Reference Number: 22040790
Request ID:17-106698
Date First Offered07/05/2017
Title:Emergency - Scanning automation for pesticide program

Agency Reference Number:1780
Agency:AGR - Agriculture
Purchasing Agency:AGR - Agriculture
Purchasing Agency SPO:JOHN DEMIEN; alyson moore

Status: Closed


Description and Specifications:
The Illinois Department of Agriculture is conducting an emergency procurement for scanning customization for the pesticide licensing, certification, and registration program. The Department conducted a sole source procurement with Computer Aid, Inc. to purchase the pesticide module of USA Plants to allow for the regulatory change that licenses would be issued for three years versus each year. It was discovered that the Department owns scanning software and that Computer Aid could customize the module so that data capture of score sheets would be possible. The Department had been using specialized Scantron scanners which required Scantron forms be used for testing. Those scanners are not able to capture data and documents must be scanned once at the test site and then again at Headquarters. Additionally, demographic data from the forms must be manually entered into the database. The customization will save the Department conservatively $125,000 per year in employee time and travel costs. The Department is on a very strict timeline to have the system tested and ready to issue three year licenses by November 1st. The customization for scanning must be done before the final phases can be completed.

Emergency Purchase Affidavit is provided by attachment.

These emergency services are being procured in accordance with 30 ILCS 500/20-30.

Key Information

Notice Type:Emergency Procurement

Notice Expiration Date:01/16/2018
The opportunity to integrate into the USA Plants (pesticide module) the capability of scanning in bubble forms containing demographic information and individual's answer sheets. This will save considerable personnel hours (dollars) and travel costs.
Emergency Justification:1. Federal Fund Loss: The Department obtained additional federal funds as a supplemental project through the Federal Insecticide, Fungicide, and Rodenticide Act (FIFRA) agreement with USEPA to assist financially with the change to a three year licensing schedule. If the costs aren’t incurred by 9/30/17, those funds will be forfeited.
2. Serious Disruption to Critical State Services: The pesticide licensing, certification and registration program licenses approximately 37,000 individuals and companies that apply pesticides. If the change to the three year licensing system is not complete, approximately 2/3rds of the licensees will not receive new two and three year licenses. This is due to the fact that the current system can only generate one year licenses (which will be issued for 1/3rd of the licensees as the transition to three year licenses occurs). Those licensees without valid licenses would be unable to provide services legally and that could result in job losses.
Accordance with Admin Rule:Immediate action necessary to avoid loss of federal or donated funds, Minimize serious disruption to critical state services that affect health, safety, or collection of substantial state revenues

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?:No

Relevant Category:General Services

Total Amount of Award:$108,000.00 (Total Dollar Value Only/Includes Any Renewal Options)
Estimated/Actual Value Description:estimated
Length of Initial Term:3
Contract Begin Date:07/05/2017
Contract End Date:10/02/2017
Renewal Terms:0


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

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

Vendor(s) Selected for Award
Vendor NameAmount of Award BEP Goal % DBE Goal %
Computer Aid, Inc.$108,000.000%0%

Notice Contact
Name: Laurie Leuenberger
Street Address:801 E. Sangamon Ave.
Zip Code:62702
Phone: 217-785-5560
Fax Number:217-785-2786

Class Code

Class Codes:


NIGP Commodity/Service Code:918 29 Computer Software Consulting
920 45 Software Maintenance/Support


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