B 43898 Emergency Purchase Extension Request (003).pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.24.1 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: 48603State: INCity: Fort WayneAddress: 4410 New Haven Avenue

Vendor: Polar Leasing

Zip: 60403State: ILCity: Crest HillAddress: 16830 So. Route 53

Requesting Agency DOC - Corrections Division: Stateville Correctional Center

Extension Justification BidBuy Reference #: B-43898

Amount of original contract: $ 16,344

Actual or Estimated: Estimated

Original BidBuy Reference #: 24-426DOC-STATE-B-41180

Original Emergency Term Start Date: Jan 15, 2024 Original Emergency Term End Date: Apr 14, 2024

Expected Extension Start Date: Jul 15, 2024 Expected Extension End Date: Oct 14, 2024

Amount of extension contract: $16,344 Actual or Estimated: Estimated

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

Due to the highly specialized nature and scarce availability of this equipment, BEP considerations were unable to be undertaken for this procurement. No BEP vendors were listed under this NIGP code.

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

BidBuy Reference # Amount Start Date End Date

24-426DOC-STATE-B-42654 $16,344.00 Apr 15, 2024 Jul 14, 2024

$0.00

$0.00

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

Stateville Correctional Center's freezer/cooler failed to maintain adequate temperatures. Food loss through improper storage temperatures will be alleviated through this procurement and provide the agency cost savings. CDB is expediting the processing of the long-term replacement of the freezers/coolers and will assume the responsibility for the project in the coming months.

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

Rental of two (2) 8x20 foot freezer/coolers to meet facility food storage needs.

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

Emergency Purchase Extension Approval v.24.1 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: 48603State: INCity: Fort WayneAddress: 4410 New Haven Avenue

Vendor: Polar Leasing

Zip: 60403State: ILCity: Crest HillAddress: 16830 So. Route 53

Requesting Agency DOC - Corrections Division: Stateville Correctional Center

4. Provide justification for extending the original emergency contract:

CDB is expediting the processing of the long-term replacement of the freezers/coolers. CDB has not started the process of performing the work on the long-term replacement of the freezers/coolers. NRC freezer/cooler is not keeping the correct temperature. CDB will assume responsibility for the dietary construction project and the responsibility of the portable units that are essential to the daily kitchen operations until the upgrade is completed. Extension requested to continue rental until such a time as CDB can provide replacement

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

Yes No Please detail:

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

The need was attempted to be met by competitive procurement (see Dietary Equipment Repair contract P-55147); yet due to the age of equipment, need for immediate repairs, cost, and long-term discussions for remodeling the kitchen, an emergency for refrigeration units was the best option for the facility in conjunction with CDB.

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

Yes No Status: other, please explain below

In the near future the kitchen shall be remodeled under an on going Capital Development Board (CDB) project. CDB is involved in the procurement for rehabilitation of the kitchen and will assume responsibility for the project.

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

The denial of this extension will cause a serious disruption to critical State service that will affect health, safety, or collection of substantial State revenue.

Emergency Purchase Extension Approval v.24.1 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: 48603State: INCity: Fort WayneAddress: 4410 New Haven Avenue

Vendor: Polar Leasing

Zip: 60403State: ILCity: Crest HillAddress: 16830 So. Route 53

Requesting Agency DOC - Corrections Division: Stateville Correctional Center

BidBuy Reference #: B-43898

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 9, 2024

SPO Signature

SPO Signature: Date: Jul 10, 2024

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 12, 2024

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