approved Emergency Purchase Exten 3 Approval Individuals In Custody Communications (002).pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.23.1 Page 1 of 3

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Zip: 22042State: VACity: Falls ChurchAddress: 3120 Fairview Park Drive, Suite 300

Vendor: Global Tel Link Corporation

Zip: 62794State: ILCity: SpringfieldAddress: 1301 Concordia Court

Requesting Agency DOC - Corrections Division: Fiscal Services

Extension Justification BidBuy Reference #: 23-426DOC-CENTO-B-33977

Original Emergency Term Start Date: Dec 24, 2022 Original Emergency Term End Date: May 31, 2024

Amount of original contract: $510,000 Actual or Estimated: Estimated

Expected Extension Start Date: Jun 1, 2024 Expected Extension End Date: Dec 31, 2024

Amount of extension contract: $210,000 Actual or Estimated: Estimated

Is there BEP participation on this contract? If no, explain why

This is a $0.00 dollar contract. All expenses are incurred by the individuals in custody. The BEP vendor search under the NIGP code (83992) for this procurement yielded no matches.

Has this emergency contract been extended before? Please detail in the space below:

BidBuy Reference # Amount Start Date End Date

23-426DOC-CENTO-B-35450 $270,000.00 Mar 23, 2023 Dec 31, 2023

$150,000.00 Jan 1, 2024 May 31, 2024

$0.00

1. Provide detail about the events that led the agency to conduct an emergency procurement:

The only existing contract covers telephone services. Communications services via tablets for the individuals in custody must continue until the competitively procured solution can be deployed. lDOC previously had two separate contracts for Individual in Custody Services, including phones, tablets and self-development and multimedia. The contract for tablet, self-development and multimedia expired in FY21. The agency replaced the contract with a NASPO contract but due to unforeseen issues the contract had to be terminated. The current vendor was a previous incumbent with direct experience with the agency and manages the current network system so there will be no disruption of services.

2. What is the scope of work of the initial emergency contract? Please detail below:

To prevent or minimize serious disruption in critical State services that affect health, safety, or collection of substantial State revenues;

This non-exclusive agreement is intended to permit the Illinois Department of Corrections (IDOC) and Individuals In Custody access to

Emergency Purchase Extension Approval v.23.1 Page 2 of 3

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Zip: 22042State: VACity: Falls ChurchAddress: 3120 Fairview Park Drive, Suite 300

Vendor: Global Tel Link Corporation

Zip: 62794State: ILCity: SpringfieldAddress: 1301 Concordia Court

Requesting Agency DOC - Corrections Division: Fiscal Services

Network Maintenance, Video Visitation, Tablet Access, Personal Entertainment, and Learning Opportunities.

3. Does this extension change the scope of work? Yes No If yes, please detail below:

4. Provide justification for extending the original emergency contract:

Failure to procure and extend offender development services and friends/family contact will result in a significant negative impact on individuals in custody rehabilitation and well being. Security of DOC staff and individuals in custody themselves will be compromised if services are not continued. Communications services via tablets for the individuals in custody must continue until the competitively procured solution can be deployed. The procurement for the wireless communication services and the competitive solicitation for wireless internet are in tandem with each other. IDOC expects a transition period of 4-6 months to allow for the exchange of equipment and devices. If the competitive solution is in place in advance of the requested extension deadline, IDOC will terminate the emergency contract.

5. Does this emergency contract correct or eliminate the emergency condition?

Yes No Please detail:

The status quo of services will be maintained. When the transition to a competitively sourced vendor is complete, the emergency contract will be canceled.

6. Explain why the need cannot be met through a competitive procurement process.

The need can be met through a competitively sourced solution. The NASPO ValuePoint cooperative contract for Inmate Communications is being utilized for this purpose. A Notice of Award has been published for ICSolutions. When that contract is executed, the transition to ICSolutions can begin. When the transition is complete, the emergency contract will be canceled.

7. Is a competitive procurement in process to replace this emergency contract?

Yes No Status: awarded but contract not executed

The current NASPO ValuePoint awarded vendors were reviewed for utilization to provide a competitively sourced, long-term solution to this need. IDOC has published a Notice of Award with ICSolutions. When that contract is executed, the transition to ICSolutions can begin. When the transition is complete, the emergency contract will be canceled.

8. What is the effect of a denial of this extension request?

Statewide individuals in custody housed in correctional facilities will not have access to Video Visitation, Tablets, Personal Entertainment, and Learning Opportunities. Failure to continue individuals in custody services that connect families, friends; educates and develops; automates and streamlines grievance processes; will negatively impact the mission of IDOC, compromise security for staff and individuals in custody, and reduce education and reentry opportunities during COVID mitigations and normal operations.

Emergency Purchase Extension Approval v.23.1 Page 3 of 3

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Zip: 22042State: VACity: Falls ChurchAddress: 3120 Fairview Park Drive, Suite 300

Vendor: Global Tel Link Corporation

Zip: 62794State: ILCity: SpringfieldAddress: 1301 Concordia Court

Requesting Agency DOC - Corrections Division: Fiscal Services

BidBuy Reference #: 23-426DOC-CENTO-B-33977

Signatures below can not be delegated.

APO Signature

I am requesting an extension of the requested emergency contract. I believe all statements herein are true and correct to the best of my knowledge.

APO Signature: Date: May 1, 2024

SPO Signature

SPO Signature: Date: 5/1/2024

CPO Signature

Based on my review, I approve the Agency to proceed in accordance with the emergency contract extension detailed in this document.

Based upon my review, I approve the Agency to proceed with the following changes:

CPO Signature: Date:

Jacenta Wilson Digitally signed by Jacenta Wilson Date: 2024.05.01 09:59:25 -05'00'

Jennifer Bell Allen Digitally signed by Jennifer Bell Allen Date: 2024.05.01 10:15:41 -05'00'

May 1, 2024