small-purchase-with-special-conditions-Biometrics4All~1.pdf

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Small Purchase - with Special Conditions State of Illinois Chief Procurement Office General Services Small Purchase with Special Conditions v.25.2 Page of Part 1 - General Information Part 2 - Emergency Business Rationale Emergency Category:

Explanation of the Emergency Category Selected:

Reason for selection of this particular vendor:

Description of supplies and/or services to be provided:

Part 2 - Purchase History Has the agency purchased these supplies and/or services in the past five (5) years)?

11.0.0.20130303.1.892433.887364 Part 3 - Business Rationale What are the specifications of the supplies and/or services that you need?

What research has been done, and by whom, to determine the supplies and/or services needed can only be provided by this vendor, and at the best possible price?

What will be the financial or other impact to the agency if this Small Purchase with Sole Source Conditions purchase is not approved?

Is there any additional information you would like to add to justify this Small Purchase with Sole Source Conditions?

In addition to real-time technical support, the Department requires routine system updates, security patches, and software upgrades to maintain system stability, ensure compatibility with external agency requirements, and mitigate cybersecurity risk. These updates are necessary not only to preserve system functionality but also to safeguard the sensitive biometric and personal data processed through the platform. Uninterrupted support and proactive system maintenance are therefore essential to maintaining operational continuity, regulatory compliance, and data security statewide.

Answer2: After review and analysis conducted by the Department’s Chief Administrative Officer (CAO), Chief Information Officer (CIO), and lead programmer, it was determined that transitioning to an alternate vendor is not feasible. The current biometric live scan system operates on proprietary software and hardware formats that are not compatible with third-party service providers. Attempting to migrate to a different platform would require full system replacement and reconfiguration, creating significant operational disruption and potential public safety risk.

The Department also consulted with other state public safety agencies that utilize the same biometric platform. Those agencies confirmed that ongoing maintenance and support agreements with the original vendor are necessary to ensure system integrity, regulatory compliance, and compatibility with interagency data transmission requirements. They further verified that the proposed pricing structure reflects comprehensive service coverage, including routine system upgrades, software updates, and security patches—services that were not included under the Department’s prior as-needed purchase order approach.

It is important to note that for the five years preceding the expiration of the original warranty and support period, the Department operated under a bundled maintenance and support agreement that was included with the initial purchase of the live scan equipment. The proposed agreement restores that structured support model and ensures consistent, statewide system reliability.

Answer3: If the Small Purchase with Sole Source Conditions is not approved, the Department will face significant operational disruption. The biometric live scan system is a mandatory component of the intake process for every individual admitted to a facility. Any lapse in maintenance or system functionality would materially slow intake processing and, in certain circumstances, require temporary reversion to manual or paper-based tracking methods.

Additionally, delays or failures in transmitting fingerprint data to the Illinois State Police and other authorized law enforcement agencies would impair timely background verification and interagency information exchange. Such interruptions extend beyond administrative inconvenience and create measurable public safety and compliance risk.

Timely biometric processing is integral to secure facility operations, statutory compliance, and coordinated law enforcement efforts. Approval of this Small Purchase with Sole Source Conditions is necessary to mitigate operational risk and ensure uninterrupted, secure statewide functionality.

Given the significant capital investment necessary to replace the existing statewide infrastructure—including new hardware acquisition, software licensing, system integration, data migration, staff training, and transition implementation—it is neither operationally feasible nor fiscally responsible to undertake a full system replacement at this time.

Answer4: This Small Purchase with Sole Source Conditions is necessary to maintain the efficiency, reliability, and security of IDOC operations. The biometric equipment supported under this agreement is integral to daily intake processing and the transmission of critical identification data to law enforcement partners. Any disruption in service or maintenance would impair timely data processing and interagency coordination, resulting in operational delays and increased compliance risk.

The proposed contract ensures continuous, dependable system support, preserves the integrity of sensitive biometric data, and safeguards the safety and security of staff, individuals in custody, and the public.

To ensure uninterrupted operation of this critical public safety function, the Department intends to establish a maintenance program agreement. This approach maintains system continuity, safeguards the State’s prior capital investment, and provides consistent statewide support while promoting fiscal responsibility and operational stability.