Emergency Purchase Statement - OBS Bell and Howell B-51692 v2 - js.pdf

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EMERGENCY PURCHASE STATEMENT

State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.25.2 Page of

EMERGENCY PURCHASE STATEMENT

Page of State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.25.2 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

The entire existing fleet of inserters are proprietary Bell & Howell equipment. DHS has a Resident-Technician contract to allow the agency to house a Bell & Howell maintenance technician within the MPU. The technician works exclusively on DHS MPU equipment, to provide break-fix repair and preventive maintenance on the inserting equipment every work day. They are at DHS every day, for the full work day.

In addition to the convenience of compatible equipment, there are two Bell and Howell industrial envelope inserter machines, fully constructed and delivered to warehouse within United States, available for immediate delivery. When DHS purchased older versions of the machine in 2023 via competitive procurement, the price of these machines arwas similar to these but the delivery time was typical - the 2023 machines took 6 months from the date of contract to delivery at DHS to build and transport the machines from Europe to Springfield, Illinois.

Buying from Bell & Howell is financially economical, economical in delivery lead time and the ability to capitalize on existing resources.

ExplanationSuppliesServices: The Illinois Department of Human Services (IDHS), Office of Business Services (OBS), is seeking to procure two (2) new and immediately available for delivery. Bell & Howell Producer 400 EVO intelligent mail inserters will be installed in DHS' statewide Mail Processing Unit (MPU). The MPU processes mail for up to 10 sister agencies and is responsible for mailing all notices generated by the State's Integrated Eligibility System (IES). These notices are distributed, in support of both State and Federal programs, to customers of both IDHS and Healthcare & Family Services (HFS).

Historically, the DHS MPU process approximately 24,000,000 pieces of mail. In FY25, the MPU processed over 27,000,000 pieces of mail - the highest amount since the MPU was established. For FY26, projections indicated the MPU will process at least 26,000,000 pieces of mail - however the MPU was were recently informed by the IES team that Federal requirements for certain mailed notices are increasing by 2x - from an annual mailing to twice per year. The doubling of those required notices will spike demand on the MPU, and this procurement is needed to ensure we have the capacity to process millions of new notices each year.

The 2023 400TM inserters have a maximum capability to produce 20,000 completed single-sheet notices per hour. The 400EVO inserters currently available have a higher maximum capability and are able to complete 25,000 single sheet notices per hour. The addition of two (2) 400EVO inserters would increase maximum capacity by over 60%, from 80,000 to 130,000 single sheet notices per hour. Over a 6-hour run time during each shift, the MPU would potentially complete 300,000 additional single sheet notices.The two new inserters would increase the capacity of the MPU by at least 60%, enabling the processing of up to 50,000 additional single sheet notices per hour.

As the MPU's workload is increasing significantly, these inserters are required to meet the increase mailings, ensuring that all user agency remain in compliance with Federal mailing guidelines and Illinoisans receive timely notice regarding assistances which has change significantly and needed even more during the last year.