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Public Higher Education Bulletin

University of Illinois at Chicago
SoleSource #600JMG

Announcement of a Sole Source Purchase

Change Order
Published Monday October 26, 2020
Vendor: Civitas, Inc.
Change Order Amount: $70,000
This bulletin change order notice is to reflect a one-year term from 11/1/2019 thru 10/31/20 with 2 one-year renewals, the first of two to begin November 1, 2020 thru October 31, 2021.

The Chief Procurement Officer for this procurement is now John Donato.
The State Purchasing Officer for this procurement is now Catherine Bradbury.
The University award process may be delayed up to thirty days as this award goes through a state approval process.
Award Info Published Tuesday November 5, 2019
Awarded to:
Vendor: Civitas, Inc., Boston, MA
Amount: An estimated $210,000
An estimated start date of 11/1/2019 through 10/31/2022, 36 months
The University award process may be delayed up to thirty days as this award goes through a state approval process.
The hearing has been modified
Published Tuesday November 5, 2019
Please find attached the sole source hearing recommendation from the CPO.
The Chief Procurement Officer for this procurement is now Ben Bagby.
The State Purchasing Officer for this procurement is now Catherine Bradbury.
First published Monday, October 7, 2019
The University awarded a contract for Civitas Inc.'s College Scheduler software to Civitas, Inc., Boston, MA, for an estimated $210,000.
Academic and Enrollment Services requests Civitas's College Scheduler software. Only Civitas software has the specifications and functions that will integrate with the existing student record system, Banner, to allow UI students to utilize this web-based Student Class Scheduler software.

This product seamlessly integrates with Ellucian Banner Student Self Service Module. Once the courses are selected, they are automatically transferred to a self-service page where the registration is submitted. In addition, the Civitas product will pull information from the Banner Student System to be used in the scheduling process.

Civitas is a hosted in a cloud hosting environment. Civitas has multiple institutions with 50,000+ users and data feeds as large as 53,000 individual class sections from one institution. There are redundant web and database servers are redundant. They have experience with 20,000+ students rushing into the software to schedule classes during a registration window.

The university, on information and belief, has concluded that only one vendor can meet its need or can meet the need economically. That vendor is Civitas, Inc. The university has provided detailed justification to support its conclusion as shown on the attached Sole Source Justification Form. Although the university has presented this as a sole source procurement, we are seeking competitive information from firms with the capability of meeting the university's need (even if performed in a manner different from what has been presented) to contact us and provide sufficient information to show the need can be met. If we receive that information, the Chief Procurement Officer will offer a public hearing to consider the matter. Hearing information is described below.
The University has determined that this purchase is only economically available from this source because the procurement is software license, upgrade or maintenance.

For instructions on how to obtain a comprehensive purchase description, disclosure or contract forms, contact:
Janielle Graham
809 S. Marshfield Ave.
3rd Floor
Chicago, IL 60612
Phone: (312) 413-2816
FAX: (312) 996-3135
Chief Procurement Officer - Ben Bagby
State Purchasing Officer - Catherine Bradbury

We will hold a public hearing at the date, time and location specified below, if we receive a request to testify regarding the sole source determination. We will also hold a hearing if any vendor submits a signed statement showing the capability to provide the stated supplies/services at or below the amount indicated.

The public hearing allows any interested party the opportunity to testify for or against the sole source determination as described in this notice. The purpose of the hearing is to receive information from the public in a reasonable manner. Formal rules of evidence will not apply. The hearing officer will produce minutes of the hearing and may record it in order to aid in the production of the minutes. After conclusion of the hearing we will decide whether the sole source determination was appropriate.

We must receive any request to testify and any vendor statement no later than the registration date and time indicated below. If we do not receive a timely request or statement, we will not hold the hearing. We reserve the right to cancel the procurement prior to any scheduled hearing. Please confirm the status of the hearing with the Hearing Contact.

Hearing Details

October 23, 2019
9:00 AM
Stratton Building
Room 511
401 S. Spring Street
Springfield, IL

Hearing Contact:
Catherine Bradbury
Phone:(217) 993-2327
Date, time, and location are subject to change and/or cancellation. It is the responsibility of potential participants to confirm these details prior to attendance.

Registration Deadline:
October 18, 2019
Register with:
Catherine Bradbury
Phone:(217) 993-2327

The State of Illinois has a policy to encourage prospective vendors to hire qualified veterans, minorities, females, persons with disabilities and ex-offenders.

Bulletin Navigation

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Sole Source Justification
  • 600JMG.pdf (263 KB)
Public Hearing Documents
  • 600JMG-HearingDetermination.pdf (37 KB)
  • 600JMGPt2.pdf (31 KB)