Emergency Purchase Extension Approval - Murray Coal Delivery B-45294.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: 62272State: ILCity: PercyAddress: 500 Cutter-Trico Road

Vendor: Knight Hawk Coal

Zip: 62801State: ILCity: CentraliaAddress: 1535 West McCord

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

Extension Justification BidBuy Reference #: B-45294

Amount of original contract: $ 134,000

Actual or Estimated: Estimated

Original BidBuy Reference #: B-44510

Original Emergency Term Start Date:Sep 1, 2024 Original Emergency Term End Date: Nov 29, 2024

Expected Extension Start Date: Nov 30, 2024 Expected Extension End Date: Nov 29, 2025

Amount of extension contract: $ 411,999.75 Actual or Estimated: Estimated

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

The vendor has been advised there is the potential for BEP participation of 13%. Vendor declined participation in BEP goal.

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:

Two facilities were utilizing a contract for stoker Coal - Choate and Murray with an initial term ending 6/30/24. Choate was the processing facility for the contract and did not process the renewal that was needed for Murray to continue receiving services after 6/30/24. Choate also failed to notify the Murray facility that they were not renewing the contract until it was too late to process the renewal. The contract that was in place at that time was extended through 8/31/24 while the services were bid out three times unsuccessfully. Since the facility has to have the coal for electricity, heating and cooling, an emergency was declared effective 9/1/24.

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

Purchase and delivery of washed stoker coal to fuel the facility's power plants.

3. Does this extension change the scope of work?

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: 62272State: ILCity: PercyAddress: 500 Cutter-Trico Road

Vendor: Knight Hawk Coal

Zip: 62801State: ILCity: CentraliaAddress: 1535 West McCord

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

Yes No If yes, please detail below:

4. Provide justification for extending the original emergency contract:

Murray Center relies on coal to fuel their power plants and without coal, the power plants will not be able to operate. The power plants provide electricity, heating and cooling to the facility.

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

Yes No Please detail:

Murray Center will continue to depend on coal to fuel their power plant which provides heat and electricity to the facility.

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

This service could be met through a competitive process and was solicited three (3) times by Invitation for Bid (IFB) during July, August and September 2024. However all three (3) bids were unsuccessful as there were no offers received for any of them.

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

Yes No Status: other, please explain below

This service was solicited three (3) times by Invitation for Bid (IFB) during July, August and September 2024. Removal of the BEP participation is currently being discussed by the Agency prior to rebidding for a fourth time.

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

Murray Center relies on coal to fuel their power plant and without coal their power plants will not be able to operate. Power plants provide electricity, heating and cooling to all buildings. This would be a violation of IDPH Regulation COP 483.90(i) Environmental Conditions due to residents that are housed at the facility.

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: 62272State: ILCity: PercyAddress: 500 Cutter-Trico Road

Vendor: Knight Hawk Coal

Zip: 62801State: ILCity: CentraliaAddress: 1535 West McCord

Requesting Agency: DHS - Human Services Division: Murray 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: Oct 22, 2024

SPO Signature

SPO Signature: Date: October 28, 2024

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:

the term of this emergency contract extension shall terminate on May 30, 2025.

CPO Signature: Date: Nov 4, 2024

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