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State of Ohio - Controlling Board Request
STATE OF OHIO
CONTROLLING BOARD
30 East Broad Street, 34th Floor
Columbus, Ohio 43215-3457
(614) 466-5721 FAX:(614) 466-3813
OPERATING REQUEST Controlling Board No.
JFS0100562
Status:  Approved
Meeting Date:  6/15/2020

GENERAL INFORMATION
Agency
Job and Family Services


Division/Institution
Contracts and Acquisitions
Waiver of Competitive Selection  (Revised Code Section 127.16B)
      No Competitive Opportunity
      Agency Released Competitive Opportunity
Agency Released Competitive Opportunity (Revised Code Section 127.162)
Other Statutory Authority/Bill Section:
Operating Transfer Request  (Revised Code Section 127.14)
      Appropriation
      Cash
      Other Statutory Authority/Bill Section:
Fiscal Year(s)
2020-2021
Bill No.
H.B. 166
Eligible for OBM
Director Approval?
No

VENDOR INFORMATION
For FYAmountNameAddressCityStateCountyZip Code
JFS01 2020 $.00 AdvoLogix 4771 Sweetwater Blvd Ste. 101 Sugar Land TX 77479
JFS01 2021 $133,154.00 AdvoLogix 4771 Sweetwater Blvd Ste. 101 Sugar Land TX 77479

FUNDING INFORMATION
Fund GroupFund CodeAppropriation Line ItemAppropriation Line Item NameFYAmountFYAmount
GRF GRF 600450 Program Operations 2020 $.00 2021 $69,936.93
FED 3H70 600617 Child Care Federal 2020 $.00 2021 $19,576.92
FED 3970 600626 Child Support - Federal 2020 $.00 2021 $11,133.65
FED 3310 600624 Employment Services Programs 2020 $.00 2021 $4,602.03
FED 3N00 600628 Foster Care Program - Federal 2020 $.00 2021 $1,529.13
FED 3V00 600688 Workforce Investment Act Programs 2020 $.00 2021 $2,744.94
FED 3310 600615 Veterans Program 2020 $.00 2021 $1,747.93
FED 3840 600610 Food Assistance Program 2020 $.00 2021 $4,483.02
FED 3V40 600632 Trade Programs 2020 $.00 2021 $1,614.78
FED 3980 600627 Adoption Program - Federal 2020 $.00 2021 $1,082.16
GRF GRF 655425 Medicaid Program Support 2020 $.00 2021 $7,057.66
FED 3F01 655624 Medicaid Program Support 2020 $.00 2021 $7,057.66
FED 3310 600686 Workforce Programs 2020 $.00 2021 $454.04
FED 3850 600614 Refugee Services 2020 $.00 2021 $133.15

SIGNATURES
     
Kimberly Hall 06/15/2020
   
Agency Director or Authorized Agent On The Date Of
   
05/22/2020 W. Fletch Zimpher
   
Date Controlling Board President/OBM Director
   
AGENCY CONTACT
Name:  Eric D Glenn, Sr. Title:  Deputy Director
Phone:  (614) 466 - 6609 Fax:  E-Mail:  Eric.Glenn@jfs.ohio.gov
REQUIRED EXPLANATION OF REQUEST
  The Ohio Department of Job and Family Services (ODJFS) respectfully requests Controlling Board approval to waive competitive selection in the amount of $133,154.00 from various Funds and ALIs in FY21, to contract with AdvoLogix.com LLC (Sugar Land, TX) for the purchase of the AdvoLogix Matter Management (AMM) solution to replace Lawtrac, ODJFS' current docketing system.  
  ODJFS is partnering with the Ohio Department of Medicaid (ODM) to deploy the AMM solution to support the needs of each agency's legal teams. Both ODJFS and ODM Offices of Legal Counsel will use AMM as their computerized litigation docketing system. Each office will use the solution to maintain an electronic file of all pending litigation and legal documentation, and securely exchange Medicaid related case information. AMM will be used for Medicaid cases and all ODJFS programs, including but not limited to Child Care, Foster Care, SNAP, TANF cases.

The AMM solution replaces the LawTrac product that was customized for use by ODJFS/ODM since 2006. Lawtrac is beyond needing replaced and efforts to find a replacement began over a year ago. Lawtrac is running on unsupported, obsolete infrastructure and is the only application remaining on an outdated server. Having the application run on an unsupported server presents significant reliability and security risks for accessing the solution and the sensitive information needed to address legal matters residing within the solution.

This technology purchase is necessary to provide ODJFS/ODM Offices of Legal Counsel with a means to fulfill its scope of responsibilities and protect each agency's best interests. This purchase is needed to effectively and efficiently respond to all litigation and administrative actions, including those related to COVID-19 related litigation, day care and foster care license revocation appealed adjudication orders, and judicial reviews related to Medicaid and public assistance recipient actions.

The AMM system will also support state employees who are teleworking. Currently attachments are manually scanned and manually moved to Lawtrac, this work is done in the office. Advologix will provide functionality to automate this and allow staff to work from home.
 
   
Attachments Controlling Board Request No.: JFS0100562
Attachment TypeAttachment Description
Other Comparison Documentation
Sole source justification letter Single Source Justification
Contract Signed Contract
Contract Vendor Signed Contract
 
Release and Permit Information
NameFYAmountR & P #R & P DateIssued ByComments
AdvoLogix 2020 $0.00 Acquisitions Management
AdvoLogix 2021 $133,154.00 JFS01210023 Acquisitions Management

Operating Request Required Information
New Contract - AdvoLogix
Controlling Board Request No.: JFS0100562
1. Selection Process: Was this contract subject to selection by a Request for Proposal (RFP),
Request for Qualification (RFQ), Request for Information (RFI) process? No
Explain why this contract was not subject to an RFP, RFQ or RFI process
The AMM solution is not available through a DAS contract, which offers Salesforce licenses and services. ODJFS conducted research on 5 companies below who offered similar tools and selected the AMM tool based on fit and leveraging a significant, existing investment in Salesforce licensing. Salesforce is a state enterprise standard. 1.Legal Suite: Galexy 2.LexisNexis: CounselLink 3.Onit: Enterprise Legal Management 4.Thompson Reuters: Legal Tracker 5.Salesforce: AdvoLogix
 
2. Provide the following selected contractor information:
AdvoLogix
4771 Sweetwater Blvd Ste. 101
Sugar Land,   TX  77479
County:
 
3. Contractor's location from which all or most of the contract work will be performed, if different from the
location of principal place of business. (For institutional agencies, cite the location of the institution,
including the city and county, where services are to be performed.)
Cloud Mentor
2970 Corporate Ct. Suite 2
Orefield,     18069
4. Institutional agencies only: Is the contractor currently performing services at the institution listed above?
5. Specify the deliverables of this contract or describe the scope of service(s) to be performed by this contractor.
Advologix will provide licensing and implementation services. The services provided are as follows: 1) Requirements gathering for the deployed solution, 2) Creation of design documentation, 3) Solution configuration, 4) Security setup, 5) Quality assurance testing, and 6) Administration.
6. Cite the account category of expense being used for this purchase of service(s).
Account CategorySubobjectAmountNon-Exempt Amount
524065 $133,154.00 $133,154.00

 
Total Amounts $133,154.00 $133,154.00
7.
Duration of this contract (beginning and ending dates) within the fiscal biennium.
Beginning Date Ending Date
06/16/2020 06/30/2021
8. Is the contractor already performing work under this contract? No
   
9. Identify all state contracts which the selected contractor has had approved by the Controlling Board
since the beginning of the last fiscal year through this fiscal year to date. Also include contracts approved
for this agency or institutions of higher education.
a. Total number of contracts. 0
b. For each contract list the state agency and the contract amount.
AgencyContract/Agreement AmountFY
10. Contractor Procurement Compliance:
a. Is this contractor in compliance with Buy America? N/A
  Explain: This contract was not bid.
   
b. Is this contractor in compliance with Buy Ohio? N/A
Explain: This contract was not bid.
11.
Provide the following employee information: Nationwide Ohio
Total Number of Employees 0    0   
Percentage of Women 0% 0%
Percentage of Minorities 0% 0%
12. What percent of the work will be done by subcontractors?  0
  If more than 50%, provide the same information for each subcontractor as requested in number 11 above for the contractor.
SubcontractorNationwide
# of Employees
Nationwide
% of Women
Nationwide
% of Minorities
Ohio
# of Employees
Ohio
% of Women
Ohio
% of Minorities
13.  Provide all subsequent renewal schedules (beginning and ending dates) and amounts associated with this contract.

A contract renewal is the exercise of an option to enter into a subsequent contract with a vendor in accordance with renewal provisions specified in a preceding contract.
Beginning DateEnding DateTotal Lease Amount
07/01/2021 06/30/2022 $13,644.00
07/01/2022 06/30/2023 $13,644.00
07/01/2023 06/30/2024 $13,644.00
07/01/2024 06/30/2025 $13,644.00
Explain contract provisions.  Renewals will be under the CB threshold and processed using Direct Purchase Authority.