24-0230 Approved EPS-3 Month Extension Approval Form.pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.24.1 Page 1 of 4

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Zip: 60527State: ILCity: WillowbrookAddress: 625 Willowbrook Center Parkway

Vendor: Meade, Inc.

Zip: 60515State: ILCity: Downers GroveAddress: 2700 Ogden Avenue

Requesting Agency THA - Toll Highway Authority Division: Engineering

Extension Justification BidBuy Reference #: 25-557THA-PROCU-R-258886

Amount of original contract: $ 562,500

Actual or Estimated: Estimated

Original BidBuy Reference #: 25-557THA-ENGTR-B-45491 and B-4

Original Emergency Term Start Date: 12/08/2024 Original Emergency Term End Date: 03/07/2025

Expected Extension Start Date: 04/07/2025 Expected Extension End Date: 07/07/2025

Amount of extension contract: $500,000 Actual or Estimated: Estimated

Is there BEP participation on this contract? If no, explain why

The previous Tollway Contract 14-0017 (Tollway Request for Proposal) was awarded to Meade, Inc. in 2014. The BEP Goal of 16% was met by BEP sub TranSmart Technologies, Inc. At the time of the renewal with Meade in 2019, the BEP Goal of 16% was confirmed and a VET Goal of 3% was added. TranSmart Technologies remained the BEP sub and Demarc Electric and Communications, LLC was added as the VET sub for the renewal term. Contract 14-0017 expired 12/07/2024 and could not be extended.

The initial term of the Tollway's emergency Contract 24-0230 was 12/08/2024 to 03/07/2025. Meade voluntarily committed to 3% VET participation with Demarc Electric (VOSB certified), but they could not continue to count TranSmart Technologies because they are no longer BEP certified due to being acquired.

The Tollway received approval from the CPO-GS for a one-month extension with no increase to the emergency contract's upper dollar limit of $562,500.00. The first extension moved the end date of Contract 24-0230 to 04/07/2025.

At this time the Tollway is requesting a second extension of Contract 24-0230 for an additional three months to move the end date to 07/07/2025. This second extension will also add an estimated $500,000.00 increasing the upper dollar limit of Contract 24-0230 from $562,500.00 to $1,062,500.00. Meade again voluntarily committed to 3% VET participation with Demarc Electric (VOSB certified).

Approval of this request will be presented to the Tollway's Board of Directors for approval on 03/20/2025.

A new competitive IFB solicitation has just been published (B-38650) with bids due 04/14/2025. This second emergency extension will give the Tollway time for that IFB solicitation to be awarded.

Emergency Purchase Extension Approval v.24.1 Page 2 of 4

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Zip: 60527State: ILCity: WillowbrookAddress: 625 Willowbrook Center Parkway

Vendor: Meade, Inc.

Zip: 60515State: ILCity: Downers GroveAddress: 2700 Ogden Avenue

Requesting Agency THA - Toll Highway Authority Division: Engineering

Has this emergency contract been extended before? Please detail in the space below:

BidBuy Reference # Amount Start Date End Date

B-46848 $0.00 03/08/2025 04/07/2025

$0.00

$0.00

1. Provide detail about the events that led the agency to conduct an emergency procurement:

We are looking to extend this emergency contract because the IFB solicitation was just published (B-38650) with bids due 04/14/2025.

Development took longer than expected, delaying a new IFB to provide ITS Replacement Parts prior to the expiration of the previous contract.

2. What is the scope of work of the initial emergency contract? Please detail below:

The mission of the ITS maintenance team is to keep the ITS equipment operating at a level which supports traffic, incident management, and law enforcement. This system contributes to the safety, mobility, and security of the Tollway. Its continuous, reliable operation is vital for continued, efficient traffic and incident management. Meade will be responsible for maintaining the following devices:

· Full matrix Dynamic Message Signs and Lane Control Signs

· TCP/IP communications networks (including fiber optic, wireless IP radio and digital cellular links)

· Roadside Closed Circuit Television (CCTV) with PTZ and zoom (both analog and HD Digital)

· Traffic monitoring devices (microwave and magnetic sensors)

· Roadway Weather Information Systems with snow/ice detection on pavement, automatic high speed vehicle weighing systems

· Additional traffic management field equipment as determined by the Tollway

3. Does this extension change the scope of work? Yes No If yes, please detail below:

4. Provide justification for extending the original emergency contract:

This contract provides a source for the Intelligent Transportation System (ITS) maintenance team to keep the ITS equipment operating at a level which supports traffic and incident management. This system contributes to the safety, mobility, and security of the Tollway.

A new competitive IFB solicitation has just been published (B-38650) with bids due 04/14/2025. However, given the time constraints and the significant value of inventory currently being stored with our existing vendor (Meade), any abrupt changes at this stage could have a detrimental impact on the Tollway.

Emergency Purchase Extension Approval v.24.1 Page 3 of 4

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Zip: 60527State: ILCity: WillowbrookAddress: 625 Willowbrook Center Parkway

Vendor: Meade, Inc.

Zip: 60515State: ILCity: Downers GroveAddress: 2700 Ogden Avenue

Requesting Agency THA - Toll Highway Authority Division: Engineering

5. Does this emergency contract correct or eliminate the emergency condition?

Yes No Please detail:

The new IFB solicitation has just been published (B-38650) with bids due 04/14/2025. This contract is critical to the function of the Tollway.

6. Explain why the need cannot be met through a competitive procurement process.

A new competitive IFB solicitation has just been published. This second emergency extension will give the Tollway time for that IFB solicitation to be awarded.

7. Is a competitive procurement in process to replace this emergency contract?

Yes No Status: published

The new IFB solicitation has just been published (B-38650) with bids due 04/14/2025.

8. What is the effect of a denial of this extension request?

The Tollway would be unable to repair and properly maintain our ITS infrastructure, leading to visible degradation and the loss of critical safety assets essential to the functioning of our Traffic Operations Center.

Emergency Purchase Extension Approval v.24.1 Page 4 of 4

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Zip: 60527State: ILCity: WillowbrookAddress: 625 Willowbrook Center Parkway

Vendor: Meade, Inc.

Zip: 60515State: ILCity: Downers GroveAddress: 2700 Ogden Avenue

Requesting Agency THA - Toll Highway Authority Division: Engineering

BidBuy Reference #: 25-557THA-PROCU-R-258886

Signatures below cannot be delegated.

APO Signature

I am requesting an extension of the requested emergency contract. I believe all statements herein are true and correct to the best of my knowledge.

APO Signature: Date: Mar 13, 2025

SPO Signature

SPO Signature: Date: Mar 13, 2025

CPO Signature Based on my review, I approve the Agency to proceed in accordance with the emergency contract extension detailed in this document.

Based upon my review, I approve the Agency to proceed with the following changes:

CPO Signature: Date: Mar 13, 2025

Page of

Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v. 24.1

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.24.1 Page of Section 20-30(a) of the Procurement Code provides that a contract for an emergency may be extended beyond 90 calendar days with the approval of the chief procurement officer (CPO). Prior to execution of the extension, the CPO shall receive this completed form justifying the extension. The duration of the extension shall be limited to the scope of the emergency.

Extension Justification Actual or Estimated:

Has this emergency contract been extended before? Please detail in the space below:

BidBuy Reference # Amount Start Date End Date

1. Provide detail about the events that led the agency to conduct an emergency procurement:

2. What is the scope of work of the initial emergency contract? Please detail below:

3. Does this extension change the scope of work?

If yes, please detail below:

4. Provide justification for extending the original emergency contract:

5. Does this emergency contract correct or eliminate the emergency condition?

Please detail:

6. Explain why the need cannot be met through a competitive procurement process.

7. Is a competitive procurement in process to replace this emergency contract?

8. What is the effect of a denial of this extension request?

Signatures below cannot be delegated.

APO Signature I am requesting an extension of the requested emergency contract. I believe all statements herein are true and correct to the best of my knowledge.

SPO Signature CPO Signature 11.0.0.20130303.1.892433.887364

The initial term of the Tollway's emergency Contract 24-0230 was 12/08/2024 to 03/07/2025. Meade voluntarily committed to 3% VET participation with Demarc Electric (VOSB certified), but they could not continue to count TranSmart Technologies because they are no longer BEP certified due to being acquired.

The Tollway received approval from the CPO-GS for a one-month extension with no increase to the emergency contract's upper dollar limit of $562,500.00. The first extension moved the end date of Contract 24-0230 to 04/07/2025.

At this time the Tollway is requesting a second extension of Contract 24-0230 for an additional three months to move the end date to 07/07/2025. This second extension will also add an estimated $500,000.00 increasing the upper dollar limit of Contract 24-0230 from $562,500.00 to $1,062,500.00. Meade again voluntarily committed to 3% VET participation with Demarc Electric (VOSB certified). Approval of this request will be presented to the Tollway's Board of Directors for approval on 03/20/2025.

A new competitive IFB solicitation has just been published (B-38650) with bids due 04/14/2025. This second emergency extension will give the Tollway time for that IFB solicitation to be awarded.

· Full matrix Dynamic Message Signs and Lane Control Signs

· TCP/IP communications networks (including fiber optic, wireless IP radio and digital cellular links)

· Roadside Closed Circuit Television (CCTV) with PTZ and zoom (both analog and HD Digital)

· Traffic monitoring devices (microwave and magnetic sensors)

· Roadway Weather Information Systems with snow/ice detection on pavement, automatic high speed vehicle weighing systems

· Additional traffic management field equipment as determined by the Tollway