SSJF R-331987 IDMA Normal Building Automation System Upgrades - Part 1 Signed.pdf

Sole Source Justification Form

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Bulletin Reference Number R331987

Requesting Agency/University Military Affairs

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

Department/Bureau/Section: Department of Military Affairs/ILARNG

Need Identified Date: Dec 1, 2025 Supply/Service Need By Date: Aug 1, 2026

Project Title: Normal Readiness Center Building Automation System (BAS) Upgrade and Technical Support Program (TSP)

Vendor: ENTEC Services, Inc.

Provide a description of the supplies or services required:

Upgrade and repairs of Building Automation System (BAS) controlling HVAC throughout the Normal, IL ILARNG Facility. Includes phased BAS component upgrades and a 4-year Technical Support Program (TSP) for BAS support, software subscription renewal, phone support, scheduled site visits, training, diagnostics, backups, server maintenance, reduced hourly service rates, discounted parts/materials, and priority service.

Value: Estimated Value of Initial Term, this Change Order or Amendment: 357,403

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, 2026

Estimated Contract End Date: 7/31/2030

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

If yes, provide a detailed justification including any economic benefit received for agreeing to a multi-year term:

DMA is requesting a four-year term so the phased BAS upgrades and the related Technical Support Program can be administered under one continuous agreement. The multi-year term will provide uninterrupted software subscription renewals, technical support, scheduled site visits, diagnostics, backups, server maintenance, training, reduced service rates, discounted parts and materials, and priority service throughout the upgrade period. The multi-year term also provides benefits such as: • Delta enteliWEB Annual Software Subscription Renewal. • 8 hours Phone Support. • (2) half-day visits scheduled each agreement year. Scheduling dates will be at the customer’s discretion. • Training on the Building Automation System. • Diagnosis of issues via phone or on scheduled site visits.

Functional testing of system components. • Software system backups and server maintenance. • Reduced hourly rate for billable work outside of the agreement ($170 non-agreement rate -> $150 agreement rate.) • Discounted parts and material sales – 50% off list price.

• Priority in the ENTEC service queue. Response time to agreement customers is prioritized over nonagreement customers. It will also avoid the administrative burden and potential additional costs associated with establishing separate annual contracts and renewing or reactivating licensing and support between phases.

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Bulletin Reference Number R331987

Requesting Agency/University Military Affairs

Section III - Funding Source Select the type of funding to be used (Check all that apply): State Appropriate Funds Federal Funds Other (Explain):

Facility is state owned but federally supported.

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

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

Software License/Upgrade/Maintenance

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

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

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 02/11/2021 Jun 30, 2021 6,313.14 Variable Frequency Drive Replacement, HVAC BAS 21-466MIL-ARNFF-P-2 Small Purchase

2 03/11/2022 06/10/2022 3,773.26 BAS Starter contactors and incoming water temp sensor rreplacement 22-466MIL-PROCU-P- Small Purchase

3 Aug 29, 2023 06/30/2024 5,695 BAS software and Hardware upgrade 24-466MIL-ARNFF-P-5 Small Purchase

4 01/12/2024 04/30/2024 3,395 BAS Signal and heat exchanger maintenance 24-466MIL-ARNFF-P-6 Small Purchase

5 08/06/2025 11/30/2025 8,217 BAS Repair and Testing 26-466MIL-ARNFF-P-8 Small Purchase

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

Agency BidBuy records date back to 2018. No additional services have been used since 11/2025 when this upgrade/maintenance request process began. During this period, facility staff have kept the BAS operational using existing system access and internal resources, addressing issues as they arise. This has been a temporary and increasingly difficult approach and is not a sustainable substitute for proper technical support and system upgrades.

Section VI - Business Rationale

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Bulletin Reference Number R331987

Requesting Agency/University Military Affairs

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

The Normal Readiness Center relies on Building Automation Systems (BAS) to automate, monitor, and control HVAC equipment serving the facility. The facility currently operates with two BAS platforms. One BAS serves the geothermal central plant and was placed into service in 2018. The second BAS serves the remainder of the facility HVAC equipment and was placed into service in 2014 when the facility was built. The 2014 legacy BAS is outdated and no longer supported by its manufacturer as of January 2022. Operating two BAS platforms is cumbersome for the end user, creates unnecessary life-cycle costs, and increases the risk of HVAC control failures, inefficient utility usage, inconsistent climate control, and operational disruption. The requested procurement will upgrade the unsupported legacy BAS components, integrate the facility HVAC equipment into the ENTEC-supported BAS platform, and provide related technical support needed to maintain the upgraded BAS system.

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

The required solution must upgrade and integrate the unsupported legacy BAS components into the existing supported BAS platform at the Normal Readiness Center. The updated ENTEC proposal provides a four-phase upgrade: Phase 1 - Panel 3, ERU-1, KMU-1, operator workstation, and hydronic system cleaning ($68,000); Phase 2 - Panel 2/AHU-2 and Panel 1/AHU-1 controls upgrade, plus 20 control device upgrades ($71,150); Phase 3 - 20 additional control device upgrades ($86,000); and Phase 4 - 31 additional control device upgrades ($99,850). The upgrade includes removal/disposal of legacy components, ethernet-based communication/network components, compatible sensing devices and controls, BACnet/VFD integration, software updates, operator interface support, and related hydronic system cleaning. The TSP includes Delta enteliWEB annual software subscription renewal, phone support, scheduled site visits, BAS training, diagnostics, backups, server maintenance, reduced hourly rates, discounted parts/materials, and priority service.

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 requested services are tied to the existing ENTEC-supported BAS platform at the Normal Readiness Center. The geothermal central plant BAS was engineered, designed, installed, and commissioned by ENTEC Services and was enhanced in 2024 with a cellular router to allow ENTEC to provide remote system support. The proposed work is not a stand-alone purchase of generic HVAC controls; it is an upgrade and extension of the existing BAS platform supported exclusively by ENTEC. The unsupported 2014 BAS controls the remainder of the facility HVAC equipment and must be upgraded/integrated with the supported BAS. Based on the end user/vendor information provided, the existing BAS includes ENTEC control programming and ENTEC-specific support capability. Using ENTEC is the only known economically feasible approach to upgrade and integrate the existing systems without replacing the entire BAS infrastructure or introducing significant compatibility, programming, warranty/support, and operational risk.

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 unique factors supporting ENTEC include: (1) ENTEC engineered, designed, installed, and commissioned the geothermal central plant BAS placed into service in 2018; (2) ENTEC currently provides remote support through a cellular router added in 2024; (3) the proposed upgrade extends the existing supported ENTEC BAS platform rather than replacing the entire BAS; (4) the second BAS was placed into service in 2014 and is no longer supported by its manufacturer as of January 2022; (5) the facility includes approximately 46 VAV terminal units, 5 fan-powered box terminal units, 5 computer room units, 3 unit heaters, 5 cabinet unit heaters, multiple AHUs/ ERU/KMU, VFD integrations, and exhaust fans that require coordinated BAS integration; and (6) a complete replacement approach is expected to be substantially more costly and disruptive. The proposal identifies a four-phase upgrade totaling $325,000 and a related 4-year Technical Support Program (TSP) totaling $27,403.

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?

Current system is proprietary to ENTEC. Only other option is complete replacement (too costly and needs completed in a timely manner).

6. Are there resellers or distributors?

Yes No N/A

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Bulletin Reference Number R331987

Requesting Agency/University Military Affairs

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?

Military Facility Officer and Federal Facility Operations Program Manager has worked with several vendors in this trade and are knowledgeable of current associated rates. They then worked with proprietary vendor (ENTEC) to ensure the agency obtains the best price available. Under the Technical Support Program (TSP) agreement, the agency will be charged $150/hr labor versus the non-maintenance agreement rate of $170/hr. Annual agreement costs will increase 3.5% each year for economic adjustments. Only other option is to completely replace current BAS which is substantially more expensive. Repair/upgrade current system can be completed much cheaper and expedited quickly. Additionally, the system contains control programming that is proprietary to ENTEC Services.

CDB has delegated this back to the agency. The required performance bond is 10% of the $325,000 BAS upgrade value. The bond is a contract-security requirement and is not additional vendor compensation; however, the estimated value of the premium ($5,000) is included in the reported value of the potential contract. The four-year Technical Support Program is not subject to the performance-bond requirement.

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

Yes No

8a. If yes, please provide details regarding future obligations and/or needs:

This does not change current status of using ENTEC. System is currently proprietary to ENTEC. This purchase does obligate the state/ fed to use ENTEC for future repairs but no additional expenses such as licensing is required (only repair and maintenance).

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?

Using ENTEC reduces the overall cost to the state/federal government. The only other option is to completely replace current BAS which is substantially more expensive ranging $500k to well over $1M for the 56000+ sq ft facility. Repair/upgrade current system can be completed economically and expedited quickly. Additionally, the system contains control programming that is proprietary to ENTEC Services.

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

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Bulletin Reference Number R331987

Requesting Agency/University Military Affairs

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 Aug 20, 2026

Printed Name Donna (Suzy) Weatherly E-mail Address donna.weatherly@illinois.gov

Phone Number 217-761-3825

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 Leesa.Seitz@illinois.gov

Phone Number 217.761.3800 Date Aug 20, 2026

Printed Name Leesa Seitz

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) 970-0284 Date Aug 24, 2026

Printed Name Adam Aldridge E-mail Address adam.aldridge@illinois.gov

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Bulletin Reference Number R331987

Requesting Agency/University Military Affairs

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

Project Title Normal Readiness Center Building Automation System (BAS) Upgrade and Technical Support Program (TSP)

Vendor ENTEC Services, Inc.

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