B-43173 Emergency Extension Purchase Request 5 P-46204 Meade Fiber Maintenance - Executed.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: 62702State: ILCity: SpringfieldAddress: 120 W Jefferson Street

Requesting Agency DoIT - Innovation and Tech Division: Telecom/ Networks

Extension Justification BidBuy Reference #: 24-448DOIT-TELEC-B-43173

Amount of original contract: $ 1,050,000

Actual or Estimated: Estimated

Original BidBuy Reference #: B-33406

Original Emergency Term Start Date: 11/22/2022 Original Emergency Term End Date: 2/19/2023

Expected Extension Start Date: 6/1/2024 Expected Extension End Date: 7/31/2024

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

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

BEP Goal 35 Percent/ VSB Goal 1 Percent

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

BidBuy Reference # Amount Start Date End Date

See Attachment A

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

The state sold the JRTC to Google, which means DoIT has to remove/relocate the state owned fiber network from the basement of the JRTC. Complicating matters and compressing the timeline for this move, the city of Chicago issued an unexpected temporary moratorium on cutting LaSalle and Lake Streets beginning 12/1/22. DoIT must have the conduit along these streets relocated/replaced by the end of November, which is Phase 1 of the JRTC fiber relocate project. Once the conduit has been moved/relocated, Phase 2 will begin to finish the installation. Phase 2 includes: remainder of LaSalle Street fiber, hand-hole, conduit placement, the inside plant work at City hall - splice work, conduit, fiber install, fiber termination (repeat for MABB). DoIT and Meade are at the mercy of several local permitting entities before work can be done in downtown Chicago, this further delayed the ability of DoIT and Meade to get the emergency relocation started earlier.

The existing contract CIC3648240 with Meade expires 11/27/22 with no renewals. DoIT submitted an amendment on 11/4/2022 to add $850,000 of funds to finish phase 1 of the fiber move on BidBuy B-33097. Due to receiving amendment approval with only one business day remaining before contract expiration, some funds from the amendment have also been included in this emergency to ensure

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: 62702State: ILCity: SpringfieldAddress: 120 W Jefferson Street

Requesting Agency DoIT - Innovation and Tech Division: Telecom/ Networks contract coverage and a funding source to finish phase 1 of the fiber move before the moratorium begins 12/1 and allow the state to vacate the JRTC per the sales agreement. Failure to finish phase 1 may result in significant delays and pose a risk to the fiber network which is a critical state asset. The JRTC fiber provides one of two physical paths to the Chicago POP which serves all Chicago and collar county government and education sites, Equinix which processes ~50% of all traffic leaving the network, and network services for the City of Chicago and Cook County. Loss of the JRTC fiber creates a vulnerability that will almost certainly result in a widespread outage that would likely take days to restore.

In addition to the emergency fiber move detailed above, Meade also covers our owned fiber network statewide. If we do not have a fiber maintenance vendor on contract we risk prolonged network outages every time our fiber is damaged by having to negotiate a new emergency contract for the fiber repair each time it is damaged.

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

Underlying master contract scope: DoIT requires a fiber optics outside plant contractor to provide emergency maintenance and restoration services for fiber optic infrastructure. Emergency maintenance may be required for approximately 1200 miles of cable infrastructure installed.

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:

The state has thousands of miles of fiber infrastructure and a state wide fiber maintenance vendor is a necessity.

Meade provides Fiber Maintenance across DoIT owned fiber network statewide. A fiber maintenance vendor on contract is critical or we risk prolonged network outages every time our fiber is damaged by having to negotiate a new emergency contract for the fiber repair each time it is damaged. Late spring and early summer will also kickoff road construction season which means IDOT will likely need DoIT to relocate fiber that lies in the path of these projects.

DoIT published a replacement IFB on March 11, 2024 with the bid opened on April 23, 2024 with (6) bids received. DoIT is currently evaluating bids for potential award covering the statewide services. DoIT still has to negotiate with the awarded Vendor to contract execution. This extension will ensure the agency has adequate time to review, evaluate, award and complete a new contract with the winning vendor.

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

Yes No Please detail:

Due to the size and scale of the State's ICN network, DoIT will always require a routine on-going network maintenance emergency repair vendor. If we do not have a fiber maintenance vendor on contract we risk prolonged outages every time our fiber is damaged.

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: 62702State: ILCity: SpringfieldAddress: 120 W Jefferson Street

Requesting Agency DoIT - Innovation and Tech Division: Telecom/ Networks

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

The current contract ends 5/31/2024 which does not give the agency time to award, negotiate and get a contract in place before curent emergency extension expires.

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

Yes No Status: under evaluation

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

Meade currently covers our owned fiber network statewide. A fiber maintenance vendor on contract is critical or we risk prolonged network outages every time our fiber is damaged by having to negotiate a new emergency contract for the fiber repair each time it is damaged. This would cause multiple agencies to be without Internet for an indeterminate amount of time. Late spring and early summer will also kickoff road construction season which means IDOT will likely need DoIT to relocate fiber that lies in the path of these projects. If it is not done it will either hold up construction projects or fiber will be damaged and more funds will need to be spent to fix the damage.

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: 62702State: ILCity: SpringfieldAddress: 120 W Jefferson Street

Requesting Agency DoIT - Innovation and Tech Division: Telecom/ Networks

BidBuy Reference #: 24-448DOIT-TELEC-B-43173

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:

SPO Signature

SPO Signature: Date:

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:

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

JRTC. Complicating matters and compressing the timeline for this move, the city of Chicago issued an unexpected temporary moratorium on cutting LaSalle and Lake Streets beginning 12/1/22. DoIT must have the conduit along these streets relocated/replaced by the end of November, which is Phase 1 of the JRTC fiber relocate project. Once the conduit has been moved/relocated, Phase 2 will begin to finish the installation. Phase 2 includes: remainder of LaSalle Street fiber, hand-hole, conduit placement, the inside plant work at City hall - splice work, conduit, fiber install, fiber termination (repeat for MABB). DoIT and Meade are at the mercy of several local permitting entities before work can be done in downtown Chicago, this further delayed the ability of DoIT and Meade to get the emergency relocation started earlier.

The existing contract CIC3648240 with Meade expires 11/27/22 with no renewals. DoIT submitted an amendment on 11/4/2022 to add $850,000 of funds to finish phase 1 of the fiber move on BidBuy B-33097. Due to receiving amendment approval with only one business day remaining before contract expiration, some funds from the amendment have also been included in this emergency to ensure contract coverage and a funding source to finish phase 1 of the fiber move before the moratorium begins 12/1 and allow the state to vacate the JRTC per the sales agreement. Failure to finish phase 1 may result in significant delays and pose a risk to the fiber network which is a critical state asset. The JRTC fiber provides one of two physical paths to the Chicago POP which serves all Chicago and collar county government and education sites, Equinix which processes ~50% of all traffic leaving the network, and network services for the City of Chicago and Cook County. Loss of the JRTC fiber creates a vulnerability that will almost certainly result in a widespread outage that would likely take days to restore.

In addition to the emergency fiber move detailed above, Meade also covers our owned fiber network statewide. If we do not have a fiber maintenance vendor on contract we risk prolonged network outages every time our fiber is damaged by having to negotiate a new emergency contract for the fiber repair each time it is damaged.

Meade provides Fiber Maintenance across DoIT owned fiber network statewide. A fiber maintenance vendor on contract is critical or we risk prolonged network outages every time our fiber is damaged by having to negotiate a new emergency contract for the fiber repair each time it is damaged. Late spring and early summer will also kickoff road construction season which means IDOT will likely need DoIT to relocate fiber that lies in the path of these projects.

DoIT published a replacement IFB on March 11, 2024 with the bid opened on April 23, 2024 with (6) bids received. DoIT is currently evaluating bids for potential award covering the statewide services. DoIT still has to negotiate with the awarded Vendor to contract execution. This extension will ensure the agency has adequate time to review, evaluate, award and complete a new contract with the winning vendor.

network outages every time our fiber is damaged by having to negotiate a new emergency contract for the fiber repair each time it is damaged. This would cause multiple agencies to be without Internet for an indeterminate amount of time. Late spring and early summer will also kickoff road construction season which means IDOT will likely need DoIT to relocate fiber that lies in the path of these projects. If it is not done it will either hold up construction projects or fiber will be damaged and more funds will need to be spent to fix the damage.