B-53630 - IDOT Emergency Purchase Extension Approval CPO SIGNED.pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.26.1 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: 537148State: ILCity: MadisonAddress: 10 Terrace Court

Vendor: Baker Tilly Advisory Group

Zip: 62764State: ILCity: Springfield Address: 2300 S. Dirksen Parkway

Requesting Agency: DOT - Transportation Division: Central Office

Extension Justification Original BidBuy Reference #: B- 52624

Emergency Extension BidBuy Reference #: B- 53630

Amount of original contract: $ 499,200

Actual or Estimated: Estimated

Original Emergency Term Start Date:May 26, 2026 Original Emergency Term End Date: Aug 23, 2026

Expected Extension Start Date: Aug 24, 2026 Expected Extension End Date: Feb 23, 2027

Amount of extension contract: $ 1,664,000 Actual or Estimated: Estimated

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

The vendor will continue to maintain and fulfill the established 20% Business Enterprise Program (BEP) goal throughout the emergency contract extension period.

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 initial contract was competitively procured as an agency-specific P&A contract for the period of 2020 through 2026. Due to circumstances that were not reasonably foreseeable, the Agency authorized a 90-day emergency to prevent a lapse in critical services. Until the new RFP is completed and a successor contract is established, continuation of the current Compliance Auditing Services contract is necessary to ensure uninterrupted services and maintain operational continuity.

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 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: 537148State: ILCity: MadisonAddress: 10 Terrace Court

Vendor: Baker Tilly Advisory Group

Zip: 62764State: ILCity: Springfield Address: 2300 S. Dirksen Parkway

Requesting Agency: DOT - Transportation Division: Central Office

IDOT shall assign internal and external audits to the vendor deemed necessary by the Bureau of Investigations and Compliance (BIC) All work is demand-based, and no minimum amount of work is guaranteed.

The Vendor shall continue to assist current staff and train newly hired staff as needed. All services must be performed by qualified personnel approved in advance by the Agency, and no staff changes may occur without written approval following submission of resumes that meet the requirements outlined in the contract. Payments shall be continued to be made only for billable hours performed in accordance with an approved work order.

The Vendor shall continue to assist BIC in conducting audits and reviews to assess vendor integrity and compliance with contract requirements. Audit assignments may be modified at the Agency’s discretion, and all findings shall be reported to BIC.

Services may include, but are not limited to, application and general control reviews; overhead audits; consultant agreement and contract cost audits; contract management audits; railroad and utility audits; and other grant-related reviews. All audit work shall be conducted in accordance with applicable federal and state laws, regulations, and professional auditing standards, including GAGAS, GAAS, GAAP, FAR, AASHTO Audit Guide, 2 CFR 200, the Grant Accountability and Transparency Act, and Departmental Orders.

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

Original BidBuy Reference #: B- 52624

4. Provide justification for extending the original emergency contract:

The final renewal of the current contract for audit and compliance services expired on May 25, 2026. Due to unforeseen circumstances that impacted the timeline for procuring continued services, an emergency procurement was established effective May 26, 2026, through August 23, 2026, to prevent an interruption in these critical services. IDOT is therefore requesting an additional six-month extension to the current emergency contract to allow sufficient time to complete the RFP process and establish a new long-term contract through a competitive procurement.

An emergency purchase extension is necessary to ensure the uninterrupted continuation of audit and compliance services required by the Bureau of Investigations and Compliance (BIC) while the procurement process for a new contract is completed.

The RFP draft has completed SPO review and is currently under review by Legal. The Agency continues to advance the procurement process, including completion of required reviews, in preparation for publishing the RFP and establishing a new contract for ongoing audit and compliance services.

A lapse in services could jeopardize the timely completion of required internal and external audit reviews, impact regulatory oversight, and affect the Agency’s ability to meet compliance obligations. Additionally, a disruption in services could prevent

Emergency Purchase Extension Approval v.26.1 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: 537148State: ILCity: MadisonAddress: 10 Terrace Court

Vendor: Baker Tilly Advisory Group

Zip: 62764State: ILCity: Springfield Address: 2300 S. Dirksen Parkway

Requesting Agency: DOT - Transportation Division: Central Office consultants from submitting updated financial data within applicable deadlines, potentially resulting in non-approval status and loss of eligibility to perform work on IDOT projects.

Continuation of these services is necessary to maintain audit readiness, compliance with applicable federal and state requirements, professional auditing standards, and continuity of Agency operations while the RFP process is finalized.

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

Yes No Please detail:

This is a continuing need until a long-term contract can be put in place.

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

The Agency intends to fulfill its long-term need for audit and compliance services through a competitive procurement process.

The RFP for these services is currently undergoing the required review process prior to publication. Because an RFP procurement involves multiple steps, including review, publication, solicitation, evaluation, and contract execution, additional time is necessary to complete the competitive procurement process.

IDOT is therefore requesting an additional six-month extension to the current emergency contract to allow sufficient time to complete the RFP process and establish a new long-term contract through a competitive procurement. The requested extension will provide continuity of critical audit and compliance services while allowing the Agency to complete the competitive procurement process in accordance with applicable procurement requirements.

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

Yes No Status: in development

IDOT is actively working to finalize and publish the RFP for a long-term contract. IDOT is requesting an additional 6 month extension to allow sufficient time to complete the competitive procurement process and establish the long-term contract.

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

Denial of the emergency extension request could result in a lapse in critical audit and compliance services required by the Bureau of Investigations and Compliance (BIC). This interruption could delay required internal and external audit reviews and prevent consultants from submitting updated financial information by deadlines, potentially resulting in non-approval status and loss of eligibility to perform work on IDOT projects.

A lapse in services could also delay active and upcoming projects and hinder IDOT’s ability to meet applicable federal and state requirements and professional auditing standards. Maintaining uninterrupted services is therefore necessary to avoid operational delays and potential compliance consequences.

Emergency Purchase Extension Approval v.26.1 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: 537148State: ILCity: MadisonAddress: 10 Terrace Court

Vendor: Baker Tilly Advisory Group

Zip: 62764State: ILCity: Springfield Address: 2300 S. Dirksen Parkway

Requesting Agency: DOT - Transportation Division: Central Office

Original BidBuy Reference #: B- 52624

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: Aug 17, 2026

SPO Signature

SPO Signature: Date: Aug 18, 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:

The term of this emergency extension contract expires on January 2, 2027. I encourage the agency to monitor its contract expiration dates and work timely to start and complete competitive procurements to avoid the necessity of the use of emergency purchases.

CPO Signature: Date: Aug 20, 2026

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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

The Vendor shall continue to assist current staff and train newly hired staff as needed. All services must be performed by qualified personnel approved in advance by the Agency, and no staff changes may occur without written approval following submission of resumes that meet the requirements outlined in the contract. Payments shall be continued to be made only for billable hours performed in accordance with an approved work order.

The Vendor shall continue to assist BIC in conducting audits and reviews to assess vendor integrity and compliance with contract requirements. Audit assignments may be modified at the Agency’s discretion, and all findings shall be reported to BIC. Services may include, but are not limited to, application and general control reviews; overhead audits; consultant agreement and contract cost audits; contract management audits; railroad and utility audits; and other grant-related reviews. All audit work shall be conducted in accordance with applicable federal and state laws, regulations, and professional auditing standards, including GAGAS, GAAS, GAAP, FAR, AASHTO Audit Guide, 2 CFR 200, the Grant Accountability and Transparency Act, and Departmental Orders.

An emergency purchase extension is necessary to ensure the uninterrupted continuation of audit and compliance services required by the Bureau of Investigations and Compliance (BIC) while the procurement process for a new contract is completed. The RFP draft has completed SPO review and is currently under review by Legal. The Agency continues to advance the procurement process, including completion of required reviews, in preparation for publishing the RFP and establishing a new contract for ongoing audit and compliance services.

A lapse in services could jeopardize the timely completion of required internal and external audit reviews, impact regulatory oversight, and affect the Agency’s ability to meet compliance obligations. Additionally, a disruption in services could prevent consultants from submitting updated financial data within applicable deadlines, potentially resulting in non-approval status and loss of eligibility to perform work on IDOT projects.

Continuation of these services is necessary to maintain audit readiness, compliance with applicable federal and state requirements, professional auditing standards, and continuity of Agency operations while the RFP process is finalized.

IDOT is therefore requesting an additional six-month extension to the current emergency contract to allow sufficient time to complete the RFP process and establish a new long-term contract through a competitive procurement. The requested extension will provide continuity of critical audit and compliance services while allowing the Agency to complete the competitive procurement process in accordance with applicable procurement requirements.

A lapse in services could also delay active and upcoming projects and hinder IDOT’s ability to meet applicable federal and state requirements and professional auditing standards. Maintaining uninterrupted services is therefore necessary to avoid operational delays and potential compliance consequences.