Small Purchase Under Sole Source Conditions - Approval Email.pdf
PDF 285 KB Posted
- Contract number
- 27-350SOS-PHYSE-P-99385
- Issued by
- Illinois
About this file
This document is an email exchange between purchasing and physical services staff at the Illinois Secretary of State's Office regarding the procurement of repair services for a Ventrac tractor. The correspondence dated July 9, 2026, involves Katie Speck (Purchasing Staff, Budget & Fiscal Management), Troy D. Jenkins (Deputy Director – Physical Services), and other staff members. The vendor identified is MTI Distributing, the regional distributor for the Toro Company, which owns Ventrac.
The Secretary of State's office requires diagnostic and repair services for a Ventrac tractor with a hydraulic issue that requires the equipment to be lifted—a capability the office does not possess in-house. MTI Distributing, an established and preferred service provider, has been selected to perform the diagnostics and provide a repair quote. The anticipated total cost is approximately $3,000, with current charges for diagnostics, pickup, and delivery totaling $825.00. The procurement is to be processed through a BidBuy process under sole source conditions, justified by MTI's status as the regional distributor and the office's prior positive experience with the vendor. Katie Speck approved proceeding with the BidBuy immediately, authorizing the use of her email as approval authority.
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Other files
| File | Type | Posted |
|---|---|---|
| Quote - Ventrac Tractor.pdf | ||
| Small Purchase with Sole Source or Urgent Conditions - Ventrac Tractor.pdf |
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Text version
From: Speck, Katie R To: Jenkins, Troy D Cc: Frazier, Anton R; Kuhlmann, Shawn M Subject: RE: Ventrac Tractor - MTI Distributing - Repair Date: Thursday, July 9, 2026 3:09:23 PM Attachments: image001.png image002.png image003.png image004.png image005.png image006.png
Troy, Let’s do a BidBuy now and attach a small purchase under sole source conditions. You can use this email as approval to proceed.
Thanks, Katie Speck, CPPB (she/her/hers) Purchasing Staff, Budget & Fiscal Management Secretary of State Alexi Giannoulias 116 Howlett Building, Springfield IL 62756
217.558.3744 (o)
ILSOS.gov
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From: Jenkins, Troy D <TJenkins@ILSOS.GOV> Sent: Thursday, July 9, 2026 2:53 PM To: Speck, Katie R <KSpeck@ILSOS.GOV> Cc: Frazier, Anton R <Afrazier@ILSOS.GOV>; Kuhlmann, Shawn M <skuhlmann@ilsos.gov> Subject: Ventrac Tractor - MTI Distributing - Repair
Katie, Good morning.
One of the Ventrac tractors is requiring a diagnostic to be completed to determine a hydraulic issue and will require the tractor to be lifted for which we do not have the capability with this we are sending the Ventrac to MTI Distributing to complete the diagnostics and provide a quote for the repairs which we anticipate to cost approximately $3000. We have an established mailto:KSpeck@ILSOS.GOV mailto:TJenkins@ILSOS.GOV mailto:Afrazier@ILSOS.GOV mailto:skuhlmann@ilsos.gov https://twitter.com/ILSecOfState https://www.facebook.com/ILSecofState https://www.instagram.com/ilsecofstate/ https://www.youtube.com/@ILSecofState https://www.linkedin.com/company/ilsecofstate/ https://www.ilsos.gov/ https://apps.ilsos.gov/ContactFormsWeb/newslettersubscribe.jsp account with MTI Distributing and have used them numerous times and is a preferred service provider for Ventrac as MTI is the regional distributor for the Toro Company that owns Ventrac.
With your approval would you like a BidBuy completed now or when we receive a final quote?
The current cost for diagnostics and pickup and delivery is $825.00 which is figured int the $3000.
Please advise.
Thank you, Troy
Troy D. Jenkins Deputy Director – Physical Services Secretary of State Alexi Giannoulias
501 S 2nd, Springfield IL 62756 217-785-1148 (o) 217-606-1643 (c)
ILSOS.gov
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