Reference Number: 22042614
Request ID:18-109529
Date First Offered06/05/2018
Title:FY19 Imaging Expansion & Enhancements to Fairfax Quick Module 5.0

Agency Reference Number:18-109529 / CSD 10213
Agency:REV - Revenue
Purchasing Agency:REV - Revenue
Purchasing Agency SPO:Jenny Shourd

Status: Closed


Description and Specifications:
Request to procure professional consulting services to assist in designing, programming, and implementing additional software modules for the existing Fairfax Imaging Quick Module 5 (QM5) software system. The QM5 is used for the Agency's imaging and Check21 payment processes.
Activating the enhance modules will allow for greater functionality to process tax forms, electronically deposited checks, and will replace outdated legacy data entry processes.
The Agency currently owns the Quick Module 5.0 software suite from Fairfax; and activating enhanced modules will reduce current outsourcing cost by processing tax forms in-house and reduce the number of manual hours required to enter data. In addition, the paper retention and storage cost will be deceased.
The contract will established with Fairfax Imaging to provide the design and custom implantation of the QM 5.0 imaging component into production for the Agency's staff.
The implementation will include:
- Install and configure of three (3) additional QM 5.0 Modules
> Quick Encryption
> Quick Workflow Monitor
> Quick Web
- Implement electronic processes fro selected taxpayer forms
- Implement data transfer process to GenTax - Revenue's Tax Processing System
- Migrate current data entry processes to QM 5.0
- Provide interface for unlimited search and retrieval of images
- Provide on-site training and knowledge transfer on building of forms

Lastly, by implementing the above Quick Module software and allow the Agency to migrate off of older legacy non-supported software will ensure the Agency will be in compliance and meet the current security requirements outlined in the IRS Publication 1075.

A hearing is scheduled for 2:00 p.m. on June 27, 2018 at the Stratton Office Building, 401 S. Spring St., Room 511, Springfield, IL 62706 Interested parties wishing to request a hearing or submit comments must do so in writing and submit their request to the notice contact. Request for a public hearing by an interested party or written comments shall be made by Friday, June 23, 2018 at 4:00 p.m. to:

Dianne Richman
712 Stratton Office Building
401 S. Spring Street
Springfield, Il 62706
Phone: 217-558-6897
Fax: 217-558-2164

The hearing will be cancelled unless an interested party submits written comments or makes a written request for public hearing by Friday, June 23, 2018 at 4:00 p.m. to the notice contact listed above.

If a public hearing is requested, the purchasing agency shall present testimony justifying the procurement method. Any interested party may present testimony for or against the awarding of a sole source contract. The purpose of the hearing will be to receive information from the public as to whether contract award by Sole Source is appropriate and in accordance with the Illinois Procurement Code. Formal rules of evidence will not apply. Hearings may be recorded in order to aid in the production of minutes. Parties may submit written comments in lieu of attending the hearing. Written comments will be afforded the same weight as oral comments received at hearing. After consideration of the testimony, the Chief Procurement Officer may approve the purchasing agency’s request to contract by the sole source procurement method.

NOTICE: The start and end dates of this contract will depend on actual signature dates. The dates provided below are estimated for the purpose of the Illinois Procurement Bulletin hearing notice.

Key Information

Notice Type:Sole Source
Notice Stage:
Hearing Notice of Decision Upheld

Notice Expiration Date:06/29/2018
Sole Source Only Justification:Fairfax Imaging Inc. is the Sole Provider of the Quick Module 5.0 software.
Vendor's Sole Source letter is attached.
Fairfax Sole Justification Form dated xx.xx.2018 is attached for additional justification.
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?:No

Relevant Category:IT

Total Amount of Award:$474,000.00 (Total Dollar Value Only/Includes Any Renewal Options)
Estimated/Actual Value Description:
Length of Initial Term:12
Contract Begin Date:07/01/2018
Contract End Date:06/30/2019
Renewal Terms:0


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

Listing of All Bidders/Offerors Considered But Not Selected:
IBMs DataCap & FileNet Solution
Source Selection:N/A

Vendor(s) Selected for Award
Vendor NameAmount of Award BEP Goal % DBE Goal %
Fairfax Imaging, Inc$474,000.000%0%

Notice Contact
Name: Jerry Daniels
Street Address:101 W. Jefferson Str.
Zip Code:62702
Phone: 217.524.7007
Fax Number:217.524.2551

Class Code

Class Codes:


NIGP Commodity/Service Code:920 30 Image Processing and Conversion Services
920 46 Software Updating Services


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