SSJF part I and part II AGE B-28766ehd.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 22-402AGE-FINAD-B-28766

Requesting Agency/University Department on Aging

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

Department/Bureau/Section: Executive Office

Need Identified Date: Jan 5, 2022 Supply/Service Need By Date: May 2, 2022

Project Title: COVID Vaccine Awareness - Sole Economically Feasible Source

Vendor: ASGK Holdings, LLC dba Kivvit, LLC

Provide a description of the supplies or services required: COVID Shot Awareness Marketing Campaign

Value: Not to Exceed Value of Initial Term, this Change Order or Amendment: 886,000

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: May 2, 2022

Estimated Contract End Date: May 1, 2023

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)

Other - Consistency with messaging and reduction in cost to the State

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

Another justification that this purchase is only available from a sole source is because it is:

Compatibility of Equipment, Accessories, Replacement Parts or Service

Another justification that this purchase is only available from a sole source is because it is:

Other - Use of Federal Funds

Section V - Purchase History

Has the Agency or University Purchased these supplies or services in the past? Yes No

Section VI - Business Rationale

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Bulletin Reference Number 22-402AGE-FINAD-B-28766

Requesting Agency/University Department on Aging

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

The Agency is seeking to contract with the Vendor, through means of sole economically feasible source, to complete a public awareness campaign regarding COVID Vaccination Awareness. The marketing campaign needed by the Agency must be:

1. Available to the public as soon as possible in order to share important information to vulnerable populations and caregivers.

2. Consistent with the messaging already produced by other State Agencies

3. Adaptable to limit the impacts of misinformation and to share updated information timely

4. Accessible to hard-to-reach individuals, such as homebound seniors and persons with disabilities.

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

The Agency is needing the Vendor to provide a comprehensive marketing campaign. The Vendor is in a unique position to build upon what has already been done for Department of Human Services, allowing deliverables to be met more efficiently and ensure consistency of messaging among vulnerable populations, while reducing cost to the Agency as billable preparation time would not be necessary.

Outreach and Education Plan - Outreach and Education plan must include a review of public and internal COVID-19 vaccination data, an on-going campaign calendar, and a branding guide and toolkit.

Messaging plan - The Vendor must deliver to the Agency a messaging plan that is adaptable, able to be updated in real-time, to reflect shifts in regional, ethnic, and local government needs, shifts in vaccine rates or guidance, and reflect current public health guidance provided by the federal government and the Illinois Department of Public Health. Messaging plan must prioritize ethnic media.

Implementation Plan - Implementation plan must include, at a minimum: (1) specific tasks and responsible parties; (2) major milestones; (3) projected implementation dates; (4) roles, responsibilities, and deliverables for implementation.

Reports on misinformation monitoring, paid ad performance (social media, digital, radio, etc.), content performance. (monthly)

Paid Media to include all advertisements on television, radio, newspapers, etc.

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?

By utilizing the Vendor currently in use by Department of Human Services, the Agency will minimize cost and and time necessary to implement the outreach plan. The Vendor will expand upon the platform already in use by the Department of Human Services. This Vendor is already delivering messaging to other vulnerable and hard to reach populations. Another Vendor would need 3 - 4 months of billable time to develop and launch an outreach campaign. Additionally, another Vendor would need to coordinate with the Vendor for Department of Human Services to ensure consistency among the campaigns. The Vendor for Department of Human Services would be under no obligation to coordinate with a Vendor for the Agency.

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:

By utilizing the Vendor presently contracted with Department of Human Services already has familiarity and a developed strategy for reaching vulnerable and hard to reach populations. Consistency of messaging is necessary for the campaign to be successful.

Additionally, the Vendor's already established platform allows for information to disseminated more rapidly to vulnerable populations most at risk from COVID.

5. Has the Agency or University considered alternative supplies or services to satisfy their need? Yes No

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Bulletin Reference Number 22-402AGE-FINAD-B-28766

Requesting Agency/University Department on Aging

5a. If no, why weren't alternatives evaluated?

The Agency's original intent was to complete an RFP. Upon further review, this is not feasible to cost efficiently contract with another Vendor. There are issues of additional time needed to solicit and implement messaging for information that is necessary for health, safety, and welfare of persons most at risk. The additional cost to the Agency for another Vendor to develop and implement a plan was cost and time prohibitive.

Agency is utilizing a Federal Award. Funds are due to expire 09/30/2022.

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 Agency is leveraging already developed platforms and reducing costs to the Agency. This increases the amount the Agency is able to spend on dissemination of messaging and significantly reduce development costs. By utilizing a Vendor with an established messaging and outreach strategy, the Agency eliminated approximately four (4) months of billable time.

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?

Should this sole economically feasible source not be approved and competitive solicitation is necessary, the Agency will lose the ability to leverage work already paid for by another State Agency and would slow the process of message dissemination.

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

This is the second posting for this sole economically feasible source. The Vendor supplied name verification documentation indicating legal name was KIVVIT, LLC (documentation included a W-9 and corresponding EIN Assignment letter from the IRS). further documentation provided (operating agreement) indicated legal name is actually ASGK Holding, LLC, dba KIVVIT LLC. This is due to KIVVIT, LLC being a sole member LLC with ASGK Holdings, LLC named as the sole member.

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Bulletin Reference Number 22-402AGE-FINAD-B-28766

Requesting Agency/University Department on Aging

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 Apr 12, 2022

Printed Name Amy Lulich E-mail Address amy.lulich@illinois.gov

Phone Number 312-805-9521

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 Lora.McCurdy@illinois.gov

Phone Number 217-558-3925 Date Apr 12, 2022

Printed Name Lora McCurdy

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 217-299-5563 Date Apr 13, 2022

Printed Name Gina Jacaway E-mail Address gina.jacaway@illinois.gov

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Bulletin Reference Number 22-402AGE-FINAD-B-28766

Requesting Agency/University Department on Aging

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

Project Title COVID Vaccine Awareness - Sole Economically Feasible Source

Vendor ASGK Holdings, LLC dba Kivvit, LLC

Initial Date of Procurement Bulletin Posting Apr 13, 2022

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

1. Available to the public as soon as possible in order to share important information to vulnerable populations and caregivers.

2. Consistent with the messaging already produced by other State Agencies

3. Adaptable to limit the impacts of misinformation and to share updated information timely

4. Accessible to hard-to-reach individuals, such as homebound seniors and persons with disabilities.

Q2Answer: The Agency is needing the Vendor to provide a comprehensive marketing campaign. The Vendor is in a unique position to build upon what has already been done for Department of Human Services, allowing deliverables to be met more efficiently and ensure consistency of messaging among vulnerable populations, while reducing cost to the Agency as billable preparation time would not be necessary.

Outreach and Education Plan - Outreach and Education plan must include a review of public and internal COVID-19 vaccination data, an on-going campaign calendar, and a branding guide and toolkit.

Messaging plan - The Vendor must deliver to the Agency a messaging plan that is adaptable, able to be updated in real-time, to reflect shifts in regional, ethnic, and local government needs, shifts in vaccine rates or guidance, and reflect current public health guidance provided by the federal government and the Illinois Department of Public Health. Messaging plan must prioritize ethnic media.

Implementation Plan - Implementation plan must include, at a minimum: (1) specific tasks and responsible parties; (2) major milestones; (3) projected implementation dates; (4) roles, responsibilities, and deliverables for implementation.

Reports on misinformation monitoring, paid ad performance (social media, digital, radio, etc.), content performance. (monthly)

Paid Media to include all advertisements on television, radio, newspapers, etc.

Agency is utilizing a Federal Award. Funds are due to expire 09/30/2022.