P- 37493 Starcom21 Maintenance EPEA #6~1.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: 60661State: ILCity: ChicagoAddress: 500 W. Monroe

Vendor: Motorola Solutions, Inc.

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

Requesting Agency: DoIT - Innovation and Tech Division: Telecom

Extension Justification BidBuy Reference #: B-45145 / P-37493

Amount of original contract: $ 2,000,000

Actual or Estimated: Actual

Original BidBuy Reference #: B-28596 / B-37493

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 yes, please detail

Emergency Contract started with a 10% BEP goal, and the same goal will remain throughout proposed extension.

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

Because of this, Dorr 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. Dorr 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:

This contract will be a JPMC available to governmental units or qualified not-for-profit for the products categories 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: 60661State: ILCity: ChicagoAddress: 500 W. Monroe

Vendor: Motorola Solutions, Inc.

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

Requesting Agency: DoIT - Innovation and Tech Division: Telecom

Statewide Radio maintenance and support services provides State of Illinois entities (Illinois State Police, Law Enforcement, Emergency Medical Services, Department of Corrections, Department of Transportation) the ability to procure radio maintenance and support services for invaluable emergency communications equipment used by emergency communication agencies throughout the state. The support services include radio support, repair, installation, radio tower site infrastructure for life saving communication services. These services provide an essential support service to the State of Illinois valuable emergency services communication using radio and if not supported would cause loss of life or injury.

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 Dorr 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 negotions 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. DolT plans to award the new combined IFB, and have a new master contract in place by the end of this requested contract extension.

Therefore, the emergency condition will be eliminated by the end of this contract extension period (ending 7/30/24). This extension should allow enough time for the new combined IFB to be awarded, contract negotiated and contract executed.

This contract is critical to the life, health and/or safety of the citizens of the State of Illinois.

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

The Department of Innovation and Technology (DoIT) is meeting this need through the new IFB which is in process.

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: 60661State: ILCity: ChicagoAddress: 500 W. Monroe

Vendor: Motorola Solutions, Inc.

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

Requesting Agency: DoIT - Innovation and Tech Division: Telecom

DoIT began drafting new Starcomm 21 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 Dorr 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.

DoIT 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 Radio Maintenance, Installation and Repair 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 and 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 receiving an extension for the Emergency Statewide radio maintenance contract for agencies in the State of Illinois would leave the state agencies with no way to purchase services for support of emergency radio communication devices, installation and repair of devices and would degrade radio service for emergency agency who rely on these services for daily use with emergency communications during life threatening situations. If these services are not supported by a new contract it would severely

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: 60661State: ILCity: ChicagoAddress: 500 W. Monroe

Vendor: Motorola Solutions, Inc.

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

Requesting Agency: DoIT - Innovation and Tech Division: Telecom impact emergency service agencies ability to support emergency communications.

Statewide Radio Maintenance supports and services radio communication equipment that is used daily by Emergency Personnel, Police, Fire, Corrections, local law enforcement, Hospitals Emergency First responders to provide emergency radio communications to these personnel during critical incidents when providing services to the State of Illinois Residents during critical incidents that could involve injury, loss of life and disaster response. The support of emergency radio communication equipment is invaluable to the health and safety of Illinois residents and if support of these services is not available could result in injury and loss of life.

BidBuy Reference #: B-45145 / P-37493

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

Statewide Radio maintenance and support services provides State of Illinois entities (Illinois State Police, Law Enforcement, Emergency Medical Services, Department of Corrections, Department of Transportation) the ability to procure radio maintenance and support services for invaluable emergency communications equipment used by emergency communication agencies throughout the state. The support services include radio support, repair, installation, radio tower site infrastructure for life saving communication services. These services provide an essential support service to the State of Illinois valuable emergency services communication using radio and if not supported would cause loss of life or injury.

The terms and conditions are quite extensive on this IFB since it is combining two previously separate contracts and the negotions 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.

Therefore, the emergency condition will be eliminated by the end of this contract extension period (ending 7/30/24). This extension should allow enough time for the new combined IFB to be awarded, contract negotiated and contract executed.

This contract is critical to the life, health and/or safety of the citizens of the State of Illinois.

TextField12: The Department of Innovation and Technology (DoIT) is meeting this need through the new IFB which is in process.

DoIT began drafting new Starcomm 21 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 Dorr 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.

DoIT 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 Radio Maintenance, Installation and Repair Contract.

Statewide Radio Maintenance supports and services radio communication equipment that is used daily by Emergency Personnel, Police, Fire, Corrections, local law enforcement, Hospitals Emergency First responders to provide emergency radio communications to these personnel during critical incidents when providing services to the State of Illinois Residents during critical incidents that could involve injury, loss of life and disaster response. The support of emergency radio communication equipment is invaluable to the health and safety of Illinois residents and if support of these services is not available could result in injury and loss of life.