Small Purchase with SS B-51677.pdf
PDF 1 MB Posted
- Attached to
- SPSS Chiller Rental Y0108 Lewistown
- Solicitation number
- 26-416CMS-BOPM4-B-51677
- Issued by
- Fulton County, Lee Center CDP, Illinois
About this file
This is a Small Purchase with Sole Source Conditions form submitted by the State of Illinois Chief Procurement Office General Services division for a 200-ton chiller rental at the Lewistown museum facility (Y0108, 10956 N. Dickson Mounds Rd, Lewistown, IL 61542). The project involves rental of a 200-ton chiller for the month of April, including April start-up services. The chiller is needed to maintain humidity levels in the museum while the Capital Development Board (CDB) determines whether to replace the facility's failed original chiller. An emergency was declared in May 2025 due to the chiller failure, prompting the immediate need for rental equipment. The contract was issued to Carrier Corporation, the sole vendor identified as having the required 200-ton chiller capacity within 50 miles of the location, enabling rapid deployment to the facility.
The estimated contract value is $30,661.47. Carrier Corporation was selected as the sole source vendor because it was the only provider with a 200-ton chiller immediately available in close proximity to the museum, and it demonstrated cost efficiency by agreeing to winterize and leave the equipment on-site through the winter season, eliminating additional return and retrieval freight charges anticipated for the 2026 season beginning April 1, 2026. The justification for sole source procurement notes that competitive bidding would be impractical given the geographic limitations of chiller availability, the temporary nature of the rental pending CDB's capital replacement decision, and the necessity of maintaining proper environmental conditions within the museum facility during the interim period.
View the file
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Please wait...
If this message is not eventually replaced by the proper contents of the document, your PDF viewer may not be able to display this type of document.
You can upgrade to the latest version of Adobe Reader for Windows®, Mac, or Linux® by visiting http://www.adobe.com/go/reader_download.
For more assistance with Adobe Reader visit http://www.adobe.com/go/acrreader.
Windows is either a registered trademark or a trademark of Microsoft Corporation in the United States and/or other countries. Mac is a trademark of Apple Inc., registered in the United States and other countries. Linux is the registered trademark of Linus Torvalds in the U.S. and other countries.
Small Purchase - with Special Conditions State of Illinois Chief Procurement Office General Services Small Purchase with Special Conditions v.25.2 Page of Part 1 - General Information Part 2 - Emergency Business Rationale Emergency Category:
Explanation of the Emergency Category Selected:
Reason for selection of this particular vendor:
Description of supplies and/or services to be provided:
Part 2 - Purchase History Has the agency purchased these supplies and/or services in the past five (5) years)?
11.0.0.20130303.1.892433.887364 Part 3 - Business Rationale What are the specifications of the supplies and/or services that you need?
What research has been done, and by whom, to determine the supplies and/or services needed can only be provided by this vendor, and at the best possible price?
What will be the financial or other impact to the agency if this Small Purchase with Sole Source Conditions purchase is not approved?
Is there any additional information you would like to add to justify this Small Purchase with Sole Source Conditions?
| footerpagenumber: |
| PageCount: |
| ConditionsTypeDropDownList1: Sole Source Conditions |
| TextField1: 26-416CMS-BOPM4-B-51677 |
| ShortDescription: SPSS Chiller Rental Y0108 Lewistown |
| Vendor: Carrier Corporation |
| EstValue: 30661.47000000 |
| DropDownList1: |
| fillinexplanation: |
| Answerforreasonselectedvendor: |
| answerdescriptosuppliesservices: |
| YES: |
| NO: |
| Yesdescribe: We had declared the emergency back in May 2025 due to the failure of the chiller in the museum, and required the rental of the 200 ton chiller while CDB is preparing a course of action, BoPM reached out to see who had the size of chiller on hand that we needed immediately and was close enough to get it there asap. Carrier Corporation was the only vendor who had the 200 Ton sized chiller needed and were within 50 miles of the location so that they could get it to the museum asap. As they were willing to winterize and leave the chiller on site for the winter, it saved the State money in that we did not have to pay to have it returned to the vendor and then bring it back again for the 2026 season beginning 04/01/26. |
| Answer: Rental of a 200 Ton chiller for the month of April, including April Start Up of the unit. |
| Answer2: Carrier Corporation was the only vendor who had the 200 Ton sized chiller needed and were within 50 miles of the location so that they could get it to the museum asap. As they were willing to winterize and leave the chiller on site for the winter, it saved the State money in that we did not have to pay to have it returned to the vendor and then bring it back again for the 2026 season beginning 04/01/26. Other Vendors were too far away and the freight costs to bring in the chiller from further away would have been even higher. |
| Answer3: If this is not approved and we would have to competitively bid, we would have to declare another emergency to utilize the 200 Ton chiller in place to maintain the humidity in the museum while we go out for bid and as there is only 1 vender (the one we are requesting) within a reasonable distance who has a 200 Ton Chiller, it would not be fair competition. Since CDB is still deciding whether they want to replace the chiller at this time, it wouldn't make sense to do a solicitation for a chiller rental and then go in another direction. BoPM is at the mercy of CDB and their decision. |
| Answer4: No |
File details come from the government source that posted it. Updated .