GAAP Package Financial Reporting_Amendment_Procurement Justification Form.pdf

CPO - General Services

Procurement Justification Form Procurement Justification Programmatic Objective

Describe what it is that you intend to procure (software, hardware, services, maintenance, etc.) including quantity if relevant. Describe business need for the procurement, and how the procurement will meet objectives of your agency and the State. Please make sure to spell out acronyms. Explain the potential consequences if this procurement is not approved. If other than one-time purchase, explain solicitation method, pricing structure (hourly, per item, not-to-exceed, etc.).

Economic Justification

Describe the economic benefit for the procurement approach selected and anticipated return on investment.

Describe consequences if different method is used to procure good or service. Indicate any additional procurement expenditures that will be processed separately in support of, or in conjunction with, this procurement including such items as implementation, installation, increased maintenance or support, etc. If method other than solicitation, indicate price breakout including hourly rate if applicable.

History/Background

State how business need is currently being met, if applicable. Indicate if this is a new initiative, replacement or expansion of existing system or contract, or a continued need which is procured yearly or quarterly, etc. If renewal or amendment, indicate Purchase Order # of previous procurement and contract term of existing contract. If replacing previous contract, explain if contract expired with no renewal options remaining, or choosing not to execute remaining renewal, and why. If bid in previous years, indicate the procurement approach used, any changes to previous solicitation requirements, and the results of previous bid (were there multiple bids?) Indicate if procurement is subject to Small Business Set-Aside, Business Enterprise Program or Veteran's Business Program and, if yes, whether a waiver will be sought.

Impact if Project is Not Completed

What Special Condition, if Any, is Applicable to Your Procurement?

What Special Condition, if Any, is Applicable to Your Procurement?

Provide the explicit rationale for brand name, (such as system compatibility, TCO maintenance costs, existing expertise). Detail emergency criteria permitted by the Illinois Procurement Code. Give detailed rationale for emergency procurement. Provide explicit rationale for no-bid award for the State Use program and detail cost differential for using State Use vendors for the life of the program. Be as specific as possible.

V.18.1

Procurement Justification

Text1: **Amendment**To increase the existing contracts maximum spending amount to cover costs in the extension period of the contract. The agency will not be renewing this contract because the state of Illinois has a master contract for agency use. The IEPA will utilize a release off of Master contract moving forward. The EPA has been working with the previous vendor KEB to transfer information to the new vendor. The the current contract extension is over 12/31/18.

Original Justification: The Agency intends to procure services for the preparation of Generally Accepted Accounting Principles (GAAP) and other financial information for the Office of the Auditor General and the U. S. Environmental Protection Agency. The GAAP packages are needed to allow the Office of the Comptroller (IOC) to prepare a Comprehensive Annual Financial Report. The Agency is required to complete its portion of the GAAP submission in accordance with IOC deadlines.

If this procurement is not approved it could cause delays in submission of GAAP packages and other financial information required by the Office of the Auditor General and U. S. Environmental Protection Agency. It is intended that the pricing structure with be hourly.

This request is intended to ensure timely submission of GAAP packages to the Office of the Comptroller for preparation of the Comprehensive Annual Financial report; to ensure proper presentation of Agency Financial Statements for all Agency Funds;

and to ensure that there is proper documentation and support for GAAP packages and Financial Statements.

This Procurement is needed to meet a legal or commitment as the Office of the Comptroller is required to publish a Comprehensive Annual Financial Report at the end of each fiscal year. In addition, the Auditor General is required to do a Schedule of Federal Awards each fiscal year. The Agency GAAP reporting enables both of this reporting to be accomplished in the formats required. This procurement is also time sentistive and critical to the Agency's Mission. GAAP preparation begins in July of each year with most packages due by the end of August. If this procurement is not in place, it could cause the Agency not to meet deadlines as specified by the Office of the Comptroller.

Text2: The Agency is required to prepare GAAP and other financial packages. The Agency does not have the in-house expertise to perform this work and must meet it statutory obligations. A competitive bid contract will ensure we get the best price for these services. The contractor will:

Assist the Agency in the preparation of the State FY GAAP packages;

Assist the Agency in the preparation of financial statements for all Agency funds for each SFY;

Prepare quarterly financial statements as required by the Office of the Auditor General and the USEPA for the Water Pollution Control Loan program and the Public Water Supply Loan program;

Assist the Agency in addressing compliance and financial audit concerns and findings;

Provide supporting financial statement schedules;

Provide the Agency with documentation of procedures used in preparing GAAP packages and financial statements.

Bidding this contract will enable the Agency to review a variety of bidders and to select the contractor most qualified for the services needed. It is anticipated that a qualified bidder will enable the Agency to submit GAAP packages with in prescribed deadlines and minimize hours required to complete packages. If a different method is used to procure service, there is a potential for not getting the necessary qualifications in a contractor to complete required service.