B-31854 Docuware Emergency-Purchase-Statement- APO Signed.pdf

EMERGENCY PURCHASE STATEMENT

Statement Page 1 of 2 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 22.1

Zip: 62702State: ILCity: SpringfieldAddress: 1181 North Dirksen Parkway

Vendor: Com-Microfilm Company

Zip: 62702State: ILCity: SpringfieldAddress: 120 West Jefferson St

Division: Enterprise Application Services (EAS)Agency: Department of Innovation & Technology

Emergency Purchase Details Reference #: 23-448DOIT-APP44-B-31854

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:

As a result of DocuWare service issues, processing agency wide job postings is in a backlog. CMS is unable to process state-wide postings and the backlog is building up due to DocuWare becoming unavailable for use. As a result of job posting backlog building up, agencies positions may not be filled on time, impacting agencies' ability to provide services (a mission critical task), including services that affect health, safety, or collections of State revenues. Com-Microfilm is the software publisher and most recent vendor providing services to multiple agencies for several years. They have staff trained to handle specific agency needs and knowledge of the existing systems to keep them operational.

This Emergency is intended to be a Joint Purchase Master Contract (JPMC) available to all governmental units and qualified not-for-profit entities. “Governmental unit” means State of Illinois, any State agency as defined in Section1-15.100 of the Illinois Procurement Code, officers of the State of Illinois, any public authority which has the power to tax or any other public entity created by statute.

“Qualified not-for-profit agency” means any not-for-profit agency that qualifies under Section 45-35 of the Illinois Procurement Code and that either (1) acts pursuant to a board established by or controlled by a unit of local government or (2) receives grant funds from the State or from a unit of local government. The following governmental units use DocuWare under this contract: All agencies under the Governor and all other constitutional officers.

Description of supplies or services to be provided:

*Contract to include all Docuware products and services provided under the recently expired JPMC Master Contract.

More specifically, the products and services previously provided, include but are not limited to:

*Document and drawing/scanning/imaging that comply with the State's Enterprise document archival requirements and controls.

*Transferring the scanned images to microfilm.

*Provide user agency document transportation, storage, and destruction.

*Storing images into the appropriate DocuWare file cabinets.

*Assessment of the users' imaging requirements and provide specific details of configuration specifications for their organization which include DocuWare file cabinet specifications, user role defining, etc.

*Provide training and technical support for the user agencies regarding document handling, batching documents, and local scanning.

*Assist the DoIT technical staff with maintaining the Enterprise DocuWare platform.

*DoIT is seeking to acquire DocuWare brand imaging, storage and retrieval software licenses, add-on modules, and maintenance and support for DocuWare Version 7 and all later versions.

1: Create a test bed for DocuWare 7.x to work preliminarily and for future use by staff and those wishing to develop for the platform.

2: Build a new architecture to support DocuWare 7.x which includes support for workflow, intelligent indexing and other features not currently installed at shared services.

3: Audit and adjust all existing systems to reduce the documents no longer needed to move to DocuWare 7.x, adjust for newer functions of DocuWare 7.x.

4: Develop a plan for points of billing client agencies for the use of the DocuWare system as shared services moves forward.

Statement Page 2 of 2 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 22.1

Zip: 62702State: ILCity: SpringfieldAddress: 1181 North Dirksen Parkway

Vendor: Com-Microfilm Company

Zip: 62702State: ILCity: SpringfieldAddress: 120 West Jefferson St

Division: Enterprise Application Services (EAS)Agency: Department of Innovation & Technology

5: Bring up to date all of the systems maintenance and licensing to the same level and consolidate billing and ownership of DocuWare to DoIT. Stabilizing maintenance of the DocuWare Systems licensing under DoIT.

6: Build out the DocuWare 7.x system on the new architecture and install new systems as listed below.

7: Train and move the users, systems staff and agencies to the new platform in a systematic and precise way as to not interrupt their productivity.

8: Prepare, train and assist DoIT personnel regarding the newly installed capabilities and possibilities for the uses of DocuWare to optimize the use of the product and maximize the cost savings it can provide.

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

Previous master contract expired on July 16th, 2021. IPB #17-448DOIT-APP44-P-300, Contract Number: DIT8032540. This contract was a JPMC. We are seeking an emergency JPMC with this vendor to cover the license and services listed above. This contract will be available to DoIT supported governmental units or qualified not-for-profit.

Expected Start Date: Sep 8, 2022 Estimated End Date*: Dec 6, 2022

Amount of this expenditure is: $2,000,000 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: APO

Printed Name: Van Austin Date: Sep 7, 2022

EMERGENCY PURCHASE EXTENSION

Extension Page 1 of 2 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 22.1

Zip: 62702State: ILCity: SpringfieldAddress: 1181 North Dirksen Parkway

Vendor: Com-Microfilm Company

Zip: 62702State: ILCity: SpringfieldAddress: 120 West Jefferson St

Division: Enterprise Application Services (EAS)Agency: Department of Innovation & Technology

Extension Justification Reference #:

Original Emergency Term Start Date: Original Emergency Term End Date:

Amount of original: Actual or Estimated*:

Expected Extension Start Date: Expected Extension End Date*:

Amount of extension expenditure: Actual or 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.):

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? 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 Emergency Purchase Statement Version 22.1

Zip: 62702State: ILCity: SpringfieldAddress: 1181 North Dirksen Parkway

Vendor: Com-Microfilm Company

Zip: 62702State: ILCity: SpringfieldAddress: 120 West Jefferson St

Division: Enterprise Application Services (EAS)Agency: Department of Innovation & Technology

Signatures Reference #:

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:

Printed Name: Date:

CPO Signature

Based on my review, I authorize the Agency to proceed in accordance with the published Notice referenced above.

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

Approved CPO 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 22.1

Zip: 62702State: ILCity: SpringfieldAddress: 1181 North Dirksen Parkway

Vendor: Com-Microfilm Company

Zip: 62702State: ILCity: SpringfieldAddress: 120 West Jefferson St

Division: Enterprise Application Services (EAS)Agency: Department of Innovation & Technology

Final Costs and Term Reference #:

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

State of Illinois Chief Procurement Office Emergency Purchase Statement Version 22.1 .\CPO Letterhead\CPO Letterhead.png

EMERGENCY PURCHASE STATEMENT

Statement Page of State of Illinois Chief Procurement Office Emergency Purchase Statement Version 22.1 .\CPO Letterhead\CPO Letterhead.png 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 22.1 .\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.

CPO Signature

EMERGENCY PURCHASE FINAL COST AND TERM

Final Cost and Term Page of State of Illinois Chief Procurement Office Emergency Purchase Statement Version 22.1 .\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

This Emergency is intended to be a Joint Purchase Master Contract (JPMC) available to all governmental units and qualified not-for-profit entities. “Governmental unit” means State of Illinois, any State agency as defined in Section1-15.100 of the Illinois Procurement Code, officers of the State of Illinois, any public authority which has the power to tax or any other public entity created by statute. “Qualified not-for-profit agency” means any not-for-profit agency that qualifies under Section 45-35 of the Illinois Procurement Code and that either (1) acts pursuant to a board established by or controlled by a unit of local government or (2) receives grant funds from the State or from a unit of local government. The following governmental units use DocuWare under this contract: All agencies under the Governor and all other constitutional officers.

ExplanationSuppliesServices: *Contract to include all Docuware products and services provided under the recently expired JPMC Master Contract.

More specifically, the products and services previously provided, include but are not limited to:

*Document and drawing/scanning/imaging that comply with the State's Enterprise document archival requirements and controls.

*Transferring the scanned images to microfilm.

*Provide user agency document transportation, storage, and destruction.

*Storing images into the appropriate DocuWare file cabinets.

*Assessment of the users' imaging requirements and provide specific details of configuration specifications for their organization which include DocuWare file cabinet specifications, user role defining, etc.

*Provide training and technical support for the user agencies regarding document handling, batching documents, and local scanning.

*Assist the DoIT technical staff with maintaining the Enterprise DocuWare platform.

*DoIT is seeking to acquire DocuWare brand imaging, storage and retrieval software licenses, add-on modules, and maintenance and support for DocuWare Version 7 and all later versions.

1: Create a test bed for DocuWare 7.x to work preliminarily and for future use by staff and those wishing to develop for the platform.

2: Build a new architecture to support DocuWare 7.x which includes support for workflow, intelligent indexing and other features not currently installed at shared services.

3: Audit and adjust all existing systems to reduce the documents no longer needed to move to DocuWare 7.x, adjust for newer functions of DocuWare 7.x.

4: Develop a plan for points of billing client agencies for the use of the DocuWare system as shared services moves forward.

5: Bring up to date all of the systems maintenance and licensing to the same level and consolidate billing and ownership of DocuWare to DoIT. Stabilizing maintenance of the DocuWare Systems licensing under DoIT.

6: Build out the DocuWare 7.x system on the new architecture and install new systems as listed below.

7: Train and move the users, systems staff and agencies to the new platform in a systematic and precise way as to not interrupt their productivity.

8: Prepare, train and assist DoIT personnel regarding the newly installed capabilities and possibilities for the uses of DocuWare to optimize the use of the product and maximize the cost savings it can provide.