B-13560 Emergency Purchase Statement - Final Costs Revised.pdf

EMERGENCY PURCHASE STATEMENT

Statement Page 1 of 2 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 18.1

Zip: 37027State: TNCity: BrentwoodAddress: 6 Cadillac Drive, Suite 400

Vendor: Lexis Nexis VitalChek Network, Inc.

Zip: 62702State: ILCity: SpringfieldAddress: 925 E. Ridgely

Division: Vital RecordsAgency: Public Health

Reference #: 20482DPHPOLPL-B13560

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

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

Reason for selection of this particular vendor:

Vendor is already knowledgeable on the expedited service and credit/debit cards and has performed the services for 20 years. Vendor was chosen to provide expedited services for the federal government for federal background checks per the Executive Order issued 4/24/19 issued by President Trump.

VitalChek provides 2 dedicated staff to serve ONLY customers requesting service from Illinois Vital Records. VitalChek provides service worldwide. VitalChek daily has pending orders for expedited (overnight) services. These services, tremendously convenient to customers, will be made available through this emergency procurement at no cost to the IDPH.

Description of supplies or services to be provided:

This a a no cost contract. The State does not pay nor receive money. Expedited services for birth and death certificates, and credit/debit card service both online and at POS until the competitive procurement can be completed. The service is needed because of Illinois and federal statutes requiring the presentation of a such certificate such as school enrollment, aid benefits including SNAP and housing and child support. Vendor will also continue to provide expedited services to the federal government for federal background checks.

Vendor provides 2 staff persons dedicated to Illinois Vital Records as well as dedicated website with online identity verification to order and track expedited services. In this case expedited services means the ability to accept online, credit/debit card orders and ship overnight to the customer. VitalChek is the only way to accept credit/debit cards at point of service, 925 E. Ridgely. The Vital Records division is not capable of receiving and processing debit/credit cards due to the old, 1985 DOS based fee system.

The estimated expenditure is the estimated value to the vendor and the State. The value to the vendor is estimated at $149,983.30 and was determined by costs associated with expedited ordering, point of sale transactions, and next day delivery service. The value to the State is estimated at $74,127 and was determined by the cost for certified birth certificates, certified death certificates, and verification of marriage and divorce. All costs are paid by the customer which makes this a no cost contract to the State.

Is there an existing State contract available for the required supplies or services? Yes No

Expected Start Date: Oct 5, 2019 Estimated End Date*: Jan 3, 2020

Amount of this expenditure is: $224,110.30 Actual or Estimated*: Estimated *

*Actual end date and cost will be reported later.

Select the type of funding to be used: Federal Funds State Appropriated Funds State Grant Funds Other

Statement Page 2 of 2 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 18.1

Zip: 37027State: TNCity: BrentwoodAddress: 6 Cadillac Drive, Suite 400

Vendor: Lexis Nexis VitalChek Network, Inc.

Zip: 62702State: ILCity: SpringfieldAddress: 925 E. Ridgely

Division: Vital RecordsAgency: Public Health

Reference #: 20482DPHPOLPL-B13560

Signatures

I am making this statement and providing it to the CPO Office, the Auditor General, and the Procurement Policy Board in compliance with the Illinois Procurement Code and within 10 days after award of the contract.

I have authorized the emergency procurement in accordance with the requirements of the Illinois Procurement Code (30 ILCS 500) and the applicable administrative rule. I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

Agency Signature: Title: APO

Printed Name: Vicki Wilson Date: 10-9-19

EMERGENCY PURCHASE EXTENSION

Extension Page 1 of 2 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 18.1

Zip: 37027State: TNCity: BrentwoodAddress: 6 Cadillac Drive, Suite 400

Vendor: Lexis Nexis VitalChek Network, Inc.

Zip: 62702State: ILCity: SpringfieldAddress: 925 E. Ridgely

Division: Vital RecordsAgency: Public Health

Reference #: 20482DPHPOLPL-B13560

Extension Justification

Original Emergency Term Start Date: Oct 5, 2019 Original Emergency Term End Date: Jan 3, 2020

Amount of original: $224,110.30 Actual or Estimated*: Estimated *

Expected Extension Start Date: Apr 3, 2020 Expected Extension End Date*: Jul 2, 2020

Amount of extension expenditure: $224,110.30 Actual or Estimated*: Estimated *

Select the type of funding to be used: Federal Funds State Appropriated Funds State Grant Funds Other

If other, explain: This is a no-cost contract. All fees are paid by the customer to the vendor.

Describe the scope of the original emergency (supply, service, etc.):

This a a no cost contract. The State does not pay nor receive money. Expedited services for birth and death certificates, and credit/debit card service both online and at POS until the competitive procurement can be completed. The service is needed because of Illinois and federal statutes requiring the presentation of a such certificate such as school enrollment, aid benefits including SNAP and housing and child support. Vendor will also continue to provide expedited services to the federal government for federal background checks.

Vendor provides 2 staff persons dedicated to Illinois Vital Records as well as dedicated website with online identity verification to order and track expedited services. In this case expedited services means the ability to accept online, credit/debit card orders and ship overnight to the customer. VitalChek is the only way to accept credit/debit cards at point of service, 925 E. Ridgely. The Vital Records division is not capable of receiving and processing debit/credit cards due to the old, 1985 DOS based fee system.

The estimated expenditure is the estimated value to the vendor and the State. The value to the vendor for the extension is estimated at $149,983.30 and was determined by costs associated with expedited ordering, point of sale transactions, and next day delivery service.

The value to the State is estimated at $74,127 and was determined by the cost for certified birth certificates, certified death certificates, and verification of marriage and divorce. All costs are paid by the customer which makes this a no cost contract to the State.

Describe the scope of the extension (supply, service, etc.). Show justification for extending the original emergency contract, and explain why the extension need cannot be met through a competitive process:

The IFB for the vital records ordering services was published 2/11/2020. Vendor questions related to the BEP goal were submitted and have necessitated extending the bid opening date to 3/10/2020 to allow sufficient time for potential bidders to meet the mandatory BEP goal. This extension only allows three weeks for review of competitive bids and contract processing before the end of the current emergency extension. It is possible we may have additional vendor questions and the bid opening could be extended again. Therefore, we are requesting a 2nd emergency extension in the event that the contract resulting from the IFB is not in place by 4/2/2020. Without this contract, Illinois residents and former Illinois residents or family members needing copies of Illinois vital records would not be able to order on-line and customers walking in would not be able to use debit or credit cards to make purchases. The result would be Illinois as the only state in the nation where persons could not get their records on-line.

EMERGENCY PURCHASE EXTENSION

Extension Page 2 of 2 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 18.1

Zip: 37027State: TNCity: BrentwoodAddress: 6 Cadillac Drive, Suite 400

Vendor: Lexis Nexis VitalChek Network, Inc.

Zip: 62702State: ILCity: SpringfieldAddress: 925 E. Ridgely

Division: Vital RecordsAgency: Public Health

Reference #: 20482DPHPOLPL-B13560

Was authorization to proceed verbally given? No Yes NA

Term of emergency procurement shall not exceed 90 days. Contract may be extended beyond 90 days if CPO determines additional time is necessary; however, prior to execution of extension, CPO must hold a public hearing and provide written determination

*Actual end date and cost will be reported later.

Signatures I am requesting an extension of the requested emergency contract. I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

Agency Signature: Title: APO

Printed Name: Vicki Wilson Date: March 3, 2020

Approved CPO/SPO Signature: Date:

EMERGENCY PURCHASE FINAL COST AND TERM

Final Cost and Term Page 1 of 1 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 18.1

Zip: 37027State: TNCity: BrentwoodAddress: 6 Cadillac Drive, Suite 400

Vendor: Lexis Nexis VitalChek Network, Inc.

Zip: 62702State: ILCity: SpringfieldAddress: 925 E. Ridgely

Division: Vital RecordsAgency: Public Health

Reference #: 20482DPHPOLPL-B13560

Final Costs and Term

Final total cost of supplies and services: $387,486.85 $0 cost to IDPH Final total term of contract: 10/5/2019 - 5/15/2020

I am reporting the final costs and term for the referenced emergency contract to the CPO and the Auditor General.

Agency Signature: Title: APO

Printed Name: Sarina O'Malley Date: Jun 18, 2020

Page of

State of Illinois Chief Procurement Office Emergency Purchase Statement Version 18.1

EMERGENCY PURCHASE STATEMENT

Statement Page of State of Illinois Chief Procurement Office Emergency Purchase Statement Version 18.1 Emergency Purchase Details Emergency Category (select the appropriate option from the drop-down menu below):

Reason for selection of this particular vendor:

Description of supplies or services to be provided:

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

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

Actual or Estimated*:

*Actual end date and cost will be reported later.

Select the type of funding to be used:

Signatures I am making this statement and providing it to the CPO Office, the Auditor General, and the Procurement Policy Board in compliance with the Illinois Procurement Code and within 10 days after award of the contract.

I have authorized the emergency procurement in accordance with the requirements of the Illinois Procurement Code (30 ILCS 500) and the applicable administrative rule. I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

EMERGENCY PURCHASE EXTENSION

Extension Page of State of Illinois Chief Procurement Office Emergency Purchase Statement Version 18.1 Extension Justification Actual or Estimated*:

Actual or Estimated*:

Select the type of funding to be used:

Describe the scope of the original emergency (supply, service, etc.):

Describe the scope of the extension (supply, service, etc.). Show justification for extending the original emergency contract, and explain why the extension need cannot be met through a competitive process:

Was authorization to proceed verbally given?

Term of emergency procurement shall not exceed 90 days. Contract may be extended beyond 90 days if CPO determines additional time is necessary; however, prior to execution of extension, CPO must hold a public hearing and provide written determination *Actual end date and cost will be reported later.

Signatures I am requesting an extension of the requested emergency contract. I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

EMERGENCY PURCHASE FINAL COST AND TERM

Final Cost and Term Page of State of Illinois Chief Procurement Office Emergency Purchase Statement Version 18.1 Final Costs and Term I am reporting the final costs and term for the referenced emergency contract to the CPO and the Auditor General.

11.0.0.20130303.1.892433.887364

VitalChek provides 2 dedicated staff to serve ONLY customers requesting service from Illinois Vital Records. VitalChek provides service worldwide. VitalChek daily has pending orders for expedited (overnight) services. These services, tremendously convenient to customers, will be made available through this emergency procurement at no cost to the IDPH.

ExplanationSuppliesServices: This a a no cost contract. The State does not pay nor receive money. Expedited services for birth and death certificates, and credit/debit card service both online and at POS until the competitive procurement can be completed. The service is needed because of Illinois and federal statutes requiring the presentation of a such certificate such as school enrollment, aid benefits including SNAP and housing and child support. Vendor will also continue to provide expedited services to the federal government for federal background checks. Vendor provides 2 staff persons dedicated to Illinois Vital Records as well as dedicated website with online identity verification to order and track expedited services. In this case expedited services means the ability to accept online, credit/debit card orders and ship overnight to the customer. VitalChek is the only way to accept credit/debit cards at point of service, 925 E. Ridgely. The Vital Records division is not capable of receiving and processing debit/credit cards due to the old, 1985 DOS based fee system.

The estimated expenditure is the estimated value to the vendor and the State. The value to the vendor is estimated at $149,983.30 and was determined by costs associated with expedited ordering, point of sale transactions, and next day delivery service. The value to the State is estimated at $74,127 and was determined by the cost for certified birth certificates, certified death certificates, and verification of marriage and divorce. All costs are paid by the customer which makes this a no cost contract to the State.

The estimated expenditure is the estimated value to the vendor and the State. The value to the vendor for the extension is estimated at $149,983.30 and was determined by costs associated with expedited ordering, point of sale transactions, and next day delivery service. The value to the State is estimated at $74,127 and was determined by the cost for certified birth certificates, certified death certificates, and verification of marriage and divorce. All costs are paid by the customer which makes this a no cost contract to the State.