SPO Signed 23-B-34709 Tinius Olsen SSJF- SCP.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number 23-494DOT-FINAD-B-34709

Requesting Agency/University IDOT

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

Department/Bureau/Section: Materials

Need Identified Date: Oct 24, 2022 Supply/Service Need By Date: Mar 31, 2023

Project Title: IDOT 23 CO - Fastener Testing Machine - Sole Source

Vendor: Tinius Olsen Testing Machine Company

Provide a description of the supplies or services required: Tinius Olsen Model 600SL Universal Testing Machine with Horizon Software package.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 135,000

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

Section II - Proposed Term

One-Time Purchase Term Contract

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

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Bulletin Reference Number 23-494DOT-FINAD-B-34709

Requesting Agency/University IDOT

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 Oct 5, 2018 Oct 31, 2018 4,520 BMPR Replacement Tinius Olsen parts P-4682 Small Purchase

2 Dec 3, 2018 Dec 31, 2019 7,575 BMPR Replacement Tinius Olsen parts P-5684 Small Purchase

3 Feb 10, 2020 Feb 9, 2021 9,000 SP with Sole Source Conditions BoM Metals and Misc. Lab Calibrations P-15654 Small Purchase

4 Dec 21, 2020 Dec 1, 2021 6,672 CBM Grip Inserts Small Purchase P-22775 Small Purchase

5 Mar 4, 2021 Mar 1, 2022 9,000 SP with Sole Source Conditions BoM Metals and Misc. Lab Calibrations P-24505 Small Purchase

6 Jan 12, 2022 Jan 12, 2023 9,000 SP with Sole Source Conditions CBM Metals and Misc. Lab Calibrations P-33040 Small Purchase

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

The actual purchase of the current testing machine was over 15 years ago. IDOT was unable to locate the original contract information. Above are the calibration and parts purchases that IDOT has completed.

Section VI - Business Rationale

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

IDOT needs to replace its current universal fastener testing machine with a new Tinius Olsen Model 600SL Universal Testing Machine with Horizon Software package. The bureau's current testing machine is over 15 years old and in need of replacement, and often fails to operate properly. If the machine is not replaced, the lab could have to halt essential material testing.

Data that is stored on the current machine’s computer is stored within the Tinius Olsen Software package. Therefore, that data could not be used on another brand of machine, as it would be proprietary. Test Report data could be exported via CSV file but would not contain the raw data that would be needed for the Tinius Olsen Software to enumerate test results into a test report. Additionally, with a different brand, we would not be able to recall or replot the raw data unless it was in the Tinius Olsen Software package. Acquiring another brand of machine other than Tinius Olsen would cause many accessories to no longer be used.

Also, Tinius Olsen has a trade in policy for the old machine and would credit the Department on this which would save the State a good deal amount of money.

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Bulletin Reference Number 23-494DOT-FINAD-B-34709

Requesting Agency/University IDOT

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

Tinius Olsen must be used as it is compatible with all other existing equipment. Provide all labor and equipment necessary for the supply, delivery, installation, testing, and training of one (1) Tinius Olsen Model 600SL Universal Testing Machine:

- with Horizon Software package,

- Spherical seat assembly 120,000 lb. cap. 1-1/2" -12 TPI fit,

- Slotted bolt holder size 125 with required 1.5"-12"TPI stud,

- Threaded bolt holders: 1/2"-13, 5/8"-11, 3/4"-10, 7/8"-9, 1"-8,

- 10 Degree wedge washers for sizes: 1/2", 5/8", 3/4", 7/8", and 1",

- steel 150kN adapter (1"-8TPI (M) to 1.5"-12TPI (F)),

- size 125-30 washer adapter,

- Horizon Materials Testing Primary Platform,

- Horizon Metals Library, Horizon Closed Loop Control AFM,

- Standard computer system with 24" standard monitor,

- Installation, calibration, testing and training,

- Standard warranty,

- Delivered to 126 East Ash Street, Springfield, IL 62704

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?

Tinius Olsen must be used as it is compatible with all other existing equipment. Tinius Olsen Testing Machine Company is the sole supplier of this testing machine.

The economic justification for this purchase would consist of: retaining historical test data, being able to use devices and accessories that the department has already purchased, training, and safety. The Metals lab already has many Tinius Olsen testing machines and purchasing a new machine would allow the transfer of historical test data to the new machine. This is important because we have specified in our internal audit that this is one of the three locations data are stored. The Metals lab also has many devices called extensometers that are calibrated only to Tinius Olsen Machines. The Department would have to spend upwards of $60,000 just to buy the same devices that would be specific to another brand of machine. In addition to devices, there are many accessories that could be used on the same machine and this could add up to many more thousands of dollars if we were to have to buy these same accessories for a different brand. Teaching technicians how to operate the testing machines is very time-consuming and would limit productivity. It would become much more difficult if the technicians would have to use a machine and software they have never used before, thus the potential for errors in testing could increase. Safety would be the last but certainly still very important. Updating this aged testing machine will allow for a safer testing environment, keeping our technicians safe during testing.

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:

Must be compatible with already existing testing equipment. Tinius Olsen Testing Machine Company is the sole supplier of this testing machine. Tinius Olsen is the inventor of the universal testing machine and this is the industry standard. Other "multi-purpose" testing machines are available but are not up the required specifications the "universal" testing machine. IDOT personnel understand how to use this machine and will require minimal retraining.

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?

Tinius Olsen is the industry standard and only Universal Testing Machine that meets all of IDOT's needs. The instrument currently being used by the Metals and Misc. Lab is a Tinius Olsen testing machine. The lab staff has over 25 years of experience and training using a Tinius Olsen machine and software so training will be minimal. Almost 20 years of historical data on the current machine can be transfered to a new Tinius Olsen machine and can be used for critical comparative analysis. Purchasing a different manufacturers machine would not allow us to use this historical data. Equipment totaling over 20K that IDOT has already purchased through the years will be compatible with this brand of testing machine only, which will save the Department money.

6. Are there resellers or distributors?

Yes No N/A

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Bulletin Reference Number 23-494DOT-FINAD-B-34709

Requesting Agency/University IDOT

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?

IDOT worked with Tinius Olsen to get best possible price.

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:

Spare parts, repairs, maintenance, and calibration.

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?

Current testing machine is becoming old and worn down. It has had several adaptations to continue working and has a history of breaking down. If testing of Structural fasteners is to be halted due to breakdown, this would disrupt highway construction projects throughout the state.

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

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Bulletin Reference Number 23-494DOT-FINAD-B-34709

Requesting Agency/University IDOT

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 Feb 15, 2023

Printed Name Samuel Preston E-mail Address Samuel.Preston@illinois.gov

Phone Number 217-558-0663

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 aundra.williams@illinois.gov

Phone Number 217-782-5360 Date Feb 15, 2023

Printed Name Aundra Williams

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 Date

Printed Name E-mail Address

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Bulletin Reference Number 23-494DOT-FINAD-B-34709

Requesting Agency/University IDOT

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

Data that is stored on the current machine’s computer is stored within the Tinius Olsen Software package. Therefore, that data could not be used on another brand of machine, as it would be proprietary. Test Report data could be exported via CSV file but would not contain the raw data that would be needed for the Tinius Olsen Software to enumerate test results into a test report. Additionally, with a different brand, we would not be able to recall or replot the raw data unless it was in the Tinius Olsen Software package. Acquiring another brand of machine other than Tinius Olsen would cause many accessories to no longer be used.

Also, Tinius Olsen has a trade in policy for the old machine and would credit the Department on this which would save the State a good deal amount of money.

Q2Answer: Tinius Olsen must be used as it is compatible with all other existing equipment. Provide all labor and equipment necessary for the supply, delivery, installation, testing, and training of one (1) Tinius Olsen Model 600SL Universal Testing Machine:

- with Horizon Software package,

- Spherical seat assembly 120,000 lb. cap. 1-1/2" -12 TPI fit,

- Slotted bolt holder size 125 with required 1.5"-12"TPI stud,

- Threaded bolt holders: 1/2"-13, 5/8"-11, 3/4"-10, 7/8"-9, 1"-8,

- 10 Degree wedge washers for sizes: 1/2", 5/8", 3/4", 7/8", and 1",

- steel 150kN adapter (1"-8TPI (M) to 1.5"-12TPI (F)),

- size 125-30 washer adapter,

- Horizon Materials Testing Primary Platform,

- Horizon Metals Library, Horizon Closed Loop Control AFM,

- Standard computer system with 24" standard monitor,

- Installation, calibration, testing and training,

- Standard warranty,

- Delivered to 126 East Ash Street, Springfield, IL 62704 Q3Answer: Tinius Olsen must be used as it is compatible with all other existing equipment. Tinius Olsen Testing Machine Company is the sole supplier of this testing machine.

The economic justification for this purchase would consist of: retaining historical test data, being able to use devices and accessories that the department has already purchased, training, and safety. The Metals lab already has many Tinius Olsen testing machines and purchasing a new machine would allow the transfer of historical test data to the new machine. This is important because we have specified in our internal audit that this is one of the three locations data are stored. The Metals lab also has many devices called extensometers that are calibrated only to Tinius Olsen Machines. The Department would have to spend upwards of $60,000 just to buy the same devices that would be specific to another brand of machine. In addition to devices, there are many accessories that could be used on the same machine and this could add up to many more thousands of dollars if we were to have to buy these same accessories for a different brand. Teaching technicians how to operate the testing machines is very time-consuming and would limit productivity. It would become much more difficult if the technicians would have to use a machine and software they have never used before, thus the potential for errors in testing could increase. Safety would be the last but certainly still very important. Updating this aged testing machine will allow for a safer testing environment, keeping our technicians safe during testing.