SPO signed - Mobile Kitchen Trailers Sole Source Justification Form.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 25-426DOC-SOURC-B-45317

Requesting Agency/University Illinois Department of Corrections

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

Department/Bureau/Section: Stateville Northern Reception Center - Dietary

Need Identified Date: Aug 29, 2024 Supply/Service Need By Date: Dec 3, 2024

Project Title: Mobile Kitchen Rentals

Vendor: US Mobile Kitchens

Provide a description of the supplies or services required: Vendor provided two (2) 48' Mobile Kitchen Units: $225,410 per month for both units.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 5,409,840

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: Dec 4, 2024

Estimated Contract End Date: Dec 3, 2026

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 Illinois Department of Corrections estimates the temporary kitchens will be needed for another two (2) to three (3) years while the CDB finishes rehabilitating the permanent kitchens. This two (2) year Sole Source is to cover the time for CDB to renovate the kitchens.

Without the mobile kitchens in place, the facility will not be able to feed the individuals in custody or staff. CDB has determined the Illinois Department of Corrections will handle the contract for the rentals.

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

Version 7.01 Page 2 of 5

Bulletin Reference Number 25-426DOC-SOURC-B-45317

Requesting Agency/University Illinois Department of Corrections

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 Dec 4, 2023 Mar 3, 2024 803,415 Emergency P-61366 Emergency

2 Mar 4, 2024 Sep 3, 2024 1,255,230 Emergency Extension 1 B-40466 Emergency Extension

3 Sep 4, 2024 Dec 3, 2024 627,615 Emergency Extension 2 B-44457 Emergency Extension

4 51,300 Contract Amendment - Natural Gas Replacement P-61366 Amendment

5 33,738 Contract Amendment - Double Oven Replacement/AC Units installed P-61366 Amendment

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

Section VI - Business Rationale

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

CDB started a complete renovation of the Dietary Kitchens at Stateville Northern Reception Center. The staff will temporarily use the Mobile Dietary Kitchens to feed individuals in custody and staff while CDB is completing the renovation project. $225,410 per month for both units for a term of 24 months.

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

Two (2) Mobile Kitchen Units. Each mobile kitchen unit is made up of several unit numbers to make up each kitchen.

One (1) - Dietary Kitchen Unit Rental for NRC to include - 48' Mobile Kitchen Unit (48-043), 48' Mobile Kitchen Unit (48-037), 48' Mobile Kitchen Unit (48-016), 48' Mobile Prep Kitchen (48-027), 48' Mobile Dishwash Unit (48-013), 24' Mobile Dishwash Unit (24-012), 8x40 Office / Dry Store Combo Unit.

One (1) - Dietary Kitchen Unit Rental for Stateville CC - 48' Mobile Kitchen Unit (48-039), 48' Mobile Kitchen Unit (48-022), 48' Mobile Prep Kitchen (48-021), 24' Mobile Dishwash Unit (24-016), ADA Ramps, Steps, Boardwalk and eight (8) Grease Traps.

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?

Agency has already spent significant funds for the infrastructure and placement of the two mobile kitchen units. It is not economically feasible to switch vendors at this point as they are already on grounds and set. If selecting another vendor, the facility would be without mobile kitchen units while the new vendor retrofits the two units to the facility needs. The Agency would also be out monies with providing additional infrastructure investment for different mobile kitchen units.

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:

Initially, the availability of the units was unique in the marketplace due to the scarce supply but the units were then configured by IDOC, CDB and the vendor to meet the special circumstances required to serve a correctional setting. Modifications to address security and safety requirements were foremost in these considerations. Secondarily, the need for the units to be in near continual use to adequately serve all individuals in custody and staff required consideration in setting up infrastructure and the units themselves.

Version 7.01 Page 3 of 5

Bulletin Reference Number 25-426DOC-SOURC-B-45317

Requesting Agency/University Illinois Department of Corrections

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?

This is a highly specialized area for procurement. The vendor was available to provide immediate service to Stateville Correctional Center on the original Emergency and has a reliable work history with CDB.

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 scarcity of the types of mobile kitchens utilized for this project made availability the preeminent factor in acquiring the units but the pricing was compared against similar projects undertaken both by IDOC specifically and CDB in general and was deemed to be market appropriate.

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?

The Illinois Department of Corrections will have to spend additional monies to get infrastructure ran for different mobile kitchen trailers.

Mobile kitchens are custom made to fit the application and as such have an extensive lead time. Failure to establish this contract would render the State unable to provide mandated nourishment to individuals in custody. Procuring emergency meals for individuals in custody, and altering infrastructure to accommodate alternate kitchens, would come at a substantial financial investment by the State.

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

When taking in to consideration production lead time and time frame required for a new competitive solicitation, replacement kitchens likely would not be available prior to the expiration of the requested term of this contract.

Version 7.01 Page 4 of 5

Bulletin Reference Number 25-426DOC-SOURC-B-45317

Requesting Agency/University Illinois Department of Corrections

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 Oct 25, 2024

Printed Name Amanda Hardwick E-mail Address amanda.hardwick@illinois.gov

Phone Number 217-558-2200 ext. 413

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 jacenta.wilson@illinois.gov

Phone Number 217-558-2200 Date Oct 30, 2024

Printed Name Jacenta Wilson

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 Megan Dalton E-mail Address megan.dalton@illinois.gov

Version 7.01 Page 5 of 5

Bulletin Reference Number 25-426DOC-SOURC-B-45317

Requesting Agency/University Illinois Department of Corrections

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

One (1) - Dietary Kitchen Unit Rental for NRC to include - 48' Mobile Kitchen Unit (48-043), 48' Mobile Kitchen Unit (48-037), 48' Mobile Kitchen Unit (48-016), 48' Mobile Prep Kitchen (48-027), 48' Mobile Dishwash Unit (48-013), 24' Mobile Dishwash Unit (24-012), 8x40 Office / Dry Store Combo Unit.

One (1) - Dietary Kitchen Unit Rental for Stateville CC - 48' Mobile Kitchen Unit (48-039), 48' Mobile Kitchen Unit (48-022), 48' Mobile Prep Kitchen (48-021), 24' Mobile Dishwash Unit (24-016), ADA Ramps, Steps, Boardwalk and eight (8) Grease Traps.