CPO signed 09.29.26 Emergency Extension 27-422DNR-REALT-B-54304.pdf

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EMERGENCY PURCHASE EXTENSION APPROVAL

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 Emergency Criteria project now includes more extensive dormer and wall repairs, requiring in‑house architectural details to properly connect the failed windows and historic dormer structure to the existing stone walls. These expanded repairs include rebuilding a large integral dormer which originally featured massive beam construction—an obsolete construction method. Working with the State Historic Preservation Officers, the Agency has developed a repair detail that blends modern construction techniques with wood cladding to retain the historic appearance of the windows.

The expanded water‑infiltration and historic windows/dormer project continues to meet Emergency Criteria. Immediate expenditure is necessary to prevent further water infiltration damage to the Black Hawk State Historic Site Museum (30 ILCS 500/20‑30, Criteria B). Water infiltration deep into the walls presents a concern for mold growth, creating a threat to public health (Criteria A). Without immediate action, the Agency would need to close the museum to the public and staff, constituting a major disruption of State services (Criteria C). Finally, water infiltration above museum space containing irreplaceable artifacts poses a risk to State records (Criteria D).

In summary, while the project primarily addresses risk to State property—specifically preventing further water infiltration damage—it also meets the remaining three State Emergency Criteria.

Initially, site staff reported extensive water infiltration from failed dormer windows at the Black Hawk State Historic Site. As the Agency investigated the issue and procured an initial repair solution, opening the historic walls near the windows revealed more extensive water‑infiltration damage than originally anticipated. The project scope was first expanded through a Change Order; however, as additional repair needs were identified, the project was ultimately abolished in order to pursue a more appropriate procurement method for projects exceeding the $100,000 threshold.

This project continues to meet all four of the State’s Emergency Procurement Criteria (30 ILCS 500/20‑30, Criteria A–D). The water infiltration poses a risk of mold growth beyond healthy levels (Criteria A). Future rain events will result in further damage to State property (Criteria B). There is a risk that the Agency would have to close the site to the public, constituting a disruption of State services (Criteria C). Finally, water infiltration threatens State records, including artifacts in the museum space (Criteria D).

TextField13: All historic window restoration work at the Black Hawk State Historic Site shall be furnished and installed in accordance with the "Secretary of the Interior's Standards for Rehabilitation and Guidelines for Rehabilitating Historic Buildings," US Dept. of Interior, National Park Service, Preservation Assistance Division, Washington D.C .

Included in the supplies and services provided is the full restoration of six (6) failed windows includes:

Dormer Window Repairs:

- Removal of deteriorated sashes & frame components from exterior; board up windows while restoration is completed off site; salvage historic glass for installation into new units.

- Build six (6) new 1-3/4"-thick 30-lite sash from Sapele Mahogany (as required by the State Historic Preservation Officers).

- Replace sills and subsill with Sapele to match original profiles (as required by the SHPO).

- Glaze window with existing (salvaged) glass using Sarco linseed oil-based exterior primer.

- Prime wood with one coat of oil-based exterior primer.

- Finish interior & exterior new wood components with urethane trim enamel (to match existing conditions).

- Clean-up of debris caused by work.

Dormer Trim:

- Replace deteriorated trim on the six (6) dormer units with Sapele mahogany (as required by SHPO).

- Prime wood with one coat of oil-based urethane trim enamel.

- Prime wood with one coat of oil-based exterior primer.

- Finish interior & exterior new wood components with urethane trim enamel (to match existing conditions).

- Clean-up of debris caused by work.

Dormer Beam & Wall Repairs:

- State Historic Preservation Officer (SHPO) approved repair methods to repair the failed wall and dormer beam support connection to the historic stone wall below

- Modern concrete masonry unit block construction with custom wood-cladding detail necessary to preserve this the historic look of the dormer windows and walls (as required by the SHPO)

Furthermore, as the Agency's selected contractor for the project, Renaissance Restoration, Inc. is uniquely knowledgeable about both the original historic window restoration project and the more extensive historic dormer and wall repairs. This includes knowledge of the State Historic Preservation Officers requirements for the modern repairs and cladding (unique to this repair and restoration project).

Renaissance Restoration, Inc. was the only contractor available to mobilize quickly, assess the situation, provide a cost proposal, and begin work immediately. Renaissance Restoration, Inc. is a known contractor that has previously worked with multiple State Agencies (including the DNR) to perform repairs and restorations at Illinois Historic Sites.

Finding a contractor qualified to work on historic structures is challenging and often costly due to the specialized expertise required. The cost proposals received from Renaissance Restoration, Inc. are reasonable given the difficult site access, the deteriorated condition of the historic windows, and the regional context. Additionally, Renaissance Restoration, Inc. is uniquely familiar with the unforeseen conditions discovered (more extensive water‑infiltration damage than anticipated) and the specialized repair and restoration approach approved by the State Historic Preservation Officers.