B 33337 SEPS Revised Emergency Purchase Extension ehd.pdf

EMERGENCY PURCHASE EXTENSION

Extension Page 1 of 2 State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Version 22.2

Zip: 60527State: ILCity: Burr RidgeAddress: 7531 BRUSH HILL ROAD

Vendor: SEPS, Inc

Zip: 62702State: ILCity: SpringfieldAddress: 120 West Jefferson

Division: Illinois Century Network (ICN) Agency/University: Department of Innovation and Technology (DoIT

Extension Justification Reference #: 23-448DOIT-TELEC-B-31855

Original Emergency Term Start Date: Sep 10, 2022 Original Emergency Term End Date: Dec 8, 2022

Amount of original: 3,500,000 Actual or Estimated*: Estimated *

Expected Extension Start Date: Dec 9, 2022 Expected Extension End Date*: Jun 6, 2023

Amount of extension expenditure: 0 Actual or Estimated*: Estimated *

Select the type of funding to be used: Federal Funds State Appropriated Funds State Grant Funds Other

Describe the scope of the original emergency (supply, service, etc.):

The contract will allow DoIT to engineer, furnish and install new uninterruptible power supply (“UPS”) systems, generators, and related equipment as needed. The resulting contract will also provide the following services: power installation, maintenance, emergency maintenance, and preventative maintenance at locations statewide. Maintenance and emergency maintenance are crucial to keep critical state services working in case of power outages.

The Department originally intended on installing a new generator at a new state building, however due to a lengthened timeline and other factors effecting the staff move into the building, and therefore the emergency need for a larger backup generator, we have decided to remove it from this emergency scope and include it in the competitive solicitation currently being drafted. As such, we require no new money to be added to this emergency extension contract, we only need the 180 days to give us time to complete the formal IFB solicitation while still providing us the ability to provide the services above to the State of Illinois.

The original amount requested was $3.5M, which included the generator referenced above. With the generator removed from the scope of this emergency, there is currently more spending authority than required for this emergency and requested 180 day extension.

Our spending estimate for the remaining maintenance scope is approximately $500,000 for the original 90 days, and $1,000,000 during the 180 day extension requested. We do not anticipate spending the remaining $2,000,000 requested in the original 90 day emergency.

Describe the scope of the extension (supply, service, etc.). Show justification for extending the original emergency contract, and explain why the extension need cannot be met through a competitive process:

The State requires maintenance of existing systems statewide, and anticipates a requirement for upgrades at existing sites. Maintaining the systems that supply regulated power to our network equipment during commercial power abnormalities or outages is vital to providing protection of the network 24 x 7 and sustaining the services carried on it.

This contract would provide the State with a vehicle for procurement, maintenance, and repair for the emergency period.

It has been decided that it will be best to move forward with an IFB instead of the original RFP that had been in process. Once the IFB is drafted, reviewed and approved, it will need to go through the normal IFB process. The process includes the IFB going out for bids, reviewing the bids, awarding the bid, protest period, negotiating the contract and then executing the contract. For these reasons, the agency is requesting a 180 day extension.

Extension Page 2 of 2 State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Version 22.2

Zip: 60527State: ILCity: Burr RidgeAddress: 7531 BRUSH HILL ROAD

Vendor: SEPS, Inc

Zip: 62702State: ILCity: SpringfieldAddress: 120 West Jefferson

Division: Illinois Century Network (ICN) Agency/University: Department of Innovation and Technology (DoIT

Was authorization to proceed verbally given? No Yes NA

Term of emergency procurement shall not exceed 90 days. Contract may be extended beyond 90 days if CPO determines additional time is necessary; however, prior to execution of extension, CPO must hold a public hearing and provide written determination.

*Estimated end date and cost will be reported later.

Signatures Reference #: 23-448DOIT-TELEC-B-33337

I am requesting an extension of the requested emergency contract. I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

Agency Signature: Title: Agency Procurement Officer

Printed Name: Van Austin Date: Nov 30, 2022

CPO Signature

Based on my review, I authorize the Agency to proceed in accordance with the published Notice referenced above.

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

Approved CPO Signature: Date:

Page of

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Version 22.2

EMERGENCY PURCHASE EXTENSION

Extension Page of State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Version 22.2 Extension Justification Actual or Estimated*:

Actual or Estimated*:

Select the type of funding to be used:

Describe the scope of the original emergency (supply, service, etc.):

Describe the scope of the extension (supply, service, etc.). Show justification for extending the original emergency contract, and explain why the extension need cannot be met through a competitive process:

Was authorization to proceed verbally given?

Term of emergency procurement shall not exceed 90 days. Contract may be extended beyond 90 days if CPO determines additional time is necessary; however, prior to execution of extension, CPO must hold a public hearing and provide written determination.

*Estimated end date and cost will be reported later.

Signatures I am requesting an extension of the requested emergency contract. I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

CPO Signature 11.0.0.20130303.1.892433.887364

The Department originally intended on installing a new generator at a new state building, however due to a lengthened timeline and other factors effecting the staff move into the building, and therefore the emergency need for a larger backup generator, we have decided to remove it from this emergency scope and include it in the competitive solicitation currently being drafted. As such, we require no new money to be added to this emergency extension contract, we only need the 180 days to give us time to complete the formal IFB solicitation while still providing us the ability to provide the services above to the State of Illinois.

The original amount requested was $3.5M, which included the generator referenced above. With the generator removed from the scope of this emergency, there is currently more spending authority than required for this emergency and requested 180 day extension. Our spending estimate for the remaining maintenance scope is approximately $500,000 for the original 90 days, and $1,000,000 during the 180 day extension requested. We do not anticipate spending the remaining $2,000,000 requested in the original 90 day emergency.

TextField2: The State requires maintenance of existing systems statewide, and anticipates a requirement for upgrades at existing sites. Maintaining the systems that supply regulated power to our network equipment during commercial power abnormalities or outages is vital to providing protection of the network 24 x 7 and sustaining the services carried on it.

This contract would provide the State with a vehicle for procurement, maintenance, and repair for the emergency period.

It has been decided that it will be best to move forward with an IFB instead of the original RFP that had been in process. Once the IFB is drafted, reviewed and approved, it will need to go through the normal IFB process. The process includes the IFB going out for bids, reviewing the bids, awarding the bid, protest period, negotiating the contract and then executing the contract. For these reasons, the agency is requesting a 180 day extension.