R-140114 B-31294 IOCI Satellite Broadcasting Equipment Emergency Purchase Statement 210817 APO.pdf

EMERGENCY PURCHASE STATEMENT

Emergency Statement Page 1 of 3 State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement Version v.22.2

Zip: 75662-6842State: TXCity: KilgoreAddress: 2600 N. Longview Street

Vendor: CPI Satcom & Antenna Technologies Inc.

Zip: 62702State: ILCity: SpringfieldAddress: 20 W. Jefferson Street

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

Emergency Purchase Details Reference #: 23-416CMS-BOSS4-R-140114

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 prior Emergency Contract, 22-416CMS-IOCI4-P-35752 (P-35752), had an issue with its effective dates. The corrective solution was to amend it to reflect the correct dates and then to declare a new 90-day emergency, with a new contract. The amendment and new contract were needed in order to ensure CMS was in compliance with:

44 Ill. Adm. Code 1.2030(g)(1) (Emergency Procurements):

2) Emergency Contract Award

A) For purposes of an emergency, an emergency contract is awarded on the earliest of the date:

i) a State agency communicates to a vendor to start work;

ii) publication on the Bulletin identifying the selected vendor; or

iii) the contract is signed by both parties.

The CPO-GS considers the date of “award” to be the “start date” of the term of an emergency contract. The term of emergency contracts is limited to 90-days as set forth in 44 Ill. Adm. Code 1.2030(g)(1).

The dates the conditions above were met for P-35752:

i) a State agency communicates to a vendor to start work; 05/19/2022

ii) publication on the Bulletin identifying the selected vendor; or 04/13/2022

iii) the contract is signed by both parties. 05/13/2022

The earliest of the three conditions above was (ii), publication on the Bulletin, which occurred 04/13/2022, meaning the P-35752 contract dates should have been 04/13/2022 through 07/10/2022 (90 days) vs. the language in the contract which states “This emergency contract has a term of ninety (90) days commencing upon the lasted dated signature of the parties”, which was 05/13/2022 through 08/10/2022.

This new emergency procurement replaces the prior emergency procurement.

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

Emergency Statement Page 2 of 3 State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement Version v.22.2

Zip: 75662-6842State: TXCity: KilgoreAddress: 2600 N. Longview Street

Vendor: CPI Satcom & Antenna Technologies Inc.

Zip: 62702State: ILCity: SpringfieldAddress: 20 W. Jefferson Street

Division: Illinois Office of Communication and Information (IOCI) Agency: Central Management Services 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 08/02/2022 that 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.

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.

Emergency Statement Page 3 of 3 State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement Version v.22.2

Zip: 75662-6842State: TXCity: KilgoreAddress: 2600 N. Longview Street

Vendor: CPI Satcom & Antenna Technologies Inc.

Zip: 62702State: ILCity: SpringfieldAddress: 20 W. Jefferson Street

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

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: Aug 17, 2022 Estimated End Date*: Nov 15, 2022

Amount of this expenditure is: $324,475.00 Actual or Estimated*: Estimated *

*Estimated 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

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.

Agency Signature: Title: Agency Purchasing Officer

Printed Name: Will Stephens Date: Aug 17, 2022

State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement V.22.2 Emergency Statement Page of

EMERGENCY PURCHASE STATEMENT

Emergency Statement Page of State of Illinois Chief Procurement Office for General Services Emergency Purchase Statement Version v.22.2 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:

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

44 Ill. Adm. Code 1.2030(g)(1) (Emergency Procurements):

2) Emergency Contract Award

A) For purposes of an emergency, an emergency contract is awarded on the earliest of the date:

i) a State agency communicates to a vendor to start work;

ii) publication on the Bulletin identifying the selected vendor; or

iii) the contract is signed by both parties.

The CPO-GS considers the date of “award” to be the “start date” of the term of an emergency contract. The term of emergency contracts is limited to 90-days as set forth in 44 Ill. Adm. Code 1.2030(g)(1).

The dates the conditions above were met for P-35752:

i) a State agency communicates to a vendor to start work; 05/19/2022

ii) publication on the Bulletin identifying the selected vendor; or 04/13/2022

iii) the contract is signed by both parties. 05/13/2022

The earliest of the three conditions above was (ii), publication on the Bulletin, which occurred 04/13/2022, meaning the P-35752 contract dates should have been 04/13/2022 through 07/10/2022 (90 days) vs. the language in the contract which states “This emergency contract has a term of ninety (90) days commencing upon the lasted dated signature of the parties”, which was 05/13/2022 through 08/10/2022.

This new emergency procurement replaces the prior emergency procurement.

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 08/02/2022 that 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.