SSJF IATP AT ACT - Bid-51513 SPO Approved.pdf

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Sole Source Justification Form 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

1. The State Finance System - a revolving cash loan fund which loans money to individuals with disabilities and their families that meet financial eligibility requirements to purchase needed assistive technology devices. Program Policies and eligibility requirements related to being a direct lender may impact our ability to approve loans. IATP program target is at least 40 loan applications will be processed and at least 8 approved.

2. Device Reutilization Program - an open-ended AT and DME loan program that provides new and pre-owned, assistive technology to individuals with disabilities and their families who do not have the means to purchase new or used equipment, including consumer to consumer exchange and an open-ended loan program. At least 225 devices will be re-utilized with a cost savings of at least $200,000.

3. Device Loan Program - a hands-on AT device loan program which provides free 5-week loans of assistive technology devices to individuals with disabilities, their families, and professionals for use at home, school, work, and in the community to allow devices to be used in the intended settings to determine they are appropriate prior to purchase. Between 2,000 and 3,000 assistive technology devices will be loaned to 1,500 individuals.

4. Device Demonstrations - demonstrations of a variety of assistive technology devices to assist individuals in making informed choices regarding the devices, using personnel who are familiar with such devices and their applications. A comprehensive and current AT Demonstration Center will be maintained in Springfield. Demonstrations will be conducted at the AT Demonstration Center and in other locations if individuals with disabilities, their families, or service providers cannot get to Springfield. As part of all demonstrations, information shall be provided directly, or through referrals, about state and local assistive technology vendors, providers, and repair services. AT demonstrations will also be provided to DRS staff as part of new employee orientation. At least 300 demonstrations will be conducted for at least 150 to 300 individuals with disabilities, their families, and service providers. At least 25 demonstrations will be provided outside of the AT Demonstration Center in Springfield.

5. Training Technical Assistance - and Information and Assistance-training technical assistance and Information and Assistance on AT for individuals from local settings statewide, including representatives of State and local educational agencies, other State and local agencies, early intervention programs, adult service programs, hospitals and other health care facilities, institutions of higher education, and businesses and individuals with disabilities and their families. Training and technical assistance may also be developed and provided to improve the accessibility of Information Communication Technology within the state; this may include training for state agency staff and vendors and accessibility reviews of state information systems and electronic documents. At least 250-500 individuals will be trained; At least 250-500 individuals with disabilities, their families, and service providers will be provided technical assistance; At least 10 websites, web applications, and/or electronic documents will be reviewed for accessibility. AT Evaluations and training will be provided to DRS staff who require reasonable accommodations allowing 3 to 5 DRS staff to be evaluated and 5 to 10 DRS staff to be trained on AT.

6. Public Awareness - activities that are designed to provide information to targeted individuals serving such groups as: infants, toddlers, children, transition- age youth, employment-age adults, seniors, and employers and entities relating to the availability, benefits, appropriateness, and costs of assistive technology devices and assistive technology services. Public awareness activities should include attendance at disability- and assistive technology-related events/conferences and the operation of a statewide toll-free Information and Assistance line. At least 1,400 individuals will be provided information and assistance and knowledge about IATP’s programs and services. Accessible instructional materials will be developed and/or procured and provided to customers to reduce device abandonment reaching upwards of 1,500-3,000 individuals.

7. Data Collection and Reporting - collection, preparation, and submission of all data, performance measures, Annual progress Reports and AT State Plans required by the U.S. Department of Health and Human Services, Administration for Community Living. All data, reports, and the AT State Plans required by the U.S. Department of Health and Human Services, Administration for Community Living will be submitted on time.

8. The investment also includes a Smart Home Technology Distribution program, an expanded assistive technology demonstration center, a broader array of loaned devices, an allowance for additional assistive technology evaluations, and a mobile unit to deliver assistive technology to further meet the needs of Illinoisans with disabilities in their educational, employment, and independent living goals. Smart Home Technology Demonstration and Evaluation Mobile Unit provides approximately 100 recipients a Smart Home Evaluation and 300 to 500 individuals will participate in Smart Home Demonstrations at exhibits/conferences. The mobile unit delivers and/or retrieves oversized assistive technology rather than continuing to invest in specialized delivery services; 250 to 400 individuals will be served. Accessible instructional materials have been developed to reduce device abandonment with 3,000 individuals receiving materials. It is anticipated that the Smart Home Technology Distribution Program will provide 300 to 500 individuals with a Smart Home AT Bundle. Staffing includes Tech Kitchen Instructor, Reuse Coordinator, Smart Home Coordinator, Device Loan Supervisor, Application Developer, and IT Technical Support.

Related to Device Reutilization Program, Device Loan Program, Device Demonstrations, Smart Home:

IATP requires staff to consider several factors when purchasing Assistive Technology devices through either a Purchase Order or a bid process for items that exceed the $5,000 threshold and the requirements are: best price; availability of the vendor to deliver within the needed timeframe, consistent quality and features of products when comparing them between vendors, warranty and do the laptop models have BIOS-level configurations that can be modified which is a must for use with AT software. . IATP does its due diligence when “shopping for the best price” and compare prices/quotes across a variety of vendors. Part of the consideration is determining the greatest cost savings that IATP can obtain by purchasing in bulk or in a greater quantity that is needed to fulfill or support the requirement of the contract. IATP reviews certain vendors annually for items such as laptops with certain operating systems or speed requirements to run adapted software such as Jaws while searching for new vendors to expand the pool of vendors in order to secure the most competitive price available. IATP does review information about product specifications with its funder annually to ensure that IATP is procuring exactly what is needed for DRS customers to utilize the assistive technology or adapted software. Several of the items IATP procures are “Sole Source” items and only a few vendors are sales reps for those items. IATP will explore the best deals that the various vendors and purchase through the vendor that meet the needed requirements above. The above listed programs all have equipment components and the justification above pertains to the equipment portion of this contract. Because of this contract's size and because of the statewide coverage, the large cost of this contract is personnel. In order to maintain the above programs, it's critical to have the appropriate staff to maintain the equipment and systems in addition to providing the in-person and remote services with the customers. Personnel costs reflect the specialized roles that are required to fulfill the needs of each of these programs.

Related to Training Technical Assistance and Public Awareness:

IATP provides training and public education sessions to members of the public, State of Illinois staff, and customers. While equipment is part of this cost, the largest cost for these services are personnel related. Equipment demonstrations and trainings must be provided by staff with certain specialized credentials due to the specificity of the trainings being provided.

Related to Data Collection and Reporting:

IATP maintains a comprehensive inventory system across all programs and can produce data on the location of the AT devices purchased, where the item is located ( such as the customer’s homes for employment and/or training purposes) the retail cost and the cost paid per item which produces the overall cost savings per device which is reported quarterly to the funder. Additionally, IATP meticulously tracks data across the various components of this contract to report out to its funders. While headcount and numbers of services are a major part of this data collection, quantitative data related to equipment tracking is a component of this contract.

PERSONNEL $4,696,720

FRINGE BENEFITS $1,072,636

TRAVEL $83,860

EQUIPMENT $31,809

SUPPLIES $1,630,000

OCCUPANCY $962,000

TELECOMMUNICATIONS $76,000

TRAINING & EDUCATION $42,000

MISCELLANEOUS COSTS $549,478

TOTAL CONTRACT $9,144,503