R-146577 IOCI Satellite Broadcasting Equipment Emergency Extension Statement CPO signed.pdf

EMERGENCY PURCHASE EXTENSION

Extension Page 1 of 2 State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Version 22.2

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/University: Central Management Services

Extension Justification Reference #: 22-416CMS-IOCI4-P-41130

Original Emergency Term Start Date: 08/17/2022 Original Emergency Term End Date: Nov 15, 2022

Amount of original: $324,475.00 Actual or Estimated*: Estimated *

Expected Extension Start Date: Nov 16, 2022 Expected Extension End Date*: May 15, 2023

Amount of extension expenditure: $0 Actual or Estimated*: 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.):

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 was determined that replacement of the entire system was 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 07/07/2022 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)

The engineering work related to the load frame was contracted with a BEP vendor and is complete. Construction- the intent was to

Extension Page 2 of 2 State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Version 22.2

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/University: Central Management Services conduct as a small purchase with emergency conditions and to award to an Illinois BEP Certified Vendor but based on the work of the engineer, the work is much more extensive than originally thought and the cost is likely to be $200,000 - $250,000.

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:

This is a time-only extension to complete the work for the removal and replacement of the IOCI Satellite Antenna at 120 W. Jefferson in Springfield. The work of the engineer is complete and the satellite dish was shipped 09/23/2022 with expected delivery to the loading dock at 120 W. Jefferson in Springfield 09/27/2022. Removal of the old dish, including the procurement of a crane, is in process. After removal of the dish, a vendor (as yet to be determined) will do the construction work to the satellite dish load frame and additional structural enhancements to support the dish.

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.

*Estimated end date and cost will be reported later.

Signatures Reference #: 22-416CMS-IOCI4-P-41130

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: Agency Purchasing Officer

Printed Name: Will Stephens Date: Sep 26, 2022

CPO Signature

Based on my review, I authorize the Agency to proceed in accordance with the published Notice referenced above.

Based upon my review, I authorize the Agency to proceed with the following changes:

Approved CPO Signature: Date:

Page of

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Version 22.2

EMERGENCY PURCHASE EXTENSION

Extension Page of State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Version 22.2 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.

*Estimated 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.

CPO Signature 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 was determined that replacement of the entire system was 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 07/07/2022 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)

The engineering work related to the load frame was contracted with a BEP vendor and is complete. Construction- the intent was to conduct as a small purchase with emergency conditions and to award to an Illinois BEP Certified Vendor but based on the work of the engineer, the work is much more extensive than originally thought and the cost is likely to be $200,000 - $250,000.