Emergency Purchase Extension Approval - Ficek Phone Maintenance 5-1-26-7-31-2026 - APO SPO CPO Signed.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: 61301State: IL City: LaSalleAddress: 12 Gunia Dr., Suite 3, PO Box 1456

Vendor: Ficek Electric & Communication Systems, Inc.

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

Requesting Agency: DoIT - Innovation and Tech Division: ITPO

Extension Justification BidBuy Reference #: 26-448DOIT-TELEC-B-52232

Amount of original contract: $ 688,055.75

Actual or Estimated: Estimated

Original BidBuy Reference #: 25-448DOIT-TELEC-B-47645

Original Emergency Term Start Date:May 1, 2025 Original Emergency Term End Date: Jul 30, 2025

Expected Extension Start Date: 5/1/2026 Expected Extension End Date: 7/31/2026

Amount of extension contract: $ 700,000 Actual or Estimated: Estimated

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

This vendor is certifed and active within the Business Enterprise Program.

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

BidBuy Reference # Amount Start Date End Date

26-448DOIT-TELEC-B-48614 $1,376,111.50 7/31/2025 1/31/2026

26-448DOIT-TELEC-B-50850 $700,000.00 2/1/2026 4/30/2026

$0.00

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

The initial development of the solicitation took longer than expected; however, the agency was on track to have an executed contract in place by the end of the emergency term. When the solicitation, B-47777, closed with no responsive bids, DoIT was left without a viable contract vehicle to procure critical services, necessitating an emergency procurement to maintain operational continuity. The Agency has published an IFB REBID, B-48792, on 12/5/2025 with Bids due 1/6/2026. On 1/6/2026, the IFB was opened with two (2) Bids received. The two (2) bids received were found non-responsive by CEI forcing the Agency to resolicit the procurement opportunity. The Agency resolicited the procurement opportunity, B-51076, on 3/3/2026 with bids due on 3/31/2026. The Agency received one (1) bid which was found non-responsive by CEI. The Agency reserves the right to rebid the procurement opportunity.

2. What is the scope of work of the initial emergency contract? 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: 61301State: IL City: LaSalleAddress: 12 Gunia Dr., Suite 3, PO Box 1456

Vendor: Ficek Electric & Communication Systems, Inc.

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

Requesting Agency: DoIT - Innovation and Tech Division: ITPO

The vendor will provide parts and maintenance for legacy telephone systems still in use at hundreds of sites across the State of Illinois. These systems support critical functions and interruption or degradation of services would impact public health and safety.

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 Agency published solicitation 25-448DOIT-TELEC-B-47777 on 5/20/2025 with intended to replace the previous contract and emergency procurement, resulted in no responsive bids. IFB REBID 26-448DOIT-ADMIN-B-48792 was published 12/5/2025 with bids due 1/6/2026, the IFB was opened with two (2) Bids received on 1/6/2026. The two (2) bids were found non-responsive by CEI. The Agency resolicited the prcourement opportunity under, B-51076, on 3/3/2026 with bids due on 3/31/2026. The Agency recieved one (1) bid which was found as non-responsive by CEI. The Agency requests an additional

(90) days to resolicit the opportunity. The Telecom Team is developing a list of Vendors that they are aware of that provide phone maintenance legacy systems. The Agency intends on direct soliciting the list of Vendors on the next procurement opportunity in hopes to create additional interest in the procurement oppurtunity.

The Agency has received new Telecom Leadership who are actively engaged with the development of the solicitation and have asked for time for their review. The IFB was rewritten taken into account survey feedback and questions and answers received.

A lapse in service poses a significant risk to public health and safety. If this extension request is denied, DoIT will have no viable procurement pathway to acquire critical parts and maintenance for legacy telephone systems, the majority of which are located in Department of Corrections facilities.

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

Yes No Please detail:

Once the revised solicitation is executed and a contract is in place, the conditions necessitating the emergency procurement will be resolved. The Agency requests an additional (90) days extension to resolicit the procurement opportunity utilizing a direct solicitation method to enhance interest in the solicitation.

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

The Agency has competitively bid the procurement opportunity on three (3) occasions (B-47777, B-48792, and B-51076) resulting in either no responses or CEI finding the bids as non-responsive. The Agency intends to resolict the opportunity utilizing a direct solicitation method to enhance interest in the procurement opportunity.

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: 61301State: IL City: LaSalleAddress: 12 Gunia Dr., Suite 3, PO Box 1456

Vendor: Ficek Electric & Communication Systems, Inc.

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

Requesting Agency: DoIT - Innovation and Tech Division: ITPO

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

Yes No Status: in development

Due to CEI finding the only Bidder for B-51076 Non VOIP Telephone System Maintenance IFB as non-responsive, the Agency will have to resolicit the procurement opportunity.

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

A lapse in service poses a significant risk to public health and safety. If this extension request is denied, DoIT will have no viable procurement pathway to acquire critical parts and maintenance for legacy telephone systems, the majority of which are located in Department of Corrections facilities.

BidBuy Reference #: 26-448DOIT-TELEC-B-52232

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 28, 2026

SPO Signature

SPO Signature: Date: Apr 28, 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 28, 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 Agency has received new Telecom Leadership who are actively engaged with the development of the solicitation and have asked for time for their review. The IFB was rewritten taken into account survey feedback and questions and answers received.

A lapse in service poses a significant risk to public health and safety. If this extension request is denied, DoIT will have no viable procurement pathway to acquire critical parts and maintenance for legacy telephone systems, the majority of which are located in Department of Corrections facilities.