SSJF 20-0208 Infrastructure Mgmt System Svcs - SPO signed.pdf

Sole Source Justification Form

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Bulletin Reference Number 21-557THA-ENGPL-B-21493

Requesting Agency/University Illinois State Toll Highway Authority

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

Department/Bureau/Section: Information Technology

Need Identified Date: 06/03/2021 Supply/Service Need By Date: 01/01/2022

Project Title: Infrastructure Management System Services

Vendor: Great Arc Technologies, Inc.

Provide a description of the supplies or services required:

The Illinois Tollway is seeking a one-year sole economically feasible source contract for software-related consulting and hosting services related to the Tollway's current Infrastructure Management System which is a geographic information system (GIS) that manages and tracks the physical inventory and construction status of Tollway facilities and assets.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 1,200,000

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 Economically Feasible Source

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: 01/01/2022

Estimated Contract End Date: 12/31/2022

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

Section III - Funding Source Select the type of funding to be used (Check all that apply): State Appropriate Funds Federal Funds Other (Explain):

The Tollway does not operate on State-appropriated funds. Procurements are funded through toll revenue.

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

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Bulletin Reference Number 21-557THA-ENGPL-B-21493

Requesting Agency/University Illinois State Toll Highway Authority

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 01/01/2019 12/31/2021 3,000,000 Infrastructure Management System Services RR-14-9170 Amendment

2 03/01/2015 12/31/2018 3,000,000 Infrastructure Management System Services RR-14-9170 RFP

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

Section VI - Business Rationale

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Bulletin Reference Number 21-557THA-ENGPL-B-21493

Requesting Agency/University Illinois State Toll Highway Authority

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

The Tollway contract currently has customized and proprietary software developed by Great Arc Technologies and requires IT-related consulting services (software development, software maintenance and support, project management, and application hosting services) as described below:

- Support and development services are required to continue the implementation of the GIS Infrastructure Management System. The Infrastructure Management System manages and tracks Engineering and Planning related activities.

- Maintenance services will be provided for ongoing technical support to engineering application development needs, in the event of changes in business processes or to address coding errors and security concerns. The vendor's capabilities include data conversion, spatial database management, spatial analysis, technical writing, and application development. The vendor will provide specific technical expertise in the following platforms: ESRI ArcGIS desktop, ESRI ArcGIS Server, ESRI ArcSDE, ESRI API’s, Microsoft SQL Server, Microsoft SQL Reporting Services, Microsoft Visual Basic, Microsoft C#, Microsoft .NET, Microsoft Active Directory, DOJO, Java, JavaScript, Node.js and Python.

- Update application functionality if there are changes in business processes.

- As-needed services that occur due to other Tollway activities that involve the integration or sharing of geospatial information.

The vendor will work directly with the Tollway’s Engineering and Planning and consultant staff. They will provide support for the existing applications and deliver and support applications that support the ESRI spatial data integration. The vendor will work with staff on project specifications and quality measures.

- Application maintenance and continued data integration of several web-based applications including: IDrive (a roadway imagery viewing app), IROW (assists staff in managing workflow, documents, and consultant assignments in the acquisition of property rights of way), Lane Closure request app (manages the daily requests, approval, and public dissemination of lane closures), and Utility Locates request app (manages the requests, approval, and assignments to a third-party underground utility location companies).

- The vendor provides hosting services which entail the support, management, payment, troubleshooting, and security of an external data and application hosting site. The current site is hosted by Rackspace and Amazon Web Services. This site hosts the web applications listed above and a complete GIS Enterprise Server Environment. The site includes a complete development, testing, and production environment, which must be scalable to meet the Tollway's increasing data and end user traffic needs. The site provides second-tier mission-critical services of several other external Tollway systems. Evaluation of hosting costs and alternative hosting site providers is required. Evaluation results may require the migration to a new hosting environment.

- The vendor supplies a SharePoint site to be used to house documentation and manage change control for application support associated with this contract.

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

- Support and development services to continue the implementation of the GIS Infrastructure Management System. The Infrastructure Management System manages and tracks Engineering and Planning related activities.

- Maintenance services for ongoing technical support to engineering application development needs, in the event of changes in business processes or to address coding errors and security concerns. The vendor's capabilities include data conversion, spatial database management, spatial analysis, technical writing, and application development. The vendor will provide specific technical expertise in the following platforms: ESRI ArcGIS desktop, ESRI ArcGIS Server, ESRI ArcSDE, ESRI API’s, Microsoft SQL Server, Microsoft SQL Reporting Services, Microsoft Visual Basic, Microsoft C#, Microsoft .NET, Microsoft Active Directory, DOJO, Java, JavaScript, Node.js and Python.

- Update application functionality if there are changes in business processes.

- As-needed services that occur due to other Tollway activities that involve the integration or sharing of geospatial information.

- Hosting services which entail the support, management, payment, troubleshooting, and security of an external data and application hosting site.

- The vendor supplies a SharePoint site to be used to house documentation and manage change control for application support associated with this contract.

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?

The sole economically feasible source contract is necessary because there is no economically or technically feasible alternative for an interim solution. This procurement request is to retain the incumbent vendor while the Tollway develops a Request for Proposal ("RFP") to replace the current solution (expiring on 12/31/2021). This sole economically feasible procurement is needed until the RFP is completed and awarded.

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Bulletin Reference Number 21-557THA-ENGPL-B-21493

Requesting Agency/University Illinois State Toll Highway Authority

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:

This is a specialized service that is integrated with the Illinois Tollway’s GIS system and is accessible by Tollway staff, contractors, and consultants. This contract provides a critical service for the capital projects in or advancing to construction including lane closures, land acquisition tracking, utility locate services, permit tracking, etc. The current vendor will continue to provide maintenance services for applications only. There are no other vendors under contract with the Tollway that can provide the maintenance services.

Continuation of this service is necessary to ensure that up to date information is relayed between the various internal and external parties.

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 customized proprietary software was created by and is currently maintained by Great Arc Technologies, Inc.

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 level of work that will be performed under this sole source contract will be limited to application maintenance only. The current contract includes application development and updates to current applications. By limiting the work under the sole source to maintenance for the current applications, the Tollway will ensure that applications will continue to serve the agency and the various user groups at the lowest possible price and effort. The contract pricing is in line with the current contract pricing for hosting and hourly rates and comparable to other IT Master Contracts for similar positions.

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?

Applications currently being managed under this contract are associated with the Tollway’s Move Illinois capital program. In 2021, approximately $1.5 billion is planned to be spent to deliver the capital program. Ensuring that there is clear, seamless, and accurate information being shared across all parties responsible for the delivery of the program is critical. Should the applications being maintained by this application fail due to a lack of maintenance or awareness of the system being down, there could be significant consequences. If utilities are not located accurately or timely, there is a risk that an underground utility could be impacted, thereby causing outages or significant impacts. If lane closures cannot be automated, decision-making delays could affect the Tollway’s ability to safely manage lane closures, potentially putting workers at risk, as well as causing prolonged delays or construction schedules.

Overall, the applications being managed under the current GIS contract are critical support contracts that help ensure information is being managed and provided to the parties that rely on it to do their respective jobs.

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

An RFP is in development to retain a new GIS contract for the Tollway. With the consolidation of IT functions being housed and managed by the Tollway's Information Technology Department, additional coordination was necessary to ensure that the procurement meets the needs of multiple user groups and managing departments while also ensuring compatibility with existing and planned IT networks. It is important to consider the implications and needs of the long-term GIS network to ensure that the Tollway does not invest and develop a system that cannot be transferable or managed by a broad range of vendors. The Tollway would like to take the necessary time upfront to develop an RFP that takes into account these broader issues and to develop a scoring matrix that reflects the needs of the agency, the experience of the proposers, the staffing and ability of the vendor, and lastly, to ensure that the Tollway is getting the best possible value from the vendor. Transitioning the GIS contract from Engineering to IT requires a thoughtful and deliberate approach to scoping out specifications for a new contract to assist with a successful transition.

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Bulletin Reference Number 21-557THA-ENGPL-B-21493

Requesting Agency/University Illinois State Toll Highway Authority

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 19, 2021

Printed Name Joseph Kambich E-mail Address jkambich@getipass.com

Phone Number 630-241-6800 x6000

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 EOccomy@getipass.com

Phone Number 630-241-6800 x4625 Date Oct 22, 2021

Printed Name Eric Occomy

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 217-720-6643 Date

Printed Name David Papp E-mail Address David.Papp@Illinois.gov

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Bulletin Reference Number 21-557THA-ENGPL-B-21493

Requesting Agency/University Illinois State Toll Highway Authority

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

Project Title Infrastructure Management System Services

Vendor Great Arc Technologies, Inc.

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 217-558-2231

Printed Name Ellen H. Daley Date

CPO E-mail Ellen.H.Daley@Illinois.gov

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 Ellen.H.Daley@Illinois.gov

- Support and development services are required to continue the implementation of the GIS Infrastructure Management System. The Infrastructure Management System manages and tracks Engineering and Planning related activities.

- Maintenance services will be provided for ongoing technical support to engineering application development needs, in the event of changes in business processes or to address coding errors and security concerns. The vendor's capabilities include data conversion, spatial database management, spatial analysis, technical writing, and application development. The vendor will provide specific technical expertise in the following platforms: ESRI ArcGIS desktop, ESRI ArcGIS Server, ESRI ArcSDE, ESRI API’s, Microsoft SQL Server, Microsoft SQL Reporting Services, Microsoft Visual Basic, Microsoft C#, Microsoft .NET, Microsoft Active Directory, DOJO, Java, JavaScript, Node.js and Python.

- Update application functionality if there are changes in business processes.

- As-needed services that occur due to other Tollway activities that involve the integration or sharing of geospatial information.

The vendor will work directly with the Tollway’s Engineering and Planning and consultant staff. They will provide support for the existing applications and deliver and support applications that support the ESRI spatial data integration. The vendor will work with staff on project specifications and quality measures.

- Application maintenance and continued data integration of several web-based applications including: IDrive (a roadway imagery viewing app), IROW (assists staff in managing workflow, documents, and consultant assignments in the acquisition of property rights of way), Lane Closure request app (manages the daily requests, approval, and public dissemination of lane closures), and Utility Locates request app (manages the requests, approval, and assignments to a third-party underground utility location companies).

- The vendor provides hosting services which entail the support, management, payment, troubleshooting, and security of an external data and application hosting site. The current site is hosted by Rackspace and Amazon Web Services. This site hosts the web applications listed above and a complete GIS Enterprise Server Environment. The site includes a complete development, testing, and production environment, which must be scalable to meet the Tollway's increasing data and end user traffic needs. The site provides second-tier mission-critical services of several other external Tollway systems. Evaluation of hosting costs and alternative hosting site providers is required. Evaluation results may require the migration to a new hosting environment.

- The vendor supplies a SharePoint site to be used to house documentation and manage change control for application support associated with this contract.

Q2Answer: - Support and development services to continue the implementation of the GIS Infrastructure Management System. The Infrastructure Management System manages and tracks Engineering and Planning related activities.

- Maintenance services for ongoing technical support to engineering application development needs, in the event of changes in business processes or to address coding errors and security concerns. The vendor's capabilities include data conversion, spatial database management, spatial analysis, technical writing, and application development. The vendor will provide specific technical expertise in the following platforms: ESRI ArcGIS desktop, ESRI ArcGIS Server, ESRI ArcSDE, ESRI API’s, Microsoft SQL Server, Microsoft SQL Reporting Services, Microsoft Visual Basic, Microsoft C#, Microsoft .NET, Microsoft Active Directory, DOJO, Java, JavaScript, Node.js and Python.

- Update application functionality if there are changes in business processes.

- As-needed services that occur due to other Tollway activities that involve the integration or sharing of geospatial information.

- Hosting services which entail the support, management, payment, troubleshooting, and security of an external data and application hosting site.

- The vendor supplies a SharePoint site to be used to house documentation and manage change control for application support associated with this contract.