Emergency Purchase Extension Fiber Maintenance - Executed.pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.24.1 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: 60525State: ILCity: McCookAddress: 9550 W. 55th St., Suite A

Vendor: Meade, Inc.

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

Requesting Agency DoIT - Innovation and Tech Division: Telecommunications

Extension Justification BidBuy Reference #: B-40905

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: 1/13/2024 Expected Extension End Date: 5/31/2024

Amount of extension contract: $2,244,000 Actual or Estimated: Estimated

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

BEP Goal 35 Percent/ VSB Goal 1 Percent

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

BidBuy Reference # Amount Start Date End Date

B-34824 $2,000,000.00 Feb 20, 2023 May 20, 2023

B-36930 $2,000,000.00 May 21, 2023 8/19/2023

B-38481 $3,740,000.00 8/20/2023 1/12/2024

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

The Illinois Department of Innovation and Technology had a contract CIC3648240 with Meade, Inc which ended 11/27 /22. This contract was competitively bid and awarded. It provided statewide fiber maintenance related services. Unfortunately, the Department failed to get a new contract in place before this contract expired. The Department is currently working on a new competitively bid 10 year solicitation. As this solicitation was being internally reviewed it was found a new solicitation approach could potentially save the State a significant amount of money. Due to this new approach being explored and complexity of the services required the solicitation is expected to take longer than originally anticipated. Once the solicitation is completed the agency will also need 4-6 months of transition time if a new vendor wins the award. A draft of the new approach is currently being worked on.

This vendor is the expired master contract holder and is familiar with the DolT/ICN fiber backbone. This vendor has clearance and partnerships with entities across the state to allow them to access the state's fiber network 24 hours a day, 365 days a year. This vendor has staff that are certified and licensed to do the highly skilled work required for the state fiber network.

Emergency Purchase Extension Approval v.24.1 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: 60525State: ILCity: McCookAddress: 9550 W. 55th St., Suite A

Vendor: Meade, Inc.

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

Requesting Agency DoIT - Innovation and Tech Division: Telecommunications

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

Underlying master contract scope: DolT requires a fiber optics outside plant contractor to provide routine maintenance, emergency maintenance and restoration services for fiber optic infrastructure. Maintenance will be required for approximately 1200 miles of cable infrastructure installed. Future fiber builds will also be included in the scope of this maintenance contract. Doll will have the option to purchase services for its existing and future infrastructure on an as needed basis.

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

No Scope Change

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 currently covers our 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. Late spring and early summer will also kickoff road construction season which means IDOT will likely need DoIT to relocate fiber that lies in the path of these projects.

DoIT previously started an RFP in November of 2022. In April of 2022 they changed procurement approaches and the new approach failed. It was moved back to an RFP approach. In August 2022 DoIT made the determination that an IFB was the best approach. DoIT is in process of drafting and publishing a new IFB for these services. The IFB is expected to be published between 1/5/24 and 1/9/24 with a bid opening in February and subsequent actions happening between February and March of 2024. This extension will ensure the agency has adequate time to publish, review, evaluate, award and complete a new contract with the winning vendor.

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 and an emergency repair vendor. If we do not have a fiber maintenance vendor on contract we risk prolonged outages every time our fiber is damaged.

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

The current contract ends 1/12/2024 which does not give the agency time to bid, award, negotiate and get a contract in place.

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

Yes No Status: in development

Emergency Purchase Extension Approval v.24.1 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: 60525State: ILCity: McCookAddress: 9550 W. 55th St., Suite A

Vendor: Meade, Inc.

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

Requesting Agency DoIT - Innovation and Tech Division: Telecommunications

The Agency is in the process of actively bidding the services and anticipates the process to be completed by the end of May 2024.

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

Meade currently covers our 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. This would cause multiple agencies to be without Internet for an indeterminate amount of time. Late spring and early summer will also kickoff road construction season which 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 #: B-40905

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: 1/5/2024

SPO Signature

SPO Signature: Date: 1/8/2024

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:

CPO Signature: Date:

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. 24.1

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.24.1 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

This vendor is the expired master contract holder and is familiar with the DolT/ICN fiber backbone. This vendor has clearance and partnerships with entities across the state to allow them to access the state's fiber network 24 hours a day, 365 days a year. This vendor has staff that are certified and licensed to do the highly skilled work required for the state fiber network.

Meade currently covers our 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. Late spring and early summer will also kickoff road construction season which means IDOT will likely need DoIT to relocate fiber that lies in the path of these projects.

DoIT previously started an RFP in November of 2022. In April of 2022 they changed procurement approaches and the new approach failed. It was moved back to an RFP approach. In August 2022 DoIT made the determination that an IFB was the best approach. DoIT is in process of drafting and publishing a new IFB for these services. The IFB is expected to be published between 1/5/24 and 1/9/24 with a bid opening in February and subsequent actions happening between February and March of 2024. This extension will ensure the agency has adequate time to publish, review, evaluate, award and complete a new contract with the winning vendor.