B-19520 Signed Emergency Statement and Memo.pdf

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EMERGENCY PURCHASE STATEMENT

Statement Page 1 of 1 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 20.1

Zip: 61602State: ILCity: PeoriaAddress: 401 SW Water Street, Suite 601

Vendor: Presidio

Zip: 62702State: IL City: SpringfieldAddress: 120 West Jefferson St

Division: TelecomAgency: Department of Innovation and Technology

Emergency Purchase Details Reference #: B19520

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:

Presidio is the current vendor assisting the State with the operation and maintenance of the enterprise Voice over IP ( VoIP) solution.

Presidio was originally selected through a competitive bid process. DoIT published an RFP for these services October 28, 2020 however the bid was cancelled.

Description of supplies or services to be provided:

Requesting hardware, support and maintenance related to the State's enterprise VoIP solution. The enterprise VoIP system currently supports 30,000 plus phones, 280 plus Video Conferencing Systems, Multiple Emergency and Non-Emergency VoIP Call Centers that include 2300 Call Center Agents for several Public Safety Services provided to the State of Illinois. The existing contract also supports Cisco Webex Conferencing which provides the State of Illinois a powerful service to conduct real-time meetings, Webinar and Events online. This emergency has had one extension from 3/30/20-3/31/21 (B-13533).

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

Expected Start Date: Jan 1, 2020 Estimated End Date*: Mar 30, 2020

Amount of this expenditure is: 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

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:

Printed Name: Date:

EMERGENCY PURCHASE EXTENSION

Extension Page 1 of 2 State of Illinois Chief Procurement Office

Extension Justification Reference #: B19520

Original Emergency Term Start Date: Mar 30, 2020 Original Emergency Term End Date: 3/31/2021

Amount of original: 5000000 Actual or Estimated*: Estimated *

Expected Extension Start Date: 04/01/2021 Expected Extension End Date*: 07/31/2021

Amount of extension expenditure: $4,666,666 Actual or Estimated*: Estimated *

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

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

Requesting hardware, support and maintenance related to the State's enterprise VoIP solution. The enterprise VoIP system currently supports 30,000 plus phones, 280 plus Video Conferencing Systems, Multiple Emergency and Non-Emergency VoIP Call Centers that include 2300 Call Center Agents for several Public Safety Services provided to the State of Illinois. The existing contract also supports Cisco Webex Conferencing which provides the State of Illinois a powerful service to conduct real-time meetings, Webinar and Events online.

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 Department of Innovation and Technology (DoIT) has an RFP request (R2112) in process to establish a contract to replace the existing VoIP Contract CIC2560010 which expired 6/30/19 with no renewal options left. There was a 6 month extension processed which expired 12/31/19. This request is for an emergency extension to the existing emergency MC with Presidio as DoIT posts the new RFP and completes the RFP review, award and contract execution processes. If a new vendor is chosen, extensive work with the existing vendor, Presidio, and the new vendor to transition the support for the DoIT Enterprise VoIP and Collaboration System will be required. The system currently supports 30,000+ phones, 250+ Video Conferencing Systems and muliple Call Centers, some operating 24/7/365 and supporting critical Public Safety services provided by the State of Illinois. The existing contract also supports Cisco Webex Conferencing which provides the State of Illinois a powerful service to conduct real-time meetings, webinaer and events online.

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.

EMERGENCY PURCHASE EXTENSION

Extension Page 2 of 2 State of Illinois Chief Procurement Office

Signatures Reference #: B19520

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: Agency Procurement Officer

Printed Name: Dante' Watson Date: Mar 11, 2021

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

Final Costs and Term Reference #: B19520

Final total cost of supplies and services: Final total term of contract:

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

Agency Signature: Title:

Printed Name: Date:

Page of

EMERGENCY PURCHASE STATEMENT

State of Illinois Chief Procurement Office Emergency Purchase Statement Version 20.1

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EMERGENCY PURCHASE STATEMENT

Statement Page of

State of Illinois Chief Procurement Office Emergency Purchase Statement Version 20.1

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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 20.1

.\CPO Letterhead\CPO Letterhead.png

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 20.1

.\CPO Letterhead\CPO Letterhead.png

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

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VendorZip: 61602

VendorState: IL

VendorCity: Peoria

VendorAddress: 401 SW Water Street, Suite 601

Vendor: Presidio

AgencyZip: 62702

AgencyState: IL

AgencyCity: Springfield

AgencyAddress: 120 West Jefferson St

AgencyDivision: Telecom

AgencyUniversity: Department of Innovation and Technology

CurrentMasterPage:

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ReferenceNo: B19520

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

CheckBox1ProtectingHealth: 0

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ExplanationForSelectingVendor: Presidio is the current vendor assisting the State with the operation and maintenance of the enterprise Voice over IP ( VoIP) solution. Presidio was originally selected through a competitive bid process. DoIT published an RFP for these services October 28, 2020 however the bid was cancelled.

ExplanationSuppliesServices: Requesting hardware, support and maintenance related to the State's enterprise VoIP solution. The enterprise VoIP system currently supports 30,000 plus phones, 280 plus Video Conferencing Systems, Multiple Emergency and Non-Emergency VoIP Call Centers that include 2300 Call Center Agents for several Public Safety Services provided to the State of Illinois. The existing contract also supports Cisco Webex Conferencing which provides the State of Illinois a powerful service to conduct real-time meetings, Webinar and Events online. This emergency has had one extension from 3/30/20-3/31/21 (B-13533).

CheckBoxYes: 0

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CheckBoxNo: 1

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ExplanationDoesNotMeetNeed:

TextFieldExpectedStartDate: 2020-01-01

TextFieldExpectedEndDate: 2020-03-30

TextFieldAmountExpenditure:

ActualOrEstimated1: Estimated *

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CheckboxStateAppFunds: 1

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CheckBoxStateGrantFunds: 0

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AuthorizedSignature:

TitleField: Agency Procurement Officer

TitleField: Dante' Watson

TitleField: 2021-03-11

PrintedNameField:

AuthorizedDateField:

Start: 2020-03-30

End: 3/31/2021

AmountOfOriginal: 5000000

ActualOrEstimated2: Estimated *

ExpectedExtensionStartDate: 04/01/2021

ExpectedExtensionEnd: 07/31/2021

AmtExtensionExpenditure: $4,666,666

ActualOrEstimated3: Estimated *

CheckBoxOther22: 0

IfOtherExplainTextField22:

TextField1: Requesting hardware, support and maintenance related to the State's enterprise VoIP solution. The enterprise VoIP system currently supports 30,000 plus phones, 280 plus Video Conferencing Systems, Multiple Emergency and Non-Emergency VoIP Call Centers that include 2300 Call Center Agents for several Public Safety Services provided to the State of Illinois. The existing contract also supports Cisco Webex Conferencing which provides the State of Illinois a powerful service to conduct real-time meetings, Webinar and Events online.

TextField2: The Department of Innovation and Technology (DoIT) has an RFP request (R2112) in process to establish a contract to replace the existing VoIP Contract CIC2560010 which expired 6/30/19 with no renewal options left. There was a 6 month extension processed which expired 12/31/19. This request is for an emergency extension to the existing emergency MC with Presidio as DoIT posts the new RFP and completes the RFP review, award and contract execution processes. If a new vendor is chosen, extensive work with the existing vendor, Presidio, and the new vendor to transition the support for the DoIT Enterprise VoIP and Collaboration System will be required. The system currently supports 30,000+ phones, 250+ Video Conferencing Systems and muliple Call Centers, some operating 24/7/365 and supporting critical Public Safety services provided by the State of Illinois. The existing contract also supports Cisco Webex Conferencing which provides the State of Illinois a powerful service to conduct real-time meetings, webinaer and events online.

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VOIP Enterprise Solutions

Month 99, 2015 1

MEMORANDUM

To: Dante Watson, APO, DoIT

From: Ellen H. Daley, CPO-GS

Date: 3/30/21

Subject: 2nd emergency extension of B19520 Presidio for Enterprise VOIP Solutions

I approve this second emergency extension of the above-referenced contract for four months rather than the requested twelve months.

The original competitively-procured contract was extended for an additional six months upon its expiration in order to allow the agency time to reprocure. At the end of that time the agency declared an emergency for the statutory limit of 90 days. An emergency hearing was requested to extend the contract for a year. I write this memo upon the occasion of the agency requesting yet another year’s extension to a contract that has already been extended through a combination of non-competitive procurement methods for a total of approximately two years.

The agency cannot continue to rely upon non-competitive solutions to replace expiring competitively-procured contracts. The reduced period that I am approving for VOIP Enterprise Solutions will require the agency to report on progress toward a competitive solution whenever they request additional emergency extension time.