Emergency Warehouse Notice 4 EPS.pdf

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EMERGENCY PURCHASE STATEMENT

State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.25.2 Page of

EMERGENCY PURCHASE STATEMENT

Page of State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.25.2 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:

Emergency procurements shall be made with as much competition as is practicable under the circumstances, and agencies shall utilize best efforts to include contractors certified under the Business Enterprise Program in its emergency procurement process. 30 ILCS 500/20-30(a).

List the actions taken by the agency that constitute its best efforts to include contractors certified under the Business Enterprise Program in this emergency purchase:

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*:

*Estimated end date and cost will be reported later.

Select the type of funding to be used:

Signature This emergency purchase was made with as much competition as is practicable under the circumstances. Best efforts were utilized to include contractors certified under the Business Enterprise Program in the process.

I am authorized to make this emergency purchase, and I know and understand the contents of this statement and all statements herein are true and correct to the best of my knowledge.

11.0.0.20130303.1.892433.887364

Agiliti Health, Inc. is selected for this emergency procurement because it is the current custodian and provider of compliant warehousing services for the State’s emergency medical cache. The vendor’s facility is already housing the materials and is equipped with required climate control, security systems, and emergency backup infrastructure.

Transitioning the cache to another vendor during this period would require physical relocation of federally regulated medical assets, creating unacceptable risk to asset integrity, regulatory compliance, and emergency response readiness.

This emergency procurement is a short-term bridge to ensure uninterrupted warehousing and logistics services until the competitively awarded contract is in place.

ExplanationSuppliesServices: IDPH requires continued warehousing and logistics support for its emergency medical equipment and pharmaceutical cache to maintain 24 hours per day and seven days per week operational readiness in accordance with state and federal public health preparedness requirements.

Services under this emergency procurement are limited to essential continuity functions, including secure and compliant storage, inventory management, environmental monitoring, and logistics support necessary to preserve asset integrity and emergency response capability while the long-term contract is finalized under IFB 25-482DPH-FINAN-B-48312.

Under this emergency procurement, the selected vendor, Agiliti Health, Inc., will provide:

1. Technical reports for management and operations, plans, analyses, and prototype efforts every month 2.

Reports reflecting identified Deliverables, performance measures, or as requested by the Illinois Department of Public Health.

3.

Reports must be delivered to IDPH no later than the 20th of each month, with information for the preceding month, and must include information on all activities; monthly and cumulative prices; expenditures versus plan (burn rate); and any support or technical issues.

4.

Data visualization platform, to allow for immediate understanding of incoming, outgoing, and static inventories across all products lines and inventory Tier classes.

a. The Contractor must follow formal document archival protocols (which are provided by the State DoIT) utilized within all IDPH-managed facilities, which include the utilization of the IMS system. The Contractor must ensure all documentation (Inventory loads, consumption reports, medical formulary, in-bound / out-bound records, etc.) is available for retrieval or generation upon any. Government entities request, following the established State and Federal Records Act. All data, information, drafts, and/or final work products must be turned over to any government entity upon completion of this task. In no event will any of the data or information obtained during this effort be disclosed to anyone unless expressly authorized in writing by the IDPH OPR Deputy Director, DPR Division Chief, or SNS Program Manager.

Coverage and Response Time A.

Contractor, upon receipt of a request for service from CDPH, the Contractor and support personnel must respond to IDPH with status.

Updates within four (4) hours during normal operations and within two (2) hours in a training environment or declared State emergency.

Requests may include, but are not limited to, the following: identified disruption of IMS services, identified disruption of Supervisory.

Control and Data Acquisition (SCADA) monitoring, Temperature / Humidity alarms, change order for programmatic updates, request for change in services or audit inquiries.

B.

Status update reports must detail the specific issue, proposed remediation efforts underway, technical advice, or clarifications to proposed remediation actions.

C.

IDPH requires the same level of support for “Normal and Off-hours” work environments. The Contractor must contact IDPH and provide a substitute contact if needed due to operational conflicts. “Normal Hours” of support shall be defined as 8:00 AM to 5:00 PM CST, Monday through Friday.

D.

“Off Hours” support must be arranged for exceptional circumstances (e.g., special deployments) and must be agreed to by the State in advance of work to be performed. “Off Hours” support shall be defined as 5:01 PM to 7:59 AM CST, Monday through Friday, and anytime.

on weekends and holidays.

The Illinois Department of Public Health (IDPH) maintains a Tier 1 Pharmaceutical and Medical Materiel management program, which encompasses and utilizes on-site/local, redundant, and remote applications associated with the sustainment of emergency power, temperature/humidity-controlled environments and material management (mechanical) equipment.

a.

The Contractor must have the present ability and shall provide technical support and regulatory guidance to ensure that facilities, The materials, power platforms, and electronic systems described in this statement are compliant and remain compliant with applicable.

local, state, and Federal requirements, including but not limited to Good Manufacturing Practices (cGMP).

b.

The Contractor is responsible for providing external guidance and recommendations based on existing or updated industry. standards, in relationship to the ongoing daily functions of the associated Emergency Power Platform, Temperature/Humidity Monitoring and Mechanical Equipment Management Systems, ensuring the maintenance of facilities, materials, power platforms, and electronic systems remain in a state of operational readiness, necessary for the State of Illinois to successfully respond to community disasters and public health threats. These obligations also include the Contractor’s obligation for the day-to-day maintenance and operations of these resources, maintenance of equipment associated with the work of the EAMC, RSS, and provision of technical assistance (including updated User Guides, Policies, Procedures, etc.)

c.

These systems and controls ensure that IDPH can maintain a “Ready State” to respond 24 hours a day, 7 days a week (24/7) to the Public Health emergencies within the IDPH’s jurisdiction are centrally controlled through a web-enabled SCADA monitoring platform. Agiliti Health personnel serve as the First Tier for day-to-day management and monitoring of these systems, which includes responding to alarm notifications linked to the independent Power platform and Temperature/Humidity monitoring systems.

d.

The Contractor shall utilize a web-enabled supervisory control and data acquisition (SCADA) monitoring platform, monitor and address alarm notifications during non-business hours for IDPH. This includes making notifications to IDPH personnel during non-business hours, so that an initial investigation can be initiated. As part of the monitoring requirements, if system alarms can be addressed remotely, the Contractor shall address the situation appropriately and follow up with a deviation or incident report to IDPH within 24 hours.

TextField1: In accordance with 30 ILCS 500/20-30(a), IDPH made best efforts to identify and include Business Enterprise Program certified vendors in this emergency procurement. A search was conducted using applicable NIGP codes for medical-grade warehousing and pharmaceutical storage services.

No BEP-certified vendors were identified that could meet the specialized regulatory, security, environmental, and operational requirements necessary to ensure uninterrupted custody and compliance for the State’s emergency medical cache. IDPH proceeded with the only vendor capable of meeting the emergency requirements without risking disruption to emergency preparedness.