24-0230 Approved EPS Extension - 1 Month-ITS.pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.25.2 Page 1 of 3

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-257599

Amount of original contract: $ 562,500

Actual or Estimated: Estimated

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

Original Emergency Term Start Date:Dec 8, 2024 Original Emergency Term End Date: Mar 7, 2025

Expected Extension Start Date: Mar 8, 2025 Expected Extension End Date: Apr 7, 2025

Amount of extension contract: $ 0 Actual or Estimated: Actual

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 remained the BEP sub and Demarc Electric and Communications, LLC was added as the VET sub. Contract 14-0017 expired 12/07/2024 and could not be extended.

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

At this time the Tollway is requesting a one-month extension with no increase to the emergency contract's upper dollar limit of $562,500.00. This first zero-dollar extension will give us an opportunity to bring an approval request to the Tollway's Board of Directors on 03/20/2025 to add additional funds ($500,000.00 estimated) and an additional three months to this emergency contract until a new competitive IFB solicitation can be posted and ultimately awarded.

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

BidBuy Reference # Amount Start Date End Date

N/A

$0.00

$0.00

Emergency Purchase Extension Approval v.25.2 Page 2 of 3

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

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 has not yet been posted. 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 IFB solicitation is in development but has not been posted yet. 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.

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

Yes No Please detail:

The IFB solicitation has not been posted yet, so no new contract is currently in place. This contract is critical to the function of the Tollway.

Emergency Purchase Extension Approval v.25.2 Page 3 of 3

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

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

A new IFB solicitation is in development to be posted.

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

Yes No Status: in development

It is currently in development.

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.

BidBuy Reference #:

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 5, 2025

SPO Signature

SPO Signature: Date: Mar 5, 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 6, 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. 25.2

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.25.2 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 this emergency Contract 24-0230 is 12/08/2024 to 03/07/2025. Meade voluntarily committed to 3% VET participation with Demarc (VOSB certified), but they could not continue to count TranSmart because they are no longer BEP certified due to being acquired.

At this time the Tollway is requesting a one-month extension with no increase to the emergency contract's upper dollar limit of $562,500.00. This first zero-dollar extension will give us an opportunity to bring an approval request to the Tollway's Board of Directors on 03/20/2025 to add additional funds ($500,000.00 estimated) and an additional three months to this emergency contract until a new competitive IFB solicitation can be posted and ultimately 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

A new IFB solicitation is in development but has not been posted yet. 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.