53885 E-Ford emergency-purchase-statement 82826~2.pdf

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EMERGENCY PURCHASE STATEMENT

State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.26.1 Page of

EMERGENCY PURCHASE STATEMENT

Page of State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement v.26.1 Emergency Purchases are conducted pursuant to 30 ILCS 500/20-30 and 44 Ill. Adm. Code 1.2030.

Emergency Purchase Details Emergency Condition (select the appropriate option from the drop-down menu below):

Provide a description and reasons for needing this emergency purchase:

Provide the conditions and circumstances that led to the need for this emergency purchase:

Reason for selection of this particular vendor:

Description of supplies or services to be provided:

Emergency procurements shall be made with as much competition as is practicable under the circumstances, and agencies shall utilize best efforts to include contractors certified under the Business Enterprise Program in its emergency procurement process. 30 ILCS 500/20-30(a).

Describe the actions taken by the agency to make the emergency purchase with as much competition as is practicable under the circumstances:

List the actions taken by the agency that constitute its best efforts to include contractors certified under the Business Enterprise Program in this emergency purchase:

Is there an active State contract available for the required supplies or services?

If Yes is checked above, explain why the existing contract does not meet the need:

This emergency contract was awarded on the earliest of these dates: (choose one) *Pursuant to 44 Ill. Admin. 1.2030 (f)(5), if Estimated is indicated, an Emergency Final Cost form will be submitted by the State agency and published by the State Purchasing Officer no later than the tenth day of the succeeding month. If Actual is chosen and the total cost differs from the amount on this statement, an Emergency Final Cost form must be submitted and published within the same timeframe.

Select the type of funding to be used:

Signature This emergency purchase was made with as much competition as is practicable under the circumstances. Best efforts were utilized to include contractors certified under the Business Enterprise Program in the process.

I am authorized to make this emergency purchase, and I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

11.0.0.20130303.1.892433.887364

At the same time, the Department continued evaluating the appropriate procurement method and structure for establishing a sustainable statewide commissary contract. Various competitive procurement approaches were considered, each presenting potential advantages and limitations based upon the Department’s operational requirements, the available vendor market, the method of evaluation, statewide distribution needs, product availability, and the process necessary to establish and maintain a consistent catalog of correctional-approved products.

Statewide commissary operations present requirements that extend beyond the procurement of individual commodities. The resulting contract must support multiple correctional facilities, substantial product volumes, statewide distribution, inventory continuity, and access to food, hygiene, personal care, and other authorized products that satisfy applicable Department safety, security, and operational requirements. Consequently, the Department needed to ensure that the selected procurement structure would result in a contract that could be successfully implemented and sustained rather than moving forward with a procurement method that did not adequately address those requirements.

The additional time necessary to evaluate these considerations, determine the appropriate procurement approach, and develop the resulting solicitation extended beyond the period during which commissary operations could continue without contractual coverage. Suspending or interrupting commissary services during this process was not operationally feasible due to the need to maintain consistent access to approved products throughout Department facilities.

Following this analysis, IDOC has determined its long-term procurement approach and is finalizing a Request for Proposals for a competitively procured statewide commissary contract. Emergency purchasing authority is therefore necessary as an interim measure to maintain uninterrupted commissary operations and a consistent supply of approved products while the competitive procurement is completed and the resulting long-term contract is implemented.

ExplanationForSelectingVendor: The Department selected this vendor because it can immediately continue providing commissary products from an established catalog that has already been reviewed, tested, and verified by IDOC for compliance with applicable correctional safety, security, and operational requirements.

Product approval is a significant consideration within a correctional environment. Items intended for distribution within Department facilities must be evaluated to determine whether they are appropriate for use by individuals in custody and within secure institutional settings. The selected vendor currently maintains an established product list containing items that have already completed this review process, allowing commissary operations to continue without requiring the Department to initiate a new product-validation process during the emergency period.

Selection of a different vendor would require IDOC to review the proposed vendor’s product catalog and conduct the testing and approval necessary before those products could be introduced for statewide commissary use. Depending upon the number and type of products proposed, that process could require several months to complete. Undertaking a full catalog transition during the emergency period could therefore delay implementation of replacement services and create a substantial risk of interruption in the availability of approved commissary products.

In addition to maintaining an approved product catalog, the selected vendor possesses the supply-chain, inventory, distribution, and logistical capabilities necessary to support commissary operations across Department facilities statewide. These existing capabilities allow the vendor to meet the Department’s immediate requirements without the implementation period that would accompany establishing a new vendor, validating a new product catalog, and transitioning statewide operations.

Based upon the immediate operational need, the importance of maintaining access to previously approved products, the time required to evaluate and approve an alternative product catalog, and the need for statewide distribution capability, the Department determined that selection of this vendor represented the most practicable means of maintaining continuity of commissary services during the emergency period.

This emergency selection is limited to maintaining necessary interim coverage while the Department completes its competitive procurement for a long-term statewide commissary contract and is not intended to predetermine the outcome of that competitive procurement.