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Identification

Reference Number: 22018098
Request ID:
Date First Offered11/16/2009
Title:CMS - IWIN Middleware Sole Source Contract 18 months

Agency Reference Number:10-47393
Agency:CMS - Central Management Services
Purchasing Agency:CMS - Central Management Services
Purchasing Agency SPO:Gwyn Gurgens

Status: Closed

Overview

Description and Specifications:
The Illinois Department of Central Management Services is giving notice of intent to award a contract to Motorola for the PMDC Middleware IWIN contract for 18 months to allow sufficient time to post the new RFP evaluate proposals, select the vendor and negotiate the contract. Once the new contract is executed it is anticipated transition to the new solution (regardless if it is a complete conversion or simply an upgrade) will require a minimum of 9-12 months. This is due to the volume of devices which will be impacted by the new solution.

Motorola's middleware software enables Illinois State Police, Department of Corrections, and the local municipalities to communicate via the Illinois Wireless Information Network (IWIN). IWIN users can transmit and receive data using standard internet protocol on the IWIN capable laptop or portable computer. There are over 3700 copies of the IWIN client software being utilized by our users.

The Premier MDC software allows data from the mobile users to be digitized, encrypted and compressed. This allows IWIN to provide authentication and two levels of encryption to ensure that all transmissions over the network are safe and secure. This in turn improves field operations and interagency communications, enhances personnel safety, improves management effectiveness, and minimizes radio channel congestion.

Key Information

Notice Type:Sole Economically Feasible Source
Notice Stage:
<Select Notice Stage>

Published:11/16/2009
Notice Expiration Date:11/30/2009
Sole Source Only Justification:The Purchasing Agency has considered and provided a response to each of the following Justification Inquiries to show why the selected vendor is sole or sole economically feasible source.


1. If Sole Source: Provide a general explanation why this is the only vendor that can provide the supply or service to meet the agency’s needs.

Motorola's middleware software enables Illinois State Police, Department of Corrections, and the local municipalities to communicate via the Illinois Wireless Information Network (IWIN). IWIN users can transmit and receive data using standard internet protocol on the IWIN capable laptop or portable computer. The PMDC middleware software allows data from the mobile users to be digitized, encrypted and compressed. This allows IWIN to provide authentication and two levels of encryption to ensure that all transmissions over the network are safe and secure. This in turn improves field operations and interagency communications, enhances personnel safety, improves management effectiveness, and minimizes radio channel congestion. There are over 3700 copies of the IWIN client software being utilized by our users.
A request for proposal (RFP) to replace the IWIN middleware solution is in process (refer to PBC 46069). Extending contract CMCT040023 with Motorola will ensure the State is able to maintain existing IWIN communications service while a contract for a new solution can be awarded and the solution implemented. CMS, Bureau of Communication & Computer Services (BCCS) anticipates the transition to a new solution will require 9-12 months.

2. Describe what is unique about the needed supply or service to justify a sole source purchase.

The Motorola PMDC middleware software provides the functionality needed to ensure safe and secure transmission of data over Illinois’ network. Without this functionality communication between State Police, Department of Corrections, local municipalities and others would be lost. CMS has no other means of providing this functionality until a new solution can be procured and implemented.

A RFP has been initiated for a new mobile data transmission software. CMS is hopeful the RFP can be issued, proposals evaluated and a contract awarded and executed by early June, 2010. This will allow nearly 12 months to design, implement, and test the new solution as well as train technicians and users.


3. Are there statutory or regulatory requirements that preclude or limit the ability to use a competitive method of source selection?

No, CMS is simply seeking to establish a sole economically feasible contract to allow sufficient time to publish the pending RFP and execute a contract for a new mobile data transmission solution. The RFP has been initiated (refer to PBC 46069) and is pending SPO approval to post.

4. Describe the market research conducted to support the sole source determination. List the name and contact person of each company contacted and their response.

No research was performed for this procurement

5. What competing supplies or services were considered and why were they not an acceptable alternative?

No other service was considered. BCCS is seeking to extend the end date of an existing contract to ensure existing service is maintained and to allow sufficient time to publish the pending RFP and execute a contract for a new mobile data transmission solution. The RFP has been initiated (refer to PBC 46069).

6. Could the agency’s need be reasonably modified to allow for competition?

The Motorola PMDC middleware software provides the functionality needed to ensure safe and secure transmission of data over Illinois’ network. Without this functionality communication between State Police, Department of Corrections, local municipalities and others would be lost. CMS has no other means of providing this functionality until a new solution can be procured and implemented.

7. Explain why the price proposed is reasonable and how this was determined (e.g., past price history, current price catalogs, other entity contracts).

CMS, BCCS is seeking to extend the end date of contract CMCT040023. The current terms and conditions will remain in effect.

8. Explain what was done to obtain the lowest price from this vendor.

The current terms and conditions of the contract will remain in effect.

9. Was this supply or service purchased in the past and if so what was the method of source selection? If competitively procured, why can’t that method be used today?

Contract CMCT040023 with Motorola, was executed 9/18/2003 as a result of an RFP. The original term expired 8/31/2006, and included three 1-year renewal options (posting notice 22004942).
Renewal 1 of 3 was executed via PBC20226, 9/1/2006 - 8/31/2007, for $232,600.00 (posting notice 22011503)
Renewal 2 of 3 was executed via PBC27069, 9/1/2007 - 8/31/2008, for $240,000.00 (posting notice 22013113)
Renewal 3 of 3 was executed via PBC35603, 9/1/2008 - 8/31/2009, for $232,000.00 (posting notice 22015672)
90 extension was executed via PBC40761, 9/1/2009 - 11/30/2009, for $59,000.00 ($19,667.00 p/month)


10. If this request is approved, will the State be effectively bound to use this vendor for follow-on procurements (and if so describe)?

If the pending RFP cannot be posted, evaluated, awarded and a new contract executed by June, 2010, it is possible another sole source amendment will be needed to again extend the end date of contract CMCT040023. BCCS anticipates 9-12 months will be needed to adequately design, implement and test the new solution and train the several thousand technicians and users. The existing mobile communications service must be maintained until transition to the new solution is complete.


11. Describe the impact on the agency if the request is denied and the procurement must be competitively procured.

Failure to execute this contract would result in lost communication between State Police, Department of Corrections, local municipalities and others, exposing first responders, emergency workers and Illinois citizens to dangerous and potentially life-threatening circumstances.

BCCS and the State do not have alternative means of providing this functionality. The Premier MDC software is the only available option to digitize, encrypt and compress data from mobile users.
Accordance with Admin Rule:Compatibility of equipment, accessory, parts, or service is paramount consideration

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:Telecom

Total Amount of Award:$354,000.00 (Total Dollar Value Only/Includes Any Renewal Options)
Estimated/Actual Value Description:This is estimated based on the last four fiscal years.
Length of Initial Term:18
Contract Begin Date:12/01/2009
Contract End Date:05/31/2011
Renewal Terms:0

Bidder(s)


Number of Responding Bidders:1
Number of Unsuccessful Bidders:0
Total Number Awarded:1

Listing of All Bidders/Offerors Considered But Not Selected:
N/A
Source Selection:N/A

Vendor(s) Selected for Award
Vendor NameAmount of Award BEP Goal % DBE Goal %
Motorola, Inc.$354,000.00

Notice Contact
Name: Tiffany Power
Street Address:401 S. Spring Street
Room 516 Stratton Office Bldg.
City:Springfield
State:IL
Zip Code:62706
Phone: 217-557-8250
Fax Number:217-782-5187
EMail Address:tiffany.power@illinois.gov

Class Code

Class Codes:T100 Telecommunications

NIGP Code

NIGP Commodity/Service Code:


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