SPO Signed Sole Source Justification Form R193857.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number 24-494DOT-FINAD-B-39934

Requesting Agency/University Illinois Department of Transportation

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

Department/Bureau/Section: IDOT/Bureau of Information Processing

Need Identified Date: Aug 18, 2023 Supply/Service Need By Date: Oct 21, 2023

Project Title: Color Engineering HP Plotters Statewide-Sole Source 24-494DOT-FINAD-B-39934

Vendor: MasterGraphics

Provide a description of the supplies or services required: Purchase outright 13 HP Plotters already installed in IDOT offices statewide.

Value: Actual Value of Initial Term, this Change Order or Amendment: 187,200

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)

Other- Discounted price provided is only available from the vendor due to previous lease agreement.

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

Version 7.01 Page 2 of 6

Bulletin Reference Number 24-494DOT-FINAD-B-39934

Requesting Agency/University Illinois Department of Transportation

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 10/22/2018 Oct 21, 2023 543,600 Color Engineering Plotter/Scanners B-2757 IFB

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:

IDOT has been leasing 13 plotters statewide for 5 years. IDOT's engineers utilize the plotters daily for Construction Road and Bridge plans. Reviewing/printing design issues and safety requirements. Engineers use the plotters weekly in district offices for State and Federal projects. The District and Central offices under the Hydraulic Section reviews/print the Existing/Proposed Drainage Plans in 34” X 22” sheets. Furthermore, they need large format size prints for IDOT's Drainage Investigations. This is especially critical when engineers go out in the field with the maintenance yards and other agencies/public.

Land Acquisition needs to plot 22 X 34 copies when IDOT records Plats of Highways at the County Recorder’s offices.

Federal Requirements- such as public meetings require sized printing. Discounted price provided is only available from the vendor.

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

MY88KBQ002 Purchase 819 Depot Avenue, Dixon, IL 61021 MY87ABQ002 Purchase 2300 South Dirksen Parkway, Springfiled, IL 62764 MY85EBQ00F Purchase 2300 South Dirksen Parkway, Springfiled, IL 62764 MY88ABQ00B Purchase 201 West Center Court, Schaumburg, IL / Cadd MY861BQ001 Purchase 201 West Center Court, Schaumburg, IL MY85VBQ00D Purchase 201 West Center Court, Schaumburg, IL MY88DBQ00G Purchase 700 East Norris Drive, Ottawa, IL 61350 MY88KBQ001 Purchase 401 Main, Peoria, IL 61602 MY88KBQ005 Purchase 13473 IL Hwy 133, Paris, IL 61944 MY88DBQ008 Purchase 3215 Executive Park Dr, Springfield, IL 62703 MY88KBQ003 Purchase 400 West Wabash, Effingham, IL 62401 MY85VBQ00H Purchase 1102 Eastport Plaza, Collinsville, IL 62234 MY85VBQ00K Purchase 2801 W Murphysboro Rd, Carbondale, IL 62901

Purchase of 13 already installed state-wide HP XL-5100 Plotter/Scanners, weighing 1,150 pounds each and size 77.2 x 31.5 x 51.3 in without output tables.

Version 7.01 Page 3 of 6

Bulletin Reference Number 24-494DOT-FINAD-B-39934

Requesting Agency/University Illinois Department of Transportation

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?

Due to IDOT's previous 5 year lease and already installed 13 plotters statewide, MasterGraphics is the only owner who can provide a buyout price for the already installed equipment. MasterGraphics has offered IDOT, for a limited time, a discounted price to purchase the equipment, instead of removing the used equipment. Buyout price for existing equipment is $187,200.00. To purchase new the minimum, estimated price is $468,000.00, without shipping and building construction/labor fees required for re-install.

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:

To no avail, IDOT has searched for other vendors to provide 13 used HP XL-5100 Plotter/Scanners.

The current devices have been fulfilling the business needs of various business areas for 5 years. Besides the printing of plan sheets, they are used to produce exhibits for public meetings, signage for IDOT events, and large format maps for construction of roads and bridges. The scanner attachment is used to archive legacy documents and plats. This is not a new initiative, as the equipment is already installed in IDOT statewide. IDOT Operations, Safety and Financial Impact – IDOT operations would be interrupted statewide if we cannot continue use of these plotters.

Examples of Functionality:

Construction Road and Bridge plans when reviewing for design issues and safety requirements. Used by engineers for State and Federal projects Hydraulic Section needs to review/print the Existing/Proposed Drainage Plans in 34” X 22” sheets. they also need large format size prints for our Drainage Investigations. This is especially critical when they go out in the field meeting with the maintenance yards and other agencies/public.

Land Acquisition needs to plot 22 X 34 copies when we record our Plats of Highways at the County Recorder’s offices.

Federal Requirements- Exhibits for Public hearings / meetings that inform the public about local projects that may impact their community. Administration prints as needed (Org Charts, Award notices, etc.).

Scanning older documents and maps that are oversized to preserve historical information. Archiving plans- plotter scanner feature

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 equipment is already installed and the State has already invested 5 years of payments. To purchase else where would not be cost effective.

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 Agency did market research regarding new equipment costs and the 5 previous years of investments. 5-year-old equipment:

$187,200 New equipment: $468,000 (includes service install). Union employees with job title, maintenance worker make $80,000 per year- “Labor costs” for union employees to remove railings, door frames, other construction costs X (2 workers) - $80 per hour in labor statewide.

IDOT was able to negotiate 187,200.00. During the last 5 years, the current equipment has been effortless with little to no maintenance.

Looking forward, IDOT expects and has no concerns regarding the equipment being well-maintained and lasting many years.

8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?

Yes No

Version 7.01 Page 4 of 6

Bulletin Reference Number 24-494DOT-FINAD-B-39934

Requesting Agency/University Illinois Department of Transportation

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?

5 years ago, IDOT competitively bid this procurement through an IFB. The lowest responsive and responsible bidder was MasterGraphics. If this sole source is denied and a second competitive bid is required, the equipment would have to be removed from all offices statewide which would require extensive work and cost. When the equipment was originally installed 5 years ago, it would not fit through doorways, hallways, stairs. Union trade employees had to be requested for removal of railings and modifications to the buildings. Equipment had to be tipped, drained of ink and taken apart to re-assemble.

Examples of such labor include, but are not limited to, door frames and railings would need to be removed within the building, the cost of labor for union workers within the offices would need to be hired in order to remove equipment/railings/hallway entrance woodwork/stair case modifications/ adjustments for lack of freight elevators. If a competitive bid is required, not only would IDOT have to pay to have equipment removed within offices, the 5 year investment would be lost, and the shipping of new equipment for over 1,000 pounds each would be passed on to the state within a bid.

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

IDOT will pursue a competitive bid for maintenance.

Version 7.01 Page 5 of 6

Bulletin Reference Number 24-494DOT-FINAD-B-39934

Requesting Agency/University Illinois Department of Transportation

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 31, 2023

Printed Name Sarah Beeman E-mail Address Sarah.Beeman@illinois.gov

Phone Number 217-785-241

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 Omolara.Erewele@illinois.gov

Phone Number (217) 785-5234 Date 11/2/2023

Printed Name Omolara Erewele

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 217-836-6172 Date Nov 2, 2023

Printed Name Shea Firebaugh E-mail Address shea.firebaugh@illinois.gov

Version 7.01 Page 6 of 6

Bulletin Reference Number 24-494DOT-FINAD-B-39934

Requesting Agency/University Illinois Department of Transportation

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

Land Acquisition needs to plot 22 X 34 copies when IDOT records Plats of Highways at the County Recorder’s offices.

Federal Requirements- such as public meetings require sized printing. Discounted price provided is only available from the vendor.

Q2Answer: MY88KBQ002 Purchase 819 Depot Avenue, Dixon, IL 61021 MY87ABQ002 Purchase 2300 South Dirksen Parkway, Springfiled, IL 62764 MY85EBQ00F Purchase 2300 South Dirksen Parkway, Springfiled, IL 62764 MY88ABQ00B Purchase 201 West Center Court, Schaumburg, IL / Cadd MY861BQ001 Purchase 201 West Center Court, Schaumburg, IL MY85VBQ00D Purchase 201 West Center Court, Schaumburg, IL MY88DBQ00G Purchase 700 East Norris Drive, Ottawa, IL 61350 MY88KBQ001 Purchase 401 Main, Peoria, IL 61602 MY88KBQ005 Purchase 13473 IL Hwy 133, Paris, IL 61944 MY88DBQ008 Purchase 3215 Executive Park Dr, Springfield, IL 62703 MY88KBQ003 Purchase 400 West Wabash, Effingham, IL 62401 MY85VBQ00H Purchase 1102 Eastport Plaza, Collinsville, IL 62234 MY85VBQ00K Purchase 2801 W Murphysboro Rd, Carbondale, IL 62901

Purchase of 13 already installed state-wide HP XL-5100 Plotter/Scanners, weighing 1,150 pounds each and size 77.2 x 31.5 x 51.3 in without output tables.

The current devices have been fulfilling the business needs of various business areas for 5 years. Besides the printing of plan sheets, they are used to produce exhibits for public meetings, signage for IDOT events, and large format maps for construction of roads and bridges. The scanner attachment is used to archive legacy documents and plats. This is not a new initiative, as the equipment is already installed in IDOT statewide. IDOT Operations, Safety and Financial Impact – IDOT operations would be interrupted statewide if we cannot continue use of these plotters.

Examples of Functionality:

Construction Road and Bridge plans when reviewing for design issues and safety requirements. Used by engineers for State and Federal projects Hydraulic Section needs to review/print the Existing/Proposed Drainage Plans in 34” X 22” sheets. they also need large format size prints for our Drainage Investigations. This is especially critical when they go out in the field meeting with the maintenance yards and other agencies/public.

Land Acquisition needs to plot 22 X 34 copies when we record our Plats of Highways at the County Recorder’s offices.

Federal Requirements- Exhibits for Public hearings / meetings that inform the public about local projects that may impact their community. Administration prints as needed (Org Charts, Award notices, etc.).

Scanning older documents and maps that are oversized to preserve historical information. Archiving plans- plotter scanner feature

IDOT was able to negotiate 187,200.00. During the last 5 years, the current equipment has been effortless with little to no maintenance. Looking forward, IDOT expects and has no concerns regarding the equipment being well-maintained and lasting many years.

Examples of such labor include, but are not limited to, door frames and railings would need to be removed within the building, the cost of labor for union workers within the offices would need to be hired in order to remove equipment/railings/hallway entrance woodwork/stair case modifications/ adjustments for lack of freight elevators. If a competitive bid is required, not only would IDOT have to pay to have equipment removed within offices, the 5 year investment would be lost, and the shipping of new equipment for over 1,000 pounds each would be passed on to the state within a bid.