Emergency Extension 3 Vienna boiler APPROVED.pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.25.2 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: 62966State: ILCity: MurphysboroAddress: 511 Health Department Rd

Vendor: Heartland Mechanical

Zip: 62995State: ILCity: ViennaAddress: 6695 State Route 146 East

Requesting Agency: DOC - Corrections Division: Vienna Correctional Center

Extension Justification BidBuy Reference #: 25-426DOC-CENTO-B-47108

Amount of original contract: $ 596,187

Actual or Estimated: Estimated

Original BidBuy Reference #: 24-426DOC-VIENN-B-41858

Original Emergency Term Start Date:Feb 26, 2024 Original Emergency Term End Date: May 26, 2024

Expected Extension Start Date: May 1, 2025 Expected Extension End Date: Jul 31, 2025

Amount of extension contract: $ 90,375 Actual or Estimated: Estimated

Is there BEP participation on this contract? If no, explain why no BEP vendors available in this NIGP code

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

BidBuy Reference # Amount Start Date End Date

24-426DOC-VIENN-B-43293 $298,093.53 May 27, 2024 Dec 30, 2024

25-426DOC-VIENN-B-46000 $120,500.00 Dec 31, 2024 Apr 30, 2025

$0.00

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

Vienna CC boilers produce steam for facility hot water, cooling/heating and meal preparation for the facility. The Boiler had a catastrophic failure, total replacement was required. The project was taken up by CDB while the rental of the temporary boiler remained an IDOC responsibility.

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

Rental of 1 600 HP boiler to temporarily replace current facility boiler that is in need of replacement and inspection.

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

Emergency Purchase Extension Approval v.25.2 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: 62966State: ILCity: MurphysboroAddress: 511 Health Department Rd

Vendor: Heartland Mechanical

Zip: 62995State: ILCity: ViennaAddress: 6695 State Route 146 East

Requesting Agency: DOC - Corrections Division: Vienna Correctional Center

4. Provide justification for extending the original emergency contract:

Extending the original emergency contract for temporary boiler for Vienna Correctional Center is crucial to maintaining the daily operational needs for the facility. Vienna CC boilers produces steam for facility hot water, cooling/heating and meal preparation for the facility. The existing boiler is being replaced by CDB and is expected to become fully operational by June, final testing to be completed in July 2025.

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

Yes No Please detail:

The emergency extension of the temporary boiler is needed until the new, permanent boiler becomes operational.

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

Emergency procurement, needing extension until new boiler becomes operational.

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

Yes No Status: other, please explain below

Vienna's new boiler is being replaced for full operation by CDB and is expected to be complete in June 2025, final testing will be complete in July 2025

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

Vienna's new boiler is being replaced for full operation by CDB and is expected to be complete in June 2025.

Emergency Purchase Extension Approval v.25.2 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: 62966State: ILCity: MurphysboroAddress: 511 Health Department Rd

Vendor: Heartland Mechanical

Zip: 62995State: ILCity: ViennaAddress: 6695 State Route 146 East

Requesting Agency: DOC - Corrections Division: Vienna Correctional Center

BidBuy Reference #: 25-426DOC-CENTO-B-47108

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: Mar 26, 2025

SPO Signature

SPO Signature: Date: 3/27/2025

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: Mar 27, 2025

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

operational needs for the facility. Vienna CC boilers produces steam for facility hot water, cooling/heating and meal preparation for the facility. The existing boiler is being replaced by CDB and is expected to become fully operational by June, final testing to be completed in July 2025.