B-50365 Emergency Purchase Extension - Packard Boilers CPO approved.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: 40218State: KYCity: LouisvilleAddress: 3401 Bashford Avenue Court

Vendor: Ivan Ware & Son, LLC

Zip: 62703State: ILCity: SpringfiledAddress: 901 Southwind Road

Requesting Agency: DHS - Human Services Division: BHR/Packard Mental Health Center

Extension Justification BidBuy Reference #: 26-444DHS-MENTH-B-50365

Amount of original contract: $ 268,570

Actual or Estimated: Estimated

Original BidBuy Reference #: 26-444DHS-MENTH-B-49617

Original Emergency Term Start Date:Oct 3, 2025 Original Emergency Term End Date: 12/31/2025

Expected Extension Start Date: Jan 1, 2026 Expected Extension End Date: Dec 31, 2026

Amount of extension contract: $ 1,074,999.96 Actual or Estimated: Estimated

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

DHS estimated that approximately 2% of the work required can be done by a BEP certified vendor, using the NIGP Codes 98168 - Steam Boilers, Steam Heating, and Power Plant Items Rental or Lease and 96246 Hauling Services. The vendor was contacted to ask if they would engage a BEP vendor and a list of those vendors was furnished to them. The vendor indicated they will consider engaging a BEP vendor to transport the units and return them, once the State no longer needs them. The vendor has not completed the Utilization Plan at this point due to how far in the future it will be before the units are returned.

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

BidBuy Reference # Amount Start Date End Date

$0.00

$0.00

$0.00

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

The facility has been struggling to keep the Medium Temperature Water Line repaired for years that supply hot water and heat to five (5) patient living areas. Discussions began in September 2024 with Capital Development Board (CDB) to find a permanent solution. CDB is directing the project to repair these lines and providing partial funding for the repair while DHS has been tasked with procuring the temporary, portable boilers and potentially other aspects of the project. CDB notified the facility that they would need to lease portable boilers to supply hot water and adequate heat to five (5) patient living units through the winter season. The boilers were received 12/05/25 and CDB is making payments on the delivery and rental of them.

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: 40218State: KYCity: LouisvilleAddress: 3401 Bashford Avenue Court

Vendor: Ivan Ware & Son, LLC

Zip: 62703State: ILCity: SpringfiledAddress: 901 Southwind Road

Requesting Agency: DHS - Human Services Division: BHR/Packard Mental Health Center

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

Rental of five (5) RBI Domestic/Heating Hot Water Mobile Boilers, Model # MW4000N0R9A5GA00C3E1G4H3J1M6P2 to supply heat and domestic hot water to five (5) patient housing units at Packard MHC.

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:

Packard Mental Health Center is requesting an extension of the rental of five (5) package boilers to supply heat and domestic hot water to five (5) patient housing units. The package boilers are needed to allow time for the repairs to be made on the medium temperature boiler lines at PMHC. Without these boilers the housing units will not have hot water heat during the winter. Currently domestic hot water is being supplied with temporary electric hot water heaters and heat is being supplied with diesel heaters which are not powerful enough to supply adequate heat throughout the winter. PMHC has no supply of medium temperature boiler water to the units for heating. PMHC is requesting a 12 month extension because it is unknown how much work will get done this winter and it is an extensive project that could easily take a year to complete. CDB has not given an estimated time to complete the job and have not responded to that question when asked.

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

Yes No Please detail:

The package boilers are needed to allow time for the repairs to be made on the medium temperature boiler lines at PMHC. This will allow the residents to continue having a safe living environment during the winter months while repairs continue on the water line. Once repairs are completed on the Medium Temperature Water Line, the Vendor will remove the five (5) package boilers and the emergency contract will be terminated.

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

This was an emergency need to supply hot water and heat to patient housing units. In order to deliver our best effort to secure BEP participation and introduce some degree of competition, the DHS Procurement Office contacted 5 vendors in the field, using specifications from CDB, to see if they would provide a quote. No vendor provided a quote. Ware has indicated they will use a BEP vendor when the agency no longer requires the use of the boilers, when they are ready to be returned to the vendor. As that date is yet unknown and Ware has not supplied a BEP Utilization Plan, the vendor name is unknown at this time.

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

Yes No

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: 40218State: KYCity: LouisvilleAddress: 3401 Bashford Avenue Court

Vendor: Ivan Ware & Son, LLC

Zip: 62703State: ILCity: SpringfiledAddress: 901 Southwind Road

Requesting Agency: DHS - Human Services Division: BHR/Packard Mental Health Center

Status:

The portable boilers are needed to allow time for the repairs to be made on the medium temperature boiler lines at PMHC.

This will allow the residents to continue having a safe living environment during the winter months while repairs continue on the water line. DHS solicited bids from 5 vendors in this field and was only successful in obtaining the services of Ware. Due to the set up and delivery / return costs, DHS does not believe going out for bid will result in a greater cost savings to the State that includes BEP participation and meets all of the specifications.

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

If the extension is not granted, five (5) living units housing up to 125 people will not have adequate hot water or heat during the winter months.

BidBuy Reference #: 26-444DHS-MENTH-B-50365

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: Dec 17, 2025

SPO Signature

SPO Signature: Date: Dec 22, 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: Dec 22, 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