Vienna CC Temp Boiler emergency-purchase-extension 51024 (003).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: 62966State: ILCity: MurphysboroAddress: 511 Health Department Rd.

Vendor: Heartland Mechanical

Zip: 62995State: ILCity: ViennaAddress: 6695 State Route 146 East

Requesting Agency DOC - Corrections Division: Vienna Correctional Center

Extension Justification BidBuy Reference #: 24-426DOC-VIENN-P-63232

Amount of original contract: $ 177,593.5

Actual or Estimated: Estimated

Original BidBuy Reference #: 24-426DOC-VIENN-B-41858

Original Emergency Term Start Date: 2/26/2024 Original Emergency Term End Date: 05/26/2024

Expected Extension Start Date: 05/27/2024 Expected Extension End Date: 12/30/2024

Amount of extension contract: $298,093.5 Actual or Estimated: Estimated

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

Approved 0% BEP Goal Setting Review Form attached. Vienna CC looked for Vendors to meet this type of emergency and was only able to find Heartland Mechanical in the area.

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:

Vienna CC boilers produce steam for facility hot water, cooling/heating and meal preparation for the facility. This emergency procurement will be a one-time procurement. The existing boiler is being replaced by CDB.

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

Rental of 1 600 HP boiler to temporarily replace current facility boiler that is in need of replacement and inspection.

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: 62966State: ILCity: MurphysboroAddress: 511 Health Department Rd.

Vendor: Heartland Mechanical

Zip: 62995State: ILCity: ViennaAddress: 6695 State Route 146 East

Requesting Agency DOC - Corrections Division: Vienna Correctional Center

4. Provide justification for extending the original emergency contract:

Extending the original emergency contract for temporary boiler for Vienna Correctional Center is crucial to maintaining the daily operational needs for the facility. Vienna CC boilers produces steam for facility hot water, cooling/heating and meal preparation for the facility. This emergency procurement will be a one-time procurement. The existing boiler is being replaced by CDB and inspected to become operational again.

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

Yes No Please detail:

The emergency extension of the temporary boiler is needed until the new, permanent boiler becomes operational.

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

Emergency procurement, needing extension until new boiler becomes operational.

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

Yes No Status: other, please explain below

Vienna's new boiler is being replaced for full operation by CDB and is expected to be complete by the end of 2024.

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

The denial of an extension request for the emergency temporary boiler could have several significant effects:

Disruption of Services: Without access to a boiler house, Vienna Correctional Center would be unable to operate leading to disruptions in essential services such as hot water, cooling/heating and meal preparation for the facility.

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: 62966State: ILCity: MurphysboroAddress: 511 Health Department Rd.

Vendor: Heartland Mechanical

Zip: 62995State: ILCity: ViennaAddress: 6695 State Route 146 East

Requesting Agency DOC - Corrections Division: Vienna Correctional Center

BidBuy Reference #: 24-426DOC-VIENN-R-217504

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:

SPO Signature

SPO Signature: Date: May 15, 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

able to find Heartland Mechanical in the area.

Disruption of Services: Without access to a boiler house, Vienna Correctional Center would be unable to operate leading to disruptions in essential services such as hot water, cooling/heating and meal preparation for the facility.