B-54472 - 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 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: 92866State: CACity: OrangeAddress: 117 E. Chapman Ave.

Vendor: LCPTracker

Zip: 62764State: ILCity: SpringfieldAddress: 2300 South Dirksen Parkway

Requesting Agency: DOT - Transportation Division: Business Services

Extension Justification Original BidBuy Reference #: B- B-52275

Emergency Extension BidBuy Reference #: B- 54472

Amount of original contract: $ 77,822.1

Actual or Estimated: Estimated

Original Emergency Term Start Date:05/01/2026 Original Emergency Term End Date: 07/29/2026

Expected Extension Start Date: 10/30/2026 Expected Extension End Date: 03/01/2027

Amount of extension contract: $ 106,000 Actual or Estimated: Estimated

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

There is not an opportunity to establish a BEP goal at this time.

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

BidBuy Reference # Amount Start Date End Date

B-53289 $79,474.54 Jul 30, 2026 Oct 29, 2026

$0.00

$0.00

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

The Agency entered into a Sole Source contract with LCPTracker that expired on 01/28/2026. Once the contract ended, the Agency completed a small purchase with emergency conditions until 04/30/2026. The initial development of a long-term solicitation took longer than expected, so the Agency had to declare an emergency while the solicitation was taking place. The first solicitation B-52823 had no bids. The current solicitation B-53697 is under protest and the low bidding vendor has taken extension exceptions to the terms and conditions.

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 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: 92866State: CACity: OrangeAddress: 117 E. Chapman Ave.

Vendor: LCPTracker

Zip: 62764State: ILCity: SpringfieldAddress: 2300 South Dirksen Parkway

Requesting Agency: DOT - Transportation Division: Business Services

Maintain maintenance on the LCPTracker Payroll Solution software which provides maintenance for prevailing wage laws and rates at the State and Federal Level; until such time as the IFB contract has been executed.

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

Original BidBuy Reference #: B- B-52275

4. Provide justification for extending the original emergency contract:

LCPTracker needs to be maintained (and kept continuously updated) primarily to ensure strict legal compliance with prevailing wage laws such as the Davis-Bacon Act and to manage government contracts.

Legal Compliance: Federal, Sate, and local agencies are required to submit verified payroll records to ensure employees are paid correctly.

Audit and Dispute Readiness: Federal regulations (including the Davis-Bacon Act) mandate that employers and agencies retain all payroll documents for at least three years after project completion. Centralized maintenance protects businesses from sudden demands for historical records

Automated Error Checking: LCPTracker actively runs over 70 validation checks on submitted payrolls. Maintaining and inputing data properly prevents wage violations and identifies discrepancies before they result in financial penalties.

Data Security: The platform is continuously monitored and maintained to meet high-level government security standards, including FedRAMP Moderate and SOC requirements.

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

Yes No Please detail:

The Agency has published an Invitation for Bid for a long-term software solution, and that IDOT is requesting an additional 120 day extension to complete the IFB procurement process.

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

The original contract was procured via the piggyback method of procurement from 2021 to 2024, before it was procured as a Sole Source from 2024 to 2025. Until the IFB is in place, the maintenance for the Agency’s payroll and prevailing software needs to remain in place

Emergency Purchase Extension Approval v.26.1 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: 92866State: CACity: OrangeAddress: 117 E. Chapman Ave.

Vendor: LCPTracker

Zip: 62764State: ILCity: SpringfieldAddress: 2300 South Dirksen Parkway

Requesting Agency: DOT - Transportation Division: Business Services

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

Yes No Status: under evaluation

BidBuy Bid # 27-494DOT-FINAD-B-53697 has been published as an Invitation for Bid, with a Bid Opening Date of 09/18/2026. Currently the solicitation is under protest. Once a long -term contract is in place, the Agency will move to terminate the emergency contract.

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

The Agency will lose support of a vital part of its Payroll system, most particularly the prevailing wage component.

Original BidBuy Reference #: B- B-52275

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: Oct 13, 2026

SPO Signature

SPO Signature: Date: Oct 15, 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:

CPO Signature: Date: Oct 16, 2026

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. 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

Legal Compliance: Federal, Sate, and local agencies are required to submit verified payroll records to ensure employees are paid correctly.

Audit and Dispute Readiness: Federal regulations (including the Davis-Bacon Act) mandate that employers and agencies retain all payroll documents for at least three years after project completion. Centralized maintenance protects businesses from sudden demands for historical records

Automated Error Checking: LCPTracker actively runs over 70 validation checks on submitted payrolls. Maintaining and inputing data properly prevents wage violations and identifies discrepancies before they result in financial penalties.

Data Security: The platform is continuously monitored and maintained to meet high-level government security standards, including FedRAMP Moderate and SOC requirements.