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Identification

Reference Number: 22022803
Request ID:12-64192
Date First Offered11/02/2011
Title:DOC Sole Source ICI Dixon Vision Star

Agency Reference Number:DOC001291
Agency:DOC - Corrections
Purchasing Agency:DOC - Corrections
Purchasing Agency SPO:Donna Eychaner; Nancy R King

Status: Closed

Overview

Description and Specifications:
Dixon Correctional Industries is seeking a software support contract for the optical lab at Dixon Correctional Industries. Dixon Correctional Industries is asking for a sole source 5 year contract, with the option of one 5 year renewal. The contracted vendor would be VisionStar LLC. In obtaining a multi year contract, cost for future years would be known and also costs could be held down versus having to go with the going rate for support at that time. I do not believe the cost of software support will be reduced in the future as we become more technical..

Dixon ICI provides eyeglasses to recepients of State Aid, inmates withing the state prison system, and for charitible organizations. These orders need to be processed with accuracy and without unnecessary time delays. Orders have steadily increased over the years and production is at approximately 380,000 orders processed in FY11 and $11,000,000 in sales . Dixon ICI provides prescription eyewear for the department of HFS,IDOC, DJJ, and DHS.

Key Information

Notice Type:Contract Renewal
Published:11/09/2011
Notice Expiration Date:05/10/2017
VisionStar has proprietary rights to this software. There could be no changes to the code by an outside vendor other than Visionstar for the software that runs the lab, these codes are owned by VisionStar. The programmers at VisionStar have extensive and complete knowledge in the internal workings and capabilities of the Lab Management System (LMS) at Dixon. This system is a Unix based system that integrates into a Windows environment. VisionStar has developed this software and has customized it for the needs of Dixon Correctional Industries. The software controls all workings of the laboratory from order entry until shipping. The software controls the following modules. Order entry, inventory, account payable, accounts receivable, data base management, shipping management, production management, and system management. The system in use is very complex in how the modules work together.

It would be in the best interest of the State of Illinois if Dixon Correctional Industries could continue with their long standing relationship with VisionStar. Both entities know the needs of each other and how to obtain the best possible results in the least amount of time. Both parties have worked together to remedy any situations with little or no delays to production. It would be very difficult and time consuming on both Dixon Correctional Industries and a potential new vendor to even get started. They would have to be able to see our setup, evaluate our system, and learn the VisionStar system. This has the potential to cost Dixon Correctional Industries with delays in production and also with the accounting aspect of the optical lab. There would always be the possibility of not being able to remedy a situation, due to not having an extensive knowledge of the LMS.

VisionStar has proprietary rights to work on the software system currently in place at Dixon Correctional Industries. If another vendor were to be chosen for software support, Dixon Correctional Industries would be forced to purchase the software of choosing of vendor awarded the contract. This would cost the State of Illinois a considerable amount of more monies expended. Along with the software required to purchase, there may even be some hardware purchases needed to be made. There would be a learning time involved along with the time needed to integrate a new lab system. This would severely hamper production and lead to delays in getting the prescription eyewear to the proper recipients of such orders.

The following are a few features currently available with VisionStar:

Unlimited access to technical support via telephone and email during in business hours
24/7 emergency support for critical (A faults) problems
24/7 email access to Footprints CRM to submit support issues
Software maintenance (release of new versions, updates, and lens data) is included in SLA monthly fee and
provides the customer with periodic updates, new version releases and enhancements to Vision Star Software.
New releases may contain new features, functionality, program error fixes, and/or industry specific
enhancements.
24/7 web access to www.VisionStarLLC.com for current lens data (technical files) and product information
Access to Professional Services at published daily rate (custom development, consulting, training, onsite
services, etc.)

The service currently being rendered by VisionStar could not be duplicated in its entirety by any other known vendor. With all licenses and rights to modify the software being proprietary to VisionStar, it would be counterproductive to go through this process every year while this software is in use at Dixon Correctional Industries. As stated in the above bullet points, the entire cost involved is not just for support when something goes awry. It is for licensing, new software releases, updates and enhancements to the current programs in use. The cost also includes our licensing for all associated third party software utilized within the Vistar package. In obtaining a multi year contract, cost for future years would be known and also costs could be held down versus having to go with the going rate for support at that time. I do not believe the cost of software support will be reduced in the future as we become more technical.
Professional & Artistic:No
Small Business Set-Aside:No
Does this solicitation contain a BEP or DBE requirement?:No
Does this solicitation contain a Veteran requirement?:
Relevant Category:General Services
Estimated Value
Length of Renewal Term:60
Contract Begin Date:07/01/2012
Contract End Date:06/30/2017
Remaining Renewal Terms:1
Contract Renewal
Sole Source
Cost of Initial Term: (Total Dollar Amount of Initial Term)
Cost of this Renewal: (Total Dollar Amount of Renewal)
Renewal Increase/Decrease:
Change in Specifications:No
Renewal Number: of

Vendor(s) Selected for Award
Vendor NameAmount of Award BEP Goal % DBE Goal %
Vision Star LLC$465,000.000%0%

Notice Contact
Name: Adam Alstott
Street Address:518 Stratton Building
City:Springfield
State:IL
Zip Code:62761
Phone: 217-558-3724
Fax Number:217-553-5588
EMail Address:adam.alstott@illinois.gov

Class Code

Class Codes:E350 EDP; Software Maintenance

NIGP Code

NIGP Commodity/Service Code:920 45 Software Maintenance/Support


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