Emergency Purchase Extension Approval Ludeman Kitchen Remediation - CPO approved 4-8-25.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: 60950State: ILCity: MantenoAddress: 1725 N Boudreau Rd

Vendor: Nichols Enterprises, LLC

Zip: 60466State: ILCity: Park ForestAddress: 114 N. Orchard Drive

Requesting Agency: DHS - Human Services Division: Ludeman Developmental Center

Extension Justification BidBuy Reference #:

Amount of original contract: $ 500,000

Actual or Estimated: Estimated

Original BidBuy Reference #: B-46599

Original Emergency Term Start Date:Feb 18, 2025 Original Emergency Term End Date: May 18, 2025

Expected Extension Start Date: May 19, 2025 Expected Extension End Date: Jun 30, 2025

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

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

DHS found there was potential to utilize vendors registered in the Business Enterprise Program (BEP) to perform up to 29% of this work. The vendor chose not to use a BEP vendor.

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

BidBuy Reference # Amount Start Date End Date

$0.00

$0.00

$0.00

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

Approximately ten years ago, the kitchen facilities servicing the Ludeman campus where closed, as they were no longer suitable to safely meet the needs of the facility. A construction project to renovate the kitchen has been contemplated since that time.

The most recent, interim solution was to install a temporary kitchen building to serve the residents. In mid-August 2024, a portion of the temporary kitchen’s floor fell away and revealed the presence of unsafe black mold. The Capital Development Board (CDB) met with Ludeman officials and DHS leadership to orchestrate mitigation of the mold, continuity of food service, and renovations to the original kitchen. There were repeated discussions between CDB and DHS as to who would handle payment and procurements during this project.

In September 2024, the Center began renting trailers to serve as a temporary way to serve residents until a decision could be made on the construction of a new building. In February 2025 it was decided to remediate the entire current kitchen building

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: 60950State: ILCity: MantenoAddress: 1725 N Boudreau Rd

Vendor: Nichols Enterprises, LLC

Zip: 60466State: ILCity: Park ForestAddress: 114 N. Orchard Drive

Requesting Agency: DHS - Human Services Division: Ludeman Developmental Center so that it could be used until a permanent building is constructed. This was found to be more cost effective than continuing to rent trailers.

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

The vendor shall provide all labor and materials to fully remediate the mold found in the main kitchen.

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 vendor has informed the Center they will need additional time to complete the full remediation. There will be no further cost to the Center.

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

Yes No Please detail:

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

The remediation is in progress and will be completed by June 30, 2025. There is no need to competitively bid out for services that are almost completed.

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

Yes No Status:

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

The remediation will not be completed and therefore the Center will not be able to return to serving residents from their main kitchen building. This would also cause the Center to have to continue renting trailers to provide food services.

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: 60950State: ILCity: MantenoAddress: 1725 N Boudreau Rd

Vendor: Nichols Enterprises, LLC

Zip: 60466State: ILCity: Park ForestAddress: 114 N. Orchard Drive

Requesting Agency: DHS - Human Services Division: Ludeman Developmental Center

BidBuy Reference #:

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 3, 2025

SPO Signature

SPO Signature: Date: 4/7/2025

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: Apr 7, 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

In September 2024, the Center began renting trailers to serve as a temporary way to serve residents until a decision could be made on the construction of a new building. In February 2025 it was decided to remediate the entire current kitchen building so that it could be used until a permanent building is constructed. This was found to be more cost effective than continuing to rent trailers.