Emergency Notice-Chiller Rental Y0108 Lewistown

The State of Illinois, specifically through the Chief Procurement Office for General Services and Central Management Services, is executing an emergency procurement for a 200-ton chiller rental for the Dickson Mounds Museum located in Lewistown, Fulton County. The emergency procurement was initially declared on 5/15/25 due to a critical chiller breakdown, necessitating immediate rental to protect museum artifacts during the 2026 summer/fall season. The contract period is set from 8/13/2025 to 11/10/2025, with the selected vendor (Carrier) responsible for both chiller rental and subsequent removal upon contract completion. Key objectives include maintaining appropriate environmental conditions for artifact preservation and ensuring uninterrupted museum operations during the peak summer months. The procurement process was conducted under emergency circumstances, with best efforts made to ensure competitive procurement despite time constraints. The due date for this emergency contract opportunity is 11/10/2025, with all procurement details outlined in the Emergency Purchase Statement B-48978.

No specific Business Enterprise Program (BEP) vendors were identified within 50 miles of the museum site, and no existing state contract was available for these specialized services. The total estimated expenditure for the chiller rental is $52,888.10, which will be funded through State Appropriated Funds. No explicit restrictions were placed on potential respondents, though the emergency nature and specific technical requirements (200-ton chiller capacity) may limit the pool of qualified vendors. The procurement was directly authorized and signed by the Facilities Portfolio Manager, indicating a streamlined approval process due to the urgent nature of the request. The vendor selection appears to be based on technical capability, immediate availability, and ability to meet the specific cooling requirements of the museum's artifact preservation needs. Carrier was selected as the primary vendor for this emergency rental, with the procurement focusing on swift resolution of the museum's critical cooling infrastructure needs.