SSJF Traffic Counters B38082 part 1.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 6

Bulletin Reference Number 24-494DOT-FINAD-B-38082

Requesting Agency/University Illinois Department of Transportation

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

Department/Bureau/Section: IDOT/Programming/Data Management

Need Identified Date: May 11, 2023 Supply/Service Need By Date: Aug 1, 2023

Project Title: IRD TRS Traffic Counters

Vendor: International Road Dynamics (IRD)

Provide a description of the supplies or services required: TRS 16Loop/8 Piezo/Loop & Piezo Input Cables and Cell Modem Cables

Value: Estimated Value of Initial Term, this Change Order or Amendment: 349,200

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

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

Version 7.01 Page 2 of 6

Bulletin Reference Number 24-494DOT-FINAD-B-38082

Requesting Agency/University Illinois Department of Transportation

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 16, 2008 Jan 22, 2008 4,591.3 #3 IRD TRS Counters FPA 316681 Small Purchase

2 Jan 28, 2009 Feb 11, 2009 3,765.76 #3 IRD TRS Counters FPA 372322 Small Purchase

3 Sep 23, 2010 Oct 18, 2010 4,969.4 #3 IRD TRS Counters FPA ?????? Small Purchase

4 Feb 9, 2012 Apr 24, 2012 27,250 #50 IRD TRS Counter Boards #PSD3533581 Small Purchase

5 Sep 11, 2012 Dec 12, 2012 27,268.75 #50 IRD TRS Counter Boards #PSD3543624 Small Purchase

6 Oct 29, 2013 Nov 8, 2013 4,068.31 #2 IRD TRS Counters FPA 599964 Small Purchase

7 Sep 16, 2014 Sep 26, 2014 13,820 #8 IRD TRS Counters SBSAP Waiver Reques Small Purchase

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

My records go back to 1997 so original IRD TRS Counters must have purchased prior to that year.

Section VI - Business Rationale

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

The Illinois Department of Transportation maintains an extensive Traffic Monitoring Program to collect traffic data on roadways throughout the State. The traffic data is part of the FHWA (Federal Highway Administration) requirements for traffic and VMT (Vehicle Miles Traveled) data that is submitted to FHWA via the HPMS (Highway Performance Monitoring System) system. The Traffic data from the HPMS system is used in the analysis of highway system condition, performance, and investment needs that make up the biennial Condition and Performance Reports to Congress. The traffic data submitted has a direct relationship to authorization and appropriation legislation of federal highway funds back to the States. It is imperative that IDOT replace and update it's current inventory of IRD brand, TRS model continuous count site traffic counters. Most of the existing counters have been in service for close to 20 years and have begun to fail. This potential loss of continuous count traffic data jeopardizes the annual traffic counting program by the loss of data used to calculate the seasonal and day of week factors which are used to convert raw traffic counts into AADT's. This would prevent Illinois from meeting its federal requirement of submitting AVMT derived from AADT's all across the state.

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

• The intent is to replace all existing, outdated and failing units with new units of the same brand so they are compatible with existing wiring, components and software. The specifications shown below match the existing and proposed counters.

• Rugged case, water and insect resistant

• Individual replaceable cards for loop, piezo, cpu

• 2mb on board memory

• Interfaces with existing cabinet wiring and comm equipment, very important

• Upgraded direct replacement for the current counters with no infrastructure changes needed at the sites

• Uses current software and files are already set up for our IDOT MS2 website to accept and process the data

• Will count up to 8 lanes of class data with a loop/ piezo configuration

• USB port for updating firmware and data retrieval

• Serial port for comm interface

• Illinois based support and repair facility

• 115200 baud rate on data transfer

Version 7.01 Page 3 of 6

Bulletin Reference Number 24-494DOT-FINAD-B-38082

Requesting Agency/University Illinois Department of Transportation

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?

This is a replacement of existing equipment that is already connected to a wireless modem with an existing account with Verizon – that connects to the sensor wiring already installed inside the pavement. There are 120 of these locations throughout the state. These sensors are connected to IRD TRS traffic counters programmed to retrieve the data for upload to IDOT offices via cellular modems. The IRD software used is already programmed to be compatible with IDOT's download processes and for upload into IDOT's MS2 webhosting site that houses IDOT's traffic count data. The IRD software used is proprietary.

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:

An extensive search revealed only one other vendor that produces a traffic counter similar to the IRD TRS counter, however it doesn't meet many of the required specifications. That vendor is Oriux. Our required specifications allow us to simply replace our old outdated IRD counters with new, more efficient IRD models. All infrastructure remains in place as it already is compatible with IRD counters. If a contract is awarded to different vendor such as Oriux, the counters will not meet all of the required specifications and would also require costly upgrades such as new cabling, new software and licensing, changes to download procedures, etc. The IRD TRS traffic counter is the only product available that meets the criteria. IRD TRS traffic counters cannot be purchased through any resellers and are only available for purchase through IRD. To summarize, replacing existing IRD counters with new ones is simply upgrading existing equipment with no other changes needed for infrastructure. Purchasing counters from a different vendor will not meet all specifications and will involve a major rebuild of infrastructure. So other solutions out there will not work with the existing system that is already in place.

IRD TRS counter:

• Rugged case

• Water and bug resistant case

• Individual replaceable cards for loop, piezo, cpu cards…makes onsite repairs possible

• WE Currently have a supply of spare parts on hand for repairs

• We can and do most repairs in house with only the worst cases having to go back to the factory for repairs

• 2mb on board memory

• Interfaces with existing cabinet wiring and comm equipment

• Upgraded direct replacement for the current counters with no infrastructure changes needed at the sites

• Uses current software and files are already set for MS2 to accept and process them

• Will do 8 lane class with a loop/ piezo config

• Usb port for updating firmware and data retrieval

• Serial port for comm interface with 115200 baud standard

• Illinois based support and repair facility’s

• 115200 baud rate on data transfer

• Display and keypad built in for direct programming and monitoring

ORIUX ADR 2000 Plus:

• Rugged case

• Water and bug resistant

• NO replaceable cards without disassembly….adding time and dangers for on site repair

• Would need to purchase additional units for spare parts inventory

• Company does not allow our staff to do repairs on the units….all repairs would have to go to them increasing site down time

• 1mb memory( optional sd card socket)

• Does not interface with existing cabinet wiring( all new wiring harnesses will be required and every site would have to be completely redone) This would add substantial cost to the update of the sites

• Totally different software to program and to download data – should be able to import to MS2 but might incur a charge for the file format change

• Will do 8 lane class with loop/ piezo config

• No usb port for updating data retrieval or updating

• Company based in Texas

• Baud rate is 19200….max this will substantially slow data retrieval….optional second comm port available with high speeds

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

Version 7.01 Page 4 of 6

Bulletin Reference Number 24-494DOT-FINAD-B-38082

Requesting Agency/University Illinois Department of Transportation

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

Having 120 continuous count traffic sites throughout the state already in place with sensors buried within the existing pavement, it would be cost prohibitive to consider an alternative way to obtain the data needed. The most cost friendly option is to replace the existing counters with the same brand of updated counters which is the easiest and least expensive way to continue gathering continuous count traffic data throughout the state. Pursuit of any other counter would result in increased costs to potentially replace wiring in road, and equipment that connects to the Counter in the cabinets. Other solutions would require major changes to existing equipment already in place. The state of Indiana just awarded IRD $1.9M for a contract to replace part of their OLD system with the new virtual system. IDOT is not in the position to upgrade at this time.

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?

IDOT has had a relationship with IRD for over 20 years, dating back to the initial purchase of the TRS traffic counters. At that time, there were 2 main reasons IRD was selected. The first being their equipment was easier to use than the competitors at the time and the second reason was they were roughly half the cost of the competition. Today there are few products available for this type of traffic counting as the industry has moved toward more non- intrusive methods of counting such as video and radar applications which are more expensive and incompatible with our existing systems already in place. IRD still provides repair support and replacement parts for the existing counters but due to the age of the counters, parts are hard to find as the old equipment is being replaced by new, better versions.

There have been no contracts since 2014; however IRD has provided parts and repair services numerous times that we have paid for under the JPMC CMS contract each year (nothing has been purchased per BidBuy since going live). So they provide support through repair services and parts replacements.

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:

Yes in the fact the IRD would become the source for repairs and parts if needed, however they are already supporting IDOT in that capacity with our existing counting equipment.

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?

In order for the Department to continue providing AADT and AVMT data to FHWA, IDOT and the general public, the continued operation of our IRD brand TRS model continuous count traffic counters is imperative. Without these traffic counters, the Department will be unable to fulfill their legal obligation to submit AADT and AVMT data to FHWA. In addition, without these counters IDOT will be unable to develop the current traffic data that is used by the Department to develop the Highway Improvement Program and safety analysis would not be available. It is crucial that IDOT replace it's current inventory of IRD brand TRS model continuous count traffic counters so that the expiring inventory of continuous count traffic sites can be kept operational.

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

IRD brand, TRS model traffic counters are the only traffic counter available that can meet the required specifications needed to be compatible with IDOT's existing continuous count traffic data upload processes. It is seamlessly interchangeable with the existing inventory of counters which would eliminate down time of data procurement. These counters are not available through any resellers and can only be purchased directly from IRD thus the reason for the sole source request.

Version 7.01 Page 5 of 6

Bulletin Reference Number 24-494DOT-FINAD-B-38082

Requesting Agency/University Illinois Department of Transportation

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 28, 2023

Printed Name Megan Seitzinger E-mail Address megan.seitzinger@illinois.gov

Phone Number 217-782-5360

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 megan.seitzinger@illinois.gov

Phone Number 217-782-5360 Date Aug 28, 2023

Printed Name Megan Seitzinger

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 217-341-7708 Date

Printed Name David Papp E-mail Address David.Papp@Illinois.gov

Version 7.01 Page 6 of 6

Bulletin Reference Number 24-494DOT-FINAD-B-38082

Requesting Agency/University Illinois Department of Transportation

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

Project Title IRD TRS Traffic Counters

Vendor International Road Dynamics (IRD)

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

throughout the State. The traffic data is part of the FHWA (Federal Highway Administration) requirements for traffic and VMT (Vehicle Miles Traveled) data that is submitted to FHWA via the HPMS (Highway Performance Monitoring System) system. The Traffic data from the HPMS system is used in the analysis of highway system condition, performance, and investment needs that make up the biennial Condition and Performance Reports to Congress. The traffic data submitted has a direct relationship to authorization and appropriation legislation of federal highway funds back to the States. It is imperative that IDOT replace and update it's current inventory of IRD brand, TRS model continuous count site traffic counters. Most of the existing counters have been in service for close to 20 years and have begun to fail. This potential loss of continuous count traffic data jeopardizes the annual traffic counting program by the loss of data used to calculate the seasonal and day of week factors which are used to convert raw traffic counts into AADT's. This would prevent Illinois from meeting its federal requirement of submitting AVMT derived from AADT's all across the state.

Q2Answer: • The intent is to replace all existing, outdated and failing units with new units of the same brand so they are compatible with existing wiring, components and software. The specifications shown below match the existing and proposed counters.

• Rugged case, water and insect resistant

• Individual replaceable cards for loop, piezo, cpu

• 2mb on board memory

• Interfaces with existing cabinet wiring and comm equipment, very important

• Upgraded direct replacement for the current counters with no infrastructure changes needed at the sites

• Uses current software and files are already set up for our IDOT MS2 website to accept and process the data

• Will count up to 8 lanes of class data with a loop/ piezo configuration

• USB port for updating firmware and data retrieval

• Serial port for comm interface

• Illinois based support and repair facility

• 115200 baud rate on data transfer

IRD TRS counter:

• Rugged case

• Water and bug resistant case

• Individual replaceable cards for loop, piezo, cpu cards…makes onsite repairs possible

• WE Currently have a supply of spare parts on hand for repairs

• We can and do most repairs in house with only the worst cases having to go back to the factory for repairs

• 2mb on board memory

• Interfaces with existing cabinet wiring and comm equipment

• Upgraded direct replacement for the current counters with no infrastructure changes needed at the sites

• Uses current software and files are already set for MS2 to accept and process them

• Will do 8 lane class with a loop/ piezo config

• Usb port for updating firmware and data retrieval

• Serial port for comm interface with 115200 baud standard

• Illinois based support and repair facility’s

• 115200 baud rate on data transfer

• Display and keypad built in for direct programming and monitoring

ORIUX ADR 2000 Plus:

• Rugged case

• Water and bug resistant

• NO replaceable cards without disassembly….adding time and dangers for on site repair

• Would need to purchase additional units for spare parts inventory

• Company does not allow our staff to do repairs on the units….all repairs would have to go to them increasing site down time

• 1mb memory( optional sd card socket)

• Does not interface with existing cabinet wiring( all new wiring harnesses will be required and every site would have to be completely redone) This would add substantial cost to the update of the sites

• Totally different software to program and to download data – should be able to import to MS2 but might incur a charge for the file format change

• Will do 8 lane class with loop/ piezo config

• No usb port for updating data retrieval or updating

• Company based in Texas

• Baud rate is 19200….max this will substantially slow data retrieval….optional second comm port available with high speeds

There have been no contracts since 2014; however IRD has provided parts and repair services numerous times that we have paid for under the JPMC CMS contract each year (nothing has been purchased per BidBuy since going live). So they provide support through repair services and parts replacements.

analysis would not be available. It is crucial that IDOT replace it's current inventory of IRD brand TRS model continuous count traffic counters so that the expiring inventory of continuous count traffic sites can be kept operational.