ERF MPR System Upgrade Phase 2.pdf
PDF 276 KB Posted
- Attached to
- MPR Technology Update Phase 2
- Solicitation number
- 23-506ALPLM-ALPLM-B-36551
- Issued by
- Illinois
About this file
This document is an Expenditure Request Form (ERF) related to the Museum Planning and Research (MPR) System Upgrade Phase 2 project for the Abraham Lincoln Presidential Library and Museum (ALPLM). The project involves the addition of cameras and a secondary monitor to the MPR room, which will reduce labor costs, set-up and planning time, and trip hazards, as well as improve responsiveness for internal events and rental clients. The estimated cost for this phase of the project is $25,000, to be funded from the "Bridge Digital Signage" budget line.
The ERF indicates that the procurement process requires approval from the Division Head, Chief Financial Officer, and Executive Director, depending on the expenditure amount. Purchases under $2,000 can be made directly, while those $2,000 or more must be submitted to the ALPLM Procurement team or through the BidBuy system.
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Text version
ALPLM Expenditure Request
Requester's Name
Cost Center
Payee (if known)
Amount
Budget Line
Division Head Approval
CFO Approval (if app)
Exec. Dir. Approval (if app)
Estimate
Actual
Date
Instructions
1. Required for all requested non-travel expenditures $100 or more. Follow internal division process for expenditures less than $100.
2. Requester completes known fields and sends to Division Head (budget owner of selected Cost Center).
3. Division Head reviews, verifies that expenditure is appropriate and within budget for specified budget line, updates if needed, and approves.
4. Division Head obtains CFO and Exec. Dir. approval as needed (CFO $5k or more; E.D. $50k or more, $20k or more if Hostick/ALPLM Trust).
5. Next step depends:
• $100-$1,999.99 – send to ALPLM.AP@illinois.gov; place order w/vendor (have invoices sent to ALPLM.AP@illinois.gov).
• $2k or more – send to ALPLM.Procurement@Illinois.gov or attach to BidBuy Req; Procurement updates and distributes final form to AP and division (Exception: If BidBuy does not apply, send form to ALPLM.AP@illinois.gov).
Justification
Description of Request Provide details of the goods/services/other requested. Attach additional details/specifications, RFQ, procurement forms, etc.
Explain why this expenditure is necessary or beneficial.
Initials of person confirming receipt BidBuy PO#
Date
Date
Date
Check One:
V.22.1 Rev. May 2022
EMF # or Budget Line name
CFO Approval required if $5k or more
E.D. Approval req’d if $50k or more ($20k if Hostick/ALPLM Trust)
Other Comments
Additional explanation if needed (e.g. multiple cost centers, deadline for goods/services, need for budget transfer, etc.)
I certify this expenditure is appropriate and within my allocated budget.
Short Description/Title
NoReimbursement? Yes
Receipt of goods/services confirmed? Yes Date goods/services received mailto:ALPLM.AP@illinois.gov mailto:ALPLM.AP@illinois.gov mailto:ALPLM.Procurement@Illinois.gov
| ReqName: Jeff Nevins | |
| Date: 4/11/23 | |
| ShortDesc-Title: MPR System Upgrade Phase 2 | |
| Description: This is the second phase of a planned upgrade of the systems in the MPR. This will add cameras and a secondary monitor to the room. (Phase 1 was the replacement of the video wall procured in FY22.) | |
| Justification: Adding this equipment to the MPR will reduce labor costs, set-up and planning time, and trip hazards as well as make us more responsive for internal events and rental clients. | |
| Amount: 25000 | |
| AmountStatus: Estimate | |
| CostCenter: [EXHIBITS & SHOWS - MUSEUM SYSTEMS (02510)] | |
| Vendor: | |
| BudgetLine: 400060756 (fka "Bridge Digital Signage") | |
| Comments: | |
| 2023-04-21T10:44:45-0500 | |
| Lance Tawzer |
| 2023-04-25T16:03:11-0500 | |
| Brett Cox |
| SignDate01: 4/21/23 |
| SignDate02: 4/25/23 |
| SignDate03: |
| Bidbuy-PO#: |
| FY Dropdown1: [FY23] |
| Group1 - Reimbursement: Choice2 - No |
| Date2_af_date: |
| Yes, received: Off |
| Submit to Procurement: |
| Submit to AP: |
| Initials - Confirm Receipt: |
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