R-107997 B-28680 IOCI Satellite Broadcasting Equipment Emergency Purchase Statement 210406 APO.pdf

EMERGENCY PURCHASE STATEMENT

Statement Page 1 of 3 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 20.1

Zip: 75074State: TXCity: PlanoAddress: 1000 Klein Road

Vendor: Communications & Power Industries LLC Satcom & Antenna Technologies Division

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

Division: Illinois Office of Communication and Information (IOCI) Agency: Central Management Services

Emergency Purchase Details Reference #: 22-416CMS-BOSS4-R-107997

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 Illinois Office of Communication and Information (IOCI) is statutorily mandated by 20 ILCS 405/405-270 to provide for and coordinate broadcast communications services for State agencies and, when requested and when in the best interests of the State, for units of federal or local governments and public and not-for-profit institutions of primary, secondary, and higher education.

IOCI originally sought to procure the services of a vendor to replace the satellite controller which instructs the satellite antenna motor to move the dish that is located on the roof of the 120 W. Jefferson St., Springfield, IL 62702. The current controller is 30 years old and had stopped working, although the dish was still able to send and receive transmissions. IOCI and CMS Bureau of Strategic Sourcing (BOSS) attempted to procure the controller equipment via multiple requests for quotes (small purchases) with no success. On or about September 22, 2021, the dish was struck by lightning and is now unable to receive on the horizontal downlink. Because it is not possible to move the dish, it is now not possible to receive any signals.

In order to meet statutory requirements, it has been determined that replacement of the entire system is in the best interest of the State.

Based on the lack of success in replacing the satellite controller via a competitive process, IOCI contacted the vendor who installed the current satellite transmission equipment in the early 1990s to request a quote. The vendor was able to access their records and has a good understanding of the location of the equipment and what is needed to meet the State's needs and the vendor was willing to provide a quote for the new equipment.

Between October 1, 2021 and April 5, 2022, CMS engaged in negotiations with the satellite vendor and worked with the vendor, who is located in Texas, to complete paperwork required to contract in Illinois.

The BEP goals were calculated at 0% as there are no BEP vendors certified under the NIGP Codes below (CMS confirmed that during the months of negotiation with the satellite dish vendor, no additional BEP certified vendors were added under the NIGP Codes below):

726-54 Ground Stations, Satellite: Transmit/Receive and Receive Only (Including Antennas) 840-20 Broadcast Equipment, Television 840-45 Satellite Receiver Dish (Video)

Description of supplies or services to be provided:

Satellite Equipment:

1. 5.0-meter KU band uplink antenna w/motorized azimuth , elevation, and polarization. Minimum 3 ports (2 RX, 1 TX).

2. Mount for above antenna for roof load frame.

3. Antenna control unit (RCI4500 or equivalent), controller to be mounted in interior equipment rack with contactor and local control assembly at the antenna. ACU must be capable of integrating with Crystal M&C software. Serial or IP interface (IP preferred).

4. Ku-band low noise block downconverter, quantity 2.

Statement Page 2 of 3 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 20.1

Zip: 75074State: TXCity: PlanoAddress: 1000 Klein Road

Vendor: Communications & Power Industries LLC Satcom & Antenna Technologies Division

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

Division: Illinois Office of Communication and Information (IOCI) Agency: Central Management Services

5. Forced air (or equivalent) dish deicing system with local and remote controls.

6. System design, checkout, performance analysis, warranty.

7. Removal of current non-functional antenna.

8. Assembly of antenna on customer supplied roof interface. Install feed, waveguide, and remote-control cable, maximum of 100 ft, includes IFL cable connectors and crane.

9. Lightning grounding kit.

Civil Engineering - will be conducted as a small purchase with emergency conditions and will be awarded to an Illinois BEP Certified Vendor:

1. Vendor shall provide all necessary drawings to provide for modification of roof load frame to support the new CPI Satcom 4.8 meter antenna.

2. The load frame shall support the weight of the antenna assembly and all motors and control equipment for motorized azimuth, elevation, and polarization.

3. The load frame shall be of sufficient strength to allow the antenna to be capable of surviving 125 mph winds minimum.

4. If possible, the load frame shall be modified in a way that does not require removal of the current antenna.

5. The load frame shall be designed to place the antenna center position at the necessary azimuth to allow the greatest view of North American satellites.

Construction- will be conducted as a small purchase with emergency conditions and will be awarded to an Illinois BEP Certified Vendor:

1. The vendor shall be responsible for the modification of the roof load frame in accordance with the drawings provided by the structural engineer.

2. The vendor shall be responsible for the addition, subtraction, or substitution of steel members in accordance with the design of the structural engineer.

3. The vendor shall perform any necessary modifications to the roof structure, if necessary, in accordance with the design of the structural engineer.

4. The vendor shall perform any required fireproofing to interior steel members, ifnecessary, in accordance with the design of the structural engineer.

5. The vendor shall paint all external steel members in accordance with the design of the structural engineer.

6. The vendor shall be responsible for obtaining all necessary construction permits.

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

Expected Start Date: Apr 6, 2022 Estimated End Date*: Jul 3, 2022

Amount of this expenditure is: $324,475.00 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 3 of 3 State of Illinois Chief Procurement Office Emergency Purchase Statement Version 20.1

Zip: 75074State: TXCity: PlanoAddress: 1000 Klein Road

Vendor: Communications & Power Industries LLC Satcom & Antenna Technologies Division

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

Division: Illinois Office of Communication and Information (IOCI) Agency: Central Management Services

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 Purchasing Officer

Printed Name: Will Stephens Date: Apr 6, 2022

EMERGENCY PURCHASE EXTENSION

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

Zip: 75074State: TXCity: PlanoAddress: 1000 Klein Road

Vendor: Communications & Power Industries LLC Satcom & Antenna Technologies Division

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

Division: Illinois Office of Communication and Information (IOCI) Agency: Central Management Services

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: 75074State: TXCity: PlanoAddress: 1000 Klein Road

Vendor: Communications & Power Industries LLC Satcom & Antenna Technologies Division

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

Division: Illinois Office of Communication and Information (IOCI) Agency: Central Management Services

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: 75074State: TXCity: PlanoAddress: 1000 Klein Road

Vendor: Communications & Power Industries LLC Satcom & Antenna Technologies Division

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

Division: Illinois Office of Communication and Information (IOCI) Agency: Central Management Services

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.

11.0.0.20130303.1.892433.887364

IOCI originally sought to procure the services of a vendor to replace the satellite controller which instructs the satellite antenna motor to move the dish that is located on the roof of the 120 W. Jefferson St., Springfield, IL 62702. The current controller is 30 years old and had stopped working, although the dish was still able to send and receive transmissions. IOCI and CMS Bureau of Strategic Sourcing (BOSS) attempted to procure the controller equipment via multiple requests for quotes (small purchases) with no success. On or about September 22, 2021, the dish was struck by lightning and is now unable to receive on the horizontal downlink. Because it is not possible to move the dish, it is now not possible to receive any signals.

In order to meet statutory requirements, it has been determined that replacement of the entire system is in the best interest of the State. Based on the lack of success in replacing the satellite controller via a competitive process, IOCI contacted the vendor who installed the current satellite transmission equipment in the early 1990s to request a quote. The vendor was able to access their records and has a good understanding of the location of the equipment and what is needed to meet the State's needs and the vendor was willing to provide a quote for the new equipment.

Between October 1, 2021 and April 5, 2022, CMS engaged in negotiations with the satellite vendor and worked with the vendor, who is located in Texas, to complete paperwork required to contract in Illinois.

The BEP goals were calculated at 0% as there are no BEP vendors certified under the NIGP Codes below (CMS confirmed that during the months of negotiation with the satellite dish vendor, no additional BEP certified vendors were added under the NIGP Codes below):

726-54 Ground Stations, Satellite: Transmit/Receive and Receive Only (Including Antennas) 840-20 Broadcast Equipment, Television 840-45 Satellite Receiver Dish (Video) ExplanationSuppliesServices: Satellite Equipment:

1. 5.0-meter KU band uplink antenna w/motorized azimuth , elevation, and polarization. Minimum 3 ports (2 RX, 1 TX).

2. Mount for above antenna for roof load frame.

3. Antenna control unit (RCI4500 or equivalent), controller to be mounted in interior equipment rack with contactor and local control assembly at the antenna. ACU must be capable of integrating with Crystal M&C software. Serial or IP interface (IP preferred).

4. Ku-band low noise block downconverter, quantity 2.

5. Forced air (or equivalent) dish deicing system with local and remote controls.

6. System design, checkout, performance analysis, warranty.

7. Removal of current non-functional antenna.

8. Assembly of antenna on customer supplied roof interface. Install feed, waveguide, and remote-control cable, maximum of 100 ft, includes IFL cable connectors and crane.

9. Lightning grounding kit.

Civil Engineering - will be conducted as a small purchase with emergency conditions and will be awarded to an Illinois BEP Certified Vendor:

1. Vendor shall provide all necessary drawings to provide for modification of roof load frame to support the new CPI Satcom 4.8 meter antenna.

2. The load frame shall support the weight of the antenna assembly and all motors and control equipment for motorized azimuth, elevation, and polarization.

3. The load frame shall be of sufficient strength to allow the antenna to be capable of surviving 125 mph winds minimum.

4. If possible, the load frame shall be modified in a way that does not require removal of the current antenna.

5. The load frame shall be designed to place the antenna center position at the necessary azimuth to allow the greatest view of North American satellites.

Construction- will be conducted as a small purchase with emergency conditions and will be awarded to an Illinois BEP Certified Vendor:

1. The vendor shall be responsible for the modification of the roof load frame in accordance with the drawings provided by the structural engineer.

2. The vendor shall be responsible for the addition, subtraction, or substitution of steel members in accordance with the design of the structural engineer.

3. The vendor shall perform any necessary modifications to the roof structure, if necessary, in accordance with the design of the structural engineer.

4. The vendor shall perform any required fireproofing to interior steel members, ifnecessary, in accordance with the design of the structural engineer.

5. The vendor shall paint all external steel members in accordance with the design of the structural engineer.

6. The vendor shall be responsible for obtaining all necessary construction permits.