SPO Signed B-45137 Sole Source Justification Form (003).pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number B-45137

Requesting Agency/University Illinois Department of Natural Resources

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

Department/Bureau/Section: Illinois Department of Natural Resources/ORCP

Need Identified Date: Oct 4, 2024 Supply/Service Need By Date: 12/31/2024

Project Title: Lincoln Log Cabin Gift Shop

Vendor: Lincoln Log Cabin Foundation

Provide a description of the supplies or services required:

IDNR is in need of a concessionaire to stock and operate the Goose Nest Prairie Gift Shop located at the Lincoln Log Cabin State Historic Site. The gift shop shall market products that are nature-related and offer historical aspects of the park such as books, periodicals, publications, post cards, souvenirs and novelties, and handcrafted items as well as offers interpretive information. The items sold in the gift shop are to be relative to the Agency's mission to "manage, conserve and protect Illinois' natural, recreational and cultural resources, further the publics understanding and appreciation of those resources, and promote the education, science and public safety of Illinois' natural resources for the present and future generations." The concessionaire will be required to work with the Park to undertake a cooperative effort to promote, protect & preserve the Park's natural resources. The Foundation also sells food and beverages during special events held at the Site.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 118,500

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: 01/01/2025

Estimated Contract End Date: 12/31/2027

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:

The goods and services are for the betterment of the Park. The Agency shall receive the benefit of 100% of all profits, therefore, it is in the best interest of the State to enter into a term longer than one year with the Foundation. The not-for-profit Foundation was established to undertake a cooperative effort to promote, protect and preserve the historical and educational aspects of the Site. They also currently pay $100 annual rent payment and they reinvest 100% profits back into Lincoln Log Cabin State Historic Site.

Version 7.01 Page 2 of 6

Bulletin Reference Number B-45137

Requesting Agency/University Illinois Department of Natural Resources

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

This is a Concession agreement, the Vendor shall pay the State an annual lease fee and reinvest 100% of the Gift Shop sales back into the Park.

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)

The Foundation is not-for-profit & 100% of their revenues are reinvested into the historical and educational aspects of the Park.

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

Another justification that this purchase is only available from a sole source is because it is:

The Foundation was solely formed to operate, preserve and benefit Lincoln Log Cabin State Historic Site.

Another justification that this purchase is only available from a sole source is because it is:

The Foundation works with the Park to undertake a cooperative effort to promote, protect & preserve the Park's natural resources.

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 01/01/1986 06/30/2017 120,000 Concession/Lease (under HPA)annual MOU Renewal

2 03/05/2019 09/30/2021 85,000 Concession Lease 80032 Sole Source

3 10/01/2021 12/31/2024 118,500 Concession Lease 80032 Sole Source

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

The Lincoln Log Cabin Foundation has been the most economically feasible concessionaire since the foundation reinvests 100% of all profits to promote, protect & preserve the historical, educational and natural resources of Lincoln Log Cabin State Historic Site.

Section VI - Business Rationale

Version 7.01 Page 3 of 6

Bulletin Reference Number B-45137

Requesting Agency/University Illinois Department of Natural Resources

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

The gift shop at Lincoln Log Cabin State Historic Site contains a small historic building which houses a gift shop operated by the Lincoln Log Cabin Foundation through a concession agreement. The items sold in the gift shop are relative to the Agency's mission to "manage, conserve and protect Illinois' natural, recreational and cultural resources, further the publics understanding and appreciation of those resources, and promote the education, science and public safety of Illinois' natural resources for the present and future generations." The Park benefits 100% from the gift shop sales profits as well as the benefit of offering the food and beverage component during events.

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

IDNR needs a concessionaire to stock and operate the Goose Nest Gift Shop located within Lincoln Log Cabin State Historic Site. The gift shop shall market products that are nature-related and offer historical aspects of the park. The Lincoln Log Cabin Historic Foundation shall provide interpretive services, administrative assistance, financial support, fund raising, hosting of school group tours, marketing, advertising, Public Relation activities in addition to operating the Goose Nest Prairie Gift Shop.

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?

The non-for-profit Foundation maintains the gift shop and they provide volunteers within the historic buildings dressed to the era to explain the buildings as well as their historical relevance. They sponsor events in the park and are able to augment IDNR staffing at the Visitor 's Center. The Foundation reinvests 100% of their profits back into the park.

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 Foundation reinvests 100% of the profits back into the park such as descriptive pamphlets and signage in and around the historic buildings, feed for the livestock kept on site for historical & educational purposes, training supplies, financial support for educational programs, fencing, restoration of the Moore home, park trail maps and more. All workers are volunteers which have donated an average of 7,000-10,000 hours per year which has increased profits going back into the park that would have otherwise have been spent as wage expenses.

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?

The Agency did not research alternatives as this organization has provided outstanding supplies and services to Lincoln Log Cabin State Historic Site since 1986 with 100% of profits being reinvested into the Park.

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 Foundation pays an annual fee as well as reinvests 100% of their profit back into the Park as a result of gift shop and food/beverage sales to be used for the betterment of the Lincoln Log Cabin Historical Site.

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?

If IDNR does not proceed with this concession agreement, Lincoln Log Cabin State Historic Site will lose an estimated $118,500 over the term of the contract in financial support and in-kind resources.

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Bulletin Reference Number B-45137

Requesting Agency/University Illinois Department of Natural Resources

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

The Lincoln Log Cabin Foundation is a not-for-profit organization that was established for the preservation and service to the Lincoln Log Cabin State Historic Site. The goods sold at the Goose Nest Prairie Gift Shop are solely to promote the park and increase awareness of the Agency's mission and related programs. The lease requires that 100% of all profits from the gift shop sales and food/beverage sales are reinvested in the park. The Foundation operates by use of volunteers alleviating thousands of dollars in payroll expense to allow for additional revenues to be reinvested into the park. The Foundation collaborates with the Agency to select and offer products and services that enhance the nature-related and historical aspects of the park.

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Bulletin Reference Number B-45137

Requesting Agency/University Illinois Department of Natural Resources

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 10/04/2024

Printed Name Shanon L. Hudgins E-mail Address Shanon.L.Hudgins@Illinois.gov

Phone Number (217) 494-7842

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 amanda.long@illinois.gov

Phone Number (217) 782-8731 Date Oct 15, 2024

Printed Name Amanda Long

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 Oct 24, 2024

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

Version 7.01 Page 6 of 6

Bulletin Reference Number B-45137

Requesting Agency/University Illinois Department of Natural Resources

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