CPO signed 09.29.26 Emergency Purchase Extension Request JPMC Rock Salt IDOT Emergency B-54160 Midwest Salt.pdf
PDF 3 MB Posted
- Solicitation number
- 27-416CMS-BOSS4-B-54160
- Issued by
- Illinois
About this file
This is an Emergency Purchase Extension Approval form submitted by the State of Illinois Chief Procurement Office on behalf of the Illinois Department of Transportation (IDOT) and Central Management Services (CMS) to extend an emergency rock salt procurement contract with Midwest Salt, LLC. The original emergency contract (B-53801) was established with a start date of August 31, 2026, and an initial end date of November 28, 2026. The extension request seeks to prolong the contract through June 30, 2027, to ensure continuous supply of bulk rock salt for IDOT locations throughout the winter season. The procurement was necessitated when CMS did not receive bids for 260 of 905 locations under the original competitive bid (B-52513), and one of three major rock salt suppliers chose not to submit a quote. The limited market supply of rock salt, attributed to the harsh winter conditions of the previous season affecting Midwest and East Coast regions, created an emergency condition requiring immediate procurement action to secure available inventory at favorable pricing.
The original emergency contract amount was $12,247,079.40, with an estimated extension expenditure amount of $0.00 as noted in the form. The extension is justified under Section 20-30(a) of the Illinois Procurement Code, which permits emergency contract extensions beyond the standard 90-day limit with Chief Procurement Officer approval. CMS encouraged the utilization of a Business Enterprise Program (BEP) subcontractor for hauling services; however, efforts to engage such vendors were unsuccessful as of the extension notice. The emergency procurement represents the maximum competition practicable given the time-sensitive market conditions and limited supply availability. A competitive procurement for CY27-28 rock salt is scheduled for March 2027. Denial of the extension would result in service disruption and pose a threat to public safety due to inadequate maintenance of public highways during winter conditions. The vendor, Midwest Salt, LLC, is located in West Chicago, Illinois, and is registered and certified as a State of Illinois vendor.
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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
| DropDownList1: If no, explain why |
| DropDownList1: CMS - Central Management Services |
| DropDownList1: CMS - Central Management Services |
| DropDownList1: CMS - Central Management Services |
| CurrentPage: |
| PageCount: |
| VendorZip: 60185 |
| VendorState: IL |
| VendorCity: West Chicago |
| VendorAddress: 1300 Washington St. |
| Vendor: Midwest Salt, LLC |
| AgencyZip: 62702 |
| AgencyState: IL |
| AgencyCity: Springfield |
| AgencyAddress: 300 W. Jefferson St. |
| AgencyDivision: Bureau of Strategic Sourcing/Equipment & Commodities |
| ReferenceNumber: 53801 |
| TextField15: 54160 |
| AmountOfOriginal: 12247079.40000000 |
| ActualOrEstimated2: Estimated |
| Start: 2026-08-31 |
| End: 2026-11-28 |
| ExpectedExtensionStartDate: 2026-11-29 |
| ExpectedExtensionEnd: 2027-06-30 |
| AmtExtensionExpenditure: 0.00000000 |
| ActualOrEstimated3: Estimated |
| TextField5: CMS has encouraged utilization of a BEP subcontractor to provide hauling services for this emergency and emergency extension. CMS provided the vendor with the BEP subcontractor's currently utilized in the hauling of rock salt. They have contacted these vendors, but has not been successful in finding one to work with as of this extension notice. |
| TextField7: N/A |
| NumericField4: 0 |
| DateField3: |
| DateField4: |
| TextField8: |
| NumericField2: 0 |
| DateField5: |
| DateField6: |
| TextField9: |
| NumericField3: 0 |
| DateField7: |
| DateField8: |
| TextField6: This procurement was previously bid under B-52513 for 905 locations. CMS did not receive a bid for 260 of the 905 locations. We usually have 3 major rock salt suppliers that submit quotes, but this year 1 of those suppliers chose not to submit a quote. This major supplier choosing to not submit a quote left a void in our bid, that the other two major suppliers could not fill. The other circumstance that is becoming apparent is that the supply of rock salt is and will be limited this year due to the harsh winter last season that spread from the Midwest all the way to the east coast. |
| TextField13: The purpose of this emergency is to establish a joint master master contract to enable the Illinois Department of Transportation (IDOT) locations that did not receive a quote under the original bid to purchase bulk rock salt for CY26-27. |
| CheckBox7: 0 |
| CheckBox8: 1 |
| TextField1: |
| TextField2: This extension to B-53801 is necessary to ensure there is no disruption to the safety and maintenance of our public highways. The emergency procurement is needed to maintain uninterrupted service until the winter season has expired. Because the procurement code under 30 ILCS 500/20-30 allows an emergency procurement for only 90 days, this extension is necessary to maintain continuity of service and protect the safety of the traveling public until the winter season has expired. |
| WhoAuthorizedWork: |
| CheckBox3: 1 |
| CheckBox4: 0 |
| TextField10: The emergency contract is necessary to address and mitigate the immediate emergency condition and ensure continuity of services. It does not eliminate the underlying condition but provides the necessary services to maintain the safety of the traveling public until the threat of winter has expired. |
| TextField12: CMS evaluated the availability of rock salt and determined that an immediate purchase was necessary to secure available supply while favorable pricing remained available. Given the limited availability of rock salt and the need to act quickly to maintain an adequate supply, CMS sought to obtain the material from an existing State of Illinois registered and certified vendor capable of meeting the agency's immediate needs. The agency considered the availability, price, and ability to provide the required quantity within the necessary time-frame in determining the source of the purchase. Due to the time-sensitive nature of the market and the risk that the available supply and pricing could be lost if the agency delayed procurement for a traditional competitive solicitation, CMS determined that the emergency purchase represented as much competition as was practicable under the circumstances. |
| CheckBox6: 0 |
| CheckBox5: 1 |
| DropDownList2: other, please explain below |
| TextField11: This procurement will be competitively bid in March of 2027 for CY27-28 Rock Salt. |
| TextField14: If the extension of this emergency procurement is not approved, the threat to public safety is likely to occur due to a disruption in the services necessary to maintain safe public highways. |
| TextField3: 53801 |
| AuthorizedSignature: |
| TitleField: 2026-09-16 |
| SignatureField2: |
| DateField2: 2026-09-28 |
| CheckBox1: 1 |
| CheckBox2: 0 |
| TextField4: |
| SignatureField1: |
| DateField1: 2026-09-29 |
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