Emergency Purchase Statement v.20.1_coal Choate Murray 061721 - 091421 jms.pdf

EMERGENCY PURCHASE STATEMENT

Statement Page 1 of 2 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 20.1

Zip: 62238State: ILCity: CutlerAddress: 7290 County Line Rd

Vendor: Knight Hawk LLC

Zip: 62906State: ILCity: AnnaAddress: 1000 N. Main St

Division: DHSAgency: Choate Center

Emergency Purchase Details Reference #: B-23170

Emergency Category (select the appropriate option from the drop-down menu below):

To prevent or minimize serious disruption in critical State services that affect health, safety, or collection of substantial State revenues

Reason for selection of this particular vendor:

The previously contracted vendor filed bankruptcy in December 2020 and is unable to supply us with coal. Choate and Murray Centers rely on coal to fuel their power plant and Knight Hawk is the only supplier with immediate availability in the area. They state they can start delivering coal right away at a comparable price to the prior contract.

Description of supplies or services to be provided:

Coal is needed for Choate and Murray to provide heat and electricity to their facilities. Choate is in need of coal deliveries right away and Murray will need some by July. A competitive solicitation is being conducted to secure a new contract for coal and we plan to have it in place before this emergency supply is exhausted. This is the first time the agency has had to procure a coal contract themselves, as CMS handled all prior contracts, and confusion about the process prevented the new contract from being in place in time to avoid this second emergency. The new IFB has been published and is awaiting quotes to be submitted. The posting comes down on June 30, and following the protest period, we will prepare the CAAF in order to gain approval to submit the contract for execution in August. If this timeline is delayed, we will timely request an extension of this emergency.

Is there an existing State contract available for the required supplies or services? Yes No

Expected Start Date: Jun 17, 2021 Estimated End Date*: Sep 14, 2021

Amount of this expenditure is: $236,570 Actual or Estimated*: Estimated *

*Actual end date and cost will be reported later.

Select the type of funding to be used: Federal Funds State Appropriated Funds State Grant Funds Other

Statement Page 2 of 2 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 20.1

Zip: 62238State: ILCity: CutlerAddress: 7290 County Line Rd

Vendor: Knight Hawk LLC

Zip: 62906State: ILCity: AnnaAddress: 1000 N. Main St

Division: DHSAgency: Choate Center

Signatures

I am making this statement and providing it to the CPO Office, the Auditor General, and the Procurement Policy Board in compliance with the Illinois Procurement Code and within 10 days after award of the contract.

I have authorized the emergency procurement in accordance with the requirements of the Illinois Procurement Code (30 ILCS 500) and the applicable administrative rule. I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

Agency Signature: Title: Agency Procurement Officer

Printed Name: Jean Sandstrom Date: Jun 17, 2021

EMERGENCY PURCHASE EXTENSION

Extension Page 1 of 2 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 20.1

Zip: 62238State: ILCity: CutlerAddress: 7290 County Line Rd

Vendor: Knight Hawk LLC

Zip: 62906State: ILCity: AnnaAddress: 1000 N. Main St

Division: DHSAgency: Choate Center

Extension Justification Reference #:

Original Emergency Term Start Date: Original Emergency Term End Date:

Amount of original: Actual or Estimated*:

Expected Extension Start Date: Expected Extension End Date*:

Amount of extension expenditure: Actual or Estimated*:

Select the type of funding to be used: Federal Funds State Appropriated Funds State Grant Funds Other

Describe the scope of the original emergency (supply, service, etc.):

Describe the scope of the extension (supply, service, etc.). Show justification for extending the original emergency contract, and explain why the extension need cannot be met through a competitive process:

Was authorization to proceed verbally given? No Yes NA

Term of emergency procurement shall not exceed 90 days. Contract may be extended beyond 90 days if CPO determines additional time is necessary; however, prior to execution of extension, CPO must hold a public hearing and provide written determination

*Actual end date and cost will be reported later.

EMERGENCY PURCHASE EXTENSION

Extension Page 2 of 2 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 20.1

Zip: 62238State: ILCity: CutlerAddress: 7290 County Line Rd

Vendor: Knight Hawk LLC

Zip: 62906State: ILCity: AnnaAddress: 1000 N. Main St

Division: DHSAgency: Choate Center

Signatures Reference #:

I am requesting an extension of the requested emergency contract. I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

Agency Signature: Title:

Printed Name: Date:

Approved CPO/SPO Signature: Date:

EMERGENCY PURCHASE FINAL COST AND TERM

Final Cost and Term Page 1 of 1 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 20.1

Zip: 62238State: ILCity: CutlerAddress: 7290 County Line Rd

Vendor: Knight Hawk LLC

Zip: 62906State: ILCity: AnnaAddress: 1000 N. Main St

Division: DHSAgency: Choate Center

Final Costs and Term Reference #:

Final total cost of supplies and services: Final total term of contract:

I am reporting the final costs and term for the referenced emergency contract to the CPO and the Auditor General.

Agency Signature: Title:

Printed Name: Date:

Page of

State of Illinois Chief Procurement Office Emergency Purchase Statement Version 20.1 .\CPO Letterhead\CPO Letterhead.png

EMERGENCY PURCHASE STATEMENT

Statement Page of State of Illinois Chief Procurement Office Emergency Purchase Statement Version 20.1 .\CPO Letterhead\CPO Letterhead.png Emergency Purchase Details Emergency Category (select the appropriate option from the drop-down menu below):

Reason for selection of this particular vendor:

Description of supplies or services to be provided:

Is there an existing State contract available for the required supplies or services?

If Yes is checked above, explain why the existing contract does not meet the need:

Actual or Estimated*:

*Actual end date and cost will be reported later.

Select the type of funding to be used:

Signatures I am making this statement and providing it to the CPO Office, the Auditor General, and the Procurement Policy Board in compliance with the Illinois Procurement Code and within 10 days after award of the contract.

I have authorized the emergency procurement in accordance with the requirements of the Illinois Procurement Code (30 ILCS 500) and the applicable administrative rule. I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

EMERGENCY PURCHASE EXTENSION

Extension Page of State of Illinois Chief Procurement Office Emergency Purchase Statement Version 20.1 .\CPO Letterhead\CPO Letterhead.png Extension Justification Actual or Estimated*:

Actual or Estimated*:

Select the type of funding to be used:

Describe the scope of the original emergency (supply, service, etc.):

Describe the scope of the extension (supply, service, etc.). Show justification for extending the original emergency contract, and explain why the extension need cannot be met through a competitive process:

Was authorization to proceed verbally given?

Term of emergency procurement shall not exceed 90 days. Contract may be extended beyond 90 days if CPO determines additional time is necessary; however, prior to execution of extension, CPO must hold a public hearing and provide written determination *Actual end date and cost will be reported later.

Signatures I am requesting an extension of the requested emergency contract. I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

EMERGENCY PURCHASE FINAL COST AND TERM

Final Cost and Term Page of State of Illinois Chief Procurement Office Emergency Purchase Statement Version 20.1 .\CPO Letterhead\CPO Letterhead.png Final Costs and Term I am reporting the final costs and term for the referenced emergency contract to the CPO and the Auditor General.

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