R 174661 CDWG Sourcewell Piggyback Purchase Request Form Fully Signed.pdf

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Piggyback Purchase Request Form Page of State of Illinois Chief Procurement Office for General Services Piggyback Purchase Request Form V.23.1 Section I - General Information

1. Was a competitive solicitation considered?

Please explain why a competitive solicitation is not being conducted.

2. Has the agency purchased these supplies or services in the past?

If Yes, please complete the table below:

*Term Term From Term To $ Value Description Contract Number Type *Term will be entered as 1, 2, 3, 4...etc.

Section II - Cooperative Details (When used below, the term cooperative also includes federal agencies and consortiums.)

8. Why was the selected vendor awarded a contract by the Cooperative?

14. If the requested supply/service is offered on a CMS/DoIT statewide master contract, why isn't the agency using the CMS/DoIT statewide master contract?

Section III - Agency Contract Information

1. Provide a brief description of the supply or service required:

2. Will this purchase obligate the State to this vendor for future procurements such as maintenance, licensing or continuing need?:

If yes, please provide details regarding future obligations and/or needs:

3. Provide a description of basis for determining price is competitive in the market place.

4. Why did the agency select this (i) Cooperative and (ii) this vendor?

5. The following documents are provided and attached in relation to the awarded vendor:

Vendor IPG Registration #:

Section IV - Business Enterprise Program

1. Enter the BEP goal percentage calculated for this piggyback purchase.

3. Did the cooperative vendor agree to the full BEP goal calculated from goal setting?

3.1. If applicable, enter the partial BEP goal percentage for this piggyback purchase.

3.2 If applicable, provide the cooperative vendor's reason for denying the BEP goal.

11.0.0.20130303.1.892433.887364

APPROVAL SIGNATURES

Director's Approval I examined the cooperative's process used to select the recommended vendor(s) and resulting pricing. I approve participation in this cooperative contract because it is the best process for obtaining the required supplies/services, and is in the best interests of the State.

State Purchasing Officer's Recommendation Based on my review of the provided information, with this cooperative contract for the following reasons:

Unified Procurement Program Review and Recommendation Based on my review of the provided information, in the best interests of the State to participate in this cooperative agency contract for the following reasons:

Chief Procurement Officer Approval Based on my review of the provided information, I determine in the best interests of the State to award a contract from this cooperative contract.

this joint purchase for the following reasons:

DoIT has intentionally removed all services and software from this Participating Agreement to prevent overlap with other statewide IT contracts, including the NASPO cloud multiple award contracts. Allowed products include:

1) Accessories (A) All brands excluding Apple

2) Power, Cooling & Racks (B) All brands excluding Apple

3) Desktop Computers (C) All brands excluding Apple

4) Data Storage/Drives (D) All brands excluding Apple

5) Notebook/Mobile Devices (L) All brands excluding Apple

6) Cables (W) All brands excluding Apple

7) Warranties-Product Protection (WA) All brands excluding Apple

8) Chromebooks (CBK) All brands excluding Apple

9) Apple - All categories

Due to the nature of percentage off MSRP contracts with multiple manufactures it's nearly impossible to determine the best pricing from contract to contract because you rarely know the manufacturer's MSRP at any point in time or manufacturer specials or bulk discounts - however the agency reviewed both GSA and NASPO contracts and believes this SourceWell contract is the best for the following reasons: The NASPO contract expires 7/31/2023 and does not have any renewals. GSA has numerous contracts, but SourceWell was chosen over the GSA due to having a more robust hardware offerings than the GSA contracts reviewed and CDW having previously agreed T&C's the agency was able to reuse for expedited Participating Agreement processing. The percent off MSRP pricing in this SourceWell contract represents the minimum discount.

answer: This is the most viable cooperative IT hardware contract available to Illinois and CDW-G was one of three vendors awarded to the Sourcewell contract. There is a multiple award (24 vendors) NASPO contract, but it expires 7/31/2023 with no extensions available. GSA has numerous multiple award contracts, but SourceWell was chosen over the GSA due to having a more robust offering than the GSA contracts and CDW having previously agreed T&C's the agency was able to reuse for expedited processing. CDW-G was chosen of the 3 because their offerings most closely matched those needed to fill the state's IT hardware contract void and the agency has preexisting terms we're able to reuse with this vendor to expedite Participating Agreement negotiations.

This contract and procurement method is in the state's best interest because there are currently no contract vehicles in place for IT hardware and agencies are ordering their hardware via numerous small purchases. We need to aggregate those orders and future orders to get the best discount for taxpayers. If this request is denied agencies will continue placing more orders until the new competitive solicitation is executed, which could be several months or more depending numerous factors outside the agency's control. IL Secretary of State used this contract in December 2022 to place a large order of desk tops and monitors valued at over $500K. Also, a couple agencies need to expend funds prior to the end of the FY or they will lose them, which has an opportunity cost of not using.