Sole Source Justification Form Part One~1.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 27-350SOS-ITSOS-B-52865

Requesting Agency/University Illinois Secretary of State

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

Department/Bureau/Section: Information Technology

Need Identified Date: Apr 1, 2026 Supply/Service Need By Date: Jul 1, 2026

Project Title: VPS, VPS/TCPIP, DRS @ VMCF web access printer licenses

Vendor: LRS - Levi, Ray & Shoup Inc.

Provide a description of the supplies or services required:

This software provides the Secretary of State the ability to remote to printers from the enterprise server. SOS must have this ability in order to allow for assignment and management of printers throughout all locations througout the state.

Value: Actual Value of Initial Term, this Change Order or Amendment: 498,804

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: Jul 1, 2026

Estimated Contract End Date: Jun 30, 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:

A greater discount is given with a 3 year term as opposed to a 1 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)

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

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

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Bulletin Reference Number 27-350SOS-ITSOS-B-52865

Requesting Agency/University Illinois Secretary of State

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 Jul 1, 2025 Jun 30, 2026 156,678 Annual licenses 24IT023002 Sole Source

2 Jul 1, 2024 Jun 30, 2025 148,214 Annual licenses 24IT023002 Sole Source

3 Jul 1, 2023 Jun 30, 2024 132,064 Annual licenses 24IT023002 Sole Source

4 Jul 1, 2022 Jun 30, 2023 121,324 Annual licenses 21IT023004 Sole Source

5 Jul 1, 2021 Jun 30, 2022 117,790 Annual licenses 21IT023004 Sole Source

6 Jul 1, 2020 Jun 30, 2021 114,359 Annual licenses 21IT023004 Sole Source

7 Jul 1, 2019 Jun 30, 2020 111,028 Annual licenses 16IT023014 Sole Source

8 Jul 1, 2018 Jun 30, 2019 94,393 Annual licenses 16IT023014 Sole Source

9 Jul 1, 2017 Jun 30, 2018 85,933 Annual licenses 16IT023014 Sole Source

10 Jul 1, 2016 Jun 30, 2017 83,730 Annual licenses 16IT023014 Sole Source

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

Software provides the Office of the Secretary of State the ability to remote printers from our Enterprise Server.

Section VI - Business Rationale

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

The software, maintenance and support gives the Secretary of State's Office the ability to remote to printers from our Enterprise Server to all locations throughout the state. These licensed tools used statewide in our current system to allow for the assignment and management of printers. Additional licenses are needed with the continued addition of new employees.

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

The license agreement is needed in order for our agency to control, track, assign, make changes to programming and remote to printers with agency. This is critical and required for all mainframe applications that service and support the duties of this agency. Our system is operating with VPS, VPS/TCPIP, DRS and VMCF web licenses. 24 hour technical support is available if needed. The current allocation of licenses has been used up, so ILSOS needs additional licenses so users can print.

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?

VPS software products are used by the Secretary of State's Office to support the ability to print from the mainframe in a controlled, secure manner. LRS inc. owns the source code for and is the only company that provides maintenance and support for these licenses on our Enterprise server. LRS is the sole source for VPS, VPS/TCPIP, DRS, VMCF web access products. The proprietary software from LRS is the reason the Secretary of State's Office is able to manage the printer environment through the output process management solution.

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:

This output printer management solution software is integrated in applications throughout the Secretary of State's mainframe. The agency has an abundance of printers throughout the entire state, and this software is currently allowing SOS the ability to manage, control and protect the output management of all devices. Until such time that Information Technology determines this product is no longer effective or necessary, SOS will continue to procure to provide service to our agency using the Virtual Private Server, Transmission Control Protocol, Distributed Resource Scheduler and Virtual Machine Communications Facility to monitor and control our system.

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Bulletin Reference Number 27-350SOS-ITSOS-B-52865

Requesting Agency/University Illinois Secretary of State

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?

No other service is being considered at this time. This software is very effective at printer management, control and security. The process of replacing this product cannot be accomplished quickly or easily and would require significant funding and staff resources to complete. It is more feasible for the agency to maintain existing functionality. There is a significant investment in this software. If an alternate software was procured, the amount of training, full time commitment of staff and resources would be too great for the agency to absorb.

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 historical expenditures of this product have not changed greatly over the years. Software licenses generally increase a percentage annually. Procuring a multi-year contract keeps the annual cost lower.

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:

If SOS is going to be on the mainframe, this product will be necessary in order to maintain control of the output management solution. If future modernization plans include getting off the mainframe, this solution will be evaluated and determined if the need is present.

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?

The licenses will expire at end of fiscal year and the Office could not remote, control and program printers. Printing problems will occur more frequently and burden the print infrastructure.

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

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Bulletin Reference Number 27-350SOS-ITSOS-B-52865

Requesting Agency/University Illinois 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

Printed Name E-mail Address

Phone Number

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 Jun 8, 2026

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

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Bulletin Reference Number 27-350SOS-ITSOS-B-52865

Requesting Agency/University Illinois Secretary of State

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

Project Title VPS, VPS/TCPIP, DRS @ VMCF web access printer licenses

Vendor LRS - Levi, Ray & Shoup Inc.

Initial Date of Procurement Bulletin Posting Jun 8, 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 217-782-8892

Printed Name Katherine Tople Date

CPO E-mail ktople@ilsos.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 ktople@ilsos.gov