SPO Signed DNR Rend Lake Pumps MWI Sole Source Justification Form.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 4

Bulletin Reference Number B-41067

Requesting Agency/University Natural Resources

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

Department/Bureau/Section: Office of Architecture, Engineering & Grants (OAEG)

Need Identified Date: Nov 21, 2023 Supply/Service Need By Date: Aug 1, 2024

Project Title: Purchase Waterfowl Pumps and Drive Units

Vendor: MWI Pump Corporation

Provide a description of the supplies or services required:

Four (4) 36" diameter axial flow pumps with four (4) diesel engine drive units, each including mounting hardware and PTO driven jack shaft stand assembly with drive belts.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 1,540,000

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 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):

Migratory Waterfowl Stamp Funds (0953)

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

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

Compatibility of Equipment, Accessories, Replacement Parts and Maintenance.

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

MWI is the only manufacturer of 26.5-degree angled, axial flow, belt-driven, large volume pumps.

Section V - Purchase History

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

Section VI - Business Rationale

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

The Big Muddy and Casey Fork pump stations at Rend Lake SFWA have been operational since 1979, but multiple components (pumps/ engines) have become inoperable and/or leaking to the point where repair is no longer viable and need to be replaced. This effort was initiated as a CDB Project, 102-720-027, to replace both pump stations at the same time. The CDB selected A/E just submitted the 100% plans for review and these plans include a Sole Source recommendation for the pumps and supporting systems. CDB has delegated back to IDNR the procurement to secure the pumps with CDB handling the procurement for the services portion of this project.

Version 7.01 Page 2 of 4

Bulletin Reference Number B-41067

Requesting Agency/University Natural Resources

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

4 - Axial flow, belt-driven, 26.5-degree angled impeller pumps 4 - Trailer mounted, Tier 4 Diesel Engine drive units w/ electronic start, emergency shut-downs, and clutch controlled power take-off assembly for belt drives 4 - Jack stand pump belt/pulley drive assemblies for power take-off drive transfer 4 - Complete set of pump drive belts

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?

Research undertaken by the CDB Design Firm (Bacon, Farmer, Workman) found that MWI is the only domestic manufacturer of large volume, belt-driven, 26.5-degree angled pump assemblies. Previous manufacturers of this type of pump have either been acquired by MWI or only offer a gear-driven pump assembly for 30-, 45-, or 60-degree angled pumps. The pump intake locations are critical as trenches were constructed for ample water depth. For maintenance reasons, DNR employs belt driven pumps at waterfowl sites so that staff can undertake minor repairs at the site level.

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:

Manufacture of 26.5-degree angled pumps are limited due to MWI's acquisition of the other companies that could manufacture a comparable product.

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 A/E selected by CDB undertook the initial evaluation and submitted a sole source request based on their findings.

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 prices listed were estimated by the design A/E and may not reflect the actual cost of the pumps. If approved for a sole source purchase, DNR can request specific pricing and/or discounts.

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?

IDNR and CDB are trying to avoid another expenditure of roughly $750,000 to rent and install temporary pumping for the 2024 waterfowl season. DNR is undertaking the purchase because of the long lead-time associated with the pumping equipment, estimated at 34 weeks. The only way to get the pumps by August 2024 is to order them in advance of awarding the CDB contract.

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

MWI Statement dated 1/2/2024 stating that they are the Sole Source for this equipment is provided for review.

Version 7.01 Page 3 of 4

Bulletin Reference Number B-41067

Requesting Agency/University 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 Jan 12, 2024

Printed Name Dale W. Brockamp E-mail Address dale.brockamp@illinois.gov

Phone Number 217.785.4906

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 Jan 12, 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 2176221908 Date

Printed Name Andrew Hennig E-mail Address Andrew.Hennig@illinois.gov

Version 7.01 Page 4 of 4

Bulletin Reference Number B-41067

Requesting Agency/University Natural Resources

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

Project Title Purchase Waterfowl Pumps and Drive Units

Vendor MWI Pump Corporation

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

4 - Trailer mounted, Tier 4 Diesel Engine drive units w/ electronic start, emergency shut-downs, and clutch controlled power take-off assembly for belt drives 4 - Jack stand pump belt/pulley drive assemblies for power take-off drive transfer 4 - Complete set of pump drive belts