Sole Source Justification Form Part 1 IBM P11 Server Upgrade.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 26-350SOS-ITSOS-B-50644

Requesting Agency/University Secretary of State

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

Department/Bureau/Section: Information Technology

Need Identified Date: Nov 1, 2025 Supply/Service Need By Date: Jan 2, 2026

Project Title: IBM P11 Server Upgrade

Vendor: IBM

Provide a description of the supplies or services required:

The P11 purchase will be upgrading from ILSOS P9's, which are end of life.

Installation services, IBM storage and migration services are all required for this purchase.

Value: Actual Value of Initial Term, this Change Order or Amendment: 963,199.63

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: Feb 1, 2026

Estimated Contract End Date: Jan 31, 2029

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:

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)

Compatibility of Equipment, Accessories, Replacement Parts or Service

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

Section V - Purchase History

Has the Agency or University Purchased these supplies or services in the past? Yes No

Section VI - Business Rationale

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Bulletin Reference Number 26-350SOS-ITSOS-B-50644

Requesting Agency/University Secretary of State

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

P11 servers are needed along with supporting infrastructure to enhance computing capacity across two ILSOS data centers to replace the current P9 servers, which are becoming end of life in January 2026. The P11 server is the next compatible version server to manage our mainframe hardware and software. The project will involve upgrading legacy AIX environments, migrating existing LPARs, deploying a multi-node infrastructure of OpenShift, and implementing traditional WebSphere workloads on a more robust and future-ready infrastructure. Moving from P9 to P11 server is the lowest risk path and aligns with the current operating system. This procurement ensures robust, scalable, and high-availability computing resources.

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

Six (6) IBM Power11 S1122 Servers, distributed evenly between two data centers (three per data center).

Two dedicated Storage Area Networks (SANs), one per data center.

Hardware Management Consoles (HMCs), one per data center.

Networking equipment required for Ethernet and Fiber connectivity.

Racks and redundant network switches, specifically:

A rack and redundant switches for HOWLETT.

Redundant switches for DIRKSEN.

Professional Services will be needed for install, upgrades, racking hardware, migration needs of New P11 and SANS.

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?

Mission critical systems which provide support and services for the duties of the Secretary of State's office to be carried out are supported by IBM Mainframe hardware and software. These critical systems have been implemented for many years by Information Technology to provide the processing of all 25 office departments. IBM Mainframe is the agency IT's infrastructure to provide computer access in order to process services to the Illinois citizens 24 hours a day, 7 days a week. The IBM Power9 server is currently in the environment and becomes end of life in January. Support, firmware updates, and hardware replacement will not be available after January and ILSOS needs to upgrade/transition to IBM P11's in order to prevent disruption. IBM hardware maintenance is required to expedite any issues, downtime and repairs. Upgrading to P11 is the most effective way to maintain operating system compatibility, and reduces operational risk. This will also prevent the agency from having to perform costly application migrations. Upgrading to P11 preserves operational processes and staff expertise.

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 P11 server provides full compatibility with ILSOS existing AIX and LPARS on Power workloads. The current applications can be maintained without additional staffing for rewrites, migrations, recertifications, and operational risk. The P11 server upgrade allows for ILSOS to maximize return on existing assets. No alternative solution will provide comparable functionality, compatibility, or long-term value at a lower/equivalent cost.

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?

Due to the timeline and nature of the equipment upgrade needed, IL SOS is going direct to IBM to ensure proper compatibility and transition as they have held the support on the current IBM machines for many years. IT is requesting to execute this equipment, installation, storage and migration purchase to ensure all agency services continue without interruption.

6. Are there resellers or distributors?

Yes No N/A

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Bulletin Reference Number 26-350SOS-ITSOS-B-50644

Requesting Agency/University Secretary of State

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?

IBM has offered competitive rates and all the steps were taken to ensure ILSOS was obtaining the best possible pricing.

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?

ILSOS will lose coverage and support of our agency mission critical P9 hardware and software maintenance of IBM products. ILSOS would face potential disruption of critical services and security if ILSOS does not upgrade the equipment to P11 hardware. The current P9 equipment is becoming end of life 1/26, so support, firmware updates, and hardware replacement will not be available.

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

Moving to the P11 will also take ILSOS to a completely redundant system spanning the 2 data centers.

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Bulletin Reference Number 26-350SOS-ITSOS-B-50644

Requesting Agency/University Secretary of State

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 1/9/2026

Printed Name Kelly Mehring E-mail Address kmehring@ilsos.gov

Phone Number 217-843-4060

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

Phone Number Date

Printed Name

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 217-782-3091 Date Jan 23, 2026

Printed Name Dave Littrell E-mail Address dlittrell@ilsos.gov

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Bulletin Reference Number 26-350SOS-ITSOS-B-50644

Requesting Agency/University Secretary of State

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

Project Title IBM P11 Server Upgrade

Vendor IBM

Initial Date of Procurement Bulletin Posting Jan 23, 2026

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

Two dedicated Storage Area Networks (SANs), one per data center.

Hardware Management Consoles (HMCs), one per data center.

Networking equipment required for Ethernet and Fiber connectivity.

Racks and redundant network switches, specifically:

A rack and redundant switches for HOWLETT.

Redundant switches for DIRKSEN.

Professional Services will be needed for install, upgrades, racking hardware, migration needs of New P11 and SANS.

Q3Answer: Mission critical systems which provide support and services for the duties of the Secretary of State's office to be carried out are supported by IBM Mainframe hardware and software. These critical systems have been implemented for many years by Information Technology to provide the processing of all 25 office departments. IBM Mainframe is the agency IT's infrastructure to provide computer access in order to process services to the Illinois citizens 24 hours a day, 7 days a week. The IBM Power9 server is currently in the environment and becomes end of life in January. Support, firmware updates, and hardware replacement will not be available after January and ILSOS needs to upgrade/transition to IBM P11's in order to prevent disruption. IBM hardware maintenance is required to expedite any issues, downtime and repairs. Upgrading to P11 is the most effective way to maintain operating system compatibility, and reduces operational risk. This will also prevent the agency from having to perform costly application migrations. Upgrading to P11 preserves operational processes and staff expertise.