EPEA Starcom21 Equipment 6 P-44259 CPO signed.pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.25.2 Page 1 of 4

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: 62702State: ILCity: ChicagoAddress: 500 W. Monroe

Vendor: Motorola Solutions, Inc.

Zip: 62702State: ILCity: SpringfieldAddress: 120 West Jefferson

Requesting Agency: DoIT - Innovation and Tech Division: Telecom

Extension Justification BidBuy Reference #: B-45143 / P-44259

Amount of original contract: $ 2,000,000

Actual or Estimated: Estimated

Original BidBuy Reference #: B-33269

Original Emergency Term Start Date:Nov 15, 2022 Original Emergency Term End Date: Feb 13, 2023

Expected Extension Start Date: Nov 1, 2024 Expected Extension End Date: Mar 31, 2025

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

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

There is only one registered BEP firm in the applicable NIGP codes 726-88 and 726-89 for this procurement. Per Commission on Equity and Inclusion goal setting process this resulted in a 0% BEP goal for this emergency procurement.

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

BidBuy Reference # Amount Start Date End Date

See Attachment A

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

On 6/9/22 DoIT issued an IFB (B-29285) for JPMC for Radio Maintenance. Bids were due 6/23/22, but none were received.

Because of this, DoIT decided to combine this JPMC for radio maintenance, installation and repair into a new IFB which would also include radio equipment. Combining equipment with maintenance, repair and installation into the same JPMC extended the timeline of the procurement. DoIT understood an emergency solicitation and possibly multiple extensions would be needed before this comprehensive contract could be completed, but even so there were some delays that could not be foreseen.

We are now at the final stages of contract negotiation, and this 6th emergency extension should provide us the time needed for contract execution.

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

Emergency Purchase Extension Approval v.25.2 Page 2 of 4

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: 62702State: ILCity: ChicagoAddress: 500 W. Monroe

Vendor: Motorola Solutions, Inc.

Zip: 62702State: ILCity: SpringfieldAddress: 120 West Jefferson

Requesting Agency: DoIT - Innovation and Tech Division: Telecom

This contract will be a JPMC available to governmental units or qualified not-for-profit for the product categories below:

Motorola supplies equipment to the state of Illinois entities utilizing Starcom21 radio network communication via radio mobile and portable radios, emergency agencies and dispatch consoles. The equipment purchased from this contract is invaluable to the support of Illinois Law enforcement agencies State, Local and County. This equipment also supports emergency communication with the equipment purchased on this contract. The loss of the ability to purchase equipment on this contract would be detrimental to all Emergency agencies throughout the state and would degrade emergency communications in critical incidents throughout the state with law enforcement and emergency agencies such as fire departments, emergency medical technicians, prison guards. This Emergency JPMC contract will be available for use by all governmental units and qualified not for-profits.

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

4. Provide justification for extending the original emergency contract:

The IFB that will replace this contract was awarded to Motorola on 5/30/24. We expected DoIT Legal and the vendor to immediately start negotiations on the terms and conditions, however, legal had to prioritize end of fiscal year procurements, meaning the negotiations for this contract didn't begin in earnest until the end of July.

The terms and conditions are quite extensive on this IFB since it is combining two previously separate contracts and the negations between DoIT Legal and Motorola have been ongoing and productive.

DoIT anticipates a high probability that negotiations will be completed within the timeframe of this request. If a replacement contract is executed sooner than anticipated, the emergency contract will be canceled and services will be migrated over.

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

Yes No Please detail:

Due to the critical life saving nature of the hardware and services covered under this emergency contract, the emergency condition will continue until a new long-term non-emergency contract is in place to cover the hardware and services covered under this emergency. DoIT plans to award the new combined IFB, and have a new master contract in place by the end of this requested contract extension.

The emergency condition will be eliminated by the award and execution of IFB Joint Purchase Master Contract

Emergency Purchase Extension Approval v.25.2 Page 3 of 4

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: 62702State: ILCity: ChicagoAddress: 500 W. Monroe

Vendor: Motorola Solutions, Inc.

Zip: 62702State: ILCity: SpringfieldAddress: 120 West Jefferson

Requesting Agency: DoIT - Innovation and Tech Division: Telecom

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

The Department of Innovation and Technology (DoIT) plans to meet this need through the new IFB for which Terms and Conditions are currently being negotiated.

DoIIT began drafting new IFB for Starcom21 Radio Equipment on February 1, 2022 and on June 9, 2022 IFB (B-29285) was issued for JPMC for Radio Maintenance on 6/9/2022. Bids opening date was scheduled for June 23, but no bids were submitted.

Discussions with end users on combining the Radio Maintenance and Radio Equipment IFB's into one took place between July 1 and September 1 of 2022. It was decided to combine the two procurements and DolT worked on drafting a combined IFB draft for a new JPMC which would include radio maintenance, repair, and installation with radio equipment. This occurred during September, October, November and December of 2022.

From the beginning of January 2023 through April 25th, the IFB went through multiple drafts and was reviewed by consultants for clarity and to ensure the State could award a comprehensive contract which covered all the needs of the State. Based upon the consultant feedback the new draft was provided to the end users for review and was approved back to ITPO on May 23, 2023.

The next few months was spent working on revisions with the SPO and DoIT Legal to review and update the IFB and pricing tables and to refine the document and secure approval to publish. The SPO approved final IFB draft on 7/27/2023. The new combined IFB was posted on 8/31/23 and the Bid Opening was on 11/1/23.

In November the previous lead spent time determining how to best show pricing for award. That lead left the agency in the spring and a new lead took over the procurement in March. As there were multiple subcontractors, collecting vendor disclosure documents took an extended time and when all vendor disclosures were obtained the bid was awarded to Motorola on 5/30/24.

DoOT Legal had to prioritize end of fiscal year work and were not able to start negotiations with Motorola until the end of July.

This emergency extension request is to allow time to continue to negotiate the terms and conditions for a new contract. The new contract awarded from this new IFB will replace this Emergency Starcom21 Equipment Contract.

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

Yes No Status: awarded but contract not executed

Yes, there is a competitive procurement in process hand has been since the new IFB was posted on 8/31/23. The bid opening was on 11/1/23 and the notice of award was posted 5/30/2024. Negotiations between DoIT Legal and Motorola began in earnest at the end of July and this emergency extension request is to allow time to negotiate terms and conditions for a new contract.

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

This contract is critical to the life, health, and/or safety of the citizens of the State of Illinois. The risk of not completing this procurement is law enforcement and emergency agencies throughout the State who use Starcom21 radio network would not be

Emergency Purchase Extension Approval v.25.2 Page 4 of 4

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: 62702State: ILCity: ChicagoAddress: 500 W. Monroe

Vendor: Motorola Solutions, Inc.

Zip: 62702State: ILCity: SpringfieldAddress: 120 West Jefferson

Requesting Agency: DoIT - Innovation and Tech Division: Telecom able to purchase new equipment to complete daily job duties and provide emergency services to the State of Illinois public.

The equipment purchased from this contract is invaluable to the support of Illinois Law enforcement agencies State, Local and County. This equipment also supports emergency communication with the equipment purchased on this contract. The equipment also allows for interoperability communication on the Starcom21 radio network for emergency agencies throughout the State.

BidBuy Reference #: B-45143 / P-44259

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:

SPO Signature

SPO Signature: Date:

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: Oct 29, 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

Equity and Inclusion goal setting process this resulted in a 0% BEP goal for this emergency procurement.

Because of this, DoIT decided to combine this JPMC for radio maintenance, installation and repair into a new IFB which would also include radio equipment. Combining equipment with maintenance, repair and installation into the same JPMC extended the timeline of the procurement. DoIT understood an emergency solicitation and possibly multiple extensions would be needed before this comprehensive contract could be completed, but even so there were some delays that could not be foreseen.

We are now at the final stages of contract negotiation, and this 6th emergency extension should provide us the time needed for contract execution.

The terms and conditions are quite extensive on this IFB since it is combining two previously separate contracts and the negations between DoIT Legal and Motorola have been ongoing and productive.

DoIT anticipates a high probability that negotiations will be completed within the timeframe of this request. If a replacement contract is executed sooner than anticipated, the emergency contract will be canceled and services will be migrated over.

The emergency condition will be eliminated by the award and execution of IFB Joint Purchase Master Contract TextField12: The Department of Innovation and Technology (DoIT) plans to meet this need through the new IFB for which Terms and Conditions are currently being negotiated.

DoIIT began drafting new IFB for Starcom21 Radio Equipment on February 1, 2022 and on June 9, 2022 IFB (B-29285) was issued for JPMC for Radio Maintenance on 6/9/2022. Bids opening date was scheduled for June 23, but no bids were submitted. Discussions with end users on combining the Radio Maintenance and Radio Equipment IFB's into one took place between July 1 and September 1 of 2022. It was decided to combine the two procurements and DolT worked on drafting a combined IFB draft for a new JPMC which would include radio maintenance, repair, and installation with radio equipment. This occurred during September, October, November and December of 2022.

From the beginning of January 2023 through April 25th, the IFB went through multiple drafts and was reviewed by consultants for clarity and to ensure the State could award a comprehensive contract which covered all the needs of the State. Based upon the consultant feedback the new draft was provided to the end users for review and was approved back to ITPO on May 23, 2023.

The next few months was spent working on revisions with the SPO and DoIT Legal to review and update the IFB and pricing tables and to refine the document and secure approval to publish. The SPO approved final IFB draft on 7/27/2023. The new combined IFB was posted on 8/31/23 and the Bid Opening was on 11/1/23.

In November the previous lead spent time determining how to best show pricing for award. That lead left the agency in the spring and a new lead took over the procurement in March. As there were multiple subcontractors, collecting vendor disclosure documents took an extended time and when all vendor disclosures were obtained the bid was awarded to Motorola on 5/30/24.

DoOT Legal had to prioritize end of fiscal year work and were not able to start negotiations with Motorola until the end of July. This emergency extension request is to allow time to continue to negotiate the terms and conditions for a new contract. The new contract awarded from this new IFB will replace this Emergency Starcom21 Equipment Contract.

The equipment purchased from this contract is invaluable to the support of Illinois Law enforcement agencies State, Local and County. This equipment also supports emergency communication with the equipment purchased on this contract. The equipment also allows for interoperability communication on the Starcom21 radio network for emergency agencies throughout the State.