Emergency-purchase-extension-approval Monroe.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: 53566State: WICity: MonroeAddress: 1051 W. 7th Street

Vendor: Monroe Truck Equipment, Inc

Zip: 62764State: ILCity: SpringfieldAddress: 2300 S. Dirksen Parkway

Requesting Agency: DOT - Transportation Division: Operations

Extension Justification BidBuy Reference #: 25-494DOT-FINAD-B-46480

Amount of original contract: $ 1,000,000

Actual or Estimated: Estimated

Original BidBuy Reference #: 25-494DOT-FINAD-B-45587

Original Emergency Term Start Date:11/26/2024 Original Emergency Term End Date: 02/23/2025

Expected Extension Start Date: 02/24/2025 Expected Extension End Date: 06/30/2025

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

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

No BEP vendors supply these parts.

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:

Monroe Truck Equipment was the last contract holder for snowplow repair parts under BidBuy P-19940. Master contract expired 4/30/2023. The Department has been waiting for the CMS Master replacement, but to date no contract is in place. This vendor also holds two cooperative contracts via NASPO and Sourcewell. These options are not available to utilize at this time.

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

Monroe snowplow repair parts and accessories as needed during the emergency contract.

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: 53566State: WICity: MonroeAddress: 1051 W. 7th Street

Vendor: Monroe Truck Equipment, Inc

Zip: 62764State: ILCity: SpringfieldAddress: 2300 S. Dirksen Parkway

Requesting Agency: DOT - Transportation Division: Operations

4. Provide justification for extending the original emergency contract:

The need for snowplow repairs is a matter of public safety and operational effectiveness. Without the timely repair of essential parts, IDOT risks delays in snow removal operations, which could result in unsafe road conditions, increased accidents, and delayed emergency responses. Maintaining the current emergency contract ensures that snowplows are readily available for repairs, especially during adverse weather conditions.

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

Yes No Please detail:

This is a continuing need until a long-term contract can be put in place.

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

CMS is working on the competitive procurement.

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

Yes No Status: in development

CMS is working on a master contract.

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

IDOT Operations will not have the repair parts needed to fix our snow and ice equipment during the winter months.

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: 53566State: WICity: MonroeAddress: 1051 W. 7th Street

Vendor: Monroe Truck Equipment, Inc

Zip: 62764State: ILCity: SpringfieldAddress: 2300 S. Dirksen Parkway

Requesting Agency: DOT - Transportation Division: Operations

BidBuy Reference #: 25-494DOT-FINAD-B-46480

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: Feb 7, 2025

SPO Signature

SPO Signature: Date: Feb 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: Feb 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

4/30/2023. The Department has been waiting for the CMS Master replacement, but to date no contract is in place. This vendor also holds two cooperative contracts via NASPO and Sourcewell. These options are not available to utilize at this time.