Analysis Statistics and Tracking (BEAST) LIMS and EMS - Software and Hardware

Vendor Porter Lee

Initial Date of Procurement Bulletin Posting Sep 23, 2025

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

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

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

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

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

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

Other

CPO Signature CPO Phone 217-622-1857

Printed Name Ellen H. Daley Date Oct 8, 2025

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

Given these constraints, any attempt to use non-compatible software, hardware, or support services would not only render the system nonfunctional for its intended purpose but also isolate OSFM from ISP’s forensic infrastructure. Therefore, Porter Lee Corporation’s BEAST EMS system and its associated components and services are the only available solution that ensures full compatibility with existing state systems and meets the agency's technical and operational needs.