IDEC Purchase Request Form

This form initiates the procurement process. It communicates the need to Procurement Section staff, who will guide IDEC’s procurement process.

Please enter as much information as you know about the procurement request. Some questions will not apply to all procurements, or will not yet be known—these can be left blank.

This document should be saved as a separate document at emailed to Procurement staff at DEC.Procurement@illinois.gov

Overview of Procurement Need

1. Explain what you intend to solicit and why? Provide the quantity, brand/make/model, and/or description.

Legal research software (Lexis) 3 each currently

2. Identify the program or project this supports and describe the benefits or functionality it provides.

This will support the legal team. The legal team needs access to a legal research tool to appropriately address agency questions and ensure they are up to date on the latest caselaw affecting the agency.

Further, as lawyers, we are required to do continuing legal education in subjects like ethics, technology, etc. These CLEs are required in order to keep our law license and are relevant to state of Illinois employment.

3. How will this support IDEC's mission?

The Legal Team provides support to agency operations and programs. Having access to legal research tools and CLE resources ensures the legal team can properly answer questions and support agency programs and operations.

4. Is this a one-time purchase or a purchase for a continuing/recurring need?

Continuing – each new attorney will need access to both systems.

6. When are the goods/services needed by (start date)?

As soon as possible.

7. What is the expected end date, the date the project will be completed, or when will the need end (end date)?

Never, attorneys will always need this.

Procurement Type

5. Preferred Procurement Approach (if known)

Both services are on the master contract and standard across state agency legal departments.

8. Does this purchase include equipment?

No

9. Does this purchase include licenses to use applications?

I believe so.

10. Are you requesting a brand-specific product? Are you requesting a Sole Source Procurement?

Pull off master, I believe the master has Westlaw for CLEs and Lexis for legal research.

11. Is there a quote or a scope of work (SOW) associated with this need?

No

Personal Services Needs

12. Are there professional services included in this request?

no

If #12 is yes, please answer #13-#23. If not, skip to #24

13. Is this a request for new professional services that are not currently in use, or is this a request to continue the use of professional services that have been purchased previously?

14. How long do you anticipate contractors will be needed?

15. Is the work requested outlined in any official position descriptions? Please specify.

16. Why can't current FTEs perform this work?

17. Has the unit been offering overtime to current FTEs to keep up with demand?

18. Has the unit been directing involuntary overtime to current FTEs to keep up with demand?

19. Describe the specialized functions that cannot be performed by current union employees.

20. Who will be managing this resource (please provide the employee’s name, division, and section)?

21. What is the requisition number for the prior contract for professional services (if applicable)? Comment by Bazan, Thomas: @Lehman, Matthew should this be moved so that it is only answered if a different answer is “yes”? Comment by Lehman, Matthew: I don't believe it should be "moved" per say. This is standardized. For example the Krasan contract(s) we have. When we renew/extend/create new of like services, we will use the previous LRC to essentially certify that this work is non-union work. Comment by Bazan, Thomas: Added an "If applicable" to clarify.

22. For this request, has the scope of work changed from the prior contract?

23. Why wasn’t the prior contract sufficient to complete the objectives of the project?

Cost Estimates

24. Expected Cost

$160/License/Yr - $500 current estimate

25. Is the expected cost actual or estimated?

estimate.

26. Expected payment term

Unknown.

27. If this is a renewal or extension of previously procured goods or services, is the cost increasing or remaining the same?

N/A

Additional Notes to Fiscal Department

29. Fund (e.g. GRF)

Unknown

30. Fund Sub-Account

31. Cost Center Code (or Division & Section)

32. Please enter the ship-to address for the goods/services.

33. Please enter the address that the vendor expects to receive payment (if applicable).

IDEC.ILLINOIS.GOV

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