Small Purchase with Sole Source Conditions v.22.1 B-30570pdf~1.pdf
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- Attached to
- Document Scanning for CMS Accounting
- Solicitation number
- 23-416CMS-IOCI4-B-31242
- Issued by
- Illinois
About this file
This document is a Small Purchase with Sole Source Conditions form from the State of Illinois Chief Procurement Office General Services. The form details a sole source procurement for document imaging, destruction, and preparation services from vendor Com Microfilm with a value of $19,997.25. CMS has utilized these services from Com Microfilm for many years and they are familiar with CMS's requirements. Some rates have minimally increased to cover minimum wage requirements, but are otherwise the same as the 2017 state master contract pricing. CMS is pursuing this sole source procurement as they wait for the Department of Innovation and Technology (DoIT) to finalize a new state master contract, which will not allow CMS to have their own multi-year contract in the interim.
The pricing and terms are economically feasible for CMS to continue with the incumbent vendor Com Microfilm, rather than incurring additional time and costs to onboard a new vendor for a short interim period. Not having these services would make it difficult for CMS to respond to Freedom of Information Act requests and comply with records retention requirements. CMS has been instructed by DoIT to pursue this sole source small purchase option until the new state master contract is in place.
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Other files
| File | Type | Posted |
|---|---|---|
| Standard Certifications V.18.1 .docx | DOCX document | |
| Standard Terms and Conditions v.20.1 .pdf |
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Small Purchase - with Sole Source Conditions BidBuy Bid Number State of Illinois Chief Procurement Office General Services Small Purchase - Sole Source Conditions V.20.1 Page of Part 1 - General Information Part 2 - Purchase History Has the agency purchased these supplies or services in the past five (5)years?
Part 3 - Business Rationale What are the specifications of the goods and/or services that you need?
What research has been done, and by whom, to determine the goods/services needed can only be provided by this vendor, and at the best possible price?
What will be the financial or other impact to the agency if this Small Purchase with Sole Source Conditions purchase is not approved?
Is there any additional information you would like to add to justify this Small Purchase with Sole Source Conditions?
11.0.0.20130303.1.892433.887364 B-30570
| TextField1: |
| CurrentPage: |
| PageCount: |
| ShortDescription: Docuware services & image scanning for CMS Accounts Payable |
| Vendor: Com Microfilm |
| Value: $19,997.25 |
| : |
| IfYES: CMS has utilized the state master contract to order these services from Com Microfilm. FY22 CMS has procured via Small Purchase |
| TextField3: Document imaging, destruction of original documents by confidential shredding and document preparation services to comply with the State Records Act and rules and to facilitate records availability to the public and to CMS staff both online and/or on desktops. |
| TextField4: Com Microfilm has performed these services for CMS for many years. They are familiar with the format that we require and can handle the volume of scanning that we require. Some of the rates that Com Microfilm provided have been minimally increased to cover the increase in minimum wage requirements. Otherwise, the rates are the same as what was put in place on the master contract in 2017. Although other vendors may be able to provide these services, it is economically feasible for CMS to continue with the same vendor while we wait for a new DoIT procured state master contract. It will cost us more time and money to bid this out and potentially on-board a new vendor for just a few months. Because DoIT is pursuing a new state master contract, they will only allow us to use the small purchase option and will not allow us to pursue our own multi-year contract. |
| TextField5: We would have to bid out these services which will take additional time and financial resources. If we had a new vendor, we would have to on-board the new vendor to our requirements. Then when DoIT finalizes a new master contract with potentially another new vendor, we'd have to on-board another vendor. Continuing to bring vendors up to speed on our requirements will take CMS staff time away from other duties. |
If we didn't have these services at all, CMS would have great difficulty in responding to Freedom of Information Act (FOIA) requests, and CMS would be subject to audit findings for not complying with records retention and not providing necessary documents for audit testing.
TextField6: This is small economically feasible source. CMS will be without services beginning July 1. DoIT has confirmed they do not have a timeline in place for a new master contract, but they are working on one. CMS has been instructed by DoIT to pursue a small purchase.
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