FY 22 - DHS - sole source multi-year OBS - r&m sorter equipment and software

The Illinois Department of Human Services (IDHS) is seeking a sole source contract with Fluence Automation, LLC for the repair and maintenance of the department's mail processing unit pre-sort equipment, specifically the Criterion IV Sorter and the newly purchased Apex Sorter. The contract will cover all required repairs, software installations, and monthly preventative maintenance for a one-year term with six optional 12-month renewals, at a total cost of $121,308.00. Fluence Automation is the sole source provider for this proprietary equipment, and no other vendors have the necessary expertise or authorization to service it. Without this contract, the new Apex Sorter will be left without maintenance support, severely impacting IDHS's ability to complete mandated mailings in a timely and cost-effective manner. The current agreement only covers the Criterion IV Sorter, which has slower sorting speeds. Losing the Apex Sorter would lead to increased postage costs and fees, potentially eliminating over $2 million in annual pre-sort savings.

This sole source procurement is open only to Fluence Automation, as the original equipment manufacturer, and the hearing on this contract will be canceled unless an interested party submits written comments or requests a public hearing by June 25, 2021 at 4 p.m. The current incumbent provider is not specified. The contract value of $121,308.00 is considered fair and reasonable, as IDHS contacted the vendor to confirm this was the best price available, including through cooperative purchasing agreements.