B-3348 XeroxEmergencyPurchaseStatement Actual Cost.pdf

EMERGENCY PURCHASE STATEMENT

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

Zip: 62702State: ILCity: SpringfieldAddress: 3201 W. White Oaks Drive

Vendor: Xerox Corporation

Zip: 62702State: ILCity: SpringfieldAddress: 120 W. Jefferson Street

Division: Vendor Management OfficeAgency: Department of Innovation and Technology (DoIT)

Reference #: B-128 B-3348

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:

Xerox requires all maintenance and repairs be performed by a Xerox-certified and authorized technician. A maintenance agreement guarantees a response time of four hours or less, and provides for use of Xerox software to diagnose and manage production printers.

Maintenance is needed to ensure reliability and stability of all high and medium volume printers. Allowing maintenance to lapse on these devices would void the manufacturer's warranty.

Description of supplies or services to be provided:

DoIT is responsible for ensuring the mainframe environment and print operations remain stable and reliable. It is standard business practice at DoIT to maintain hardware support/maintenance on all high and medium volume printers. Further, allowing maintenance to lapse on these devices would void the manufacturer's warranty.

The DoIT Print Center produces an average of 15 million images per month for the majority of the Governor’s Agencies, Boards and Commissions. Documents generated include court mandated and time sensitive material(s) for Child Care Payment, Medical Cards, Medicare/Medicaid authorization cards, IES provider information, Kid-Care, Child Support, Vouchers and Payroll documents are a few examples. The majority of these documents must be produced on a timely basis in order to assure that the recipient receives the information by the mandated date. The print data is produced on various platforms and then transmitted to the Print Center for processing. The majority of these documents are then transported to DHS for mailing. There are no alternatives at this time. These printers are designed specifically for computer generated output and there is no viable alternate site available that can produce this volume accurately and on a timely basis.

Until such time as the State can replace or retire high-speed production printers, DoIT will continue to procure the necessary maintenance and support to ensure these printers are available and function efficiently.

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

Expected Start Date: Feb 1, 2018 Estimated End Date*: Apr 30, 2018

Amount of this expenditure is: $249079.44 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

If other, explain: Technology Management Revolving Fund

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

Zip: 62702State: ILCity: SpringfieldAddress: 3201 W. White Oaks Drive

Vendor: Xerox Corporation

Zip: 62702State: ILCity: SpringfieldAddress: 120 W. Jefferson Street

Division: Vendor Management OfficeAgency: Department of Innovation and Technology (DoIT)

Reference #: B-128 B-3348

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: Agency Procurement Office

Printed Name: Katherine Tople Date: Jan 30, 2018

EMERGENCY PURCHASE EXTENSION

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

Zip: 62702State: ILCity: SpringfieldAddress: 3201 W. White Oaks Drive

Vendor: Xerox Corporation

Zip: 62702State: ILCity: SpringfieldAddress: 120 W. Jefferson Street

Division: Vendor Management OfficeAgency: Department of Innovation and Technology (DoIT)

Reference #: B-128 B-3348

Extension Justification

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.

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:

Printed Name: Date:

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: 62702State: ILCity: SpringfieldAddress: 3201 W. White Oaks Drive

Vendor: Xerox Corporation

Zip: 62702State: ILCity: SpringfieldAddress: 120 W. Jefferson Street

Division: Vendor Management OfficeAgency: Department of Innovation and Technology (DoIT)

Reference #: B-128 B-3348

Final Costs and Term

Final total cost of supplies and services: $300,702.74 Final total term of contract: 2/1/18 to 4/30/18

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

Agency Signature: Title: Agency Procurement Officer

Printed Name: Katherine Tople Date: 9/20/2018

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

The DoIT Print Center produces an average of 15 million images per month for the majority of the Governor’s Agencies, Boards and Commissions. Documents generated include court mandated and time sensitive material(s) for Child Care Payment, Medical Cards, Medicare/Medicaid authorization cards, IES provider information, Kid-Care, Child Support, Vouchers and Payroll documents are a few examples. The majority of these documents must be produced on a timely basis in order to assure that the recipient receives the information by the mandated date. The print data is produced on various platforms and then transmitted to the Print Center for processing. The majority of these documents are then transported to DHS for mailing. There are no alternatives at this time. These printers are designed specifically for computer generated output and there is no viable alternate site available that can produce this volume accurately and on a timely basis.

Until such time as the State can replace or retire high-speed production printers, DoIT will continue to procure the necessary maintenance and support to ensure these printers are available and function efficiently.