Emergency Purchase Extension Approval-Fiber Maintenance with Meade - Executed.pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.24.2 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: 60527State: ILCity: WillowbrookAddress: 625 Willowbrook Center Parkway

Vendor: Meade, Inc.

Zip: 62702State: ILCity: SpringfieldAddress: 120 W Jefferson Street

Requesting Agency DoIT - Innovation and Tech Division: Telecom/ Networks

Extension Justification BidBuy Reference #: 25-448DOIT-TELEC-B-43969

Amount of original contract: $ 1,050,000

Actual or Estimated: Estimated

Original BidBuy Reference #: B-33406

Original Emergency Term Start Date: 11/22/2022 Original Emergency Term End Date: 2/19/2023

Expected Extension Start Date: 8/1/2024 Expected Extension End Date: 9/30/2024

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

Is there BEP participation on this contract? If yes, please detail

BEP 35 Percent Goal/ VBP 1 Percent Goal

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

BidBuy Reference # Amount Start Date End Date

See Attachment A $0.00

$0.00

$0.00

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

The state sold the JRTC to Google, which means DoIT removed/relocated the state owned fiber network from the basement of the JRTC. DoIT completed repairs to the conduit along these streets relocated/replaced in November, 2023. Phase 1 of the JRTC fiber relocate project was completed. The conduit was moved/relocated, Phase 2 finished the installation. Phase 2 included: remainder of LaSalle Street fiber, hand-hole, conduit placement, the inside plant work at City hall - splice work, conduit, fiber install, fiber termination (repeat for MABB). DoIT and Meade were at the mercy of several local permitting entities when work was completed in downtown Chicago, which delayed the ability of DoIT and Meade to get the emergency relocation started earlier.

The existing contract CIC3648240 with Meade expired 11/27/22 with no renewals. DoIT submitted an amendment on 11/4/2022 to add $850,000 of funds finishing phase 1 of the fiber move in BidBuy B-33097. Due to receiving amendment approval with only one business day remaining before contract expiration, some funds from the amendment were also included in the emergency to ensure contract coverage and a funding source to finish phase 1 of the fiber move. begins 12/1. Failure in finishing phase 1 may have resulted in significant delays and posed a risk to the fiber network which is a critical state asset. The JRTC fiber provides one of two physical paths

Emergency Purchase Extension Approval v.24.2 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: 60527State: ILCity: WillowbrookAddress: 625 Willowbrook Center Parkway

Vendor: Meade, Inc.

Zip: 62702State: ILCity: SpringfieldAddress: 120 W Jefferson Street

Requesting Agency DoIT - Innovation and Tech Division: Telecom/ Networks to the Chicago POP which serves all Chicago and collar county government and education sites, Equinix which processes ~50% of all traffic leaving the network, and network services for the City of Chicago and Cook County. Loss of the JRTC fiber could have created a vulnerability that would have almost certainly resulted in a widespread outage that would have taken days to restore.

In addition to the emergency fiber move detailed above, Meade covers our owned fiber network statewide. If we do not have a fiber maintenance vendor on contract we risk prolonged network outages every time our fiber is damaged by having to negotiate a new emergency contract for the fiber repair each time it is damaged.

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

Underlying master contract scope: DoIT requires a fiber optics outside plant contractor to provide emergency maintenance and restoration services for fiber optic infrastructure. Emergency maintenance may be required for approximately 1200 miles of cable infrastructure installed. DoIT removed/relocated the state owned fiber network from the basement of the JRTC. DoIT completed repairs to the conduit along these streets relocated/replaced in November, 2023. Phase 1 of the JRTC fiber relocate project was completed. The conduit was moved/relocated, Phase 2 finished the installation. Phase 2 included: remainder of LaSalle Street fiber, hand-hole, conduit placement, the inside plant work at City hall - splice work, conduit, fiber install, fiber termination (repeat for MABB).

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

The Emergency Extension Fiber Maintenance Services will be restricted to Region 1 consisting of the following counties: McHenry, Lake, Kane, Dupage, Cook, and Will.

4. Provide justification for extending the original emergency contract:

The state has thousands of miles of fiber infrastructure and a state wide fiber maintenance vendor is a necessity. Meade provides Fiber Maintenance across DoIT owned fiber network statewide. A fiber maintenance vendor on contract is critical or we risk prolonged network outages every time our fiber is damaged by having to negotiate a new emergency contract for the fiber repair each time it is damaged. Summer road construction season means IDOT will likely need DoIT to relocate fiber that lies in the path of these projects.

DoIT published a replacement IFB on May 31, 2024 with the bid opened on July 1, 2024 with (6) bids received. DoIT is currently evaluating bids for Regions 2 thru 5 with potential award covering these Regions services. DoIT did not receive a responsive bid for Region 1.

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

Yes No Please detail:

Due to the size and scale of the State's ICN network, DoIT will always require a routine on-going network maintenance emergency repair vendor for Region 1. If we do not have a fiber maintenance vendor on contract we risk prolonged outages every time our fiber is damaged.

Emergency Purchase Extension Approval v.24.2 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: 60527State: ILCity: WillowbrookAddress: 625 Willowbrook Center Parkway

Vendor: Meade, Inc.

Zip: 62702State: ILCity: SpringfieldAddress: 120 W Jefferson Street

Requesting Agency DoIT - Innovation and Tech Division: Telecom/ Networks

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

The current contract ends 7/31/2024 which does not leave coverage for Region 1.

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

Yes No Status: in development

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

Meade currently covers our owned fiber network in Region 1. A fiber maintenance vendor on contract is critical or we risk prolonged network outages every time our fiber is damaged by having to negotiate a new emergency contract for the fiber repair each time it is damaged. This would cause multiple agencies to be without Internet for an indeterminate amount of time. Summer road construction means IDOT will likely need DoIT to relocate fiber that lies in the path of these projects. If it is not done it will either hold up construction projects or fiber will be damaged and more funds will need to be spent to fix the damage.

BidBuy Reference #: 25-448DOIT-TELEC-B-43969

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:

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:

Emergency Purchase Extension Approval v.24.2 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: 60527State: ILCity: WillowbrookAddress: 625 Willowbrook Center Parkway

Vendor: Meade, Inc.

Zip: 62702State: ILCity: SpringfieldAddress: 120 W Jefferson Street

Requesting Agency DoIT - Innovation and Tech Division: Telecom/ Networks

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. 24.2

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.24.2 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

JRTC. DoIT completed repairs to the conduit along these streets relocated/replaced in November, 2023. Phase 1 of the JRTC fiber relocate project was completed. The conduit was moved/relocated, Phase 2 finished the installation. Phase 2 included: remainder of LaSalle Street fiber, hand-hole, conduit placement, the inside plant work at City hall - splice work, conduit, fiber install, fiber termination (repeat for MABB). DoIT and Meade were at the mercy of several local permitting entities when work was completed in downtown Chicago, which delayed the ability of DoIT and Meade to get the emergency relocation started earlier.

The existing contract CIC3648240 with Meade expired 11/27/22 with no renewals. DoIT submitted an amendment on 11/4/2022 to add $850,000 of funds finishing phase 1 of the fiber move in BidBuy B-33097. Due to receiving amendment approval with only one business day remaining before contract expiration, some funds from the amendment were also included in the emergency to ensure contract coverage and a funding source to finish phase 1 of the fiber move. begins 12/1. Failure in finishing phase 1 may have resulted in significant delays and posed a risk to the fiber network which is a critical state asset. The JRTC fiber provides one of two physical paths to the Chicago POP which serves all Chicago and collar county government and education sites, Equinix which processes ~50% of all traffic leaving the network, and network services for the City of Chicago and Cook County. Loss of the JRTC fiber could have created a vulnerability that would have almost certainly resulted in a widespread outage that would have taken days to restore.

In addition to the emergency fiber move detailed above, Meade covers our owned fiber network statewide. If we do not have a fiber maintenance vendor on contract we risk prolonged network outages every time our fiber is damaged by having to negotiate a new emergency contract for the fiber repair each time it is damaged.

TextField13: Underlying master contract scope: DoIT requires a fiber optics outside plant contractor to provide emergency maintenance and restoration services for fiber optic infrastructure. Emergency maintenance may be required for approximately 1200 miles of cable infrastructure installed. DoIT removed/relocated the state owned fiber network from the basement of the JRTC. DoIT completed repairs to the conduit along these streets relocated/replaced in November, 2023. Phase 1 of the JRTC fiber relocate project was completed. The conduit was moved/relocated, Phase 2 finished the installation. Phase 2 included: remainder of LaSalle Street fiber, hand-hole, conduit placement, the inside plant work at City hall - splice work, conduit, fiber install, fiber termination (repeat for MABB).

DoIT published a replacement IFB on May 31, 2024 with the bid opened on July 1, 2024 with (6) bids received. DoIT is currently evaluating bids for Regions 2 thru 5 with potential award covering these Regions services. DoIT did not receive a responsive bid for Region 1.

network outages every time our fiber is damaged by having to negotiate a new emergency contract for the fiber repair each time it is damaged. This would cause multiple agencies to be without Internet for an indeterminate amount of time. Summer road construction means IDOT will likely need DoIT to relocate fiber that lies in the path of these projects. If it is not done it will either hold up construction projects or fiber will be damaged and more funds will need to be spent to fix the damage.