Signed SSJF Part II~1.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 7

Bulletin Reference Number B-17454

Requesting Agency/University Illinois State Toll Highway Authority

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

Department/Bureau/Section: Engineering Department

Need Identified Date: 06/01/2020 Supply/Service Need By Date: 11/30/2020

Project Title: Field Office Rental for M-16

Vendor: Satellite Shelters, Inc.

Provide a description of the supplies or services required:

In October 2019 the Tollway published a Request for Quote (19-557THA- ENGCO-B-10567) seeking a vendor to provide delivery, setup, rental, and haul-away services for a mobile field office trailer at Maintenance Site 16 (M-16). Two responses were received to the RFQ, and Contract 19-0122RR was awarded to Satellite Shelters, Inc., the lowest responsive and responsible bidder, for a term of 11/08/2019-11/30/2020 with no renewal options.

The Tollway M-16 Trailer is currently located in the Illinois Department of Transportation (IDOT) Bridge Crew Yard located at Biesterfield Rd. and Martha Rd. in Elk Grove Village. The M-16 staff also store their materials in one of IDOT's storage shelters on this site and park their vehicles in this lot.

The field office rental for M-16 allows for personnel to have a lockerroom, lunchroom, bathroom, office, and punch-in location while a new stand-alone facility is built to house the M-16 operations. The new facility is being built on Thomas Drive along IL-390 in Elk Grove Village and will be complete and ready for Maintenance Staff by the end of 2021. This request is for a continuation of the existing lease until the M-16 staff can move into their permanent facility.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 40,000

Will this Sole Source amend a Professional or Artistic Services contract? Yes No

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

Type: New Sole Economically Feasible Source

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Bulletin Reference Number B-17454

Requesting Agency/University Illinois State Toll Highway Authority

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: 12/01/2020

Estimated Contract End Date: 12/31/2021

Number of Potential Renewals: 0

Length of Each Renewal in Months: 0

Total Value of All Renewals: 0

If a Term Contract, does the term, including renewals, exceed 12 months? Yes No

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

The multi-year contract will provide enough time for the permanent M-16 structure to be built and allow time for staff to move out of the trailer and into the new structure.

Section III - Funding Source Select the type of funding to be used (Check all that apply): State Appropriate Funds Federal Funds Other (Explain):

The Tollway does not operate on State-appropriated funds. Procurements are funded through toll revenue.

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)

Critical Changes to the Existing Contract are Necessary and Best Accomplished by the Contract Holder

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

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Bulletin Reference Number B-17454

Requesting Agency/University Illinois State Toll Highway Authority

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 11/08/2019 11/30/2020 94,748.72 Field Office Rental for M-16 19-0122RR Small Purchase

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:

The Tollway will be constructing a new maintenance facility to house M-16 personnel and equipment. The rental of this field office in the interim makes the most economical sense to the Tollway's operations. Ideally M-16 personnel shall continue utilizing the field office (trailer) until the completion of the new facility. Additionally, it is more economical to continue renting a field office from the current vendor, as expenses have already been incurred to set up and take down the existing trailer. If a new vendor is used, the Tollway will incur additional costs to deliver, set up, take down, and remove a new trailer at the end of the new lease with a new vendor.

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Bulletin Reference Number B-17454

Requesting Agency/University Illinois State Toll Highway Authority

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

Contract 19-0122RR specified these requirements:

• Measurements: Ceiling height of 7’ 0” and minimum floor space of 2,016 square feet;

• Openings: Minimum of two (2) exterior doors. Both doors shall include dead-bolt locks and rear door shall have a security latch guard;

• Washroom Facilities: Minimum of two (2) washroom facilities with at least one being American Disabilities Act (ADA) compliant.

Minimum of two (2) flush toilets and two (2) wash basins. Facilities shall include capabilities for hot and cold potable water (utilities shall be provided by others);

• Closets: One closet equipped with locked doors and shelves;

• Heating, Electrical, and Air Conditioning: Field Office shall be equipped with forced air, electric heat, electric services including adequate necessary fixtures and wall outlets and air conditioning. Heating system shall be able to maintain a minimum temperature of 70 degrees Fahrenheit and the air conditioning system shall be able to maintain a maximum temperature of 75 degrees Fahrenheit (utilities shall be provided by others);

• Hot Water: Field Office shall be equipped with an electric hot water heater to provide hot water to the faucets (utilities shall be provided by others);

• Kitchenette: Field Office shall be equipped with a kitchenette, including a sink (appliances shall be provided by others);

• Offices: Field Office shall have four (4) separate offices, each at least 10’ x 10’ in dimension;

• Locker Room: Field Office shall have a separate room for a locker room, at least 10’ x 20’ in dimension (lockers and furnishings shall be provided by others);

• Conference Area: Field Office shall have one central conference area (furnishings shall be provided by others);

• ADA Ramp: A new compliant ADA ramp shall be purchased by Vendor and placed at entrance of trailer.

• Trailer shall be new or less than 2 years old (refer to Section 1.2.2);

• 10 sets of keys for both doors shall be delivered to an authorized Tollway representative.

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 current trailer housing the M-16 personnel is being rented from Satellite Shelters, Inc. using Contract 19-0122RR which ends 11/30/2020 with no renewal options. A new small purchase procurement might result in working with a different vendor. This would mean incurring new setup fees as well as take-down and haul-away charges for the new vendor. The packing and unpacking of the M-16 personnel's property would be disruptive to operations. It is more economical to stay with the current vendor to avoid extra costs and time.

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 cost for the 13-month extension of the lease is quoted at $37,317.78 while the cost to set up and take down a new trailer would be approximately $55,000. That is a difference of 47.38%, not including any monthly lease charges. Trailers have a lot of sunk costs in the delivery, setup, take-down, and haul-away, while they have a relatively lower ongoing monthly lease cost. That is why it is less expensive for the Tollway to continue to pay the lease on the existing trailer.

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 existing trailer is provided by the recommended vendor and the removal/setup costs are significant.

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?

This contract was originally awarded via a competitive procurement, and this vendor was the lowest responsive and responsible bidder.

They are maintaining their monthly lease in this extension. The original lease and the new lease are for $2,859.06 per month.

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Bulletin Reference Number B-17454

Requesting Agency/University Illinois State Toll Highway Authority

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:

We may need to extend the lease/contract if any issues cause the new M-16 building to not be completed on time.

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?

There will be significant costs to haul away the current trailer and set up a new trailer with a different vendor (incurring new setup fees as well as take-down and haul-away charges for the new vendor). The personnel at M-16 would also have to pack and unpack which would be disruptive to operations.

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

An extension of the lease is more economical than hauling away the existing trailer and setting up a new trailer with a new vendor. The lease extension is for $37,167.78, while the delivery, setup, take-down, and haul-away charges are around $55,000. (The current trailer's take-down and haul-away charges have been pre-paid in the original contract. If a new trailer was brought to the site, the delivery, setup, take-down, and haul-away charges would have to be paid for the new trailer.)

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Bulletin Reference Number B-17454

Requesting Agency/University Illinois State Toll Highway Authority

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 Oct 5, 2020

Printed Name Paul Kovacs E-mail Address PaulKovacs@getipass.com

Phone Number 630-241-6800 x4901

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 EOccomy@getipass.com

Phone Number 630-241-6800 x4625 Date

Printed Name Eric Occomy

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 630-241-6800 x4700 Date Oct 16, 2020

Printed Name Eleanor Curcuro E-mail Address ecurcuro@getipass.com

Version 7.01 Page 7 of 7

Bulletin Reference Number B-17454

Requesting Agency/University Illinois State Toll Highway Authority

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

Project Title Field Office Rental for M-16

Vendor Satellite Shelters, Inc.

Initial Date of Procurement Bulletin Posting Oct 30, 2020

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

The Tollway M-16 Trailer is currently located in the Illinois Department of Transportation (IDOT) Bridge Crew Yard located at Biesterfield Rd. and Martha Rd. in Elk Grove Village. The M-16 staff also store their materials in one of IDOT's storage shelters on this site and park their vehicles in this lot.

The field office rental for M-16 allows for personnel to have a lockerroom, lunchroom, bathroom, office, and punch-in location while a new stand-alone facility is built to house the M-16 operations. The new facility is being built on Thomas Drive along IL-390 in Elk Grove Village and will be complete and ready for Maintenance Staff by the end of 2021. This request is for a continuation of the existing lease until the M-16 staff can move into their permanent facility.

• Measurements: Ceiling height of 7’ 0” and minimum floor space of 2,016 square feet;

• Openings: Minimum of two (2) exterior doors. Both doors shall include dead-bolt locks and rear door shall have a security latch guard;

• Washroom Facilities: Minimum of two (2) washroom facilities with at least one being American Disabilities Act (ADA) compliant. Minimum of two (2) flush toilets and two (2) wash basins. Facilities shall include capabilities for hot and cold potable water (utilities shall be provided by others);

• Closets: One closet equipped with locked doors and shelves;

• Heating, Electrical, and Air Conditioning: Field Office shall be equipped with forced air, electric heat, electric services including adequate necessary fixtures and wall outlets and air conditioning. Heating system shall be able to maintain a minimum temperature of 70 degrees Fahrenheit and the air conditioning system shall be able to maintain a maximum temperature of 75 degrees Fahrenheit (utilities shall be provided by others);

• Hot Water: Field Office shall be equipped with an electric hot water heater to provide hot water to the faucets (utilities shall be provided by others);

• Kitchenette: Field Office shall be equipped with a kitchenette, including a sink (appliances shall be provided by others);

• Offices: Field Office shall have four (4) separate offices, each at least 10’ x 10’ in dimension;

• Locker Room: Field Office shall have a separate room for a locker room, at least 10’ x 20’ in dimension (lockers and furnishings shall be provided by others);

• Conference Area: Field Office shall have one central conference area (furnishings shall be provided by others);

• ADA Ramp: A new compliant ADA ramp shall be purchased by Vendor and placed at entrance of trailer.

• Trailer shall be new or less than 2 years old (refer to Section 1.2.2);

• 10 sets of keys for both doors shall be delivered to an authorized Tollway representative.