SPO Signed SSJF IEPA 5-28-25.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 25-532EPA-LAB53-B-47740

Requesting Agency/University Environmental Protection Agency

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

Department/Bureau/Section: Division of Laboratories

Need Identified Date: May 1, 2025 Supply/Service Need By Date: May 19, 2025

Project Title: FIALab

Vendor: FIALab Instruments, Inc.

Provide a description of the supplies or services required:

FIALab will enable the laboratory to analyze Ammonia, Total Kjeldahl Nitrogen, Cyanide, Phenol, Alkalinity and Nitrate/Nitrite. These analyses are required to support the Bureau of Water initiatives for the Clean Water Act.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 159,000

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):

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

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 laboratory needs to purchase full-array spectometers. The instrument will allow us to analyze ammonia, TKN, cyanide, phenol, alkalinity and nitrate/nitrite. All of these test parameters are necessary to meet the Bureau of Water initiatives for the Clean Water Act.

The current instruments are not serviceable (end of life). This type of analyzer is not found in any other flow injection analyzers. The instruments from FIALab will enable the laboratory to analyze Ammonia, Total Kjeldahl Nitrogen, Cyanide, Phenol, Alkalinity and Nitrate/Nitrite. These analyses are required to support the Bureau of Water initiatives for the Clean Water Act.

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Bulletin Reference Number 25-532EPA-LAB53-B-47740

Requesting Agency/University Environmental Protection Agency

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

The laboratory needs 2 flow injection analyzers that offer a full-array spectrometer. This type of analyzer is not found in any other flow injection analyzers.

Items needed: FIALyzer-2000, Autosampler, FIAlyzer-1000 detector amperometric, FIAlyzer-1000 low noise colorimetric, flow-through heater 120V plumbed with 69" of 0.03" ID Teflon tubing, FIAlyzer-1000 module ammonia & TKN w/gas diffusion EPA 350.1 & 351.2, In-line digester total cyanide, FIAlyzer-1000 module in-line amperometric total cyanide, FIAlyzer-Flex (2), autosampler, pump, Flex module phenol w/inline distillation, high pressure flow through heater 120V wide groove for 1/8" OD teflon rubing ceramic spacers for high-temp applications, Flex module alkalinity 310.2, Flex module Nitrate/nitrite 353.2, desktop computer and monitor. This purchase includes a 2 year service plan.

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?

FIALab has full-array spectrometer for flow injection that is patented to FIA100 for ammonia and TKN analyses. They also have a 10 cm flow cell that is patented to FIAlab. FIALab is the proprietary provider for full-array spectrometers . The instrument will allow us to analyze ammonia, TKN, cyanide, phenol, alkalinity and nitrate/nitrite. All of these test parameters are necessary to meet the Bureau of Water initiatives for the Clean Water Act.

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:

FIALab instruments are equipped with full-array spectrometers. The full array spectrometer allows us to calibrate in two different ranges; allows two runs simultaneously and less dilutions. This allows IEPA to see multiple analytes at the same time. Other spectrometers only offer single or dual array only. The single or dual array spectrometers would limit IEPA to only analyzing individual analytes. Being able to analyze multiple analytes increases efficiency and saves time (and time is crucial with some of the quick turnaround times we are required meet). It also can see if colored samples are interfering in the spectra and when troubleshooting, can determine if the spectra are contaminated. Other unique features are that we can see the full absorbance spectrum in real time and can utilize alternative wavelengths to extend linear range. Each channel on these instruments can be stand-alone; giving us multi-instrument capability without the added cost.

5. Has the Agency or University considered alternative supplies or services to satisfy their need? Yes No

5a. If yes, name the alternative vendors whose supplies or services were evaluated:

ThermoFisher, Agilent, Metrohm, Instrument Systems, Spectral Evolution, Vernier, GMI Inc, World Precision Instruments, Thorlabs

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:

ThermoFisher has inline analyzers for raw material, but not for water to meet Methods 310.2, 353.2, 350.1, 351.2. Agilent does not have an instrument with full-array spectrometer . Metrohm does not have inline analyzers. Instrument Systems, Spectral Evolution, Vernier, GMI Inc, World Precision Instruments, and Thorlabs does not have full-array spectrometers.

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).

Market research was conducted by finding vendors that sell spectrometers. Upon reviewing the catalogs, no vendor had a full-array spectrometer. Products were verified on vendor websites.

6. Are there resellers or distributors?

Yes No N/A

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Bulletin Reference Number 25-532EPA-LAB53-B-47740

Requesting Agency/University Environmental Protection Agency

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?

FiaLab has provided a 10% discount and is providing us 2024 manufacturing prices despite a company-wide increase in the cost of their equipment. Currently, the best discount FIALab offers is 3% off their products. IEPA believes a 10% discount from last year's manufacturing prices (before tariffs and inflation) is fair and reasonable. IEPA negotiated this price with the vendor to make sure we received the best price available.

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:

Once the service plan expires we will more than likely require a new maintenance plan that must be with FIALab certified technicians only.

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 laboratory would have to implement an emergency purchase for a private laboratory to run the samples in order to meet hold time requirements of critical water samples. IEPA's Laboratory will not be able to efficiently meet programmatic objectives and outsourcing to other labs which will cost money that otherwise wouldn't need to be spent.

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

Peripheral/consumable replacement parts for the instruments are universal, so the lab would be able to purchase from any vendor.

FIALab instruments have a 30% reduction in reagent use and waste. This will save the laboratory money. Peripheral/consumable replacement parts such as tubing and frits are universal, also saving us money.

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Bulletin Reference Number 25-532EPA-LAB53-B-47740

Requesting Agency/University Environmental Protection Agency

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 May 28, 2025

Printed Name Andrew Shackelford E-mail Address andrew.g.shackelford@illinois.gov

Phone Number 2177821249

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 andrew.g.shackelford@illinois.gov

Phone Number 2177821249 Date May 28, 2025

Printed Name Andrew Shackelford

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 May 28, 2025

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

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Bulletin Reference Number 25-532EPA-LAB53-B-47740

Requesting Agency/University Environmental Protection Agency

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

Items needed: FIALyzer-2000, Autosampler, FIAlyzer-1000 detector amperometric, FIAlyzer-1000 low noise colorimetric, flow-through heater 120V plumbed with 69" of 0.03" ID Teflon tubing, FIAlyzer-1000 module ammonia & TKN w/gas diffusion EPA 350.1 & 351.2, In-line digester total cyanide, FIAlyzer-1000 module in-line amperometric total cyanide, FIAlyzer-Flex (2), autosampler, pump, Flex module phenol w/inline distillation, high pressure flow through heater 120V wide groove for 1/8" OD teflon rubing ceramic spacers for high-temp applications, Flex module alkalinity 310.2, Flex module Nitrate/nitrite 353.2, desktop computer and monitor. This purchase includes a 2 year service plan.