Siloam Springs SP Sole Source Justification Form - B-46271 SPO Signed.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number B-46271

Requesting Agency/University IDNR

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

Department/Bureau/Section: ORCP - AG Leasing

Need Identified Date: 7/1/2024 Supply/Service Need By Date: 3/1/2025

Project Title: 25AL2555 Siloam Springs State Park

Vendor: Moss Family Farms, Inc.

Provide a description of the supplies or services required:

Revenue generating farm leasing of 32.00 acres from 2025 through 2030 of land at Siloam Springs State Park for agricultural purposes. Lease 25AL2555 is located in Brown County, 4th PM, Township 2 South, Range 5 West, Sections 13 and 14.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 123,744

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

Estimated Contract Begin Date: 3/1/2025

Estimated Contract End Date: 2/28/2030

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:

20 ILCS 805/805-235 allows the Department of Natural Resources to Lease lands up to 5 years.

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

Revenue Generating Contract - Estimated Value to the Vendor $115,744.00 - Value to the State $8,000.00

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)

Ag Lease 2555 is under the 50 acres (32.00 acres) and per Adm Code Title 17 Ch 1 Part 150 Section 150.20 b2 IDNR is allowed to Sole Sour

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

Version 7.01 Page 2 of 5

Bulletin Reference Number B-46271

Requesting Agency/University IDNR

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 3/1/2021 2/28/2025 6,400 32.00 acres 21AL2555 Sole Source

2 Sole Source

If more than 10, or if other comments, explain:

Section VI - Business Rationale

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

It is the Illinois Department of Natural Resourses (IDNR) policy is to use agricultural leases as a tool to support wildlife populations and recreational opportunities at sites owned or managed by IDNR. The leases developed under this program will promote ecologically sound agricultural practices to improve soil health, minimize soil erosion, improve water quality, and reduce chemical impacts to benefit wildlife populations and their habitats. IDNR recognizes its responsibility to be a leader in conservation agriculture and strives to develop an agricultural lease program to be used as models for producers throughout the state. Income generated from agricultural leases supports enhancement or establishment of wildlife habitat and recreational opportunities. See Attachment B for cropping plan, field numbers, crop and acreage per field.

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

Lessee shall provide all necessary labor, machinery, tools, seed, fertilizer, equipment and insurance to do all of the work necessary for a farming operation in accordance with the requirements and within the time limits prescribed herein.

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?

Ag Lease 2555 is under the 50 acre limit (32.00 acres) and was negotiated with Moss Family Farms, Inc. per Adm Code Title 17 Ch 1 Part 150 Section 150.20 b2.

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:

Vendor is a local farmer in the vicinity with interest in farming the lease. Vender has the equipment and farming expertise to conduct the lease.

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

Version 7.01 Page 3 of 5

Bulletin Reference Number B-46271

Requesting Agency/University IDNR

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

The site superintendent attempted to approach local farmers about lease 2555. No other vendor showed interest in this lease.

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:

No other vendors showed interest in conducting this lease.

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 Ag Lease Manager and Site Superintendent, the parcel was negotiated per Adm Code Title 17 Ch 1 Part 150 Section 150.20 b2.

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 Ag Lease Manager and Site Superintendent, the parcel was negotiated per Adm Code Title 17 Ch 1 Part 150 Section 150.20 b2.

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?

There would be an increased expense to the Department to properly maintain the site using Best Management Practices for agriculture and wildlife management. Revenues generated from this lease also helps offset cost to manage recreational opportunities. Loss of revenue to the site/agency would be $1,600.00 annually.

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

TITLE 17: CONSERVATION

CHAPTER I: DEPARTMENT OF NATURAL RESOURCES

SUBCHAPTER a: LANDS

PART 150

REGULATIONS FOR THE LETTING OF CONCESSIONS, FARM LEASES, SALE OF BUILDINGS AND FACILITIES, AND DEMOLITIONS Section 150.20 Agricultural Management Leases

b) Agricultural management leases shall be let by sealed competitive bids, except these leases may be negotiated under any of the ~ following conditions:

1) when land has been recently purchased with an agreement that the previous owner will farm the property for the next one to ~ two years (as part of the land transaction);

2) when the tract is less than 50 acres or completely surrounded by other private land;

3) when property acquired by lease or purchase is acquired late in the season;

4) when crops are already planted by a previous owner or tenant; or

5) when the Department of Natural Resources purchases less than fee simple interest in a property for development purposes.

Version 7.01 Page 4 of 5

Bulletin Reference Number B-46271

Requesting Agency/University IDNR

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 Jan 17, 2025

Printed Name Amanda Long E-mail Address amanda.long@illinois.gov

Phone Number 217-782-5721

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 Maurice.Mosely@illinois.gov

Phone Number 217-782-8731 Date 1/21/2025

Printed Name Maurice Mosely

Agency Bureau/Division Head or University Purchasing Director and Not a Designee

SPO Approval and Signature Required

I have reviewed and understand the contents of this Sole Source Justification and agree with the State Agency or University determination.

I have reviewed and understand the contents of this Sole Source Justification and do not agree with the State Agency or University determination. As a result, the State Agency or University must explore other sourcing methods to satisfy their need.

State Purchasing Officer Signature Phone Number 217-441-1798 Date Jan 31, 2025

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

Version 7.01 Page 5 of 5

Bulletin Reference Number B-46271

Requesting Agency/University IDNR

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

Project Title

Vendor

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

CHAPTER I: DEPARTMENT OF NATURAL RESOURCES

SUBCHAPTER a: LANDS

PART 150

REGULATIONS FOR THE LETTING OF CONCESSIONS, FARM LEASES, SALE OF BUILDINGS AND FACILITIES, AND DEMOLITIONS Section 150.20 Agricultural Management Leases

b) Agricultural management leases shall be let by sealed competitive bids, except these leases may be negotiated under any of the ~ following conditions:

1) when land has been recently purchased with an agreement that the previous owner will farm the property for the next one to ~ two years (as part of the land transaction);

2) when the tract is less than 50 acres or completely surrounded by other private land;

3) when property acquired by lease or purchase is acquired late in the season;

4) when crops are already planted by a previous owner or tenant; or

5) when the Department of Natural Resources purchases less than fee simple interest in a property for development purposes.