27-448DOIT-TELEC-B-53519 Emergency Purchase Extension Approval 4.pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.26.1 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: 61301State: ILCity: LaSalleAddress: 12 Gunia Dr., Suite 3, PO Box 1456

Vendor: Ficek Electric & Communication Systems, Inc.

Zip: 62702State: IL City: SpringfieldAddress: 120 W Jefferson St.

Requesting Agency: DoIT - Innovation and Tech Division: ITPO

Extension Justification Original BidBuy Reference #: B- 47645

Emergency Extension BidBuy Reference #: B- 53519

Amount of original contract: $ 688,055.75

Actual or Estimated: Estimated

Original Emergency Term Start Date:May 1, 2025 Original Emergency Term End Date: July 30, 2025

Expected Extension Start Date: 8/1/2026 Expected Extension End Date: 10/31/2026

Amount of extension contract: $ 700,000 Actual or Estimated: Estimated

Is there BEP participation on this contract? If yes, please detail

Ficek Electric & Communication Systems, Inc. is an active, certified, Business Enterprise Program Participant.

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

BidBuy Reference # Amount Start Date End Date

26-448DOIT-TELEC-B-48614 $1,376,111.50 7/31/2025 1/31/2026

26-448DOIT-TELEC-B-50850 $700,000.00 2/1/2026 4/30/2026

26-448DOIT-TELEC-B-52232 $700,000.00 5/1/2026 7/31/2026

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

The initial development of the solicitation took longer than expected; however, the agency was on track to have an executed contract in place by the end of the emergency term. When the solicitation closed with no responsive bids, DoIT was left without a viable contract vehicle to procure critical services, necessitating an emergency procurement to maintain operational continuity. The Agency has published and IFB REBID (B-52287) on 7/8/2026 with Bids due 8/20/2026. The Agency requests an additional (90) days extension to receive bids on 8/20/2026 followed by: Bid Responsiveness; BEP Review; Notice of Award Review; Protest Period; Contract Negotiations and Contract Execution and Distribution

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

Emergency Purchase Extension Approval v.26.1 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: 61301State: ILCity: LaSalleAddress: 12 Gunia Dr., Suite 3, PO Box 1456

Vendor: Ficek Electric & Communication Systems, Inc.

Zip: 62702State: IL City: SpringfieldAddress: 120 W Jefferson St.

Requesting Agency: DoIT - Innovation and Tech Division: ITPO

Installation/ Move, Add, Change (MAC) requests and Maintenance services for the State's remaining anlaog phone systems listed in Attachment A. This includes warranty, replacememt, and add, change requests. The Vendor will handle all facets of maintenance for the systems.

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

Original BidBuy Reference #: B- 47645

4. Provide justification for extending the original emergency contract:

Solicitation 25-448DOIT-TELEC-B-47777 intended to replace the previous contract and emergency procurement, resulted in no responsive bids. IFB REBID 26-448DOIT-ADMIN-B-48792 was published 12/5/2025, the IFB was opened with two (2) Bids received on 1/6/2026. Both Vendors were found as non-responsive. On 3/3/2026, the Agency published a 3rd solicitation with one (1) bid received. CEI review of Vendor's Good Faith Effort for meeting BEP Goal was found as non-responsive. The Agency requests an additional (90) days extension to process the bids received.

On April 27, 20206, the Agency Procurement Officer submitted an exemption of BEP Goal due to previous solicitation's failing due to the BEP Goal. CEI approved the waiver of the BEP Goal on 6/29/2026. On 7/8/2026, an IFB was published under B-52287 with no BEP goal. The Agency requests an additional (90) days extension to receive bids on 8/20/2026 and perform Bid Responsiveness; BEP Review; Notice of Award Review; Protest Period; Contract Negotiations and Contract Execution and Distribution.

A lapse in service poses a significant risk to public health and safety. If this extension request is denied, DoIT will have no viable procurement pathway to acquire critical parts and maintenance for legacy telephone systems, the majority of which are located in Department of Corrections facilities.

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

Yes No Please detail:

Once the revised solicitation is executed and a contract is in place, the conditions necessitating the emergency procurement will be resolved.

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

The Agency has unsuccessfully solicited Vendors three (3) times under the following BidBuy Bid numbers: B-47777; B-48792;

and B-51706. The Agency Procurement Officer has submitted and received approval of the previous BEP goals which were the

Emergency Purchase Extension Approval v.26.1 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: 61301State: ILCity: LaSalleAddress: 12 Gunia Dr., Suite 3, PO Box 1456

Vendor: Ficek Electric & Communication Systems, Inc.

Zip: 62702State: IL City: SpringfieldAddress: 120 W Jefferson St.

Requesting Agency: DoIT - Innovation and Tech Division: ITPO basis of finding Bidders non-responsive. The Agency feels the waiver of the BEP goal will result in a better outcome for published solicitation on July 8, 2026, (B-52287).

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

Yes No Status: published

Published on 7/8/2026; currently slated to open on 8/20/2026.

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

A lapse in service poses a significant risk to public health and safety. If this extension request is denied, DoIT will have no viable procurement pathway to acquire critical parts and maintenance for legacy telephone systems, the majority of which are located in Department of Corrections facilities.

Original BidBuy Reference #: B- 47645

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: Jul 29, 2026

SPO Signature

SPO Signature: Date: Jul 29, 2026

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: Jul 29, 2026

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. 26.1

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.26.1 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

On April 27, 20206, the Agency Procurement Officer submitted an exemption of BEP Goal due to previous solicitation's failing due to the BEP Goal. CEI approved the waiver of the BEP Goal on 6/29/2026. On 7/8/2026, an IFB was published under B-52287 with no BEP goal. The Agency requests an additional (90) days extension to receive bids on 8/20/2026 and perform Bid Responsiveness; BEP Review; Notice of Award Review; Protest Period; Contract Negotiations and Contract Execution and Distribution.

A lapse in service poses a significant risk to public health and safety. If this extension request is denied, DoIT will have no viable procurement pathway to acquire critical parts and maintenance for legacy telephone systems, the majority of which are located in Department of Corrections facilities.