SSJF Part I JTS v3.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number B-43739

Requesting Agency/University DoIT

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

Department/Bureau/Section: DoIT/ITPO/Telecom Network

Need Identified Date: Feb 22, 2024 Supply/Service Need By Date: Jul 31, 2024

Project Title: HITEC Nextalk/Textnet Sole Source

Vendor: HITEC Group International, Inc. dba HITEC

Provide a description of the supplies or services required:

HITEC provides Nextalk/Textnet Services for the State of Illinois to provide equally effective communication software to provide a secure, private and ADA compliant solution to individuals with disabilities, including hearing and speech impairments.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 117,067.8

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: Aug 1, 2024

Estimated Contract End Date: Jul 31, 2025

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)

Compatibility of Equipment, Accessories, Replacement Parts or Service

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

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Requesting Agency/University DoIT

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 Jan 1, 2008 Dec 31, 2008 110,000 Nextalk/HITEC TTY Services for the disabled CMC720930A Renewal

2 Jan 1, 2009 Dec 31, 2009 109,550 Nextalk/HITEC TTY Services for the disabled CIC9378690 Sole Source

3 Jan 1, 2010 Dec 31, 2010 110,750 Nextalk/HITEC TTY Services for the disabled CIC937869A Renewal

4 Jan 1, 2011 Dec 31, 2011 110,750 Nextalk/HITEC TTY Services for the disabled CIC1568950 Sole Source

5 Jan 1, 2012 Dec 31, 2012 110,750 Nextalk/HITEC TTY Services for the disabled CIC2658740 Sole Source

6 Jan 1, 2013 Dec 31, 2013 110,750 Nextalk/HITEC TTY Services for the disabled CIC3745680 Sole Source

7 Jan 1, 2014 Dec 31, 2014 110,750 Nextalk/HITEC TTY Services for the disabled CIC4829090 Sole Source

8 Jan 1, 2015 Dec 31, 2015 110,750 Nextalk/HITEC TTY Services for the disabled CIC5895070 Sole Source

9 Jan 1, 2017 Dec 31, 2016 110,750 Nextalk/HITEC TTY Services for the disabled CIC6958420 Sole Source

10 Jan 1, 2018 Dec 31, 2017 110,750 Nextalk/HITEC TTY Services for the disabled CIC7996690 Sole Source

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

1/1/18 to 12/31/18 - $110,000 - Nextalk/Hitec services for the disabled - CIC8085510 - Sole Source.

1/1/19 to 12/31/19- $110,000 - Nextalk/Hitec services for the disabled - CIT9608800 - Sole Source.

1/1/20 to 12/31/21- $110,000 - Nextalk/Hitec services for the disabled - CIT1019577 - Sole Source.

2/1/22 to 1/30/23 - $110,000 - Nextalk/Hitec services for the disabled - CIT2025116 - Sole Source.

1/31/23 - 7/31/23 - $55,249.57 - Nextalk/Hitec services for the disabled - CIT3034380 - Small Purchase with Sole Source Conditions 8/2/23 - 7/31/24 - $111,605.00- Nestalk/HITEC services for the disabled - CIT3034380 - Sole Source

Section VI - Business Rationale

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

HITEC provides Nextalk/Textnet Services for the State of Illinois to provide equally effective communication to individuals with disabilities, including hearing and speech impairments. "Equally effective communication" is required of State and local governments through the American with Disabilities Act.

HITEC is the sole Illinois reseller for Nextalk/Textnet services and for the past fifteen years has provided the State with TTY services via a LAN based network terminating on the users PC. An 800 # provided by HITEC is required to place an outside TTY (teletypewriter) call into the HITEC server in Chicago (Burr Ridge), which then is routed to the called agency. Forty-eight 800#'s were initially provided as part of the original installation. As this system continues to grow, more users have been added. We currently have a total of 580 800#'s assigned and 635 users for agencies such as DHS, DES, Secretary of State, Aging, Revenue and others.

DoIT is responsible for procuring the licensing and maintenance of this technology and making it available for use by other agencies.

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Requesting Agency/University DoIT

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

The Americans with Disabilities Act (ADA) requires that Title II entities (State and local governments) communicate effectively with people who have communication disabilities. To provide effective communication DoIT needs a platform which includes 1) a chatbox for texting during calls, 2) a captioning-type program which turns speech into words, and 3) in-person communicators for people with hearing and speech impairments and non-English speakers.

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 ADA requires State governments to communicate effectively with people who have communication difficulties. The State of Illinois has met that requirement for the past 15 years through providing and supporting hundreds of Nextalk/Textnet licenses for agencies throughout the State who interact with Illinois residents. Agencies are currently set up effectively with Next/Textnet services that meet these requirements. In order to continue to provide these Nextalk/Textnet services, DoIT must continue to order through HITEC as they are the only Illinois reseller for this product that is currently established throughout all of Illinois.

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:

HITEC, through the sale of Nextalk/Textnet licenses and support, provides the State with a platform providing the three main objectives: 1) a chatbox for texting during calls, 2) a captioning-type program which turns speech into words, and 3) in-person communicators for people with hearing and speech impairments and non-English speakers.

In order to continue with the platform solution we are currently using to satisfy the ADA requirements, the only option the State of Illinois has is to purchase Nextalk/Textnet is through HITEC as this company is the only Illinois reseller able to provide us with Nextalk/ Textnet products.

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?

HITEC is the only Illinois reseller for Nextalk/Textnet licenses and maintenance. Given that we currently have hundreds of Nextalk/ Textnet services in place in agencies throughout Illinois, it would be cost and time prohibitive to look for a new platform. Initial start up costs were incurred when we initially began using this platform, and if we decide not to continue with this platform, it should be considered at least a year or more in advance, allowing for consideration of time and cost involved in stopping production with this platform and setting up a new system.

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 cost to DoIT has stayed virtually the same over the past 15 years with less than a 2 percent increase from 2008 to 2023. If the rate of inflation had been taken into consideration during this period, there would have been around a 46% increase, making the cost jump from $110,000 to $160,725 during this same time period. This year, because of rising costs, the vendor is asking for a 2% CPI increase taking our price to $117,067.80 which is more than $45,000 less than we would be paying if our pricing had stayed in line with the cost of inflation.

8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?

Yes No

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Requesting Agency/University DoIT

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 we cannot continue to purchase Nextalk/Textnet licenses and maintenance through the only Illinois reseller, HITEC, it would cause the State to be unable to provide effective communication services to people with disabilities, making us non-compliant with the American Disabilities Act. This would not only have a detrimental effect on the millions of Illinois residents who depend on these services, but it would also cause great risk of liability.

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

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Bulletin Reference Number B-43739

Requesting Agency/University DoIT

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 7/2/2024

Printed Name Shelley Pethy E-mail Address shelley.a.pethy@illinois.gov

Phone Number 217-782-5545

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 christopher.brinkmeyer@illinois.gov

Phone Number 217-524-7057 Date Jul 2, 2024

Printed Name Albert Coll by Chris Brinkmeyer

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 217-685-9312 Date Jul 2, 2024

Printed Name Joshua Sergent E-mail Address joshua.sergent@illinois.gov

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Bulletin Reference Number B-43739

Requesting Agency/University DoIT

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

Project Title

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

Sole Source.

1/1/19 to 12/31/19- $110,000 - Nextalk/Hitec services for the disabled - CIT9608800 - Sole Source.

1/1/20 to 12/31/21- $110,000 - Nextalk/Hitec services for the disabled - CIT1019577 - Sole Source.

2/1/22 to 1/30/23 - $110,000 - Nextalk/Hitec services for the disabled - CIT2025116 - Sole Source.

1/31/23 - 7/31/23 - $55,249.57 - Nextalk/Hitec services for the disabled - CIT3034380 - Small Purchase with Sole Source Conditions 8/2/23 - 7/31/24 - $111,605.00- Nestalk/HITEC services for the disabled - CIT3034380 - Sole Source Q1Answer: HITEC provides Nextalk/Textnet Services for the State of Illinois to provide equally effective communication to individuals with disabilities, including hearing and speech impairments. "Equally effective communication" is required of State and local governments through the American with Disabilities Act.

HITEC is the sole Illinois reseller for Nextalk/Textnet services and for the past fifteen years has provided the State with TTY services via a LAN based network terminating on the users PC. An 800 # provided by HITEC is required to place an outside TTY (teletypewriter) call into the HITEC server in Chicago (Burr Ridge), which then is routed to the called agency. Forty-eight 800#'s were initially provided as part of the original installation. As this system continues to grow, more users have been added. We currently have a total of 580 800#'s assigned and 635 users for agencies such as DHS, DES, Secretary of State, Aging, Revenue and others.

DoIT is responsible for procuring the licensing and maintenance of this technology and making it available for use by other agencies.

In order to continue with the platform solution we are currently using to satisfy the ADA requirements, the only option the State of Illinois has is to purchase Nextalk/Textnet is through HITEC as this company is the only Illinois reseller able to provide us with Nextalk/Textnet products.