SSJ Dell SANS CP20-008.pdf

Sole Source Justification Form

ATTORNEY GENERAL'S OFFICE DATE: October 28, 2019 PROPOSED CONTRACT NUMBER: AG CP20-008

NAME OF REQUESTOR Lora McDonald DIVISON/BUREAU Information Technology

PROJECT TITLE: AG — Dell SAN Systems Finance Contract

VENDOR: Dell Financial Services L.L.C. DOLLAR VALUE OF INITIAL TERM: ACTUAL: not to exceed $1,003,037.35

PROCUREMENT BULLETIN NOTICE NUMBER: DATE OF PROCUREMENT BULLETIN POSTING: October 28,2019

SOLE SOURCE HEARING DATE:

November 13, 2019

SOLE SOURCE HEARING TIME:

10:00 a.m.

LOCATION OF SOLE SOURCE HEARING:

James R. Thompson Center, 100 W. Randolph St., Chicago, IL. 60601 11th floor — Room 11-722

TERM: (PLEASE CHECK ONE OF THE OPTIONS BELOW)

ONE TIME PURCHASE:

x TERM CONTRACT: PROPOSED SOLE SOURCE PROCUREMENT BEGIN DATE: anticipated 12/1/19 END DATE: 11/30/2023

NUMBER AND LENGTH OF POTENTIAL RENEWALS: TOTAL DOLLAR VALUE OF ALL RENEWALS: $

PROFESSIONAL & ARTISTIC? YES x NO NOTE: Sole Source may not be used for amendments for Professional and 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.

This is a: (Please check one of the following descriptions below)

New Sole Source New Economically Feasible Source Change order or Amendment to an Existing Sole Source

X Continuation of Vendor Responsibilities to an Existing Sole Source Pre-negotiated Renewal

Provide a description of the supplies/services required: We are seeking to establish a new contract that will allow the OAG to Lease/Purchase various hardware, peripherals and accessories components that encompass our storage area network systems (SAN). Full five-year manufacturer's warranty will be included in the purchase price of infrastructure-based hardware.

FUNDING

SELECT THE TYPE OF FUNDING TO BE USED:

Federal Funds x State Appropriated Funds State Grant Funds Other (Explain) 9

THIS PURCHASE IS ECONOMICALLY ONLY AVAILABLE FROM A SINGLE SOURCE BECAUSE IT IS:

X Compatibility of Equipment, Software, Accessories, Replacement Parts or Service/Warranty

Critical Changes to Existing Contract are Necessary and Best Accomplished by the Contract Holder Is this really a change to an existing contract?

Federal/State Grant Requires Contract with Vendor

X Items are Proprietary or Copyrighted or Patented and the Item is Only Available from the Holder of the Copyright or Patent Item is Needed for Trial Use or Testing Software License/Upgrade/Maintenance Mandated Organizations (Dues, Membership Fees, Travel, Lodging, Facility Usage Fees) Other (Explain):

HISTORY

STARTING WITH THE MOST RECENT CONTRACT AND WORK BACKWARD, for the entire relationship with the vendor, list each term, amendment, or extension and value of each for these supplies/services.

TERM: FROM: TO: VALUE: $ Competitively Bid, Sole Source, Amendment, Extension, Emergency, Renewal?

One July 1, 2018 June 30, 2021 Up to $2,200,000.00

Select One: Sole Source

Two July 1, 2017 June 30, 2018 Up to $150,000.00

Select One: Sole Source

Three July 1, 2016 June 30, 2017 $165,871.90 Select One: Sole Source Four July 1, 2015 June 30, 2016 286,939.00 Select One: Sole Source Five July 1, 2014 June 30, 2015 $286,939.00 Select One: Sole Source Six Select One: Sole Source If more than five (5) years, explain:

BUSINSESS RATIONALE

1. Provide a detailed explanation of the need for these supplies or services: OAG will have a continuing need to update and upgrade various hardware components throughout the office. The OAG has primarily used Dell hardware (computers, laptops, printers and network infrastructure / SAN systems) for more than 20 years. As technology changes and hardware items reach useful life expectancy we will have an ongoing need to replace a variety of hardware items, including peripherals and related accessories throughout our office.

2. Why are the requested supplies/services the only one that can satisfy your requirements? We have assessed all hardware and related items we have and/or will require over the term of this contract. The identified storage components and peripherals will satisfy our foreseeable requirements during the term of this contract. The OAG has primarily used Dell computer hardware and peripherals since 1999, and therefore only Dell products will satisfy our operational needs.

3. What are the unique features of the supply or service that are not available in any other product or by any other vendor? Provide specific, quantifiable factors/qualifications. Dell exclusively carries the products we will need during the term of the contract. Dell hardware products possess a Tier 1 level rating throughout the computer industry and there is a significant operational benefit to continuing to use Dell products. All of our hardware, including the LAN backbone is compatible, allowing for optimal communication levels throughout the network.

4. If services, what are the unique qualifications this vendor possesses? Dell is a Tier 1 level vendor and they exclusive supply / support their product line.

5. Were alternative supplies/services evaluated? If yes, what were they and why were they unacceptable? Please be specific with regard to features, characteristics, requirements, capabilities, and compatibility. If no, why were alternatives not evaluated? Not at this time. The OAG has primarily used Dell computer hardware products for more than 20 years, and therefore Dell is the only economically feasible vendor source to provide the variety of hardware and peripherals we anticipate acquiring during the term of this contract.

6. What efforts were made to get the best possible price? The OAG will be receiving a discounted rate off Dell's list price for each procurement category during the entire term of this contract and this allows us to spread the expenditure over the term of the contract at no additional cost to the OAG.

7. Will this purchase obligate the OAG to this vendor for future purchases, for example, maintenance, licensing or continuing need?

Yes X No If yes, please provide details regarding future obligations and/or needs: We anticipate making Dell hardware purchases for the foreseeable future.

8. Why is the price for this purchase considered to be fair and reasonable? The OAG will be receiving a discounted rate off Dell's list price for each procurement category during the entire term of this contract and this allows us to spread the expenditure over the term of the contract at no additional cost to the OAG.

9. If this is a renewal, describe why circumstances are such that competitive selection is still not a viable alternative since awarding the original contract:

Not applicable

10. What will be the financial or other impact to the OAG if this sole source is not approved and a competitive bid is required? If this sole source is not approved it will most certainly have an adverse impact on our network operations. We will be likely run into compatibility issues with drivers and our LAN, which will adversely impact office productivity and work-flow, as well as our budget. The OAG will be required to expend additional funds in order to remedy incompatibility issues arising as a direct and/or indirect result of using non-Dell hardware network products).

SPO APPROVAL:

V2----- (0)cQ glict 312/814-3667 rlasalvia@atg.state.il.us

SPO SIGNATURE DATE SPO TELEPHONE NUMBER SPO E-MAIL ADDRESS