SSJF DHS B-46400.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number Bid 25-444DHS-REHAB-B-46400

Requesting Agency/University Department of Human Services

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

Department/Bureau/Section: DHS/Division of Rehab Services/Business Enterprise Program for the Blind

Need Identified Date: Oct 21, 2024 Supply/Service Need By Date: Mar 15, 2025

Project Title: Voice Adaptive Coin Sorters and Voice Adaptive Currency Counters for Blind Vendors

Vendor: Lenore Benham d/b/a Science Products

Provide a description of the supplies or services required:

The Department of Human Services (DHS) is seeking to purchase ADA-compliant (American with Disabilities Act) coin sorters and currency counter for Blind Vendors who work under the Business Enterprise Program (BEPB) for the Blind.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 608,025.6

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

Estimated Contract Begin Date: Mar 15, 2025

Estimated Contract End Date: Mar 14, 2026

Number of Potential Renewals:

Length of Each Renewal in Months:

Total Value of All Renewals:

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):

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 Bid 25-444DHS-REHAB-B-46400

Requesting Agency/University Department of Human Services

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

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

Current voice adaptive coin sorters and currency counters are 20 years old. There is no contract or purchase history information available.

Section VI - Business Rationale

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

The DHS Business Enterprise Program for the Blind (BEPB) seeks to procure 56 voice module coin sorters and 56 voice module currency counters for the use of Blind Managers working at vending facilities throughout the State. The current voice module coin sorters and currency counters being used by the Blind Managers are more than 20 years old and can no longer be refurbished.

The federal Randolph-Sheppard Act and Illinois Blind Vendors Act give priority to the federally-funded DHS Business Enterprise Program for the Blind to operate all vending on federal and State property, with some exceptions. The program currently supports 56 blind vendors who manage 482 primary and satellite facilities. These vending facilities include vending machines, coffee stands, and snack shops.

The program has an obligation to provide ADA and Illinois Information Technology Accessibility Act (IITAA) compliant equipment to the Blind Vendors to allow them to independently operate these facilities.

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Bulletin Reference Number Bid 25-444DHS-REHAB-B-46400

Requesting Agency/University Department of Human Services

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

To meet the needs of the Blind Managers working at vendor facilities throughout the State, the BEPB program requires the following specifications on coin and currency counters:

56 talking currency counters: These units must be voice-adapted for Blind Managers to count, identify and sort the bills .These units must provide speech access to the functions of the currency counter to allow Blind Managers to set modes and batches without help.

All the functions and operational buttons can speak and communicate with blind managers to allow them to independently work on their own.

56 : Coin counters, these units must be voice-adapted and be able to speak to Blind Managers to allow them to count, sort, and wrap coins independently. The units must also can be used to bag or wrap coins. The internal voice module must speak clearly with easily accessible controls to communicate with Blind Vendor. These units must provide speech access to the functions of the coin sorter to allow Blind Managers to set modes and batches without assistance.

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 machines referenced in #2 are required as they have the capability of being speech adapted for use by Blind Managers. Other units do not have that capability. Heavy duty coin sorters and currency counters that provide service for a large amount of currency intake are required by any manager of a vending facility. Furthermore, the managers of vending facilities in the BEPB program are completely blind or vision impaired and require these ADA and IITAA-compliant machines accessible to them in order to perform their duties.

These units must provide speech access to the functions of the currency counter and coin sorter to allow Blind Managers to set modes and batches without help.

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:

After thorough research in late 2024, DHS BEPB has determined that only one vendor currently provides coin sorters and currency counters adapted with a voice module for blind/visually impaired people to hear what is displayed on the screen and to give them the level of independence which they should be afforded to enable them to run their businesses.

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 alternative would be for each Blind Manager to hire a sighted individual to manage their currency for them. This option is not economically feasible for the Blind Managers and does not foster their independence.

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?

After thorough research, DHS BEPB found there are no other commercially available units that have the voice adaptive technology available to adapt to these money counting machines. This vendor provides speech access for blind individuals needing access to the functions of currency counters and coin sorters so they can independently count their cash and coin sales on a daily basis needed to run their businesses effectively. The Vendor supplies to Business Enterprise Programs in other states and has been for the last 30 years.

Additionally, the Vendor has agreed to a 4% discount for this order.

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

Yes No

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Bulletin Reference Number Bid 25-444DHS-REHAB-B-46400

Requesting Agency/University Department of Human Services

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?

If this sole source purchase is not approved, the State will not be in compliance with the American Disabilities Act and Illinois Information Technology Accessibility Act requiring accessible equipment for blind/visually impaired people. Denial of this requested procurement will prohibit DHS from establishing new vending locations resulting in loss of income for blind managers, as well as risk loss of federal funds for noncompliance with Public Law 2421(The Blind Vendor Act) and the Code of Federal Regulations that govern the Randolph-Sheppard Act, which authorizes the Business Enterprise Program for the Blind.

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

No.

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Bulletin Reference Number Bid 25-444DHS-REHAB-B-46400

Requesting Agency/University Department of Human Services

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 01/28/2025

Printed Name Cory Christian E-mail Address cory.m.christian@illinois.gov

Phone Number (217)299-2590

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 Jean.Sandstrom@illinois.gov

Phone Number 217-557-9298 Date Feb 14, 2025

Printed Name Jean Sandstrom

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) 494-1351 Date Feb 14, 2025

Printed Name Adrienne Grover E-mail Address adrienne.grover@illinois.gov

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Bulletin Reference Number Bid 25-444DHS-REHAB-B-46400

Requesting Agency/University Department of Human Services

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

Project Title VOICE ADAPTED COIN AND CURRENCY COUNTERS

Vendor Captek d/b/a Science Products

Initial Date of Procurement Bulletin Posting 1/31/2025

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 Feb 20, 2025

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

The federal Randolph-Sheppard Act and Illinois Blind Vendors Act give priority to the federally-funded DHS Business Enterprise Program for the Blind to operate all vending on federal and State property, with some exceptions. The program currently supports 56 blind vendors who manage 482 primary and satellite facilities. These vending facilities include vending machines, coffee stands, and snack shops.

The program has an obligation to provide ADA and Illinois Information Technology Accessibility Act (IITAA) compliant equipment to the Blind Vendors to allow them to independently operate these facilities.

Q2Answer: To meet the needs of the Blind Managers working at vendor facilities throughout the State, the BEPB program requires the following specifications on coin and currency counters:

56 talking currency counters: These units must be voice-adapted for Blind Managers to count, identify and sort the bills .These units must provide speech access to the functions of the currency counter to allow Blind Managers to set modes and batches without help. All the functions and operational buttons can speak and communicate with blind managers to allow them to independently work on their own.

56 : Coin counters, these units must be voice-adapted and be able to speak to Blind Managers to allow them to count, sort, and wrap coins independently. The units must also can be used to bag or wrap coins. The internal voice module must speak clearly with easily accessible controls to communicate with Blind Vendor. These units must provide speech access to the functions of the coin sorter to allow Blind Managers to set modes and batches without assistance.