Signed Emergency-purchase-extension-approval - P-61194 (002).pdf

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.24.1 Page 1 of 3

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: 60563State: ILCity: NapervilleAddress: 700 Enterprise Ct.

Vendor: Genuine Parts Company

Zip: 62764State: ILCity: SpringfieldAddress: 2300 S. Dirkesn Parkway

Requesting Agency DOT - Transportation Division: District 1

Extension Justification BidBuy Reference #: 24-494DOT-DISTR-P-61194

Amount of original contract: $ 2,000,000

Actual or Estimated: Estimated

Original BidBuy Reference #: B-40696

Original Emergency Term Start Date: Dec 31, 2023 Original Emergency Term End Date: Mar 29, 2024

Expected Extension Start Date: Mar 30, 2024 Expected Extension End Date: Jun 30, 2024

Amount of extension contract: $2,000,000 Actual or Estimated: Estimated

Is there BEP participation on this contract? If yes, please detail

BEP goal setting indicates 4% goal. BEP 4%: Truck Tire Sales (1%) J.T. Barrier, LLC (3%)

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

BidBuy Reference # Amount Start Date End Date

$0.00

$0.00

$0.00

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

IDOT issued a formal procurement, however no vendor was awarded. IDOT is working on reissuing a formal procurement.

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

Provide automotive repair parts for IDOT to repair the equipment timely and continue roadway operations.

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

Emergency Purchase Extension Approval v.24.1 Page 2 of 3

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: 60563State: ILCity: NapervilleAddress: 700 Enterprise Ct.

Vendor: Genuine Parts Company

Zip: 62764State: ILCity: SpringfieldAddress: 2300 S. Dirkesn Parkway

Requesting Agency DOT - Transportation Division: District 1

4. Provide justification for extending the original emergency contract:

To allow IDOT District 1 to continue purchasing auto repair parts. Most of IDOT's fleet is aging and replacement equipment has been difficult to replenish over the past 3 fiscal years. Aging equipment generally needs more repair that new equipment.

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

Yes No Please detail:

This is a continuing need until a long-term contract can be put in place.

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

IDOT a competitive procurement has been published 3/7/2024

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

Yes No Status: published

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

A denial of the extension request to continue purchasing auto repair parts for IDOT District 1 could have several significant effects:

Operational Disruption: Without access to necessary repair parts, the maintenance and repair of IDOT's aging fleet would be disrupted, potentially leading to vehicle downtime and reduced operational efficiency.

Safety Concerns: Aging equipment often requires more frequent repairs to ensure safe operation. A lack of repair parts could compromise the safety of vehicles and pose risks to both drivers and other road users.

Increased Costs: Delayed repairs or inadequate maintenance due to a lack of parts may lead to more severe damage over time, resulting in higher repair costs or the need for premature replacement of vehicles.

Service Interruptions: IDOT's ability to fulfill its transportation responsibilities, such as road maintenance and emergency response, could be compromised if vehicles are unavailable or inoperable due to maintenance issues.

Overall, a denial of the extension request could have detrimental effects on both the operational effectiveness and safety of IDOT District 1's fleet, as well as potentially increasing costs and impacting service delivery.

Emergency Purchase Extension Approval v.24.1 Page 3 of 3

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: 60563State: ILCity: NapervilleAddress: 700 Enterprise Ct.

Vendor: Genuine Parts Company

Zip: 62764State: ILCity: SpringfieldAddress: 2300 S. Dirkesn Parkway

Requesting Agency DOT - Transportation Division: District 1

BidBuy Reference #: 24-494DOT-DISTR-P-61194

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: Mar 7, 2024

SPO Signature

SPO Signature: Date: Mar 7, 2024

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:

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. 24.1

EMERGENCY PURCHASE EXTENSION APPROVAL

State of Illinois Chief Procurement Office for General Services Emergency Purchase Extension Approval v.24.1 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

Operational Disruption: Without access to necessary repair parts, the maintenance and repair of IDOT's aging fleet would be disrupted, potentially leading to vehicle downtime and reduced operational efficiency.

Safety Concerns: Aging equipment often requires more frequent repairs to ensure safe operation. A lack of repair parts could compromise the safety of vehicles and pose risks to both drivers and other road users.

Increased Costs: Delayed repairs or inadequate maintenance due to a lack of parts may lead to more severe damage over time, resulting in higher repair costs or the need for premature replacement of vehicles.

Service Interruptions: IDOT's ability to fulfill its transportation responsibilities, such as road maintenance and emergency response, could be compromised if vehicles are unavailable or inoperable due to maintenance issues.

Overall, a denial of the extension request could have detrimental effects on both the operational effectiveness and safety of IDOT District 1's fleet, as well as potentially increasing costs and impacting service delivery.