SSJF - ISAC Parchment 2023 approved~1.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number R-153467, B- 33613

Requesting Agency/University Illinois Student Assistance Commission

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

Department/Bureau/Section: College, Access and Outreach/ Capacity Development and Training

Need Identified Date: Oct 14, 2022 Supply/Service Need By Date: Jan 31, 2023

Project Title: Electronic Transcript Services

Vendor: Parchment

Provide a description of the supplies or services required:

A comprehensive electronic transcript exchange platform that will allow high schools to electronically submit student transcripts to colleges and universities across the United States as part of the students' college application and enrollment process.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 519,000

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: 02/01/2023

Estimated Contract End Date: 01/31/2024

Number of Potential Renewals: 0

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

Version 7.01 Page 2 of 5

Bulletin Reference Number R-153467, B- 33613

Requesting Agency/University Illinois Student Assistance Commission

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 02/01/2022 01/31/2023 495,000 Electronic Transcript Services GS-2022-093 Sole Source

2 02/01/2021 01/31/2022 482,940 Electronic Transcript Services GS-2021-137 Sole Source

3 02/01/2020 01/31/2021 481,655 Electronic Transcript Services - Piggyback to MHEC Contract GS-2020-142 RFP

4 07/01/2019 01/31/2020 280,965 Electronic Transcript Services - Piggyback to MHEC Contract GS-2020-004 RFP

5 04/14/2016 06/30/2019 1,481,836 Electronic Transcript Services GS-2016-218 Sole Source

6 03/29/2011 03/28/2016 2,961,688 Electronic Transcript Services Sole Source

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

Section VI - Business Rationale

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

A transcript exchange service is needed that can provide high schools the ability to provide e-transcripts via secure electronic means, as well as transcripts by print and mail method, for Illinois students to support their postsecondary educations and career plans.

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

Parchment's Award e-Transcript services exchange allows for the authorized electronic administrative processing, delivery, and verification of transcript requests for Illinois high school students. The service provides the opportunity for students to request that transcripts be sent electronically to the college(s) of their choice and to other organizations (e.g., scholarship providers). To protect the privacy and confidentiality of transcript data, documents are sent through a secure transcript service in compliance with the Family Education Rights and Privacy Act (FERPA). The service also allows for a variety of other credentials to be requested and sent, such as Letters of Recommendation, School Profiles, and Immunization Records. The Parchment Award service allows the exchange of transcripts in PDF, standard data formats (TS 130 EDI or PESC XML), machine-readable data, and print & mail, and allows a level of automation that is decided by the participating high school based on its system requirements. In addition to the services provided to the school administrators, students receive via email status notifications on their respective transcript requests informing them with tracking information related to the delivery of their transcript records. The vendor provides software-as-a-service with user management and administrative account settings for control of student records and reporting needs of the school.

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?

Parchment's transcript exchange service currently provides over 400 Illinois high schools the ability to fulfill electronically, as well as a print and mail method as necessary, over 220,000 e-transcript requests from Illinois students on an annual basis to support their postsecondary education and career plans. Parchment is a service that can be used by any high school regardless of existing student information systems being used and can provide electronic records in a format accepted by any postsecondary institution. Additionally, the Illinois schools have already been set up for processing using Parchment.

The MHEC RFP process did identify other products, and proposal submitted for those products were reviewed prior to Parchment being selected as being the product that best met the needs of the MHEC Members.

Version 7.01 Page 3 of 5

Bulletin Reference Number R-153467, B- 33613

Requesting Agency/University Illinois Student Assistance Commission

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:

Parchment was the only vendor that provides a mechanism to facilitate the transfer of student information in a consistent national standard format of data exchange as print or data files that meets the needs of Illinois students, high schools, and postsecondary institutions for an efficient and effective e-transcript process. Illinois Schools are currently setup to use Parchment. While MHEC (Midwest Higher Education Compact) issued a RFP for a new underlying master contract for e-transcript services, the RFP process resulted in a contract with Parchment. Processing this through the Piggyback process requires more time to obtain the same 1-year contract.

7 Vendors responded to the MHEC RFP for transcript services.

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?

ISAC staff participated in a MHEC e-transcripts RFP to establish a contract to facilitate the transfer of student information electronically, and by print and mail as needed, to postsecondary institutions and other parties a student designates. Based on the vendor responses to that MHEC RFP, Parchment as the vendor the best met the needs of the MHEC members and the contract between MHEC and Parchment was executed on 02/25/2021 Consequently, it was not economically feasible to invest time and money into investigating other potential services and the expending more time and money to make the change for all of the participating high schools.

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 MHEC conducted a RFP with input from Illinois, and the RFP resulted in a contract between MHEC and Parchment that provides a pricing structure that ISAC used to negotiate pricing. ISAC negotiated a flat fee of $519,000 to cover all transcript requests for the next term, rather than pay over $4 per transcript for the estimated 220,000 requests that would result in a cost of $880,000+.

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?

ISAC would be unable to provide continuity of service starting 2/1/2023 with Parchment providing an e-transcript service for Illinois students and high schools, students will experience delays in their student record data being provided to postsecondary institutions and other stakeholders requesting student academic credentials (e.g., scholarship providers, prospective employers). One of the negative effects of these delays is that students' admissions applications will not be reviewed in a timely manner compared to the applications of students who have their transcripts sent electronically which are processed more automatically by postsecondary institutions. Also the Parchment e-transcript service is subsidized by ISAC, so students and high schools have no costs to cover to send e-transcripts via Parchment, ensuring a more equitable process for students regardless of income level.

High schools and their staff will need to develop an alternative process to fulfill student transcript and academic information requests.

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

No

Version 7.01 Page 4 of 5

Bulletin Reference Number R-153467, B- 33613

Requesting Agency/University Illinois Student Assistance Commission

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

Printed Name Sam Nelson E-mail Address sam.nelson@illinois.gov

Phone Number 847-846-3193

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 Eric.Zarnikow@illinois.gov

Phone Number 847-831-8370 Date

Printed Name Eric Zarnilow

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 217-299-5856 Date Dec 19, 2022

Printed Name Jenny Shourd E-mail Address jennifer.shourd@illinois.gov

Version 7.01 Page 5 of 5

Bulletin Reference Number R-153467, B- 33613

Requesting Agency/University Illinois Student Assistance Commission

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

Project Title Parchment Electronic Transcript Services

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

The MHEC RFP process did identify other products, and proposal submitted for those products were reviewed prior to Parchment being selected as being the product that best met the needs of the MHEC Members.

Q4Answer: Parchment was the only vendor that provides a mechanism to facilitate the transfer of student information in a consistent national standard format of data exchange as print or data files that meets the needs of Illinois students, high schools, and postsecondary institutions for an efficient and effective e-transcript process. Illinois Schools are currently setup to use Parchment. While MHEC (Midwest Higher Education Compact) issued a RFP for a new underlying master contract for e-transcript services, the RFP process resulted in a contract with Parchment. Processing this through the Piggyback process requires more time to obtain the same 1-year contract.

7 Vendors responded to the MHEC RFP for transcript services.

High schools and their staff will need to develop an alternative process to fulfill student transcript and academic information requests.