B-33728 Emergency Purchase Statement - APO Signed 2.pdf

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EMERGENCY PURCHASE STATEMENT

State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.23.1 Emergency Statement Page of

EMERGENCY PURCHASE STATEMENT

Emergency Statement Page of State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement Version v.23.1 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:

Emergency procurements shall be made with as much competition as is practicable under the circumstances, and agencies shall utilize best efforts to include contractors certified under the Business Enterprise Program in its emergency procurement process. 30 ILCS 500/20-30(a).

List the actions taken by the agency that constitute its best efforts to include contractors certified under the Business Enterprise Program in this emergency purchase:

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*:

*Estimated end date and cost will be reported later.

Select the type of funding to be used:

Signature This emergency purchase was made with as much competition as is practicable under the circumstances. Best efforts were utilized to include contractors certified under the Business Enterprise Program in the process.

I am authorized to make this emergency purchase, and I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

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.