CPO approved Emergency Extension 4 request - tablets.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: 22042State: VACity: Falls ChurchAddress: 3120 Fairview Park Dr, Suite 300

Vendor: Global Tel Link Corporation

Zip: 62794State: ILCity: SpringfieldAddress: 1301 Concordia Court

Requesting Agency: DOC - Corrections Division: Sourcing

Extension Justification BidBuy Reference #: 25-426DOC-CENTO-B-45838

Amount of original contract: $ 720,000

Actual or Estimated: Estimated

Original BidBuy Reference #: 23-426DOC-CENTO-P-48468

Original Emergency Term Start Date:12/24/2022 Original Emergency Term End Date: 12/31/2024

Expected Extension Start Date: 1/1/2025 Expected Extension End Date: 6/30/2025

Amount of extension contract: $ 180,000 Actual or Estimated: Estimated

Is there BEP participation on this contract? If no, explain why

BEP goal calculation was 0%

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

BidBuy Reference # Amount Start Date End Date

23-426DOC-SOURC-B-35450 $270,000.00 Mar 23, 2023 Dec 31, 2023

24-426DOC-SOURC-B-40419 $360,000.00 Dec 31, 2023 May 31, 2024

24-426DOC-SOURC-B-42873 $210,000.00 Jun 1, 2024 Dec 31, 2024

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

Prior to the declaration of this emergency, the Department of Corrections (DOC) was utilizing two contracts to cover both telephone services and communication services via tablets. The tablet contract expired in FY21 and prior to expiration DOC had taken steps to enter in to a participation agreement with a NASPO contract holder. Due to unforeseen circumstances, this contract had to be terminated. It was at this time that DOC declared an emergency to ensure continuation of services to individuals in custody.

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

The existing emergency contract is in place to prevent or minimize serious disruption in critical State services by providing DOC and Individuals In Custody access to Video Visitation, Personal Entertainment, Learning Opportunities, and grievance processes.

The contract encompasses hardware and services to both provide and maintain the access points for these services.

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: 22042State: VACity: Falls ChurchAddress: 3120 Fairview Park Dr, Suite 300

Vendor: Global Tel Link Corporation

Zip: 62794State: ILCity: SpringfieldAddress: 1301 Concordia Court

Requesting Agency: DOC - Corrections Division: Sourcing

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

4. Provide justification for extending the original emergency contract:

DOC has entered in to a contract agreement via participation agreement with a NASPO contract holder for supply and maintenance of the products and services covered under this emergency contract. The participation agreement allows for a six

(6) month implementation period. This extension request will allow for continuation of services until such a time as the new contract can be fully implemented.

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

Yes No Please detail:

This contract will allow for continuation of services which alleviate the emergency condition. Elimination of the emergency will occur once the new contract is fully implemented.

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

A competitive procurement would likely require the same implementation timeline that the current participation agreement requires. Exploring this option would result in the loss of service to individuals in custody

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

Yes No Status: other, please explain below contract is executed and implementation in process

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

Statewide individuals in custody housed in correctional facilities will not have access to video visitation, tablets, personal entertainment, and learning opportunities. Failure to continue services that connect families and friends, educates and develops, and automates and streamlines grievance procedures will negatively impact the mission of DOC, compromise security for staff and individuals in custody, and reduce education and community reentry opportunities.

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: 22042State: VACity: Falls ChurchAddress: 3120 Fairview Park Dr, Suite 300

Vendor: Global Tel Link Corporation

Zip: 62794State: ILCity: SpringfieldAddress: 1301 Concordia Court

Requesting Agency: DOC - Corrections Division: Sourcing

BidBuy Reference #: B45838

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 9, 2024

SPO Signature

SPO Signature: Date: 12/11/2024

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 19, 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