Emerg Purch Ext B-42702 JPMC Starcom21 Equipment 4 P-44259 cpo signed.pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.24.1 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: 60661State: ILCity: ChicagoAddress: 500 W. Monroe

Vendor: Motorola Solutions, Inc.

Zip: 62702State: IL City: SpringfieldAddress: 201 W. Adams

Requesting Agency DoIT - Innovation and Tech Division: Telecom

Extension Justification BidBuy Reference #: B-42702/P-44259

Amount of original contract: $ 2,000,000

Actual or Estimated: Estimated

Original BidBuy Reference #: B-33269

Original Emergency Term Start Date: Nov 15, 2022 Original Emergency Term End Date: Feb 13, 2023

Expected Extension Start Date: May 1, 2024 Expected Extension End Date: Jul 30, 2024

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

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

There is only one registered BEP firm in the applicable NIGP codes 726-88 and 726-89 for this procurement. Per Commission on Equity and Inclusion goal setting process this resulted in a 0% BEP goal for this emergency procurement.

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

BidBuy Reference # Amount Start Date End Date

B-34555 $8,000,000.00 Feb 13, 2023 Jul 31, 2023

B-38270 10,000,000 Aug 1, 2023 Dec 30, 2023

B-40841 10,000,000 Dec 31, 2023 Apr 30, 2024

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

The Department of Innovation and Technology is currently working on an IFB for replacement of this Emergency Starcom21 Equipment Contract. Due to additional needs and time constraints in procurements, DolT will need an additional 90 day extension of this emergency contract to allow adequate time to award the bid, negotiate the contract, and execute the contract.

• DolT began drafting new IFB for Starcom21 Radio Equipment (2/1/22 - 6/9/22)

• DolT issued an IFB (B-29285) for JPMC for Radio Maintenance on 6/9/2022. Bids were due 6/23/2022, but DolT did not receive any bids.

• Discussions with end users on combining the Radio Maintenance and Radio Equipment IFB's into one. (7/1/22 - 9/1/22)

• DolT worked on drafting combined IFB draft for new JPMC Radio Maintenance and Radio Equipment. (9/2/22 - 12/30/22)

• IFB going through multiple drafts and reviewed by consultants for clarity and to make sure it had everything needed to get a contract that covers all the needs of the State. (12/31/22 - 4/25/23)

Emergency Purchase Extension Approval v.24.1 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: 60661State: ILCity: ChicagoAddress: 500 W. Monroe

Vendor: Motorola Solutions, Inc.

Zip: 62702State: IL City: SpringfieldAddress: 201 W. Adams

Requesting Agency DoIT - Innovation and Tech Division: Telecom

• Feedback from the consultant's review provided to end users for review. (4/26/23 - 5/23/23)

• Working with SPO and DolT Legal on review and updating IFB and pricing table for approvals to publish. (5/24/23 - 8/14/23)

• SPO approved IFB draft on 7/27/2023

Due to not receiving any bids, DolT decided to include the previously requested JPMC for Radio Maintenance into a new IFB for a new JPMC for Radio Maintenance AND Radio Equipment. The new combined IFB was posted on 8/31/23 and the Bid Opening was on 11/1/23. This emergency extension request is to allow time to award, negotiate Terms and Conditions, and execute a new contract.

These steps have taken longer than the agency could have reasonably foreseen.

In November the previous lead took time to determine how to show pricing for award. Since then we have been working on multiple vendor disclosure corrections for both the primary and subcontractors. Contract still needs negotiated and we can begin that process once we get all disclosures and can make the bid award.

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

This contract will be a JPMC available to governmental units or qualified not-for-profit for the product categories below:

Motorola supplies equipment to the state of Illinois entities utilizing Starcom21 radio network communication via radio mobile and portable radios, emergency agencies and dispatch consoles. The equipment purchased from this contract is invaluable to the support of Illinois Law enforcement agencies State, Local and County. This equipment also supports emergency communication with the equipment purchased on this contract. The loss of the ability to purchase equipment on this contract would be detrimental to all Emergency agencies throughout the state and would degrade emergency communications in critical incidents throughout the state with law enforcement and emergency agencies such as fire departments, emergency medical technicians, prison guards. This Emergency JPMC contract will be available for use by all governmental units and qualified not-for-profits.

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

4. Provide justification for extending the original emergency contract:

DolT issued an IFB (B-29285) for JPMC for Radio Maintenance on 6/9/22. Bids were due 6/23/22, but DolT did not receive any bids.

Due to not receiving any bids, DolT decided to include the previously requested JPMC for Radio Maintenance into a new IFB for a new JPMC for Radio Maintenance AND Radio Equipment. Between September 2022 through August of 2023, DolT worked on the new draft IFB. The new combined IFB was posted on 8/31/23 and the Bid Opening was on 11/1/23.

Emergency Purchase Extension Approval v.24.1 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: 60661State: ILCity: ChicagoAddress: 500 W. Monroe

Vendor: Motorola Solutions, Inc.

Zip: 62702State: IL City: SpringfieldAddress: 201 W. Adams

Requesting Agency DoIT - Innovation and Tech Division: Telecom

The original emergency contract was extended and requested to be extended twice more because the Agency needed the time to ensure the new IFB could go through the process highlighted above to get a new competitively bid contract in place. DolT will need a fourth extension of this emergency contract to allow adequate time to award, negotiate T&Cs, and execute a new contract.

The current emergency is allowing State emergency agencies to continue to purchase invaluable equipment for emergency services throughout the State. The current emergency expires 4/30/24. The additional time requested will allow purchasing of this equipment to continue while the IFB is in process and prevent a lapse in contract for emergency equipment purchasing by governmental units or qualified not-for-profits. Once this new contract is executed the emergency contract will be canceled. This is a time only extension. No more money is required to be obligated on this contract.

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

Yes No Please detail:

Due to the critical life saving nature of the hardware and services covered under this emergency contract, the emergency condition will continue until a new long-term non-emergency contract is in place to cover the hardware and services covered under this emergency.

DolT plans to award the new combined IFB, and have a new master contract in place by the end of this requested contract extension.

Therefore, the emergency condition will be eliminated by the end of this contract extension period (ending 7/30/24). This extension should allow enough time for the new combined IFB to be awarded, contract negotiated and contract executed.

This contract is critical to the life, health and/or safety of the citizens of the State of Illinois.

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

The Department of Innovation and Technology (DolT) is in the process of meeting this need through the new IFB in process. The new IFB was posted on 8/31/23 and the Bid Opening was on 11/1 /23. This emergency extension request is to allow time to award, and negotiate T&Cs for a new contract. The new contract awarded from this new IFB will replace this Emergency Starcom21 Equipment Contract.

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

Yes No Status: under evaluation

The new IFB was posted on 8/31/23 and the Bid Opening was on 11/1 /23. This emergency extension request is to allow time to award, and negotiate T&Cs for a new contract.

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

Emergency Purchase Extension Approval v.24.1 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: 60661State: ILCity: ChicagoAddress: 500 W. Monroe

Vendor: Motorola Solutions, Inc.

Zip: 62702State: IL City: SpringfieldAddress: 201 W. Adams

Requesting Agency DoIT - Innovation and Tech Division: Telecom

This contract is critical to the life, health, and/or safety of the citizens of the State of Illinois. The risk of not completing this procurement is law enforcement and emergency agencies throughout the State who use Starcom21 radio network would not be able to purchase new equipment to complete daily job duties and provide emergency services to the State of Illinois public. The radio equipment used by these agencies and purchase from this contract are invaluable tools that aid in communication of saving lives and preventing life threatening injures.

The equipment purchased from this contract is invaluable to the support of Illinois Law enforcement agencies State, Local and County.

This equipment also supports emergency communication with the equipment purchased on this contract. The equipment also allows for interoperability communication on the Starcom21 radio network for emergency agencies throughout the State.

BidBuy Reference #: B-42702

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: Apr 26, 2024

SPO Signature

SPO Signature: Date: Apr 26, 2024

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:

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. 24.1

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.24.1 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

• DolT began drafting new IFB for Starcom21 Radio Equipment (2/1/22 - 6/9/22)

• DolT issued an IFB (B-29285) for JPMC for Radio Maintenance on 6/9/2022. Bids were due 6/23/2022, but DolT did not receive any bids.

• Discussions with end users on combining the Radio Maintenance and Radio Equipment IFB's into one. (7/1/22 - 9/1/22)

• DolT worked on drafting combined IFB draft for new JPMC Radio Maintenance and Radio Equipment. (9/2/22 - 12/30/22)

• IFB going through multiple drafts and reviewed by consultants for clarity and to make sure it had everything needed to get a contract that covers all the needs of the State. (12/31/22 - 4/25/23)

• Feedback from the consultant's review provided to end users for review. (4/26/23 - 5/23/23)

• Working with SPO and DolT Legal on review and updating IFB and pricing table for approvals to publish. (5/24/23 - 8/14/23)

• SPO approved IFB draft on 7/27/2023

Due to not receiving any bids, DolT decided to include the previously requested JPMC for Radio Maintenance into a new IFB for a new JPMC for Radio Maintenance AND Radio Equipment. The new combined IFB was posted on 8/31/23 and the Bid Opening was on 11/1/23. This emergency extension request is to allow time to award, negotiate Terms and Conditions, and execute a new contract. These steps have taken longer than the agency could have reasonably foreseen.

In November the previous lead took time to determine how to show pricing for award. Since then we have been working on multiple vendor disclosure corrections for both the primary and subcontractors. Contract still needs negotiated and we can begin that process once we get all disclosures and can make the bid award.

TextField13: This contract will be a JPMC available to governmental units or qualified not-for-profit for the product categories below:

Motorola supplies equipment to the state of Illinois entities utilizing Starcom21 radio network communication via radio mobile and portable radios, emergency agencies and dispatch consoles. The equipment purchased from this contract is invaluable to the support of Illinois Law enforcement agencies State, Local and County. This equipment also supports emergency communication with the equipment purchased on this contract. The loss of the ability to purchase equipment on this contract would be detrimental to all Emergency agencies throughout the state and would degrade emergency communications in critical incidents throughout the state with law enforcement and emergency agencies such as fire departments, emergency medical technicians, prison guards. This Emergency JPMC contract will be available for use by all governmental units and qualified not-for-profits.

Due to not receiving any bids, DolT decided to include the previously requested JPMC for Radio Maintenance into a new IFB for a new JPMC for Radio Maintenance AND Radio Equipment. Between September 2022 through August of 2023, DolT worked on the new draft IFB. The new combined IFB was posted on 8/31/23 and the Bid Opening was on 11/1/23.

The original emergency contract was extended and requested to be extended twice more because the Agency needed the time to ensure the new IFB could go through the process highlighted above to get a new competitively bid contract in place. DolT will need a fourth extension of this emergency contract to allow adequate time to award, negotiate T&Cs, and execute a new contract.

The current emergency is allowing State emergency agencies to continue to purchase invaluable equipment for emergency services throughout the State. The current emergency expires 4/30/24. The additional time requested will allow purchasing of this equipment to continue while the IFB is in process and prevent a lapse in contract for emergency equipment purchasing by governmental units or qualified not-for-profits. Once this new contract is executed the emergency contract will be canceled. This is a time only extension. No more money is required to be obligated on this contract.

Therefore, the emergency condition will be eliminated by the end of this contract extension period (ending 7/30/24). This extension should allow enough time for the new combined IFB to be awarded, contract negotiated and contract executed.

This contract is critical to the life, health and/or safety of the citizens of the State of Illinois.

The equipment purchased from this contract is invaluable to the support of Illinois Law enforcement agencies State, Local and County. This equipment also supports emergency communication with the equipment purchased on this contract. The equipment also allows for interoperability communication on the Starcom21 radio network for emergency agencies throughout the State.