LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
1 COMPTROLLER - FISCAL OFFICER File 3/10/2014
The Office of the Comptroller requests an emergency purchase of IT Disaster Recovery Services. We
have received proposals from Solicitation 22032665 RFP 14-006 on 02/19/14 and our current contract
ends 02/28/14. We will need additional time to evaluate proposals and make sure that the DR
configuration is in the best interest of the State. The original estimated cost is $5,200 a month up to 6
months, for a maximum total of $31,200.00. The original estimated cost is $31,200.00.
Signed Markus Veile, Assistant Comptroller
Vendor SunGard Availability Services Notary 3/3/2014
Estimate Actual FY QTR
State $31,200.00 $0.00 14 3
Federal Cost $0.00 $0.00
2 CENTRAL MANAGEMENT SERVICES File 3/24/2014
Under Section 20.30 of the Procurement Code the Department of Central Management Services (CMS)
would like to extend its contract with Motorola Solutions Inc. for Statewide Radio Maintenance for 6
months. Statewide Radio Maintenance is currently being provided by the Motorola Solutions which
expires 2/27/14. The Department of Central Management Services has issued an IFB for the replacement
contract. The response is currently being reviewed for BEP compliance. If approved, the IFB will replace
the Emergency Extension Contract. If not, the Department of Central Management Services will seek a
sole source contract with Motorola to replace this emergency contract. The original estimated cost is
Signed Craig Holloway, Procurement Manager
Vendor Motorola Solutions Inc. Notary 2/14/2014
Estimate Actual FY QTR
State $750,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
3 CENTRAL MANAGEMENT SERVICES File 3/24/2014
The previous statewide master contract for tower maintenance CMS267240 was awarded (IFB) to Hi-Tech
Tower, Inc. effective 7/1/12 through 6/30/2014. However Hi-Tech Towers, Inc. failed to perform work
under the existing contract. Unified Tower Solutions was the next lowest bidder when the contract was bid
last year. The State requires the services of a qualified tower maintenance contractor to perform such
emergency repairs to maintain compliance with FCC and FAA standards until such time as a new contract
can be established. The original estimated cost is $230,000.00.
Signed James Ellenberg, Procurement Manager for CMS BCCS
Vendor Unified Tower Solutions, Inc. Notary 3/20/2014
Estimate Actual FY QTR
State $230,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
4 NATURAL RESOURCES, DEPARTMENT OF File 1/14/2014
The Department of Natural Resources (IDNR) requires construction services to provide emergency repairs
to the conference center and banquet hall at the Rend Lake Resort located at Wayne Fitzgerald State Park.
On the evening of January 7, 2014, water pipes for the fire suppressor system broke causing extensive
damage to carpet and hard wood flooring, walls, ceiling tiles and furnishings.
The fire department responded to an alarm sounding at the Resort to find water spilling from the ceiling
and flooding the conference rooms, banquet room and entrance hall. The power company was notified to
cut the power to the facility before anyone could enter to shut off the main water valves. Some areas had
as much as six (6) inches of standing water and furniture floating. Vactor trucks, dehumidifiers, and fans
were brought in to begin removing the water, but approximately 9500 sq. ft. of carpet is ruined, 3200 sq ft.
of wood flooring has already begun to warp and sheet rock in the lower wall sections is saturated.
Immediate repairs are necessary to restore the building's structure and prevent further deterioration and
mold growth. The Resort is a leased concession operation with the state and under its present condition is
unsuitable to host any events.
The vendor selected was immediately available to begin work, has the manpower, the equipment needed to
perform the work, is a certified small business vendor, is familiar with the Park and resort and has
performed services for DNR in a most satisfactory manner. The original estimated cost is $175,000.00.
Signed Melissa Omil, State Purchasing Office for DNR
Vendor Lake Contracting LLC Notary 1/13/2014
Estimate Actual FY QTR
State $175,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
5 CORRECTIONS - GENERAL OFFICE File 12/18/2013
The Illinois Department of Corrections is requesting a 90 day continuation of the Global Positioning
Services (GPS) under contract #0907034 for Parolees/and or committed felons with the current vendor.
This is for the time frame of 9/30/2013 to 12/28/2013 and an extension for 12/29/2013 to 3/28/2014.
The estimated cost is $750,000.00.
Signed Alyssa Williams-Shafer, PSA Sex Offender Services
Vendor BI Incorporated Notary 12/16/2013
Estimate Actual FY QTR
State $750,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
6 CORRECTIONS - GENERAL OFFICE File 1/3/2014
Condensate leak at the North Cellhouse. The pipe is leaking return condensate from steam heating
equipment used to heat the cellhouse. It is leaking bad enough that band clamps cannot be used. A letter
was received on March 5, 2014 reporting the work was completed within FY 14 Qtr 3. The original
estimated cost is $20,000.00. Final cost is $19,469.67.
Signed Randy Pfister, Warden
Vendor Mid Illinois Mechanical Notary 12/9/2013
Estimate Actual FY QTR
State $20,000.00 $19,469.67 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
7 CORRECTIONS - GENERAL OFFICE File 1/29/2014
Vienna Correctional Center lost power on 1/7/14 causing problems with the switch yard and generator
functions. Repairs had to be made to the facility's switch yard and generator functions for electricity and
the production of steam for the facility's hot water and steam heat in order to prevent additional life
safety issues for the offenders and employees of Vienna Correctional Center and to prevent further loss to
state equipment. A letter was received on February 26, 2014 reporting the work was completed within
FY14 Qtr 3. The original estimated amount is $30,000.00. Final Total Cost $17,948.31.
Signed Randy J. Davis, Warden
Vendor Various Notary 1/9/2014
Estimate Actual FY QTR
State $30,000.00 $17,948.31 14 3
Federal Cost $0.00 $0.00
8 CORRECTIONS - GENERAL OFFICE File 1/29/2014
Energy Kit on a PVI Water Heater at Pittsfield Work Camp needs to be repaired or replaced along with
related flue pipes and water back flow preventers. Currently, maintenance staff has to keep resetting the
Water Heater when it breaks down. The Water Heater supplies hot water to two housing units which
includes 400 inmates.
Signed Marvin Reed, Warden @ JCC
Vendor Doyle Plumbing Notary 1/10/2014
Estimate Actual FY QTR
State $15,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
9 CORRECTIONS - GENERAL OFFICE File 2/11/2014
The current contract for uniforms was awarded to Uniformity who has just recently gone out of business
due to the parent company filing for bankruptcy. Uniformity filled what orders they were able to up to
11/08/13, however, there are some orders that were not filled. In order to continue to keep staff in
uniform, it is necessary to file an emergency to purchase backordered uniform pieces, fill current uniform
replacement needs, and future orders for 2 cadet classes in the spring of 2014. CMS is working on
rebidding this contract. 2/6/14 - New contract still not in place but in process of being bid. CPO approved
90 day extension of original emergency. The original estimated cost is $194,283.32.
Signed Julie E. Kennedy, Purchasing Unit Supervisor
Vendor Ray O'Herron Co, Inc. Notary 2/6/2014
Estimate Actual FY QTR
State $194,283.32 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
10 CORRECTIONS - GENERAL OFFICE File 3/10/2014
To establish an Emergency Purchase for Wheat and White Flour (796,000 pounds) 14,300 Bags, in order
to meet Illinois Correctional Industries needs. Wheat and White Flour are needed raw materials for the
production of Bread, Buns and other food staples required to provide Illinois Department of Corrections,
Illinois Department of Human Services, Illinois Department of Juvenile Justice, Illinois Department of
Veterans Affairs, and various local School Districts, the bread they need to serve meals. This Emergency
Purchase is the result of no current contract in place for the purchase of said raw materials. So as not to
interrupt customer demands and prevent or minimize serious disruption to the Illinois Department of
Corrections and other State Agencies, it is imperative that the Emergency Purchase of the previously
mentioned Wheat and White Flour be made. The amount ordered will provide sufficient amounts of
Wheat and White Flour needed for the production and sales of various bread and bun products needed to
provide to IDOC, IDJJ, IDHS, Veterans Affairs, and various local School Districts over the next three
months, while the contract is being finalized by CMS. The original estimated cost is $184,000.00.
Signed Joe Aholt, CEO
Vendor Bianchi Milling, Inc. Notary 3/6/2014
Estimate Actual FY QTR
State $184,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
11 CORRECTIONS - GENERAL OFFICE File 3/13/2014
Boilers providing the sole source of heat to four (4) housing units inhabited by 1,100 inmates and the
Segregation Unit housing 203 inmates are failing. One boiler has been shut down and is inoperable and the
remaining boiler has begun leaking significantly. While the second boiler is still in operation, complete
failure is imminent leaving all of these housing units without heat. A letter was received on March 13,
2014 reporting the work was completed within FY 14 Qtr 3. The original estimated cost is $28,000.00.
The final cost is $36,200.00.
Signed Marc G. Hodge, Warden
Vendor Jarvis Welding LLP Notary 2/25/2014
Estimate Actual FY QTR
State $28,000.00 $36,200.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
12 CORRECTIONS - GENERAL OFFICE File 3/13/2014
This emergency is for the continuation of waste removal contract 8508001 for the removal of waste from
Shawnee Correctional Center. This is necessary to prevent serious disruption to the facility and to
maintain a safe and sanitary environment for the residents and staff that reside and work there. The final
Signed Allan Martin, Warden, Shawnee Correctional Center
Vendor Midwest Waste Notary 3/10/2014
Estimate Actual FY QTR
State $0.00 $14,820.00 14 3
Federal Cost $0.00 $0.00
13 HUMAN SERVICES, DEPARTMENT OF File 1/24/2014
The conditions and circumstances requiring the emergency purchase, including reason for selection of the
particular contractor are: The recent extreme deep freeze weather conditions have caused freeze ups and
damage to the facility sprinkler system and hot water system. Areas affected were the Program Building
and the connecting corridor that leads to the Hartman Building and Old FTP Building. The areas where
the damage occurred had drywall ceilings, limiting staff access. Openings were cut into the drywall to make
visual inspections and allow for facility preliminary assessment of the damage. Pipes were broken, fittings
cracked, and sprinkler heads popped off. The pipes were still covered with ice and the water is shut off to
this area, effectively disabling the sprinkler system and hot water to the Program Building. Currently
there is no Fire Suppression system to save this area other that fire extinguishers and staff conducting fire
watch tours. It is critical that repairs are completed immediately because the area houses the patients unit
and vocational services programs. The fire suppression system is a "wet" system. This means that the
pipes are filled with water all the time. Because of this, the extent of the damage will not be known until
the known damage is repaired and the system pressurized. There could be additional damage that will need
to be repaired in order to have a functioning system. The original estimated cost is $75,000.00.
Signed Paul Brock, Hospital Administrator
Vendor Liberty Fire Protection System Notary 1/22/2014
Estimate Actual FY QTR
State $75,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
14 HUMAN SERVICES, DEPARTMENT OF File 2/25/2014
Our facility requires a daily pick up of soiled linens, towels, etc. and a daily delivery of clean linens and
towels. Since the termination of our FY13-14 vendor on or around 7-18-13, we have had to rely on Small
Purchase contracts while awaiting the approval of our IFB which has been bid several times. The current
IFB which carried a 25% BEP goal is currently under protest. Our facility has completed 2 small purchase
agreements and an extension while awaiting these results. Since our current small purchase contract
expires on 2-21-14, we are in dire need of an Emergency Affidavit contract approval. This emergency
contract will be set to start on 2/23/14 and expire on 5/22/14 at the latest. The vendor who has been
chosen to do the work is a previously contracted vendor who knows our facility's procedures, and
graciously offered to work with us while awaiting results of the IFB bid. The original estimated cost is
Signed Waverly Robinson, SPSA Facility Director
Vendor Wauwatosa Laundry & Dry Cleaning Notary 2/20/2014
Estimate Actual FY QTR
State $30,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
15 STATE POLICE, DEPARTMENT OF File 12/18/2013
The Illinois State Police (ISP) has been monitoring a new avenue source for funding cadet classes and has
determined it has sufficient resources to move forward with another cadet class in fiscal year 2014.
Accordingly, the ISP needs to prepare for Cadet Class 124 to begin February 2, 2014. Part of these
preparations requires securing a contract for psychological testing of Cadet Candidates pursuant to the
ISP's Occupational Medical Standards. The ISP's currently developing a Request for Proposal (RFP) for a
four-year contract for psychological testing but will not be able to complete that process in time for Cadet
Class 124 as the established start date does not allow sufficient time to identify parameters for the
contract, solicit bids, and identify a successful bidder. Because of budget restrictions, the start date for the
class cannot be changed. Further psychological testing is required by the ISP's Occupational Medical
Standards and has already been implemented for prior cadet classes. Given the potential for liability both
as it pertains to discrimination claims from past applicants and public safety claims, the ISP needs to
secure an emergency contract. The ISP recommends Campion-Barrow and Associates as they have
provided such services for Cadet Class 123 and demonstrated an understanding of the ISP's Occupational
Medical Standards as well as the relevant state and federal law. The original estimated cost is $18,750.00.
Signed Hiram Grau, Director
Vendor Campion-Barrow and Associates Notary 12/16/2013
Estimate Actual FY QTR
State $18,750.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
16 STATE POLICE, DEPARTMENT OF File 2/28/2014
The Illinois State Police (ISP) is currently in the second year of a two-year avionics contract with JA
Avionics in Aurora, Illinois. The contract was originally obtained using the small purchase method. The
ISP is also currently in the third year of a three year maintenance contract with Klemm Aero Repair,
which was publicly bid to begin in FY'12 (posting number 22021437). A medical condition with Kerns
Aero Repair mechanic has left him unable to perform some of the maintenance currently required for on
of the ISP's airplanes. Therefore the ISP utilized the existing contract with JA Avionics to perform this
work. When taken to JA Avionics for the aircraft's annual inspection, it was found that a FAA mandated
removal and repair of the exhaust systems is also required. This unexpected repair will bring the repair to
approximately $25,000 causing the ISP's exceed the $50,000 limit on the contract with JA Avionics.
The aircraft is used to provide critical aerial support for ISP and all other law enforcement agencies in
Illinois. Missions provided include missing person searches, surveillance of criminal suspects, aerial
photography details, air speed checks, drug interdiction details, and transportation flights to more
personnel for time sensitive reasons. This aircraft is currently at JA Avionics and cannot be released from
the facility until these repairs are made. The original estimated cost is $25,000.00.
Signed Hiram Grau, Director of the IL State Police
Vendor Joliet Avionics, Inc. Notary 2/26/2014
Estimate Actual FY QTR
State $25,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
17 TRANSPORTATION, DEPARTMENT OF File 12/27/2013
Recent heavy rains followed by freezing temperatures have resulted in extensive pavement surface failures
in the right lane of both northbound and southbound I-57 in Marion County from Jefferson County Line
to approximately 9.5 miles north. The proposed work consists of providing traffic control. The
Department received numerous reports of extensive pavement failures on December 21, 2013. upon
inspection, the Sector leadworker reported the same. District 8 Bureau of Operations did not have
sufficient forces, equipment, and traffic control devices to address the issues and contacted Traffic Control
Company to set-up lane closures and traffic control devices as required. The traffic control will remain in
place until the Department is able to retain a contractor to repair the pavement surface via emergency
affidavit/contract. Due to the emergency nature of the desired response is ensure the safety of the
motoring public and emergency first responders, quotations were not solicited. As the issues arose the
Saturday before Christmas, Traffic Control Company was selected because they were first to respond to
our calls, are pre-qualified and experienced, plus have the manpower, staffing and equipment to
immediately mobilize and complete the project. The original estimated cost is $200,000.00.
Signed Jeffery L. Klein, Deputy Director of Highways/Region 5
Vendor Traffic Control Company Notary 12/23/2013
Estimate Actual FY QTR
State $200,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
18 TRANSPORTATION, DEPARTMENT OF File 1/8/2014
The district has had several snow call-outs in a row. The northern team sections are almost out of salt.
These units have ordered salt, but it is on backorder. Our vendors have been less than responsive to our
back-orders. We need to move the salt that we have on hand from southern locations in the district to
these northern locations. We have been told that the salt companies will not be able to fulfill our back
orders until next week. We are expecting more snow on January 2, and through the weekend. In order to
accomplish this transfer, we are going to rent trucks from several trucking companies. The original
Signed John Fortmann, Deputy Director, District 1
Vendor BBD Trucking Notary 1/2/2014
Estimate Actual FY QTR
State $75,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
19 TRANSPORTATION, DEPARTMENT OF File 1/16/2014
Recent heavy rains followed by intense snow and freezing temperatures have resulted in extensive
pavement surface failures in northbound and southbound I-57 within Marion County from the Jefferson
County Line to approximately 9.6 miles north near US 50. The proposed work will consist of proving
traffic control, pavement rolling, partial depth patching, full-depth patching, asphalt resurfacing and
pavement marking necessary to restore the pavement to safe operating condition. The original estimated
Signed Jeffery L Kelm, Deputy Director of Highways/Region 5
Vendor Howell Paving, Inc. Notary 1/14/2014
Estimate Actual FY QTR
State $4,000,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
20 TRANSPORTATION, DEPARTMENT OF File 1/17/2014
The freeze thaw cycle with an approximate 40 degree temperature swing combined with the rain received
on January 10, 2014 caused serious failure of approximately 9 miles of bituminous surface course on
Interstate 80 between mile post 73 and mile post 97. For the safety of the traveling public, maintenance
forces have set up lane closures and continue to make temporary repairs with cold mix. In order to
protect public safety and preserve the interstate infrastructure the surface course will need to be removed
and replaced in these areas. The Department had solicited bids from local contractors. The original
Signed Paul A. Leole, Deputy Director - Region 2 Engineer
Vendor Advanced Asphalt Company Notary 1/15/2014
Estimate Actual FY QTR
State $4,200,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
21 TRANSPORTATION, DEPARTMENT OF File 2/20/2014
District 1 has used all of the salt allocations from all of the vendors under contract. The district cannot
purchase any salt from these vendors, therefore, the district has to go on the open market to purchase
additional salt because of the severe weather conditions during this winter. The district has utilized our
allotted 120% of contract. The district staff checked various vendors, and the vendor has salt available
for purchase. The price is estimated at $150/ton. Since the district cannot purchase from any other
vendors, and this vendor has the salt available in the Chicagoland area, the district will purchase up to
30,000 tons of salt from this vendor. The salt will be delivered to their Chicago location at 9301 S.
Krieter. Trucks from District 1 will haul the salt to district team sections. The original estimated cost is
Signed Dante Watson, Bureau Chief, Bureau of Business Service
Vendor Diamond Peak Distributors, Inc. Notary 2/19/2014
Estimate Actual FY QTR
State $3,840,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
22 TRANSPORTATION, DEPARTMENT OF File 2/20/2014
The condition of Interstate 74 in McLean, Piatt and Dewitt Counties, Mattis Avenue in the City of
Champaign, and Springfield Avenue in the City of Champaign have deteriorated rapidly and unexpectedly
over the winter of 2013-14. The condition of these routes has deteriorated to the point that they are a
hazard to the traveling public. The temporary patching material available to the District Operations staff
does not last more than a few days on any of these routes and the Department continues to spend
resources and material trying to repair the same locations. There have been crashes and vehicle damage
claims on these routes that may be attributable to the condition of the roadway. The original estimated
Signed Joseph E. Crowe, Deputy Director of Highways, Region 3
Vendor Cross Construction, Inc. Notary 2/18/2014
Estimate Actual FY QTR
State $657,517.35 $0.00 14 3
Federal Cost $0.00 $0.00
23 TRANSPORTATION, DEPARTMENT OF File 2/25/2014
Extremely harsh winter conditions have nearly depleted IDOT's salt supply in District 1. IDOT was able
to obtain 5,000 tons of salt from a contract vendor. The salt is located in Superior, WI. Trucking
services will be required to move the salt from Superior, WI to Oak Brook, IL. Bids from the trucking
services were solicited from 128 vendors listed in CMS's listing of Small Businesses, additional trucking
associations in Minnesota, Wisconsin and Illinois were contacted and asked to solicit their members. The
original estimated cost is $544,306.50.
Signed James M. Reinhart, Deputy Director, IDOT Div. of Highways
Vendor Various Notary 2/19/2014
Estimate Actual FY QTR
State $544,306.50 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
24 CAPITAL DEVELOPMENT BOARD File 3/7/2014
On February 15, 2014 the server for the building automation system controlling the security and HVAC
systems of Alton Mental Health Center failed leaving facility staff with very little control over the
systems. The control center is not able to open doors in the event of an emergency and the HVAC
system can only be monitored from the Chief Engineer's office. Access and movement within the facility
is now a manual function with additional staff being given keys to replace electronic security mechanisms.
This has greatly disrupted normal operating procedures and increases the risk of harm to facility
personnel and patients/residents, all of which is creating a serious disruption in critical state services.
Vendor #1 has been selected to assess the current situation and recommend solutions restricted to critical
components of the building automated system causing the disruption in normal state services to include
lead times and estimated costs, and may include professional services to implement solutions necessary as
they are a full service engineering firm.
This project began through the emergency selection of an Architect/Engineer ("A/E") which exempts the
selection from a 14-day solicitation required through Qualification-Based Selection ("QBS"). Considering
the time frame needed for the selection, negotiation and execution of an A/E contract, an evaluation of
the failed building automation and HVAC systems under the existing processes would likely not begin for
several months. For this reason, an emergency procurement is necessary to ensure that an assessment of
the system failures take place immediately. The original estimated cost is $20,000.00.
Signed Gus Behnke, Chief Fiscal Officer
Vendor Woolpert, Inc. Notary 3/6/2014
Estimate Actual FY QTR
State $20,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
25 MATHEMATICS AND SCIENCE ACADEMY, ILLINOIS File 1/28/2014
On January 6, 2014 late evening, IMSA experienced weather related problems in (4) four residence halls.
Pipes and sprinkler heads ruptured causing water damage to approximately (20) twenty student rooms, (3)
three Resident Counselor apartments, hallways, stairways, and Resident Counselor offices. Repair is
required for pipes, sprinkler heads, drywall, flooring, water damage, etc. The original estimated cost is
Signed Carla Carreno, Procurement Officer/Proc. Service Mngr.
Vendor various Notary 1/9/2014
Estimate Actual FY QTR
State $130,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
26 TOLL HIGHWAY AUTHORITY, ILLINOIS STATE File 1/13/2014
The Illinois Tollway is currently without a Roadway Abrasives contract. The previous contract expired
December 2, 2013. In November/December 2013 the Tollway had enough material on hand for a normal
winter season, however, the near-record snowfall and extremely cold temperatures experienced so far and
so early in this winter season have depleted our inventory. A Small Purchase (13-0252) was executed for
the previous immediate need, but it is not sufficient to provide enough material for the remainder of the
2013-2014 winter season. Thelen Material abrasives meet all product specifications. Thelen was the
vendor for the recent Small Purchase and was also the lowest most responsive bidder on a recent invitation
for Bid issued by the Tollway (IPB reference #22031734). The IFB is in the process of being awarded,
however, it is not yet available for immediate use.
Roadway abrasives are an integral part of the tollway's snow and ice control operation. Using them
ensures that the roads are clean and safe for paying customers, diminishing the possibility of increased
accidents and lawsuits resulting from unsafe driving conditions. Already this winter season, frequent snow
storms in the Chicagoland area coupled with exceptionally cold weather have reduced inventory levels
dramatically.
This procurement is time-sensitive and critical to the mission of the Tollway by ensuring a safe driving
surface on all toll roads during the winter season. Abrasives, used in conjunction with other maintenance
materials, help avoid any disruption to the free flow of traffic throughout the Tollway's system. As more
product is needed, it was recommended that an emergency purchase should accommodate all product
demand for the remainder of the 2013-2014 winter season. As soon as the new IFB contract (referenced
above) is in place, the Tollway will stop using this emergency contract and will start using the new IFB
contract. The original estimated cost is $158,358.00.
Signed John Donato, Chief of Procurement
Vendor Thelen Materials, LLC Notary 1/6/2014
Estimate Actual FY QTR
State $158,358.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
27 TOLL HIGHWAY AUTHORITY, ILLINOIS STATE File 2/21/2014
The services provided by the vendor include the repair of critical traffic management and security
infrastructure. This infrastructure includes approximately 1,000 cameras monitoring 72 field sites and 286
center-line miles of roadway, 250 roadside traffic sensors, 39 overhead Dynamic Message Signs and many
other ancillary equipment items. This equipment monitors Tollway property and records all cash-
collection activity in the field for review by Tollway audit and security personnel. Meade Electric
Company was selected because they are the incumbent contractor performing this work for the past five
years, they have available experienced field crews, equipment, spare parts, and special tools needed to
perform the work with no mobilization effort, and they are willing to perform the work under the terms of
the existing contract. This critical infrastructure is comprised of thousands of individual pieces of
equipment and requires constant repair services in order to maintain the highest level of operational status.
Equipment failures occur at a frequency greater than one per day and at least two failures per week must
be referred to the maintenance contractor for resolution. Any single failure, depending upon its location,
could disable one several, or even many cameras, traffic sensors, or Dynamic Message Signs, causing the
potential loss of communication with the public or loss of the ability of Tollway audit and security
personnel to maintain oversight over Tollway property or assets in the field. The original estimated cost
is $225,000.00.
Signed John Donato, Chief of Procurement
Vendor Meade Electric Company, Inc. Notary 2/14/2014
Estimate Actual FY QTR
State $225,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
28 CHICAGO STATE UNIVERSITY File 2/21/2014
Due to the unforeseen record number of snowfalls in this current fiscal year, the University is currently
preparing a solicitation for the upcoming fiscal year for snow removal services. The original estimated
cost is $70,000.00.
Signed Larry Pinkelton, Interim V.P. of Admin. And Finance
Vendor Beverly Snow & Ice, Inc. Notary 2/19/2014
Estimate Actual FY QTR
State $70,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
29 NORTHERN ILLINOIS UNIVERSITY File 2/19/2014
Northern Illinois University was in need of replacing a portable basketball floor due to age and disrepair. A
used floor became available at a substantial discount on a first come-first-serve basis from the single
NCAA authorized vendor for such flooring. The original estimated cost is $90,000.00.
Signed Al Mueller, Director of Procurement Services
Vendor Connor Sports Flooring LLC Notary 2/7/2014
Estimate Actual FY QTR
State $90,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
30 NORTHERN ILLINOIS UNIVERSITY File 2/24/2014
Severe damage was created when a fire sprinkler and domestic piping froze and burst, flooding and
saturating building structural components, equipment and contents at Northern View Apartments. The
flood damage created a serious public health and safety hazard to residents whom have been temporarily
relocated. Immediate emergency renovation is required. The particular contractor was chosen based on
past experience. The vendor has previously secured work under competitive bids with the University and
has a demonstrated record of service and reliability with projects of this nature. The original estimated
Signed Al Mueller, Director of Procurement Services
Vendor Pepper Construction Company Notary 2/18/2014
Estimate Actual FY QTR
State $160,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
31 SOUTHERN ILLINOIS UNIVERSITY File 3/10/2014
On March 3, 2014, an incident occurred at the Student Services Building which resulted in a fire sprinkler
malfunction. The malfunction caused an extreme amount of water to be released into the building on the
4th floor and including the remaining floors of 1,2, 3, and basement. Due to the apparent damage, and in
order to protect students, faculty, staff and the assets of the University, it was deemed necessary to
contact a vendor to take immediate measures to assess the damage. Due to the nature of the damage and
to avoid additional damage to the affected areas of the building, one contractor was selected. J & L
Robinson Development and Construction Company, Incorporated has a long standing relationship in
providing quality work at a reasonable price to Southern Illinois University. The original estimated cost is
Signed Debbie Abell, Director of Procurement Services
Vendor J & L Robinson Develop. & Construction Notary 3/6/2014
Estimate Actual FY QTR
State $150,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
32 UNIVERSITY OF ILLINOIS File 12/9/2013
The University of Illinois Hospital & Health Sciences System (UIHHSS) utilizes 44 specialized X-Ray
equipment items in diagnostic radiological patient treatment. GE Healthcare, the original equipment
manufacturer, has provided service, support and preventive maintenance for this equipment since 2007.
The current service contract expires on December 31, 2013. This emergency procurement is needed to
provide ongoing service until a competitive solicitation is completed and awarded. GE Healthcare was
selected because service protocols are inherently proprietary and ongoing maintenance and support is best
provided by the original manufacturer. The competitive solicitation is forthcoming.
A Fax was received on March 28, 2014 requesting a change order with no dollar amount increase through
July of 2014. The final cost is $359,548.44.
Signed Kevin Fair, Interim Director of Purchasing
Vendor GE Healthcare Inc. Notary 12/5/2013
Estimate Actual FY QTR
State $359,548.44 14 3
Federal Cost $0.00 $0.00
33 UNIVERSITY OF ILLINOIS File 1/6/2014
Information Systems Group, Inc. (ISG) is offering a one-time 80% discount end of year sales discount on
most communications switches and equipment for the University at a cost of $335,460.80. The discount
is being offered by ISG is based on an internal ISG sales goal and will not be offered after 12/31/2013. Two
other Juniper distributors were contacted for quotes and the pricing at minimum is 200% higher than ISG
pricing: $740,802.00 and $910,963.00. The final cost is $335,460.80.
Signed Janet Milbrandt, Director of Purchasing - Urbana Campus
Vendor Information Systems Group, Inc. Notary 12/31/2013
Estimate Actual FY QTR
State $0.00 $335,460.80 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
34 UNIVERSITY OF ILLINOIS File 2/14/2014
Expected Start Date: Insurance Policy Dates: 8/21/2014 Expected End Date: 8/20/2015
*NOTE: The purchase order was executed on February 12, 2014. The insurance policy is generated after
execution of the PO.
The original estimated cost is $19,803,707.00.
Signed Janet Millbrandt, Director of Purchasing - Urbana Campus
Vendor United Health Group/United Hlthcar.Ins. Notary 2/12/2014
Estimate Actual FY QTR
State $19,803,707.00 $0.00 14 3
Federal Cost $0.00 $0.00
35 UNIVERSITY OF ILLINOIS File 2/19/2014
A broken overhead pipe in the GI Lab caused severe water damage to fluoroscopic equipment and rendered
it beyond repair as its electronic cabinet and imaging system were deemed useless. The fluoroscopic
equipment is used for diagnosis and treatment of various gastrointestinal diseases including bile and
pancreatic ducts such as tumors or stenosis; Double Balloon (treatment of gastrointestinal bleeding, mass,
foreign body removal) and stenting (treatment of cancers) procedures. Currently, all elective procedures
have been cancelled until the equipment can be replaced. The University of Illinois Hospital & Health
Sciences System has similar equipment manufactured by both GE Healthcare and Siemens Medical in the
Radiology unit but the equipment is 80%-90% fully utilized. Consequently the emergency purchase to
replace this equipment is necessary for patient care.
The Hospital staff have evaluated replacement equipment on the basis of accessibility and placement
within the GI Lab and have determined that the purchase of the Siemens Medical equipment is appropriate.
The original estimated cost is $295,577.00.
Signed Kevin Fair, Interim Director of Purchasing
Vendor Siemens Medical Solutions USA, Inc. Notary 2/18/2014
Estimate Actual FY QTR
State $295,577.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
36 UNIVERSITY OF ILLINOIS File 2/19/2014
On January 22, 2014 an emergency purchase was declared (JCM279) with Anchor Mechanical in the
estimated amount of $250,000 to repair/replace an underground ruptured pipeline. After excavation and
exploratory testing it was determined that Anchor Mechanical could not supply the required high pressure
pipeline system as expeditiously nor more economically than if the University ordered the engineered pipe
directly from the manufacturer, Rovanco.
On January 31, a subsequent emergency purchase was declared (JCM281) with Rovanco Piping Systems
Inc., Joliet, Illinois to fabricate a specially engineered high temperature hot water "pipe-within-a-pipe" in
the estimated amount of $67,000.
Anchor Mechanical has completed their work in connection JCM279. This included the installation of
security barricades and fencing, site survey, mobilization and excavation, installation of two temporary
medium pressure hot water boilers, including installation of temporary piping for boilers, removal of
approximately 25 feet of defective pipe and installation of new pipe and installation of a temporary
medium temperature hot water supply line from Building 605 at 750 S. Halsted Street, Chicago, IL to
Building 644 at 600 S. Halsted Street, Chicago, IL for supplying temporary heat to Building 644. Anchor
identified the worst part of the leak and patched it. This temporary "patch" brought high temperature hot
water supply back to Building 644. The final amount for this work is $233,000 and the work was
completed on February 18, 2014.
There are still additional unidentified leaks in the remaining piping between the utility tunnel and Building
644 because the central plant is "making up" a substantial amount of high temperature hot water that is
not being returned to the plant from Building 644. Because the environmental and soil conditions of the
still buried (and leaking) pipe are similar to the 25-foot section of failed pipe, a similar risk of piping
rupture exists for the buried high temperature hot water pipe connecting the utility tunnel and Building
644.
It was also observed that the condition of the exposed portion of chilled water piping into the utility
tunnel feeding Building 644 was in a similar deteriorated state as the failed high temperature hot water
pipe. It seems logical to replace and install new chilled water piping alongside the new high temperature
hot water piping along a new buried utility line route between the utility tunnel and Building 644. This
chilled water replacement work will avoid another potentially similar emergency situation involving the
chilled water supply during the cooling months. Moreover, it will save the University the cost of
exploratory excavation and temporarily repair a chilled water leak and then re-excavate a route alongside
the just completed and new buried high temperature hot water pipe.
This excavation and testing has yielded additional information about the state of the underground piping
system which requires emergency remediation as follows:
1. Continued boiler rental, including provision of a Licensed Operating Engineer on a 24/7 basis, if needed,
operated for approximately two months until permanent high temperature hot water piping repairs are
completed at an estimated amount of $20,000/month plus labor in the estimated amount of
$45,500/month.
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
2. Installation of approximately 600 feet of new high-pressure, high-temperature hot water supply/return
pipe along a new route between underground utility tunnel and the Building 644 in the estimated amount of
$615,000. The estimated cost breakdown is as follows: Labor = $235,000; Miscellaneous Materials
Investment = $75,000; Equipment Investment + $290,000; with a 2.5% additional cost contingency for
unexpected underground conditions.
3. Installation of approximately 600 feet of new chilled water supply/return pipe in the estimated amount
of $150,000. The estimated cost breakdown is as follows: Labor = $100,000; Miscellaneous Materials
Investment = $25,000; Equipment Investment = $25,000.
Consequently, the emergency purchase to Anchor Mechanical in the amount of $896,000.00 was declared
in the best interest to restore critical services to impacted buildings. The original estimated cost is
$896,000.00. Signed Kevin Fair, Interim Director of Purchasing
Vendor Anchor Mechanical Inc. Notary 2/18/2014
Estimate Actual FY QTR
State $896,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
37 UNIVERSITY OF ILLINOIS File 3/18/2014
Emergency purchase JCM318 was declared in order to purchase from Medivators Inc. a GI
(Gastrointestinal) lab scope cleaning system for the University of Illinois Hospital. This equipment is used
to clean (and sterilize) GI Scope instrumentation after patient procedures. The reasons for the emergency
are as follows. The GI Lab has been using a GI Lab Scope cleaning system that was at the end of its useful
life. The Hospital was awaiting delivery on a replacement system ordered eight months ago. Two events
occurred that contribute to this emergency condition are: 1) The cleaning system was destroyed in a
flood reported which occurred on February 19, 2014 (reference Emergency Procurement JCM 286); 2)
On February 28, 2014 the vendor holding the purchase order for the replacement system notified the
Hospital that the long overdue order of the replacement had a defect/recall and could not be shipped to the
Hospital.
An interim solution involving the transport of contaminated scopes to and from the UI Hospital Central
Sterile Department, two floors below the GI Lab is not an effective solution long term on account of risks
of damage to this sensitive instrumentation during transport, for reasons of infection control and for
turnaround time between procedures. Consequently there is an immediate need for another cleaning
system.
The Emergency purchase price from Medivators Inc. is $110,068 plus shipping so this emergency request
Signed Kevin Fair, Interim Director of Purchasing
Vendor Medivators Notary 3/14/2014
Estimate Actual FY QTR
State $114,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
38 UNIVERSITY OF ILLINOIS File 3/19/2014
The UIC building at Halsted and Harrison suffered loss of hot water and heat due to an underground rupture
of a high temperature line. Since Anchor Mechanical is well versed with this type of piping and suited for
the total project this vendor had to be brought in to assist in excavating the area to first find the ruptured
pipe, then repair it or replace it and restore back to operation. The original estimated cost was
$250,000.00. An E-mail was received on 3/19/2014 reporting the final cost is $233,000.00.
Signed Kevin Fair, Interim Director of Purchasing
Vendor Anchor Mechanical Inc. Notary 1/22/2014
Estimate Actual FY QTR
State $250,000.00 $233,000.00 14 3
Federal Cost $0.00 $0.00
Updates To
Previously Filed
Emergency Purchases
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
39 COMPTROLLER - FISCAL OFFICER File 3/28/2014
Latest Filing - 03/28/2014:
The Final Total Cost of FY 14 Qtr 2 Item #1 is $18,031.80.
Increase is due to a test run of 10,000 warrants and an overage based on packaging.
Original Filing - 12/05/2013: FY 14 Qtr 2 Item# 1
The Office of the Comptroller requests an emergency purchase of three month supply (750,000) of
Commercial Warrants. Currently we are evaluating the proposals from RFP-14-008 Warrant Stock Paper
and need the supply to prevent or minimize serious disruption in State service prior to the bid being
awarded. The lead time to produce the warrants is approximately two months. The original estimated cost
Signed Steve Valasek, Asst. Comptroller- Operations
Vendor RR Donnelley Notary 12/3/2013
Estimate Actual FY QTR
State $16,492.50 $18,031.80 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
40 CENTRAL MANAGEMENT SERVICES File 2/3/2014
Latest Filing - 02/14/2014:
The cost of the extension is $18,855,729.37. The Final cost of FY12, Qtr 4, Item # 30 is
$32,863,050.60.
Third Filing - 12/26/2012 FY13, Qtr 3, Item # 102:
The cost of the original contract is $14,007,321.19. No cost has yet been reported for the extension.
Second Filing - 08/27/2012 FY13, Qtr 1, Item # 16:
This extended the contract's time frame from 9/29/12 to 6/30/13, and transferred the contract from DHFS
to DCMS as an Executive Order # 1201. The original estimate for the extension is $45,747,711.00.
Original Filing - 06/05/2012 FY 12, Qtr 4, Item # 30:
To allow continued healthcare coverage to enrollees while the Supplemental HMO RFP is concluded.
The estimated original cost is $15,249,237.00.
Signed Brett Cox, St Purchasing Officer
Vendor Coventry Healthcare of IL Notary 6/1/2012
Estimate Actual FY QTR
State $60,996,948.00 $32,863,050.56 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
41 CENTRAL MANAGEMENT SERVICES File 2/3/2014
Latest Filing – 2/3/2014:
The Final Total Cost of FY13 Qtr 1 Item15 is $15,124,040.54.
Original Filing – 8/27/2012: FY13 Qtr 1 Item# 15:
To allow continued healthcare coverage to enrollees while the Supplemental HMO RFP is concluded. The
original estimated cost is $1,303,374.00.
Signed Brett Cox, State Purchasing Officer
Vendor Health Alliance Illinois Notary 8/22/2012
Estimate Actual FY QTR
State $1,303,374.00 $15,124,040.54 14 3
Federal Cost $0.00 $0.00
42 CENTRAL MANAGEMENT SERVICES File 2/3/2014
Latest Filing – 2/3/2014:
The Final Total Cost of FY 13 Qtr 1 Item# 17 is $171,011.066.53
Original Filing –827/2012: FY13 Qtr 1 Item# 17:
To allow continued healthcare coverage to enrollees while the Supplemental HMO RFP is concluded. The
original estimated cost $334,132,245.00.
Signed Brett Cox, St. Purchasing Officer
Vendor Health Alliance Med Plans Notary 8/22/2012
Estimate Actual FY QTR
State $334,132,245.00 $171,011,066.5 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
43 CENTRAL MANAGEMENT SERVICES File 2/4/2014
Latest Filing – 2/4/2014:
The Final Total Cost of FY 14 Qtr 2 Item# 2 is $339,161.35.
Original Filing –11/1/2013: FY14 Qtr 2 Item# 2:
The Navistar Contract was recently rebid, but there was a protest by a vendor that claimed that the
awarded vendor failed to update their State Board of Elections registration. CMS is entering an emergency
contract to prevent disruption of State Services. This will allow state agencies to continue to purchase
Navistar OEM parts on an as needed basis. These parts are used throughout the State's vehicle fleet and
highway maintenance. Original estimated cost is $350,000.00.
Signed Aundra Williams, COO
Vendor Lakeside International Trucks Notary 10/21/2013
Estimate Actual FY QTR
State $350,000.00 $339,161.35 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
44 CORRECTIONS - GENERAL OFFICE File 2/26/2014
Latest Filing – 2/26/2014:
The Final Total Cost of FY13 Qtr 1 Item# 27 is $337,693.95.
Original Filing – 7/12/2012: FY13 Qtr 1 Item# 27:
The new frames contract is not complete, its target completion was April, however it just opened bidding
5/31/12. This will not allow enough lead time by the time contracts are awarded to get the volume of the
frames needed in house and frame kits assembled and distributed before the existing contract expires on
7/14/12. This 90 day emergency contract will allow us to continue production of eye glasses while new
contracts are put into place and inventory ordered from vendors. Dixon Correctional Industries provides
prescription eyewear for DHS, IDOC, IDJJ, Dixon ICI expects to produce 395,000 pairs of glasses in
FY12. The original estimate is $250,000.00.
Signed Gary Lopac, Superintendent
Vendor Modern Optical Notary 6/27/2012
Estimate Actual FY QTR
State $250,000.00 $337,693.95 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
45 CORRECTIONS - GENERAL OFFICE File 2/26/2014
Latest Filing - 02/26/2014:
The Final Cost of FY 13 Qtr 1 Item# 28 is $60,199.40.
Original Filing - 07/12/2012: FY 13 Qtr 1 Item# 28:
The new frames contract is not complete, its target completion was April, however it just opened bidding
5/31/12. This will not allow enough lead time by the time contracts are awarded to get the volume of the
frames needed in house and frame kits assembled and distributed before the existing contract expires on
7/14/12. This 90 day emergency contract will allow us to continue production of eye glasses while new
contracts are put into place and inventory ordered from vendors. Dixon Correctional Industries provides
prescription eyewear for DHS, IDOC, IDJJ, Dixon ICI expects to produce 395,000 pairs of glasses in
FY12. The original estimated cost is $45,000.00.
Signed Gary Lopac, Superintendent
Vendor Capri Optics Notary 6/27/2012
Estimate Actual FY QTR
State $45,000.00 $60,199.40 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
46 CORRECTIONS - GENERAL OFFICE File 3/18/2014
Latest Filing - 3/18/2014:
The Final Total Cost of FY 13 Qtr 1 Item# 29 is $45,767.00.
Original Filing - 7/20/2012: FY 13 Qtr 1 Item# 29:
The compressor unit that supplies cooling capabilities to Housing Unit Three has failed.
HU3 is considered a closed environment since all windows are completely sealed. In order to maintain the
ten degree ambient air temperature, the side doors must be opened causing a potential breach of security
waiting to occur. The original estimated cost is $48,000.00.
Signed Randy Grounds, Warden of Robinson
Vendor Gibson Services Notary 7/12/2012
Estimate Actual FY QTR
State $48,000.00 $45,767.00 14 3
Federal Cost $0.00 $0.00
47 CORRECTIONS - GENERAL OFFICE File 3/4/2014
Latest Filing – 3/4/2014:
The Final Total Cost of FY 13 Qtr 1 Item# 31 is $1,168,340.40.
Second Filing –10/16/2012 FY13 Qtr 1 Item# 31:
This is an extension for an estimated cost of $250,000.00.
Original Filing – 7/30/2012 FY13 Qtr 1 Item# 31:
CMS state contract for 75% lean beef trim expired on 6/23/12. CMS in unable to provide a estimated date
for having a contract in place. Advanced commodities provided the lowest bid for this commodity. The
original estimated cost is $172,800.00.
Signed Tim Gleason, CEO of IL Corr Industries
Vendor Advanced Commodities Notary 7/26/2012
Estimate Actual FY QTR
State $422,800.00 $1,168,340.40 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
48 CORRECTIONS - GENERAL OFFICE File 3/4/2014
Latest Filing – 03/04/2014:
The Final Total Cost of FY 13 Qtr 1 Item# 32 is $1,819,732.96.
Second Filing – 10/15/2012 for FY13 Qtr 1 Item# 32:
This is an extension for an estimated cost of $500,000.00
Original Filing – 7/302012: FY13 Qtr 1 Item# 32:
CMS State Contract for Chicken Trim expired 7/7/12, CMS is unable to provide a estimated date for
having a contract in place. Advanced Commodities provided the lowest bid for this commodity. The
original estimated cost is $17,280.00.
Signed Tim Gleason, CEO of Coor Industries
Vendor Advanced Commodities Notary 7/26/2012
Estimate Actual FY QTR
State $868,800.00 $1,819,732.96 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
49 CORRECTIONS - GENERAL OFFICE File 1/23/2014
Latest Filings – 1/23/2014 and 01/10/2014:
On 1/23/2014 a letter was received with the final cost of the second filing, FY 13 Qtr 2 Item# 40, for time
frame 12/9/2012 to 6/6/2013, for $83,593.59, and an extension through 12/31/2014. In addition, the
emergency was turned over to Capital Development Board on 6/1/2013. On 01/10/2014, another letter
was received reporting a final cost for the original emergency purchase, FY 13 Qtr 1 Item #35, for
$63,773.83.
Third Filing - 06/05/2013: FY 13 Qtr 4 Item# 84:
The time frame for the extension is for an additional 6 months and the estimated cost for the extension is
changed from $204,000.00 to $390,000.00.
Second Filing – 12/14/2012: FY 13 Qtr 2 Item# 40:
Letter was received extending the time frame 12/9/2012 to 6/6/2013, and adding an additional vendor with
an estimated cost of $204,000.00.
Original Filing – 9/18/2012: FY13 Qtr 1 Item# 35:
Menard Correctional Center is declaring an emergency to rent 8 refrigerated trailers. This is necessary due
to a leak in the roof of the Cold Storage building. During a storm the roof leaked profusely, causing a flood
in the cold storage freezers. It is necessary to rent refrigerated trailers to store Menard's frozen foods. It
will cost approximately $3,000 per month per trailer plus fuel. Original estimated cost is $147,000.00.
Signed Michael Atchison, Warden at Menard
Vendor PLM Trailer & Cooling Concepts Notary 9/12/2012
Estimate Actual FY QTR
State $537,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
50 CORRECTIONS - GENERAL OFFICE File 2/26/2014
Latest Filing - 2/26/2014:
The Final Total Cost of FY 13 Qtr 2 Item# 29 is $384,119.05.
Original Filing - 11/8/2012: FY 13-Qtr 2 Item# 29:
Contract 4017096 & 4017097 expired due to signature issues during the contract renewal process. We will
now need to seek new bids for these lenses as we are without a contract. This 90 day emergency contract
will allow us to continue production of eye glasses and build inventory for the next 6-9 months while new
contracts are put into place and inventory ordered from vendors. Dixon Corr Ind provides prescription
eyewear for HFS,DHS, IDOC, IDJJ. Dixon produces approx 1,600 pair of glasses daily. The original
Signed Lisa Devert, Acting Superintendent
Vendor Various Notary 10/31/2012
Estimate Actual FY QTR
State $320,000.00 $384,119.05 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
51 CORRECTIONS - GENERAL OFFICE File 3/4/2014
Latest Filing – 3/14/2014:
The Final Total Cost of FY 13 Qtr 3 Item# 12 is $46,097.72.
Third Filing – 10/2/2013 FY14 Qtr 2 Item# 40:
A letter was received on October 2, 2013 requesting an extension for 10/8/2013 to 4/5/2014.
Estimated cost is $36,000.00.
Second Filing – 4/9/2013 FY13 Qtr 4 Item# 86:
A letter was received on April 6, 2013 requesting an extension for 4/11/2013 to 10/7/2013.
Estimated cost is $30,000.00.
Original Filing – 1/16/2014: FY13 Qtr 3 Item# 12:
Emergency purchase of chicken patty seasoning. Vendor is able to supply in 2 weeks. No CMS State
contract.
The original estimated cost $81,000.00.
Signed Rich Mautino, Asst. CEO of IL Corr. Industries
Vendor Chicago Meat Group Notary 1/14/2013
Estimate Actual FY QTR
State $81,000.00 $46,097.72 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
52 CORRECTIONS - GENERAL OFFICE File 2/11/2014
Latest Filing - 2/11/2014:
The Final Total Cost of FY13 Qtr3 Item# 18 is $31,172.00.
Original Filing - 1/17/2013:FY13 Qtr3 Item# 18:
The conditions and circumstances requiring this emergency purchase, including reason for selection of the
particular contractor are: The Clever-Brooks 100HP Boiler which services the Administration Building
has leaking boiler tubes and an inoperable gas valve due to exposure to water. The boiler provides heat to
the entire Administration Building. Immediate repairs to plug the leaking tubes and replace the gas valve
are necessary to operate the boiler. A complete re-tubing of the boiler was planned in the off heating
season however, due to additional leaking tube discovered on 1/11/2013, the re-tubing project needs to be
completed as soon as possible to avert the risk of complete failure of the boiler unit which is the only
source of hear for the Administration Building. The original cost is estimated at $30,500.00.
Signed Marc G. Hodge, Warden, Lawrence
Vendor CICI Engineering Sales & Service, Inc. Notary 1/11/2013
Estimate Actual FY QTR
State $30,500.00 $31,172.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
53 CORRECTIONS - GENERAL OFFICE File 2/11/2014
Latest Filing – 2/11/2014:
Extending the emergency purchase FY 13 Qtr 3 Item# 42 time frame 02/01/2014 to 4/30/2014, estimated
cost $1,403,400.00.
Third Filing – 7/11/2013 FY13 Qtr 3 Item# 42 : Extending the emergency purchase FY 13 Qtr 3 Item#
42 time frame 6/30/2013 to 9/30/2013, estimated cost $1,169,511.00. Also, a revision to the original
emergency purchase increasing the cost to $1,156,659.00.
Second Filing – 10/2/2013 FY13 Qtr 3 Item# 42: Extending the emergency purchase FY 13 Qtr 3 Item#
42 time frame 10/01/2013 to 1/31/2014, estimated cost $1,559,348.00.
Original Filing –3/20/2013: FY13 Qtr 3 Item# 42:
The previous contract with this vendor is due to expire 3/31/13. The contract provides recovery home
services that are aimed to reduce recidivism and incarceration costs. IDOC is in the process of procuring a
new contract for these services, but the processing is being delayed due to the disclosure of a conflict of
interest. If the services are not allowed to continue, 52 parolees will be displaced with treatment disrupted
and many will be forced to be re-incarcerated in IDOC. The original estimated cost is $385,553.00.
Signed Eva L. Moore-DeSalvia, Exec. II, Parole Re-Entry Group
Vendor BI Incorporated Notary 3/6/2013
Estimate Actual FY QTR
State $5,288,918.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
54 CORRECTIONS - GENERAL OFFICE File 12/26/2013
Latest Filing - 12/26/2013:
The Final Total Cost of FY 14 Qtr 1 Item# 21 is $14,042.16.
Original Filing - 07/31/2013 FY 14 Qtr 1 Item# 21:
ICI Menard Farm Meat Shop is seeking to procure Hotdog seasoning essential in the production of turkey
chicken franks produced and distributed to all Correctional facilities. Current orders are in excess of 124
thousand pounds. CMS failed to have a master contract in place to complete this procurement. The
estimated original cost is $15,000.00.
Signed Jen Aholt, CEO Corr Industries
Vendor Chicago Meat Group Notary 7/22/2013
Estimate Actual FY QTR
State $15,000.00 $14,042.16 14 3
Federal Cost $0.00 $0.00
55 CORRECTIONS - GENERAL OFFICE File 12/18/2013
Latest Filing - 12/18/2013:
The Final Total Cost of FY 14 Qtr 1 Item# 23 is $39,761.00.
Original Filing - 8/07/2013: FY 14 Qtr 1 Item# 23:
This is for a Forklift/Pallet Jack for IL Correctional Industries Bakery Rehabilitations job training bakery
program to minimize risk of injury due to manually loading and unloading by hand. The original cost is
estimated at $40,000.00.
Signed Jen Aholt, CEO
Vendor Altorfer, Inc. Notary 8/5/2013
Estimate Actual FY QTR
State $40,000.00 $39,761.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
56 CORRECTIONS - GENERAL OFFICE File 3/31/2014
Latest Filing – 3/31/2014:
A letter was received on March 31, 2014 requesting a 2nd extension for 3/29/2014 to 9/24/2014.
Estimated cost $2,400,000.00.
Second Filing –12/18/2014 FY14 Qtr 2 Item# 9:
A letter was received on Dec 18, 2013 requesting an extension for the time frame 12/29/2013 to
3/28/2014.
Estimated cost at $1,200,000.00.
Original Filing – 10/2/2013: FY14 Qtr 2 Item#9:
The Illinois Department of Corrections is requesting a 90 day continuation of the emergency contract for
Electronic Detention Monitoring Services (OB#0913049) for Parolees/and or committed felons by the
current vendor. BI Inc./Geo Group while an RFP is finalized which will include EM as well as GPS
Monitoring services. The GPS contract (0907034) is with the same vendor and continues through 9-29-
2013 - it is also being extended. These services are highly specialized and require extensive equipment
which cannot be obtained by another vendor for such a short time frame. Extending the EM contract for
90 days allows for the review of the RFP and awarding of a contract for both EM and GPS services. This
contract will be terminated when the new contract is in place. Original estimated cost $1,200,000.00.
Signed Alyssa Williams-Schafe, PSA Coord for Sex Offender Services
Vendor BI Incorporated Notary 9/18/2013
Estimate Actual FY QTR
State $4,800,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
57 CORRECTIONS - GENERAL OFFICE File 1/29/2014
Latest Filing - 1/29/2014:
The Final Total Cost of FY 14 Qtr 2 Item# 10 is $31,185.00.
Original Filing - 10/16/2013: FY 14 Qtr 2 Item# 10:
PCC is starting to have an issue with the bar screen rake. The motor is over torqueing and so far
electricians are able to reset it. The gear box is making a noise but the entire unit and track needs to be
replaced. The bar screen rake removes institution trash before sewer enters the City of Pickneyville sewer
system clogging pumps and if the bar screen fails, sewage could back up into the facility. The original cost
Signed Earl Wilson, SPSA, Asst Warden of Operations
Vendor Vulcan Industries, Inc. Notary 10/4/2013
Estimate Actual FY QTR
State $31,185.00 $31,185.00 14 3
Federal Cost $0.00 $0.00
58 EMPLOYMENT SECURITY, DEPARTMENT OF File 1/31/2014
Latest Filing - 01/31/2014:
The Final Total Cost of FY 14 Qtr 1 Item# 27 is $417,460.50.
Original Filing - 07/31/2013: FY 14 Qtr 1 Item# 27:
This emergency Purchase Affidavit is for 6 Java Developers and IT Specialists. These consultants are on
site working on EUC changes and have knowledge of IBIS, specifically EUC to expeditiously implement
the required changes. This work will insure that IBIS will be able to correctly calculate and pay federally
funded unemployment compensation benefits and federal statutory requirements will be met. The original
estimated cost is $686,664.00.
Signed Barry Isaacson, Acting Manager
Vendor Diversified & Electronic Knowledge Notary 7/12/2013
Estimate Actual FY QTR
State $686,664.00 $417,460.50 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
59 HUMAN SERVICES, DEPARTMENT OF File 1/2/2014
Latest Filing – 1/2/2014:
A letter was received on Jan 2, 2014 extending FY 14 Qtr 1 Item# 30 for time frame Dec 28, 2013 to
June 30, 2014.
Second Filing – 9/30/2013 FY14 Qtr 1 Item# 30:
Letter was received on Sept 30, 2013 extending FY 14 Qtr 1 Item# 30 for time frame Sept 29, 2013 to
Dec 27, 2013.
Original Filing – 7/3/2013: FY14Qtr 1 Item# 30:
On April 1, 2013 the Department posted a RFP seeking a vendor to provide focused and compliance
monitoring services to support the Early Intervention System, which includes approximately 4,500
providers and regional intake entities to provide services to children birth to age three who have a
developmental delay or disability or who are at risk of developmental delay. These services are primarily
provided in families' homes. Monitoring of services is required under State and Federal law, and the absence
of these services could cause disruption to federal funding. The FY 13 vendor, Suburban Access, will
provide these services for 90 days until RFP process can be completed.
The original estimated cost $962,376.00.
Signed Amy Tarr, Bureau Chief of Early Intervention
Vendor Suburban Access Notary 6/28/2013
Estimate Actual FY QTR
State $962,376.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
60 HUMAN SERVICES, DEPARTMENT OF File 12/24/2013
Latest Filing - 12/24/2013:
The Final Total Cost of FY 14 Qtr 1 Item# 31 is $67,451.00.
Original Filing - 8/14/2013: FY 14 Qtr 1 Item# 31:
The Choate Mental Health & Developmental Center requires the replacement of the Dietary Department
Chiller Unit. The Unit is not functioning and is beyond repair. The absence of a functioning chiller unit
for the Dietary Department is detrimental to the facility in several ways. As the Department now exists,
temperatures in the kitchen work environment can exceed 100 degrees as ovens, boilers and steam tables
are used to prepare meals and the industrial-sized dishwasher sanitizes dishes several times each day. The
dietary Department is a closed area that is typically kept closed in order to minimize the potential for
contamination which might impact food quality and Public Health standards. On a daily basis, the Choate
Dietary Department is responsible for the preparation of approximately 1200 meals for more than 230
patients and residents. The facility also provides foods for the students of the Tri-County School System.
The original cost is estimated at $100,000.00.
Signed Cheryl Muckley, Facility Dir for Choate
Vendor 3 Vendors Notary 8/12/2013
Estimate Actual FY QTR
State $100,000.00 $67,451.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
61 HEALTHCARE AND FAMILY SERVICES, DEPT OF File 12/17/2013
Latest Filing – 12/26/2013:
The Final Total Cost of FY 12 Qtr 2 Item# 44 is $1,898,777.61
Original Filing – 11/17/2011: FY12 Qtr 2 Item# 44:
The services provided under this contract are mandated by federal and state Medicaid laws and regulations,
and prevent the State from paying for unnecessary hospitalization costs. Failure to perform these services
would result in substantial financial burden to the State, both in paying for unnecessary healthcare services
and in loss of federal funds associated with non-compliance. A new RFP for these services is under review.
Until a new contract is in effect, extension of the current contract with the current vendor is in the best
interest of the State. The original estimted cost is $2,400,000.00.
Signed Brett Cox, SPO
Vendor eQHealth Solutions Notary 11/10/2011
Estimate Actual FY QTR
State $2,400,000.00 $1,898,777.61 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
62 HEALTHCARE AND FAMILY SERVICES, DEPT OF File 1/20/2014
Latest Filing – 1/20/2014:
The Final Total Cost of FY12 Qtr 2 Item# 46 is $147,075.00.
Original Filing – 11/30/2011: FY12 Qtr 2 Item#46:
The services provided under this contract are mandated by federal and state Medicaid laws and regulations,
and provide administrative oversight and quality assurance activities for Illinois' HCBS waivers as required
by the Federal Centers for Medicare and Medicaid services. Failure to perform these services would result
in loss of federal funds associated with non-compliance. A new RFP for these services is under review.
Until a new contract is in effect, extension of the current contract with the current vendor is in the best
interest of the State. The original extimated cost is $220,768.00.
Signed Brett Cox, SPO
Vendor eQHealth Solutions Notary 11/28/2011
Estimate Actual FY QTR
State $220,768.00 $147,075.00 14 3
Federal Cost $0.00 $0.00
63 HEALTHCARE AND FAMILY SERVICES, DEPT OF File 2/25/2014
Latest Filing – 2/25/2014:
The Final Total Cost of FY12 Qtr 4 Item# 31 is $1,170,781.41.
Original Filing – 6/5/2012: FY12 Qtr4 Item# 32:
Maintaining the current contract under a 90 day emergency extension ensures that the enrollment services
offered to clients under the current contract are not disrupted. Estimated cost is $1,200,000.00.
Signed Brett Cox, St. Purchasing Officer
Vendor Automated Health Systems, Inc. Notary 6/1/2012
Estimate Actual FY QTR
State $1,200,000.00 $1,170,781.41 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
64 HEALTHCARE AND FAMILY SERVICES, DEPT OF File 2/25/2014
Latest Filing – 2/25/2014:
The Final Total Cost of FY13 Qtr 1 Item# 50 is $4,519,330.74.
Original Filing – 7/3/2012: FY13 Qtr1 Item# 50:
Extending the current contract as an emergency for an additional 90 days will allow time to continue
development of the RFP and minimize serious disruption to client services. Original estimated cost is
$5,100,00.00.
Signed Brett Cox, St Purchasing Officer
Vendor Automated Health Systems, Inc. Notary 6/20/2012
Estimate Actual FY QTR
State $5,100,000.00 $4,519,330.74 14 3
Federal Cost $0.00 $0.00
65 HEALTHCARE AND FAMILY SERVICES, DEPT OF File 2/25/2014
Latest Filing – 2/25/2014:
The Final Total Cost of FY13 Qtr 1 Item# 52 is $2,016,481.13.
Original Filing - 9/12/2012: FY13, Qtr 1, Item # 52:
Maintaining the current contract under a 94 day emergency extension, See 12-4 # 31 for original affidavit.
The Extension ensures that the enrollment Services offered to clients under the current contract are not
disrupted. A new RFP for these services has been issued and contract was awarded on 8/23/12. Until a new
contract is in effect and transition activities completed, if necessary, extension of the current contract
Signed Brett Cox, State Purchasing Officer
Vendor Automated Health Systems, Inc. Notary 9/6/2012
Estimate Actual FY QTR
State $1,200,000.00 $2,016,481.13 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
66 HEALTHCARE AND FAMILY SERVICES, DEPT OF File 2/5/2014
Latest Filing – 2/3/2014:
Reporting the final cost of the original affidavit time frame March 1, 2013 to May 29, 2013 of FY13 Qtr
3 Item# 52 is $3,197,771.85.
Third Filing – 12/10/2013 FY 13 Qtr 3 Item# 52:
Received a letter extending the time frame Jan 1, 2014 to June 30, 2014. Estimated cost $6,500,000.00.
Second Filing – 5/10/2013 FY13 Qtr 3 Item# 52:
Received a letter extending the time frame May 30, 2013 to Dec 31, 2013. Estimated cost $7,500,000.00
Original Filing –2/27/2013: FY13 Qtr 3 Item# 52:
Dental services are federally mandated for children (under age 21) under Early and Periodic Screening,
Diagnosis and Treatment program (EPSDT). EPSDT also requires states to provide outreach and access to
services, assuring appropriate utilization of preventive dental services and needed dental treatment
services. Comprehensive dental services must be provided to children. The current contract period
between HFS and DentaQuest expires February 28, 2013. There are no additional renewal options
available under the current contract. Original estimated cost $17,200,00.00..
Signed Brett M. Cox, State Purchasing Officer
Vendor DentaQuest of Illinois Notary 2/22/2013
Estimate Actual FY QTR
State $17,200,000.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
67 HEALTHCARE AND FAMILY SERVICES, DEPT OF File 2/3/2014
Latest Filing - 2/3/2014: FY 14 Qtr 1 Item# 34:
Final cost of the original EP of FY 14 Qtr 1 Item# 34 is $1,762,493.45 that covers time frame 7/1/2013
to 9/28/2013.
Second Filing - 10/1/2013: FY 14 Qtr 1 Item# 34:
This extends the contract's time frame from 9/29/2013 to 3/31/2014 with a $3,633,360.00 estimated
cost.
Original Filing 6/27/2013: FY 14 Qtr 1 Item# 34:
This emergency purchase is to extend the contract with First Transit (July 1, 2013 to Sept 28, 2013) to
minimize serious disruption in critical State prior approval of non-emergency transportation services that
affect access to medically necessary health services by Medicaid Participants. The current prior approval
administrator First Transit Inc. is responsible for adjudicating statewide requests for approval of non
emergency transportation through a call center located in Glen Ellyn, IL. An emergency extension will
allow the Department to continue to control costs and provide critical services by ensuring appropriate
transportation are approved. The original estimated cost is $1,870,000.00.
Signed Brett Cox, State Purchasing Officer
Vendor First Transit, Inc. Notary 6/21/2013
Estimate Actual FY QTR
State $5,503,360.00 $0.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
68 STATE POLICE, DEPARTMENT OF File 12/27/2013
Latest Filing - 12/27/2013:
The final total cost of FY 13 Qtr 4 Item# 40 is $53,454.64.
Second Filing - 8/13/2013, FY 14 Qtr 1 Item# 102:
This extends the contract's time frame 8/1/2013 to 6/30/2014 with an estimated cost of $200,000.00.
Original Filing - 05/14/2013: FY 13 Qtr 4 Item# 40:
The Illinois State Police (ISP) requires a 90 day contract with Boland Enterprises for the keying and
scanning of Firearm Owners Identification (FOID) card applications. The current contract with vendor
Rely Services Inc. which was established to include this time period, is being terminated early. This
emergency procurement is expected to start upon the effective date of termination of the current
contract. Until a new contract or alternative method is identified, there is a continued need for these
services in order for ISP to meet its statutory mandate. The Firearm Owners Identification Card Act, 430
ILCS 65/5, states that the Department of State Police shall either approve or deny all FOID card
applications within 30 days of receipt, and every applicant found qualified by the Department shall be
entitled to the issuance of a FOID card. Boland Enterprises has performed these services in the past and is
a qualified vendor. The original cost is estimated at $290,000.00.
Signed Hiram Grau, Director
Vendor Boland Enterprises Notary 5/10/2013
Estimate Actual FY QTR
State $290,000.00 $53,454.64 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
69 TRANSPORTATION, DEPARTMENT OF File 12/23/2013
Latest Filing - 12/23/2014:
The final cost of the original contract is $257,765.00. The Final Total Cost of FY 13 Qtr 2 Item# 64 is
$292,415.00.
Third Filing 04/8/2013 of FY 13 Qtr 2 Item# 64:
Final Cost of 1st extension $34,650.00, for time frame 12/6/2012 to 3/5/2013.
Second Filing - 01/24/2013 of FY 13 Qtr 3 Item # 113:
This is an extension for an estimated cost of $150,000.00 for time frame 3/6/2013 to 12/5/2013.
Original Filing 12/2012 FY 13 Qtr 2 Item# 64:
The Department recently lost critical staff due to employees retiring or entering private sector. These
positions are very technical and require specialized qualifications. The Agency is in need of a personnel
service to locate candidates who qualify for these critical and unique positions to continue to meet the
Agency's responsibilities. If these positions are not filled with qualified employees, it could cause serious
disruption to State services that affect the safety of the citizens and cause a loss of federal funding. The
Agency is in the process of issuing a RFP for consulting services to address critical technical operations
issues. Capitol Strategies is a local business that provides expert level services to Government agencies.
The estimated amount is $150,000 for time frame 12/6/2012 to 3/5/2013. Estimated original cost is
$200,000.00.
Signed Matt Hughes, Dir of Fin and Admin
Vendor Capitol Strategies Notary 12/6/2012
Estimate Actual FY QTR
State $350,000.00 $292,415.00 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
70 CAPITAL DEVELOPMENT BOARD File 2/10/2014
Latest Filing - 02/10/2014:
The Final Total Cost of FY 14 Qtr 2 Item# 16 is $52,423.98.
Original Filing 10/11/2013:FY 14 Qtr 2 Item# 16
The roof in the bakery building at Vandalia CC has been leaking and recently deteriorated to the point
where portions have rotted and an interior ceiling area collapsed. A tarp was installed to provide
temporary repairs but it will not remain an effective moisture barrier through the winter. Due to the age
and nature of the roof, repair will likely be a replacement of the membrane roof with a metal roof.
Vendor 1: Upchurch $10,000. Vendor 2: Bel O Sales $40,000. Total Est.: $50,000. The original estimated
cost is $50,000.00.
Signed Gus Behnke, Chief Fiscal Officer
Vendor Upchurch and Bel -O Sales Notary 10/10/2013
Estimate Actual FY QTR
State $50,000.00 $52,423.98 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
71 CAPITAL DEVELOPMENT BOARD File 1/14/2014
Latest Filing - 01/14/2014:
The Final Total Cost of FY 14 Qtr 2 Item#18 is $33,863.55.
Original Filing - 10/28/2013 FY 14 Qtr 2 Item# 18:
The project will repair the damage to the Cleveland Cottage at IYC St Charles that was caused when a
facility transportation van struck the Cottage on Oct. 3, 2013. The damage resulted in the Cottage being
vacated due to concerns over its structural integrity, which has disrupted the facility's operations. DLR
Group will provide construction related professional services and the Geo Sollitt Construction Co. will
provide the construction repair work. The original estimated cost is $74,866.00.
Signed Gus Behnke, Chief Fiscal Officer
Vendor 2 Vendors- IYC St Charles Notary 10/24/2013
Estimate Actual FY QTR
State $74,866.00 $33,863.55 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
72 CAPITAL DEVELOPMENT BOARD File 1/14/2014
Latest Filing - 01/14/2014:
The Final Total Cost of FY 14 Qtr2 Item# 17 is $43,596.05.
Original Filing 10/28/2013: FY 14 Qtr2 Item# 17
On Sept 16, 2013, the newly constructed Education/Visitor Center at the William Powers State Fish &
Wildlife area suffered a break-in and theft of copper cabling used to supply electricity to the facility.
Leaving the HVAC inoperable due to lack of power and interior damage. With the imminent winter
conditions approaching, the inability to operate the HVAC to heat/condition the air will cause damage to
the interior furnishings, foundation and ultimately structural failure.
** NOTE*** A letter was received on Nov. 19, 2013 adding estimated cost and additional Vendors to the
Emergency Purchase. The original estimated cost is $52,500.00.
Signed Gus Behnke, Chief Fiscal Officer
Vendor Hanno Weber & Assoc & 2 more vendors Notary 10/24/2013
Estimate Actual FY QTR
State $52,500.00 $43,596.05 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
73 CAPITAL DEVELOPMENT BOARD File 1/31/2014
Latest Filing - 01/31/2014:
The Final Total Cost of FY 14 Qtr 2 Item #19 is 11,559.74.
Original Filing - 11/12/2013: FY 14 Qtr 2 Item #19:
Underground piping at the Lawrence Correctional Center that serves four of the housing units that
accommodate 1,200 offenders ruptured in unknown locations leaving the four buildings without heat. The
most recent rupture occurred during the week of Oct. 21, 2013. An emergency procurement is necessary
to ensure that adequate heat is restored to these buildings as the heating season is upon us. The original
Signed Gus Behnke, Chief Fiscal Officer
Vendor GHR Emgineers and Assoc. Notary 11/6/2013
Estimate Actual FY QTR
State $20,000.00 $11,559.74 14 3
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
January 1, 2014 through March 31, 2014
74 UNIVERSITY OF ILLINOIS File 12/18/2013
Latest Filing - 12/18/2013:
The Final Total Cost of FY 13 Qtr 4 Item# 68 is $2,109,644.26.
Original Filing - 6/5/2013: FY 13 Qtr 4 Item# 68:
During the course of inspection of Steam turbine generator 2 it was determined that a considerable amount
of repair work is needed on both the steam turbine and generator before it can be returned to services.
Without this assist it will put Abbott Power plant at risk to reliably and efficiently provide the steam
required to support the campus. The scope of work covered in this emergency purchase request is going to
require a minimum of 12 weeks of offsite repair, fabrication, re-assembly and testing. By delaying the
purchase of service would extend the repair to Steam turbine generator 2 well into peak heating season on
campus and having the steam turbine generator available to serve the peak campus heat demand is
essential. The original estimated cost is $2,209,339.00.
Signed Justin Johnson, Assoc Dir of Purchasing
Vendor Wood Group Field Services, Inc. Notary 5/31/2013
Estimate Actual FY QTR
State $2,209,339.00 $2,109,644.26 14 3
Federal Cost $0.00 $0.00