B-45848 - CMS Emergency Purchase Extension Approval CPO SIGNED.pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.25.2 Page 1 of 3

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Zip: 60143State: ILCity: ItascaAddress: 500 Park Blvd, Suite 1260

Vendor: Accurate Biometrics

Zip: 62702State: ILCity: SpringfieldAddress: 333 W. Jefferson

Requesting Agency: CMS - Central Management Services Division: Bureau of Strategic Sourcing

Extension Justification BidBuy Reference #: 25-416CMS-BOSS4-B-45848

Amount of original contract: $ 560,000

Actual or Estimated: Estimated

Original BidBuy Reference #: 24-416CMS-BOSS4-B-42321

Original Emergency Term Start Date:Mar 29, 2024 Original Emergency Term End Date: Jun 27, 2024

Expected Extension Start Date: Dec 26, 2024 Expected Extension End Date: Jan 31, 2025

Amount of extension contract: $ 0 Actual or Estimated: Estimated

Is there BEP participation on this contract? If yes, please detail

The original emergency procurement had a BEP goal of 8% assessed that, due to emergency time constraints, was unable to be applied.This extension is our opportunity to address the intended goal for this contract.

Has this emergency contract been extended before? Please detail in the space below:

BidBuy Reference # Amount Start Date End Date

24-416CMS-BOSS4-B-43000 $0.00 Jun 28, 2024 Sep 25, 2024

25-416CMS-BOSS4-B-44668 $0.00 Sep 26, 2024 Dec 25, 2024

$0.00

1. Provide detail about the events that led the agency to conduct an emergency procurement:

Vendor contracted under P-4770-initially agreed to extend to contract to allow for procurement processing for re-solicitation, then, upon execution of their agreement with DCFS, declined to extend their Master contract with CMS, stating 90% of the services for the master would be housed under the new agreement solely with DCFS. Multiple extension attempts were made to the incumbent, who declined them all, once contacted with DCFS. The Vendor followed by stating they have no further interest in facilitating services for the remaining governmental units for which services were provided under, P-4770.

2. What is the scope of work of the initial emergency contract? Please detail below:

CMS intends to extend the current Emergency Joint Purchase Master Contract (JPMC) for Fingerprinting & Photo ID Services which includes photo identification, live scan and ink finger printing services and is available to State Agencies, local

Emergency Purchase Extension Approval v.25.2 Page 2 of 3

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Zip: 60143State: ILCity: ItascaAddress: 500 Park Blvd, Suite 1260

Vendor: Accurate Biometrics

Zip: 62702State: ILCity: SpringfieldAddress: 333 W. Jefferson

Requesting Agency: CMS - Central Management Services Division: Bureau of Strategic Sourcing governmental units, and qualified not-for-profit agencies.

3. Does this extension change the scope of work? Yes No If yes, please detail below:

N/A

4. Provide justification for extending the original emergency contract:

To prevent or minimize serious disruption in critical State services that affect health, safety, or collection of substantial State revenues. Extension of this emergency JPMC will allow for the continuation of critical services for the State through a simplified purchasing process for the State Agencies, local governmental units, and qualified not-for-profit agencies because terms, conditions and pricing will be established prior to the time of orders for release off masters. This process will save considerable time and resources for the end users because they will not have to conduct their own solicitations, evaluate bids and establish individual contracts. This Emergency Joint purchasing agreement will permit the State of Illinois, local governmental units, and qualified not-for-profit agencies to leverage their market power with the expected outcome of lower pricing for critical services required for public safety. There have been two previous extensions done for this emergency JPMC; B-43000 and B-44668, the most recent extended the end date to 12/25/24. These extensions were necessary while a new competitive solicitation is being processed in BidBuy.

5. Does this emergency contract correct or eliminate the emergency condition?

Yes No Please detail:

This Emergency Joint Purchasing Master Contract extension will provide a continuity of services while the new procurement B-43055 has been full processed. The new procurement to establish fingerprinting and photo ID services is ongoing and has recently been awarded to two vendors, once the new contracts with both vendors have been finalized the emergency condition will be eliminated.

6. Explain why the need cannot be met through a competitive procurement process.

A competitive procurement process is currently being conducted to meet the State's needs under B-43055. An award has been made to two vendors, and is currently under the 14-day protest period.

7. Is a competitive procurement in process to replace this emergency contract?

Yes No Status: awarded but contract not executed

B-43055 has been awarded to two vendors and is currently under the 14-day protest review period. Once the review period has expired, the agency will move forward in regards to contract execution.

8. What is the effect of a denial of this extension request?

Emergency Purchase Extension Approval v.25.2 Page 3 of 3

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Zip: 60143State: ILCity: ItascaAddress: 500 Park Blvd, Suite 1260

Vendor: Accurate Biometrics

Zip: 62702State: ILCity: SpringfieldAddress: 333 W. Jefferson

Requesting Agency: CMS - Central Management Services Division: Bureau of Strategic Sourcing

The State will be without fingerprinting services until the new JPMC contract is put in place which will cause serious disruption in critical State services that affect health, safety, or collection of substantial State revenues.

BidBuy Reference #: 25-416CMS-BOSS4-B-45848

Signatures below cannot be delegated.

APO Signature I am requesting an extension of the requested emergency contract. I believe all statements herein are true and correct to the best of my knowledge.

APO Signature: Date: Dec 12, 2024

SPO Signature

SPO Signature: Date: Dec 16, 2024

CPO Signature Based on my review, I approve the Agency to proceed in accordance with the emergency contract extension detailed in this document.

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

CPO Signature: Date: Dec 16, 2024

Page of

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v. 25.2

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.25.2 Page of Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Extension Justification Actual or Estimated:

Has this emergency contract been extended before? Please detail in the space below:

BidBuy Reference # Amount Start Date End Date

1. Provide detail about the events that led the agency to conduct an emergency procurement:

2. What is the scope of work of the initial emergency contract? Please detail below:

3. Does this extension change the scope of work?

If yes, please detail below:

4. Provide justification for extending the original emergency contract:

5. Does this emergency contract correct or eliminate the emergency condition?

Please detail:

6. Explain why the need cannot be met through a competitive procurement process.

7. Is a competitive procurement in process to replace this emergency contract?

8. What is the effect of a denial of this extension request?

Signatures below cannot be delegated.

APO Signature I am requesting an extension of the requested emergency contract. I believe all statements herein are true and correct to the best of my knowledge.

SPO Signature CPO Signature 11.0.0.20130303.1.892433.887364