SSJF part I and part II DoIT B-37315.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 23-448DOIT-APP44-B-37315

Requesting Agency/University Department of Innovation and Technology

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

Department/Bureau/Section: Applications

Need Identified Date: May 1, 2023 Supply/Service Need By Date: Jul 1, 2023

Project Title: NeoGov Annual Maintenance Sole Source

Vendor: Governmentjobs.com, Inc. (dba “NEOGOV”)

Provide a description of the supplies or services required: Read-only access for eRecruiting Statewide Job Posting and Employment Application Grading System

Value: Estimated Value of Initial Term, this Change Order or Amendment: 103,075

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: Jul 1, 2023

Estimated Contract End Date: Jun 30, 2024

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)

Items are Copyrighted or Patented and the Items are Only Available from the Holder

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

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Bulletin Reference Number 23-448DOIT-APP44-B-37315

Requesting Agency/University Department of Innovation and Technology

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 Jul 1, 2018 Jun 30, 2019 99,500 NeoGov FY19 contract P-2774/CIT9002774 Small Purchase

2 Jul 1, 2019 Jun 30, 2020 99,500 NeoGov FY20 P-8418/CIT0084180 Small Purchase

3 Jul 1, 2020 Jun 30, 2021 101,700 NeoGov FY21 (SP SS) P-19075/CIT1019075 Small Purchase

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:

Read-only access for eRecruiting Statewide Job Posting and Employment Application Grading System

The need is to provide a one-year contract with the existing vendor to continue housing the job data that is stored in NeoGov and provide this information in a read only format. This information is required to be maintained for historical information as the new HCM solution will only contain new job data.

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

Even though this contract is to allow the State “read-only” access , the State still needs the vendor to provide licensing, support, maintenance, and upgrades, to the eRecruiting Statewide Job Posting and Employment Application Grading System.

Through FY2021, NeoGov software has been utilized for the statewide job posting/employment application grading system. After that time, the new HCM system was put into place as the current statewide job posting/employment application grading system.

This purchase is to continue services with NeoGov to utilize this system as "read only" to maintain the required historical data, since the new HCM system does not yet have the capability to contain this information. DoIT is currently working on an alternate option to store the required information for historical purposes. The historical data is required to be retained to respond to any questions or inquires on prior job information.

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Bulletin Reference Number 23-448DOIT-APP44-B-37315

Requesting Agency/University Department of Innovation and Technology

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 NeoGov software is a proprietary software only provided by this vendor. The required software is not available from another source. To change vendors, or systems, at this time could result in stoppage of services and access that would not be able to be overcome until a new system or solution is put in place. This information is required to be maintained and accessible for historical information, as the new HCM solution will only contain new job data.

The existing legislatively mandated statewide Job Posting/Employment Application Grading system took several years to build and customize into the product that is in service today. The HCM system that is being implemented will take over this responsibility, but will contain none of the historical data. The historical data is required to be retained to respond to any questions or inquires on prior job information.

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:

The NeoGov software is a proprietary software only provided by this vendor. This specific software is provided by the vendor to facilitate the required access to historical information.

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 software in use is proprietary, and attempting a replacement would cause serious disruptions in the state's ability to access the required historical information. The NeoGov software is a proprietary software only provided by this vendor.

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 State has utilized this product, and has worked directly with the vendor, each year when requesting an annual contract to ensure that the most advantageous pricing has been acquired. The pricing has been consistent for the last 6 years of contracts, meaning that the cost has only been increased by approximately 6% total in all those years.

Executing a new contract with the same vendor to support the existing site is of minimal cost (approximately $100,000 per year).

The alternative of rebuilding the entire system from scratch to house the data will take significantly more time, work-hours and funding.

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?

Critical to continually maintain services to which the state is legally bound. The state will not be in compliance with legislative mandates if services are not secured.

Fulfills a legal or contractual commitment of the State of Illinois to its unions or other third parties. If this sole source is not granted, all of this would cease to take place and the State would be uncompliant.

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

This product cannot be eliminated from the environment. This product is stable and performing as expected, and the vendor is responsive to our requests and needs for any support matters. DoIT has implemented the HCM system that will eventually replace NeoGov. The need is to provide a contract with NeoGov to continue housing the job data that is stored in NeoGov and provide this information in a read only format. This information is required to be maintained for historical information as the new HCM solution will only contain new job data. Going to another system for the historical data will drive up cost in implementation and create a sunk cost because HCM will be the permanent solution.

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Bulletin Reference Number 23-448DOIT-APP44-B-37315

Requesting Agency/University Department of Innovation and Technology

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 Jun 12, 2023

Printed Name Lori A. Andrews, CPPB E-mail Address lori.andrews@illinois.gov

Phone Number 217-557-3611

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 Van.Austin@Illinois.Gov

Phone Number 217-524-2733 Date Jun 13, 2023

Printed Name Van Austin

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 217-206-0722 Date 6/14/2023

Printed Name Kassandra Wilkin E-mail Address kassandra.wilkin@illinois.gov

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Bulletin Reference Number 23-448DOIT-APP44-B-37315

Requesting Agency/University Department of Innovation and Technology

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

Project Title NeoGov Annual Maintenance Sole Source

Vendor Governmentjobs.com, Inc. (dba "NEOGOV")

Initial Date of Procurement Bulletin Posting Jun 14, 2023

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

The need is to provide a one-year contract with the existing vendor to continue housing the job data that is stored in NeoGov and provide this information in a read only format. This information is required to be maintained for historical information as the new HCM solution will only contain new job data.

Q2Answer: Even though this contract is to allow the State “read-only” access , the State still needs the vendor to provide licensing, support, maintenance, and upgrades, to the eRecruiting Statewide Job Posting and Employment Application Grading System.

Through FY2021, NeoGov software has been utilized for the statewide job posting/employment application grading system. After that time, the new HCM system was put into place as the current statewide job posting/employment application grading system.

This purchase is to continue services with NeoGov to utilize this system as "read only" to maintain the required historical data, since the new HCM system does not yet have the capability to contain this information. DoIT is currently working on an alternate option to store the required information for historical purposes. The historical data is required to be retained to respond to any questions or inquires on prior job information.

Q3Answer: The NeoGov software is a proprietary software only provided by this vendor. The required software is not available from another source. To change vendors, or systems, at this time could result in stoppage of services and access that would not be able to be overcome until a new system or solution is put in place. This information is required to be maintained and accessible for historical information, as the new HCM solution will only contain new job data.

The existing legislatively mandated statewide Job Posting/Employment Application Grading system took several years to build and customize into the product that is in service today. The HCM system that is being implemented will take over this responsibility, but will contain none of the historical data. The historical data is required to be retained to respond to any questions or inquires on prior job information.

Executing a new contract with the same vendor to support the existing site is of minimal cost (approximately $100,000 per year).

The alternative of rebuilding the entire system from scratch to house the data will take significantly more time, work-hours and funding.

Maintenance and access to this software will be required to be renewed until such time as a project to eliminate the need for this software is put in place and executed.

Q9Answer: Critical to continually maintain services to which the state is legally bound. The state will not be in compliance with legislative mandates if services are not secured.

Fulfills a legal or contractual commitment of the State of Illinois to its unions or other third parties. If this sole source is not granted, all of this would cease to take place and the State would be uncompliant.