CPO Signed DNR B-50816 emergency-purchase-extension-request~1.pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.25.2 Page 1 of 5

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: 62812State: ILCity: Benton Address: PO Box 1296

Vendor: FW Electric

Zip: 62702State: ILCity: Springfield Address: 1 Natural Resources Way

Requesting Agency: DNR - Natural Resources Division: ORCP

Extension Justification BidBuy Reference #: P-92003

Amount of original contract: $ 164,876

Actual or Estimated: Actual

Original BidBuy Reference #: B-50816

Original Emergency Term Start Date: Jan 19, 2026 Original Emergency Term End Date: Apr 19, 2026

Expected Extension Start Date: Apr 20, 2026 Expected Extension End Date: Sep 16, 2026

Amount of extension contract: $ 0 Actual or Estimated: Actual

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

After giving best efforts and diligence to BEP participation options, the Department of Natural Resources has determined that participation would not be feasible for this Emergency Extension. CEI certified firms directory shows there are no BEP vendors under the NIGP codes for sewer lift station/plumbing work within 50 miles of the job site. It is not feasible to utilize a vendor outside of that radius given the emergency nature of the work. This project meets State Emergency Criteria (Health Safety & Loss of State Service). Further, the NIGP code for plumbing is a Small Business Set-Aside Commodity Code. DNR used best efforts to find a SBSA vendor and is recommending award to an SBSA vendor. DNR has encouraged the vendor to utilize BEP vendors where possible to subcontract out any portion of the work.

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:

Due to unforeseen bottlenecks in the control panel manufacturing industry, there are longer-than-anticipate delays to the delivery of critical panels controlling the lift station pumps. Without the control panels, the lift station pumps can not function.

Delays in control panel manufacture are are caused by component supply chain disruptions, lack of resources, and skilled labor shortages that have resulted in critical bottlenecks and ultimately 2-3 (or more) additional weeks of lead time.

Emergency Purchase Extension Approval v.25.2 Page 2 of 5

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: 62812State: ILCity: Benton Address: PO Box 1296

Vendor: FW Electric

Zip: 62702State: ILCity: Springfield Address: 1 Natural Resources Way

Requesting Agency: DNR - Natural Resources Division: ORCP

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

The original project consists of repairing two (2) sanitary lift stations and cleaning two (2) additional lift stations at the Wayne Fitzgerrell SRA in Franklin County. This project includes pumping sludge out of four (4) lift stations and power washing all components within each vault, the replacement of two (2) 15 hp centrifugal grinder pumps at the main lift station, and the replacement of two (2) 5 hp centrifugal grinder pumps at the beach lift station.

The Contractor was asked to provide all labor, equipment, and materials necessary to perform the scope of work as outlined below:

Lift Station 1 – Site Residence:

- The Contractor shall pump out the sludge build-up and thoroughly power wash all components within the vault of the lift station. The material shall be disposed of off-site within all applicable rules and regulations.

Lift Station 2 – Beach:

- The Contractor shall pump out the sludge build-up and thoroughly power wash all components within the vault of the lift station. The material shall be disposed of off-site within all applicable rules and regulations.

- The beach lift station contains two (2) alternating 5 hp grinder pumps, of which only one is currently operational. Repair work at this location will consist of complete removal and replacement of both grinder pumps. Work to include:

1. Complete labor and material for the above stated project.

2. Remove the two (2) existing 5 hp centrifugal grinder pumps, chains, and associated floats.

3. Salvage remaining working components for future backup items.

4. New float system is to have four (4) signals (low level/off, P1, P1 + P2, and high level alarm). The two new pumps, thermal overload protection, and outer seal failure alarm with visible alarm light mounted on top of the panel.

5. Provide and install two (2) new 5 hp submersible sewer ejector pumps, lifting chains, and break away fittings. The submersible pumps shall be 5 horsepower, 1750 RPM, single phase, 230 volts, 60 hertz, with a 4” discharge.

6. Provide and install new floats and cable weights for each pump. Once installed, the floats shall be calibrated.

7. Install all electrical connections as required for floats and power to the pumps, check that the pump rotation is correct.

8. Allow flow to enter the lift station and monitor until the system is fully operational.

9. All installation and calibration shall be done in accordance with manufacturer’s recommendations.

10. Clean-up all construction debris and haul off-site.

Lift Station 3 – Main:

- The Contractor shall pump out the sludge build-up and thoroughly power wash all components within the vault of the lift station. The material shall be disposed of off-site within applicable rules and regulations.

- The main lift station contains two (2) alternating 15 hp grinder pumps, of which only one is currently operational. This lift station collects sewage from the entire facility and pumps it to the Ewing Sewage Plant. If this lift station is not functioning, the entire park would be shut down. Work at this location will consist of complete removal and replacement of the existing grinder pumps and control panel. Work to include:

1. Remove existing control panel, all control wiring, and all associated floats.

Emergency Purchase Extension Approval v.25.2 Page 3 of 5

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: 62812State: ILCity: Benton Address: PO Box 1296

Vendor: FW Electric

Zip: 62702State: ILCity: Springfield Address: 1 Natural Resources Way

Requesting Agency: DNR - Natural Resources Division: ORCP

2. Remove the two (2) existing 15 hp centrifugal grinder pumps and associated hoisting chains.

3. Salvage remaining working components for future backup items.

4. Provide and install one (1) new control panel and associated floats. New control panel is to have surge protection, hour meter for each of the two pumps, thermal overload protection, and outer seal failure alarm with visible alarm light mounted on top of the panel. The new float system is to have four (4) signals (low level/off, P1, P1 + P2, and high level alarm).

5. Provide and install two (2) new 15 hp submersible sewer ejector pumps, lifting chains, and break away fittings. The submersible pumps shall be 15 horsepower, 1750 RPM, three phase, 230 volts, 60 hertz, with a 4” discharge.

6. The new floats shall include cable weights for each pump. Once installed, the floats shall be calibrated.

7. Once all electrical connections have been made to the control panel, check that the pump rotation is correct.

8. Allow flow to enter the lift station and monitor until the system is fully operational.

9. All installation and calibration shall be done in accordance with manufacturer’s recommendations.

10. Provide and install a Davit Crane kit that includes a manual winch with a rotating base. The crane shall be able to lift a maximum load capacity of 400 pounds and the winch shall include at minimum a 20 feet steel cable with lifting hook. The crane shall be located such that it swivels over the lift station vault in order to hoist the pumps.

11. Clean-up all construction debris and haul off-site.

Lift Station 4 – Campground:

- The Contractor shall pump out the sludge build-up and thoroughly power wash all components within the vault of the lift station. The material shall be disposed of off-site within all applicable rules and regulations.

1. The Contractor shall discard all unused construction material to an off-site location and dispose of such material per applicable EPA regulations.

2. The Contractor shall provide two (2) sets of Start-Up and O&M Manuals to the Site Superintendent and provide 1 hour of training on the operation and maintenance of the new equipment.

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

The Scope of Work for the project remains consistent with the original emergency contract. However, while the project schedule has been updated to accommodate longer than anticipated lead times on control panels, no other changes have been made to the project scope.

4. Provide justification for extending the original emergency contract:

Due to unforeseen additional weeks of lead-time in receiving critical control panels, the lift station pumps are unable to operate properly. The extension is required to enable additional time for the delivery of the critical control panels and completing the installation of new lift station pumps.

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

Yes No Please detail:

Emergency Purchase Extension Approval v.25.2 Page 4 of 5

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: 62812State: ILCity: Benton Address: PO Box 1296

Vendor: FW Electric

Zip: 62702State: ILCity: Springfield Address: 1 Natural Resources Way

Requesting Agency: DNR - Natural Resources Division: ORCP

Yes, with the additional contract term extension, the delayed control panel can be delivered to the site and installed.

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

Due to State Emergency Criteria (Illinois Procurement Code - 30 ILCS 500/20-30), the Agency prioritized immediate mobilization of a contractor to the site in order to most swiftly resolve the health risk (sewage build-up and leaking into local groundwater - Criteria A), potential loss to the State (further damage to the aging waste systems due to stress to remaining working pumps - Criteria B), and lost of critical state services (closure of the campground and beach - Criteria C).

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

Yes No Status:

No. This project meets multiple State Emergency Criteria and the Agency has prioritized immediate mobilization of the selected contractor who is best-suited to resolve the emergency criteria.

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

The Vendor has already ordered the necessary equipment to complete the project as part of the original contract. If the equipment is not installed the State risks introducing a health hazards to the public as sewage can build-up and leak into local groundwater. Further, the State potentially faces financial loss having to pay for the equipment and/or further damage to existing pumps.

Emergency Purchase Extension Approval v.25.2 Page 5 of 5

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: 62812State: ILCity: Benton Address: PO Box 1296

Vendor: FW Electric

Zip: 62702State: ILCity: Springfield Address: 1 Natural Resources Way

Requesting Agency: DNR - Natural Resources Division: ORCP

BidBuy Reference #: P-92003

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:

SPO Signature

SPO Signature: Date: Apr 16, 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: Apr 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. 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

The Contractor was asked to provide all labor, equipment, and materials necessary to perform the scope of work as outlined below:

Lift Station 1 – Site Residence:

- The Contractor shall pump out the sludge build-up and thoroughly power wash all components within the vault of the lift station. The material shall be disposed of off-site within all applicable rules and regulations.

Lift Station 2 – Beach:

- The Contractor shall pump out the sludge build-up and thoroughly power wash all components within the vault of the lift station. The material shall be disposed of off-site within all applicable rules and regulations.

- The beach lift station contains two (2) alternating 5 hp grinder pumps, of which only one is currently operational. Repair work at this location will consist of complete removal and replacement of both grinder pumps. Work to include:

1. Complete labor and material for the above stated project.

2. Remove the two (2) existing 5 hp centrifugal grinder pumps, chains, and associated floats.

3. Salvage remaining working components for future backup items.

4. New float system is to have four (4) signals (low level/off, P1, P1 + P2, and high level alarm). The two new pumps, thermal overload protection, and outer seal failure alarm with visible alarm light mounted on top of the panel.

5. Provide and install two (2) new 5 hp submersible sewer ejector pumps, lifting chains, and break away fittings. The submersible pumps shall be 5 horsepower, 1750 RPM, single phase, 230 volts, 60 hertz, with a 4” discharge.

6. Provide and install new floats and cable weights for each pump. Once installed, the floats shall be calibrated.

7. Install all electrical connections as required for floats and power to the pumps, check that the pump rotation is correct.

8. Allow flow to enter the lift station and monitor until the system is fully operational.

9. All installation and calibration shall be done in accordance with manufacturer’s recommendations.

10. Clean-up all construction debris and haul off-site.

Lift Station 3 – Main:

- The Contractor shall pump out the sludge build-up and thoroughly power wash all components within the vault of the lift station. The material shall be disposed of off-site within applicable rules and regulations.

- The main lift station contains two (2) alternating 15 hp grinder pumps, of which only one is currently operational. This lift station collects sewage from the entire facility and pumps it to the Ewing Sewage Plant. If this lift station is not functioning, the entire park would be shut down. Work at this location will consist of complete removal and replacement of the existing grinder pumps and control panel. Work to include:

1. Remove existing control panel, all control wiring, and all associated floats.

2. Remove the two (2) existing 15 hp centrifugal grinder pumps and associated hoisting chains.

3. Salvage remaining working components for future backup items.

4. Provide and install one (1) new control panel and associated floats. New control panel is to have surge protection, hour meter for each of the two pumps, thermal overload protection, and outer seal failure alarm with visible alarm light mounted on top of the panel. The new float system is to have four (4) signals (low level/off, P1, P1 + P2, and high level alarm).

5. Provide and install two (2) new 15 hp submersible sewer ejector pumps, lifting chains, and break away fittings. The submersible pumps shall be 15 horsepower, 1750 RPM, three phase, 230 volts, 60 hertz, with a 4” discharge.

6. The new floats shall include cable weights for each pump. Once installed, the floats shall be calibrated.

7. Once all electrical connections have been made to the control panel, check that the pump rotation is correct.

8. Allow flow to enter the lift station and monitor until the system is fully operational.

9. All installation and calibration shall be done in accordance with manufacturer’s recommendations.

10. Provide and install a Davit Crane kit that includes a manual winch with a rotating base. The crane shall be able to lift a maximum load capacity of 400 pounds and the winch shall include at minimum a 20 feet steel cable with lifting hook. The crane shall be located such that it swivels over the lift station vault in order to hoist the pumps.

11. Clean-up all construction debris and haul off-site.

Lift Station 4 – Campground:

- The Contractor shall pump out the sludge build-up and thoroughly power wash all components within the vault of the lift station. The material shall be disposed of off-site within all applicable rules and regulations.

1. The Contractor shall discard all unused construction material to an off-site location and dispose of such material per applicable EPA regulations.

2. The Contractor shall provide two (2) sets of Start-Up and O&M Manuals to the Site Superintendent and provide 1 hour of training on the operation and maintenance of the new equipment.