EMERGENCY FINAL COSTS -Vital Records Ordering Services-DM

The State of Illinois issued an emergency procurement for expedited vital records ordering services through the Department of Public Health. The contract was awarded to Lexis Nexis VitalChek Network, Inc. to provide services for expedited birth and death certificate orders, as well as credit/debit card processing for online and in-person payments. This emergency procurement was necessary to maintain these critical services until a competitive bidding process could be completed, as the Vital Records division was not capable of processing credit/debit card payments. The original contract term was from October 5, 2019 to January 3, 2020 with an estimated value of $224,110.30. Due to delays in the competitive procurement, two extensions were granted, with the final term running from October 5, 2019 to May 15, 2020 at a total cost of $387,486.85. This was a no-cost contract to the State, as all fees were paid by customers directly to the vendor. The value to the vendor was estimated at $233,585.85, while the value to the State for the vital records fees was $153,901.

This emergency procurement was limited to Lexis Nexis VitalChek Network, Inc. due to their existing knowledge and experience providing these services, including for the federal government. There were no set-aside designations or restrictions on the types of organizations that could respond, as this was a sole-source emergency contract. The incumbent vendor, Lexis Nexis VitalChek Network, Inc., was awarded the contract based on their ability to rapidly implement the required services and prevent disruption to critical state services related to the requirement for Illinois residents to provide birth and death certificates for various purposes such as school enrollment and benefit programs.