SPO Emergency Purchase Extension Approval B-42654.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: 46803State: INCity: Fort WayneAddress: 4410 New Haven Ave.

Vendor: Polar Leasing Company, Inc

Zip: 60403State: IL City: Crest HillAddress: 16830 S. Route 53

Requesting Agency DOC - Corrections Division: Stateville Correctional Center

Extension Justification BidBuy Reference #: 24-426DOC-STATE-P-62153

Amount of original contract: $ 16,344

Actual or Estimated: Estimated

Original BidBuy Reference #: 24-426DOC-STATE-P-62153

Original Emergency Term Start Date: Jan 15, 2024 Original Emergency Term End Date: Apr 14, 2024

Expected Extension Start Date: Apr 15, 2024 Expected Extension End Date: Jul 14, 2024

Amount of extension contract: $16,344 Actual or Estimated: Estimated

Is there BEP participation on this contract? If no, explain why

Due to the highly specialized nature and scarce availability of this equipment, BEP considerations were unable to be undertaken for this procurement. There are currently zero BEP vendors under this NIGP code as well.

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

BidBuy Reference # Amount Start Date End Date

N/A $0.00

$0.00

$0.00

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

The freezers/coolers located at the Northern Reception and Classification Center (NRC) were not keeping adequate temperatures. Food is stored in the dietary department to be accessed 24 /7 in order to prepare and cook breakfast, lunch, and dinner meals. In addition, a warehouse cooler was out of order. To avoid disruption in meal times and loss of food an emergency procurement was conducted.

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

Vendor is to provide 2 portable freezer/cooler units for 3 months. Lease 2 walk-in dual temperature 8 x 20 units.

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: 46803State: INCity: Fort WayneAddress: 4410 New Haven Ave.

Vendor: Polar Leasing Company, Inc

Zip: 60403State: IL City: Crest HillAddress: 16830 S. Route 53

Requesting Agency DOC - Corrections Division: Stateville Correctional Center

4. Provide justification for extending the original emergency contract:

NRC freezer/cooler is not keeping the correct temperature. Dietary constructions shall occur in the near future thus the portable units are essential to the daily kitchen operations.

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

Yes No Please detail:

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

The need may or could have been met by using the Dietary Equipment Repair contract P-55147; yet due to immediate repairs, cost, and potential discussions for remodeling the kitchen an emergency for refrigeration units was the best option for the facility. The dietary department cannot operate successfully without working refrigeration equipment.

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

Yes No Status: other, please explain below

In the near future the kitchen shall be remodeled under an on going Capital Development Board (CDB) project. CDB is involved in the procurement for rehabilitation of the kitchen.

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

If this extension is denied the dietary will loss perishable foods. The kitchen is ran 24/7 therefore food shall be accessible to prepare and feed individuals in custody in a timely manner. Furthermore, the warehouse can only hold so much refrigerated foods.

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: 46803State: INCity: Fort WayneAddress: 4410 New Haven Ave.

Vendor: Polar Leasing Company, Inc

Zip: 60403State: IL City: Crest HillAddress: 16830 S. Route 53

Requesting Agency DOC - Corrections Division: Stateville Correctional Center

BidBuy Reference #: 24-426DOC-STATE-P-62153

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: Apr 8, 2024

SPO Signature

SPO Signature: Date:

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