Emergency Extension Court Reporters.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: 63101State: MOCity: St. LouisAddress: 711 N. 11th St.

Vendor: Deposition Solutions LLC dba Lexitas

Zip: 62701State: ILCity: SpringfieldAddress: 527 E Capitol Ave

Requesting Agency: ICC - IL Commerce Commission Division: ASD

Extension Justification BidBuy Reference #: B-49002

Amount of original contract: $ 110,000

Actual or Estimated: Estimated

Original BidBuy Reference #: B-48373

Original Emergency Term Start Date: Jun 18, 2025 Original Emergency Term End Date: Sep 15, 2025

Expected Extension Start Date: Sep 16, 2025 Expected Extension End Date: Jan 31, 2026

Amount of extension contract: $ 50,000 Actual or Estimated: Estimated

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

The Illinois Commerce Commission is mandated under 220 ILCS 5/10-102 and 83 Ill. Adm. Code 200.580 to use a certified court reporter for all hearings. A review of the Illinois Department of Financial and Professional Regulation’s roster of certified court reporters and the CMS BEP Vendor Directory confirmed that no BEP-certified vendors currently hold the required certification. Because this credential is mandatory and no BEP-certified vendor is eligible to perform the work, a BEP goal cannot be set for this procurement.

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

BidBuy Reference # Amount Start Date End Date n/a $0.00

$0.00

$0.00

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

The ICC previously executed a small purchase contract for court reporting services. Prior to this the agency has used the CMS master contract. Due to no master contract and expending all funds of the small purchase contract, the ICC executed the emergency contract to continue court reporting services. ICC utilizes these services to fulfill statutory requirements per Section 10-102 of the Illinois Public Utilities Act. The Act requires, among other things, verbatim transcription of Commission meetings by a court reporter. Further 83 Ill. Adm. 200.580 requires, among other things, that all Commission hearings shall be transcribed by a court reporter.

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: 63101State: MOCity: St. LouisAddress: 711 N. 11th St.

Vendor: Deposition Solutions LLC dba Lexitas

Zip: 62701State: ILCity: SpringfieldAddress: 527 E Capitol Ave

Requesting Agency: ICC - IL Commerce Commission Division: ASD

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

The ICC requires court reporting services on an ongoing basis to fulfill statutory requirements and to secure accurate records of various complex proceedings and meetings. The vendor shall provide court reporters who will take verbatim dictation of various proceedings, and hearings, and provide ICC with a certified typewritten verbatim transcription, including a record of appearances.

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:

The ICC is currently working on a formal bid (IFB) for these services. The solicitation scope of work is currently under review.

In addition, the agency is pursuing possibility of hiring full-time staff to handle court reporting services. This emergency extension is to allow the agency time to competitively procure a contract for services.

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

Yes No Please detail:

Court reporting services will remain an emergency need until a formal procurement can be completed and a contract executed or agency is able to hire full-time staff.

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

These services are uniquely difficult to procure at this time. The state has published multiple rebids for court reporting services.

Services are required and can not lapse or the agency will not be in compliance with Section 10-102 of the Illinois Public Utilities Act. Therefore, the emergency contract is required to continue court reporting services until a competitive procurement can be completed and contract successfully executed.

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

Yes No Status: in development

Scope of work is currently under review. In addition, ICC is developing position descriptions hire 2 full-time court reporters.

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

Denial of this emergency extension will eliminate the ICC's ability to fully comply with Section 10-102 of the Illinois Public Utilities Act.

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: 63101State: MOCity: St. LouisAddress: 711 N. 11th St.

Vendor: Deposition Solutions LLC dba Lexitas

Zip: 62701State: ILCity: SpringfieldAddress: 527 E Capitol Ave

Requesting Agency: ICC - IL Commerce Commission Division: ASD

BidBuy Reference #: B-49002

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: Aug 20, 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: Aug 21, 2025

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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