SSJF Part 1 ACF Sole Source-Change Order.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 25-350SOS-ITSOS-B-45824

Requesting Agency/University IL Secretary of State

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

Department/Bureau/Section: Information Technology

Need Identified Date: Nov 22, 2024 Supply/Service Need By Date: Sep 9, 2024

Project Title: Queuing Services Contract- Qflow printers

Vendor: ACF Technologies

Provide a description of the supplies or services required:

The services utilized by Secretary of State, Drivers PMO and Information Technology are for Queuing Management Services, mobile ticketing services and on-line appointments throughout agency facilities across the state.

Services include software licenses, hardware, support, maintenance, hosting and professional services. All Services are critical to these agency and customers for continued services throughout the state facilities to communicate, display and placement of requested services for customer lines. Additional Qflow printers are needed as part of the queuing solution in additional facilities

Value: Not to Exceed Value of Initial Term, this Change Order or Amendment: 25,000

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: One-Time Amendment or Change Order

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: Sep 10, 2024

Estimated Contract End Date: Sep 9, 2026

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):

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)

Software License/Upgrade/Maintenance

Are there secondary justification(s) for this sole source? Yes No

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Bulletin Reference Number 25-350SOS-ITSOS-B-45824

Requesting Agency/University IL Secretary of State

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 09/10/2014 09/09/2021 693,195 Implemented queueing system, software, and licensing 14IT026022 RFP

2 08/27/2020 09/09/2021 60,000

Provided upgrades to allow SMS text features, annual licensing fees for software support, and a SMS text package

14IT026022 Amendment

3 02/01/2021 09/09/2021 68,155 Activated existing solution to include QFlow's QAnywhere, QFlow Check In Anywhere, and Wait Anywhere Qapps

14IT026022 Amendment

4 09/10/2021 09/09/2024 392,388 Three year renewal for license and maintenance 14IT026022 Renewal

5 Small Purchase

6 Small Purchase

7 Small Purchase

8 Small Purchase

9 Small Purchase

10 Amendment

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

In addition to the original award for 14IT026022 and the two published change orders, ILSOS purchased required equipment and software that had set pricing as part of the original contract. These orders were inadvertently obligated and paid separate of the contract. After a full audit from 2014 to the present, it was determined that a total of $217,204.48 was spent on additional equipment and software directly related to the scope of this contract.

Section VI - Business Rationale

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

In order to continue operations of the queuing systems in place at all facilities throughout the state and at upcoming One Stop Shop expansions, additional Qflow printers are needed.

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

The agency currently operates 40 active sites utilizing the queuing system to assist in customer service to help regulate the customer lines. The agency requires up to 35 online appointment sites and currently there are only 16 sites available. ILSOS requires the licensing, maintenance, and SMS monthly plans for each facility. The solution provided by ACF as part of the original solicitation response for this contract provides all services to meet these needs. The request for additional online appointment sites, SMS text plans, vendor server hosting be done so to satisfy the need of the agency and its customers. In order to make sure the implementation of these new services is a smooth transition from on-prem to the vendor hosted services, SOS requires additional printers to allow for more One Stop Shop facilities to open for the citizens of the State of Illinois.

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Bulletin Reference Number 25-350SOS-ITSOS-B-45824

Requesting Agency/University IL Secretary of State

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?

ACF Technologies was awarded the original contract to provide a queueing system for some of our highest volume facilities. SOS requires these specifications to be provided by the current vendor to ensure the design and implementation of the queueing system fit the secure environment including servers, database, queuing system console, licenses, support and maintenance to keep everything running smoothly for our customers at the busiest facility locations.

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:

ACF technologies is not an off-the shelf product. ACF has provided complete services based off Secretary of State specifications and requirements as bid in 2014. ACF provides its own integrated software to our solution needs. They have customized their software and hardware to fit our agency environment. ACF provides proficient staff to apply updates to the system which are critical to SOS customers. The software/services described above are all required to continue serving SOS customers by shortening wait times and providing a better overall customer experience.

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?

ACF Technologies has met and continues to provide all services required and specified from the bid process and current contract model. The online appointment software was provided and evaluated as part of the original response, but was not activated until COVID affected the health, life, and safety of our customers by waiting in long lines at the facilities. The on-prem hosting solution originally requested no longer meets the needs of this software thus requiring SOS to move to the vendor hosted server.

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 pricing has been consistent during the entire length of the contract. ACF Technologies continues to provide all services, including any additional contract options to this agency and its customers with same pricing format from 2014. Current pricing model has been provided with all options from the original contract. Pricing has remained the same or discounted as equipment has changed but pricing remains low to the Secretary of State. The costs were reviewed internally and determined to be fair and reasonable considering the time crunch to move sites into online appointments quickly.

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?

If not approved, SOS will not be able to meet the needs and requirements of our customers as they have evolved over the years. We will have 16 facilities with online appointments and be unable to provide those to the downstate and southern Illinois regions.

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

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Bulletin Reference Number 25-350SOS-ITSOS-B-45824

Requesting Agency/University IL Secretary of State

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 Kelly Mehring E-mail Address kmehring@ilsos.gov

Phone Number 217-843-4060

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

Phone Number Date

Printed Name

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 Date Dec 6, 2024

Printed Name Dave Littrell E-mail Address dlittrell@ilsos.gov

Version 7.01 Page 5 of 5

Bulletin Reference Number 25-350SOS-ITSOS-B-45824

Requesting Agency/University IL Secretary of State

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

Project Title Queuing Services Contract- Qflow printers

Vendor ACF Technologies

Initial Date of Procurement Bulletin Posting Dec 6, 2024

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