Emergency-purchase-extension-approval-v.24.2 R-232184 - Signed.pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.24.2 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: 07054State: NJCity: ParsippanyAddress: 77 E. Halsey Road

Vendor: Telenations dba Giftogram

Zip: 60015State: ILCity: DeerfieldAddress: 1755 Lake Cook Road

Requesting Agency ISC - IL Student Assistance Commission Division: College Access and Outreach

Extension Justification BidBuy Reference #: R-232184 & B-44274

Amount of original contract: $ 90,000

Actual or Estimated: Estimated

Original BidBuy Reference #: 24-691ISAC-COLAC-B-43579

Original Emergency Term Start Date: Jun 25, 2024 Original Emergency Term End Date: 08/31/2024

Expected Extension Start Date: Sep 1, 2024 Expected Extension End Date: Sep 30, 2024

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

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

At the time the emergency procurement was in process, the CEI-BEP portal was not available due to the system being transferred to a new website (between June 15th and July 14th). It was determined at that time that based upon a list of BEP vendors CEI provided, after research of the vendors online, that none were found that could provide the gift cards with the service ISAC needed.

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:

On 5/31/2024, ISAC procurement was informed that we would need to procure gift cards as incentives under a FAFSA support grant that ISAC was being awarded. Research was conducted the first week of June on the web for options for incentives with no added costs.

On 6/7/2024, ISAC received grant funding from a third party, Education Credit Management Corp. (ECMC) working on behalf of the United States Department of Education (ED) to rapidly deploy resources and services to students and families for FAFSA completion.

The roll out of the new FAFSA by ED was delayed multiple times with limited guidance, and that resulted in more than 16,000 fewer high school seniors completing a financial aid application – which is a graduation requirement in Illinois. ISAC, in partnership with high school counselors, was tasked to bring students and their families back to the high school setting to complete these requirements at absolutely zero cost the students and families. As a condition of compliance with the grant, ISAC must provide direct payment to students and families for transportation costs in the amount of $25. As cash cannot be directly provided, the most efficient method for

Emergency Purchase Extension Approval v.24.2 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: 07054State: NJCity: ParsippanyAddress: 77 E. Halsey Road

Vendor: Telenations dba Giftogram

Zip: 60015State: ILCity: DeerfieldAddress: 1755 Lake Cook Road

Requesting Agency ISC - IL Student Assistance Commission Division: College Access and Outreach doing this was through gift cards. Families must receive the payment at the time of service. Using gift cards through a gift card management platform provides the control, accountability, and tracking needed to ensure grant requirements and reporting requirements are met.

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

Procurement of electronic gift cards gift cards as incentives for the students/families attending FAFSA Support Events or for meals/ refreshments to be provided at the various FAFSA Support events. For transportation, each electronic gift card is in the amount of $25.

Food gift card amounts vary and are purchased as needed and the cards are provided to the High School staff member that will be hosting the FAFSA Completion event. The cost of the gift cards include access to an electronic management platform for purchasing and tracking the gift cards and can be limited to gift card options for eligible transportation and food/restaurant brands. The gift card tracking management system allows for the control, tracking and reporting of the gift cards as required under the grant agreement.

Payments via gift cards are made to students/families at the time of the event.

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:

The original emergency contract needs to be extended as ISAC has been given an extension by ECMC (the third party grant provider working on behalf of the United States Department of Education) to use the FAFSA support funds through 9/30/2024. This extension will allow for ISAC to have more time to continue to support students and families who have not made a decision on enrolling in a postsecondary institution after high school and have not filed a financial aid form to help them do so. Now that the fall semester will be starting, ISAC would be able to work with postsecondary institutions and partner to host events and information sessions through the month of September.

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

Yes No Please detail:

This is not correcting the emergency condition. This is only requesting an extension to the end date. At the time of the original emergency purchase, the estimated end date was 8/31/2024. As ISAC has been given an extension by the grant provider (ECMC) to use funds through 9/30/2024, an adjustment is needed to update the expected end date of the emergency to 9/30/2024.

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

The need cannot be met through a competitive procurement process as a contract has already been awarded to the vendor via the

Emergency Purchase Extension Approval v.24.2 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: 07054State: NJCity: ParsippanyAddress: 77 E. Halsey Road

Vendor: Telenations dba Giftogram

Zip: 60015State: ILCity: DeerfieldAddress: 1755 Lake Cook Road

Requesting Agency ISC - IL Student Assistance Commission Division: College Access and Outreach

Emergency/Quick purchase process. No additional funds are being requested in this extension. This is an extension of time only.

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

Yes No Status:

N/A

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

Denial of this extension request would result in having to return over $600,000 in grant funds and having to find other means to support our outreach initiative for this group of students.

BidBuy Reference #: R-232184 & B-44274

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: Aug 27, 2024

SPO Signature

SPO Signature: Date: Aug 28, 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: Aug 28, 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. 24.2

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.24.2 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

On 6/7/2024, ISAC received grant funding from a third party, Education Credit Management Corp. (ECMC) working on behalf of the United States Department of Education (ED) to rapidly deploy resources and services to students and families for FAFSA completion. The roll out of the new FAFSA by ED was delayed multiple times with limited guidance, and that resulted in more than 16,000 fewer high school seniors completing a financial aid application – which is a graduation requirement in Illinois. ISAC, in partnership with high school counselors, was tasked to bring students and their families back to the high school setting to complete these requirements at absolutely zero cost the students and families. As a condition of compliance with the grant, ISAC must provide direct payment to students and families for transportation costs in the amount of $25. As cash cannot be directly provided, the most efficient method for doing this was through gift cards. Families must receive the payment at the time of service. Using gift cards through a gift card management platform provides the control, accountability, and tracking needed to ensure grant requirements and reporting requirements are met.