IDPH Vital Chek Emergency Purchase Statement V.18.1~1.pdf

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EMERGENCY PURCHASE STATEMENT

State of Illinois Chief Procurement Office Emergency Purchase Statement Version 18.1

EMERGENCY PURCHASE STATEMENT

Statement Page of State of Illinois Chief Procurement Office Emergency Purchase Statement Version 18.1 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:

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*:

*Actual end date and cost will be reported later.

Select the type of funding to be used:

Signatures I am making this statement and providing it to the CPO Office, the Auditor General, and the Procurement Policy Board in compliance with the Illinois Procurement Code and within 10 days after award of the contract.

I have authorized the emergency procurement in accordance with the requirements of the Illinois Procurement Code (30 ILCS 500) and the applicable administrative rule. I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

EMERGENCY PURCHASE EXTENSION

Extension Page of State of Illinois Chief Procurement Office Emergency Purchase Statement Version 18.1 Extension Justification Actual or Estimated*:

Actual or Estimated*:

Select the type of funding to be used:

Describe the scope of the original emergency (supply, service, etc.):

Describe the scope of the extension (supply, service, etc.). Show justification for extending the original emergency contract, and explain why the extension need cannot be met through a competitive process:

Was authorization to proceed verbally given?

Term of emergency procurement shall not exceed 90 days. Contract may be extended beyond 90 days if CPO determines additional time is necessary; however, prior to execution of extension, CPO must hold a public hearing and provide written determination *Actual end date and cost will be reported later.

Signatures I am requesting an extension of the requested emergency contract. I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

EMERGENCY PURCHASE FINAL COST AND TERM

Final Cost and Term Page of State of Illinois Chief Procurement Office Emergency Purchase Statement Version 18.1 Final Costs and Term I am reporting the final costs and term for the referenced emergency contract to the CPO and the Auditor General.

11.0.0.20130303.1.892433.887364

VitalChek provides 2 dedicated staff to serve ONLY customers requesting service from Illinois Vital Records. VitalChek provides service worldwide. VitalChek daily has pending orders for expedited (overnight) services. These services, tremendously convenient to customers, will be made available through this emergency procurement at no cost to the IDPH.

ExplanationSuppliesServices: This a a no cost contract. The State does not pay nor receive money. Expedited services for birth and death certificates, and credit/debit card service both online and at POS until the competitive procurement can be completed. The service is needed because of Illinois and federal statutes requiring the presentation of a such certificate such as school enrollment, aid benefits including SNAP and housing and child support. Vendor will also continue to provide expedited services to the federal government for federal background checks. Vendor provides 2 staff persons dedicated to Illinois Vital Records as well as dedicated website with online identity verification to order and track expedited services. In this case expedited services means the ability to accept online, credit/debit card orders and ship overnight to the customer. VitalChek is the only way to accept credit/debit cards at point of service, 925 E. Ridgely. The Vital Records division is not capable of receiving and processing debit/credit cards due to the old, 1985 DOS based fee system.

The estimated expenditure is the estimated value to the vendor and the State. The value to the vendor is estimated at $149,983.30 and was determined by costs associated with expedited ordering, point of sale transactions, and next day delivery service. The value to the State is estimated at $74,127 and was determined by the cost for certified birth certificates, certified death certificates, and verification of marriage and divorce. All costs are paid by the customer which makes this a no cost contract to the State.