LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
1 AUDITOR GENERAL - OFFICE OF THE File 8/22/2014
30 ILCS 5/3-2.1 states "The Auditor General shall conduct a change over audit of the State Treasurer's
accounts at the conclusion of each term of the Office of the State Treasurer or, in the case of successive
terms by a State Treasurer, at the conclusion of that State Treasurer's time in office". The special assistant
auditors currently performing the Office of the State Treasurer's audits at June 30, 2014 is McGladrey
LLP. The firm of McGladrey LLP has experience with the Office of the Auditor General's audit program
and a current understanding of operations in the Office of the State Treasurer. To properly complete the
turnover audit the engagement needs to begin as soon as possible. A fair and reasonable price was
negotiated with McGladrey LLP which has sufficient staff and expertise to perform this engagement and
begin work within the necessary timeframe to avoid serious disruption in OAG audit services. This
Emergency Purchase has an expected start date of 09/08/2014 through 06/30/2015 with an actual cost of
$391,300.00.
Signed Bruce Bullard, Financial/Compliance Director
Vendor McGladrey LLP Notary 8/22/2014
Estimate Actual FY QTR
State $0.00 $391,300.00 15 1
Federal Cost $0.00 $0.00
2 CENTRAL MANAGEMENT SERVICES File 7/3/2014
Agency started the process to get a Truck Fleet Overflow Contract bid on 12/13/2013 in order to get a
contract in place by 7/1/2014. Agency submitted the IFB on 1/28/2014 to CPO for publication. CPO
published bid on 3/6/2014. Bid was due on 3/21/2014. The vendor added amendments to the contract. The
amendments triggered additional and very extensive reviews, responses, and clarifications. All of these
developments extended significantly the time needed to secure the FY 15 contract. This Emergency
Purchase has an expected start date of 07/01/2014 through 07/14/2014 with an original estimated cost of
Signed Jacob Johnson, Portfolio Manager, General Services
Vendor Rush Trucks Centers of Illinois Notary 7/2/2014
Estimate Actual FY QTR
State $245,000.00 $0.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
3 CENTRAL MANAGEMENT SERVICES File 7/21/2014
The CMS facility (Building No J0205) at 100 W. Randolph, Chicago needed Elevator Repair and
Maintenance Services. The bureau of Property Management does not have the in-house staff to provide
this service. The emergency purchase was precipitated because the current vendor's contract management
does not have the in-house staff to provide this service. The emergency purchase was precipitated because
the current vendor's contract was coming to an end on June 30, 2014 and CMS opted not to renew the
contract. Safety concerns left CMS with few options and not enough time to go through a full solicitation
process to obtain elevator service in the building. CMS sought costs proposals from two vendors and
received a proposal from one. This Emergency Purchase has an expected start date of 06/21/2014 through
09/18/2014 with an original estimated cost of $245,000.00.
Signed Jay Brown, Portfolio Manager/State Facilities
Vendor Parkway Elevators Notary 7/15/2014
Estimate Actual FY QTR
State $245,000.00 $0.00 15 1
Federal Cost $0.00 $0.00
4 CENTRAL MANAGEMENT SERVICES File 8/1/2014
The current contract covering these electrical services for the State expires 7/31/2014. CMS has awarded
the contract to Ficek resulting from a RFP 22032808. However, the Department of Central Management
Services requires additional time to finalize and execute the contract for the referenced RFP and will be
without the services as of 8/1/2014. If a contract for these services is not in place, it could delay response
to critical outages and would result in higher costs as the state would have to pay time and material
charges. This Emergency Purchase has an expected start date of 08/01/2014 through 10/29/2014 with an
original estimated cost of $1,000,000.00.
Signed James Ellenberg, Procurement Manager/CMS BCCS
Vendor Ficek Electric and Communications, Inc. Notary 7/30/2014
Estimate Actual FY QTR
State $1,000,000.00 $0.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
5 CHILDREN AND FAMILY SERVICES, DEPARTMENT OF File 9/8/2014
Medicaid Community Mental Health Services are provided to wards who have serious emotional
disturbances and may be delivered on a daily basis. Federal guidelines require state oversight of the
provisions of these services to ensure that services are provided in compliance with state and federal
requirements. If a contract interruption occurs that results in suspension of these services, wards will not
receive these necessary mental health services resulting in negative impacts to their overall mental health
functioning, and well being is a basic tenet of child welfare services. Private agencies provide Medicaid
Community Mental Health Services and submit billings for those services to DCFS. DCFS certifies, trains
and oversees via Post Payment Reviews of the Medicaid Community Mental Health Services provided by
private agencies. Because DCFS provides compliance oversight for the Medicaid Community Mental
Health Services, DCFS is allowed to submit the services to the federal government to obtain federal
financial participation (reimbursement) of $.50 for each dollar spent on Medicaid Community Mental
Health Services. DCFS has a contract in place with IPI that expires on 08/31/2014. An RFP was done for
services to be performed after that date and it awarded to the same vendor, IPI. However, the posting did
not come down until 08/27/2014 and there was not sufficient time to issue the contract and obtain the
signatures of both parties prior to 09/01/2014. Therefore, DCFS is requesting permission to extend the
contract with the current vendor for up to 90 days to allow the continuation of Medicaid Certification
Services as provided by contract. Because DCFS must be in compliance with state and federal requirements
regarding oversight and certification of Medicaid Community Mental Health Services, a contract
interruption will result in private agencies having to cease providing those services and DCFS losing the
associated federal financial participation. The federal financial participation/reimbursement annually for
DCFS is $13 million, approximately $38,000 per day. Further, DCFS is in a joint interagency agreement
to perform these certifications so not having a contract in place would also impact DHS, HFS and DJJ.
This Emergency Purchase has an expected start date of 09/01/2014 through 11/29/2014 with an original
estimated cost of $398,286.00.
Signed Debra Matlock, APO of DCFS
Vendor Infant Parent Institute (IPI) Notary 8/29/2014
Estimate Actual FY QTR
State $398,286.00 $0.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
6 NATURAL RESOURCES, DEPARTMENT OF File 8/1/2014
On June 30, 2014, a strong late night storm with winds up to 80 mph caused extensive damage at Starved
Rock State Park and forced closure to several areas of the park. The damage mostly consists of hanging
tree limbs, downed trees, leaning trees and uprooted trees. While Department staff have performed some
clean-up, much tree damage remains; and sections of the park remained closed due to the danger to public
safety. Eliminating the hazardous conditions will protect the park against further damage and allow for the
State owned facility to re-open all areas to the public. This Emergency Purchase has an expected start
date of 08/01/2014 through 09/15/2014 with an original actual cost of $428,606.00.
Signed Melissa Orrill, State Purchasing Officer
Vendor Brandt Construction Company Notary 7/30/2014
Estimate Actual FY QTR
State $0.00 $428,606.00 15 1
Federal Cost $0.00 $0.00
7 NATURAL RESOURCES, DEPARTMENT OF File 9/3/2014
Contract will provide necessary services to relocate a sewer force main from a building at North Point
Marina. A break in the existing line revealed that the sewer pipe is actually located within the Lake
County Forest Preserve District's Spring Bluff Nature Preserve and sewage was leaking into the wetland
area. To temporarily remediate the leakage, the lift station pump has been shut off to eliminate further
discharge into the wetland area. As a result, there are no functioning toilet facilities in adjacent buildings.
This project will eliminate the future threat of sewage discharge into the wetland and restore sanitary
service to the buildings. Eliminating these hazardous conditions, will protect the wetland against further
damage and eliminate the public health threat. The Vendor selected currently holds the maintenance and
repair contract for the Marina; however, this emergency repair exceeds the current contract ceiling. The
vendor has been deemed responsive and responsible and will be applying the maintenance and repair
contract billing rates. This Emergency Purchase has an expected start date of 09/02/2014 through
11/15/2014 with an original estimated cost of $53,292.00.
Signed Craig Foxall, SPO Department of Natural Resources
Vendor Ernie Peterson Plumbing, Inc. Notary 9/3/2014
Estimate Actual FY QTR
State $53,292.00 $0.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
8 DEPARTMENT OF JUVENILE JUSTICE File 9/24/2014
A 90-day emergency extension is necessary to avoid loss of Federal funding, to ensure that there will be no
gap in delivery of clinical substance abuse treatment services to juvenile male inmates at Illinois Youth
Center St. Charles, and to allow the Illinois Department of Juvenile Justice sufficient time to evaluate bids
for this contract solicited through an RFP process. Wells Center is the current substance abuse treatment
services vendor for the grant-funded Juvenile Male Reentry Program at Illinois Youth Center-St. Charles.
Wells Center also retains the Required DASA licensure for substance abuse treatment services. This
Emergency Purchase has an expected start date of 10-01-2014 through 12-29-2014 with an original
Signed Debra Miller, Public Service Administrator
Vendor Wells Center Notary 9/18/2014
Estimate Actual FY QTR
State $143,781.00 $0.00 15 1
Federal Cost $0.00 $0.00
9 CORRECTIONS - GENERAL OFFICE File 9/18/2014
Repairs must be made to the facility's absorber in order to produce air conditioning to maintain proper
ambient air temperature within the facility to prevent damage to state equipment and maintain health and
safety standards for the employees. This Emergency Purchase has an expected start date of 09/05/2014
through 12/03/2014 with an original actual cost of $98,739.00.
Signed Robert Hlliard, Warden of Vienna Correctional Center
Vendor Trane US Inc. Notary 9/5/2014
Estimate Actual FY QTR
State $0.00 $98,739.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
10 CORRECTIONS - GENERAL OFFICE File 9/24/2014
The Illinois Department of Corrections is requesting a 90-day emergency to extend the terms and
conditions of the current contract for the Parole Division Communications and Control Center (PCCC)
under contract # 0910038 with the current vendor, Protocol Services Acquisition Corps. IDOC is
competitively bidding a new contract through the RFP Process. IDOC is in the process of completing all
necessary steps of the RFP process and expects to post the new solicitation in early September, 2014.
IDOC will then begin the evaluation of the bids to work towards an award of the contract. Extending the
PCCC contract for 90 days allows for the listed tasks to be accomplished. This contract will be terminated
when the new contract is in place. If this request is denied, IDOC will experience a disruption in service and
will not be able to continue to operate the Parole and sex offender supervision programs as mandated by
Illinois Statute. Department operations related to monitoring of releasees would be seriously compromised.
This Emergency Purchase has an expected start date of 10/01/2014 through 12/29/2014 with an original
estimated cost of $1,752,000.00.
Signed Alyssa Williams-Schafe, Public Service Administrator
Vendor Protocol Acquisition Services Corps Notary 9/4/2014
Estimate Actual FY QTR
State $1,752,000.00 $0.00 15 1
Federal Cost $0.00 $0.00
11 CORRECTIONS, CORRECTIONAL CENTER - GRAHAM File 9/30/2014
Purchase of Sewer Lift Station Pumps and Control Board. R & M to include repair parts to Sewer Lift
Station to ensure continued operation. Flo-systems is the historical Local Vendor, no small businesses
could be identified. SPO Waiver approved. Facility currently operating on one pump rigged to pump in the
short term with constant monitoring of flow. Control Board had been struck by lightening damaging the
control board which controls the operation of the pumps. Pump shafts are bent and need replaced. A
procurement was pending to replace the pumps when the control board and the last functioning pump
failed. This Emergency Purchase has an expected start date of 09/26/2014 through 12/24/2014 with an
original estimated cost of $24,999.99.
Signed Cecil Polley, Warden
Vendor Flo-Systems, Inc. Notary
Estimate Actual FY QTR
State $24,999.99 $0.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
12 TRANSPORTATION, DEPARTMENT OF File 7/1/2014
Second Filing - 08/11/2014:FY15, Qtr 1, Item# 12
A letter was received on 7/22/2014 in the same reporting quarter stating the actual cost of this purchase
was $22,063.14.
Original Filing: FY15, Qtr 1, Item# 12:
Tuesday evening, June 24, 2014, after receiving only an inch and a half of rain, the Eisenhower
Expressway (I-290) was flooded at 25th Avenue in Bellwood. It took over eight hours for the water to
recede; throughout that time all traffic using the expressway had to find alternate routes, causing serious
traffic congestion in the area. An investigation revealed that the water was unable to reach the main drain
due to a failed catch basin on the right side of I-290 EB at 25th Avenue. In order to ensure that the
highway doesn't flood again during the next rain event, the catch basin must be reconstructed, the pipes
leading to/from the structure must be reconnected, and the surrounding area will need to be properly
backfilled. IDOT forces attempted to complete the necessary repairs but found that the work required
specialized equipment. This work is beyond the capability of State forces. After contacting several
contractors experienced in this type of repairs, Benchmark Construction Co. Inc. was the first available
qualified firm that could begin work on the repairs immediately. The following companies were contracted
but were unable to begin the repairs immediately: Ricci Welch Inc, 4050 Industrial Ave., Rolling Meadows,
IL 60008; Alliance Contractor, Inc, 1166 Lake Ave, Woodstock, IL 60098; Berger Excavating
Contractors, Inc., 1205 Garland Rd., Wauconda, IL 60084; and Joel Kennedy Construction Corp, 40 Noll
Street, Waukegan, IL 60085. This Emergency Purchase has an expected start date of 06/27/2014 through
07/10/2014 with an original estimated cost of $40,000.00.
Signed John Fortmann, Deputy Director Highways/District One
Vendor Benchmark Construction Co., Inc. Notary 6/27/2014
Estimate Actual FY QTR
State $40,000.00 $22,063.14 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
13 TRANSPORTATION, DEPARTMENT OF File 8/8/2014
Monday night going into Tuesday morning August 4/5, 2014 northeastern Illinois received an intense burst
of rain that caused flash flooding through-out the region. As a result of these rains a small pavement void
under Sheridan Road at Hazel Avenue greatly increased to a 20' x 20' void under the pavement causing
northbound Sheridan Road to be closed. In order to ensure no further erosion and to re-open northbound
Sheridan Road, the existing storm sewer must be repaired, the void filled and the pavement replaced. This
work is beyond the capabilities of State forces. The Village of Glencoe is able to do the repairs and is able
to start immediately. Additionally there is a sanitary sewer line close to the void. This Emergency
Purchase has an expected start date of 08/06/2014 through 08/22/2014 with an original estimated cost of
Signed John Fortmann, Dep. Director Highways/Region One
Vendor Village of Glencoe Notary 8/5/2014
Estimate Actual FY QTR
State $30,000.00 $0.00 15 1
Federal Cost $0.00 $0.00
14 TRANSPORTATION, DEPARTMENT OF File 8/12/2014
A harsh winter in 2013-2014 caused salt inventories for users and vendors of salt to be low in many areas.
CMS bid salt for IDOT and local units of government. Many locations did not receive bids. The prices also
increased significantly from last year. The price increase and lack of bids were attributed to a limited
supply of salt. This created a market where a relatively large number of local units of government and
private sector entities are competing for a limited quantity of salt available for this winter. IDOT decided
to use an emergency purchase to acquire 51,880 tons in locations that did not receive bids when CMS bid
salt. On July 30, IDOT sent a solicitation to all known salt vendors for locations where bids were not
received. The bids were due on August 5. Four vendors responded. Award was made to the low bid vendor
for each location. In all cases, that was Compass Minerals. This salt is required to ensure IDOT has an
adequate supply to maintain safe roads during the upcoming winter. This Emergency Purchase has an
expected start date of 08/06/2014 through 11/04/2014 with an original estimated cost of $5,400,000.00.
Signed Amy Eller, Acting Engineer of Operations
Vendor Compass Minerals Notary 8/7/2014
Estimate Actual FY QTR
State $5,400,000.00 $0.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
15 TRANSPORTATION, DEPARTMENT OF File 9/30/2014
In November of 2013 the IDOT took over maintenance of 26th Street from East End Avenue east to
State Street in Chicago Heights. In August of 2014, the Department received a complaint from the local
elected officials indicating that the condition of the storm sewer along 26th Street from Wallace Street to
Stewart Avenue is causing homes in a section of Chicago Heights to flood. After investigating the location
and attempting to clean and repair the storm sewer using in-house forces, it has been determined that the
entire length of sewer (1100 feet) needs to be replaced. This work is beyond the capability of State forces.
The work needs to be completed as soon as possible, prior to additional rains and winter weather to
prevent additional flooding in Chicago Heights, and to preserve the condition of the pavement along 26th
Street. The low bid was $268,760.50. At this time due to uncertainty in the exact quantities of pay items,
the total cost of this emergency affidavit is being estimated at $350,000.00. This Emergency Purchase has
an expected start date of 09/25/2014 through 10/31/2014 with an original estimated cost of $350,000.00.
Signed John Fortmann, Deputy Director Highways-Region One
Vendor Benchmark Construction Company Notary 9/25/2014
Estimate Actual FY QTR
State $350,000.00 $0.00 15 1
Federal Cost $0.00 $0.00
16 VETERANS' AFFAIRS - GENERAL OFFICE File 9/30/2014
Latest Filing: 09/30/2014: FY15, Qtr 1, Item# 16
A letter was received in the same filing quarter stating the Final Total Cost of FY15, Qtr1, Item#16 is
$27,083.16.
Original Filing: 09/30/2014:
IFB was cancelled due to protest and this Emergency Procurement is to obtain incontinent products for a
90 day period from 05/21/2014 to 08/18/2014 in order to rebid the procurement. This Emergency
Purchase has an expected start date of 05/21/2014 through 08/18/2014 with an original estimated cost of
Signed Deborah Miller, Chief Fiscal Officer
Vendor Seneca Medical Inc. Notary 9/26/2014
Estimate Actual FY QTR
State $154,437.74 $27,083.16 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
17 CAPITAL DEVELOPMENT BOARD File 7/2/2014
Latest Filing - 08/26/2014: FY15, Qtr 1, Item# 17:
A letter was received in the same filing quarter stating the Final Total cost of FY15,Qtr 1, Item# 17 is
$19,247.96.
Original Filing - 07/02/14: FY15,Qtr 1, Item# 17
The roofing systems on the Executive Mansion and Carriage House have considerable leaks that are
jeopardizing the interior of the facility. Immediate patching is necessary in order to protect against further
loss or damage, until which time permanent replacement can take place. Vendor #1 has been selected to
provide materials and labor to patch all known leaks at the Executive Mansion and Carriage House, in
consultation with CDB. Vendor #1 was chosen because of their availability and proximity to the site and
positive work history and capability to attend to the roofing repairs. This Emergency Purchase has an
expected start date of 06/30/2014 through 09/27/2014 with an original estimated cost of $40,000.00.
Signed Gus Behnke, Chief Fiscal Officer
Vendor Henson Robinson Company Notary 7/1/2014
Estimate Actual FY QTR
State $40,000.00 $19,247.95 15 1
Federal Cost $0.00 $0.00
18 MATHEMATICS AND SCIENCE ACADEMY, ILLINOIS File 8/4/2014
Illinois Mathematics & Science Academy is currently undergoing exterior Residence Hall renovations on
seven (7) buildings Under CDB Project #805-030-017. A combination of rainy weather and construction
equipment has seriously destroyed the grading and grass around the area of the Residence Halls. Immediate
expenditure to repair the grading and grass around the seven Residence Halls is necessary to avoid potential
health and safety issues that could result from poor drainage, standing water, and unstable ground. Campus
drainage issues will continue to decline due to the existing wear and damage. If the landscape is not
repaired, there will be further damage to the interior of the halls as a result of mud on sidewalks,
surrounding the halls, being tracked into the buildings. The original date students were to begin moving in
was August 12th, school is already being delayed one (1) week due to the construction project. The grading
and grass must be repaired to prevent further delay in the start of school. We have chosen Semper Fi
(registered veteran-owned small business) to award the project. We have utilized this vendor for projects in
the past and found them responsive and responsible. Semper Fi is located close to campus and available to
do the work within the time frame required. This Emergency Purchase has an expected start date of
08/04/2014 through 09/19/2014 with an original estimated cost of $95,000.00.
Signed Carla Carreno, Procurement Officer/Services Manager
Vendor Semper Fi Yard Service, Inc. Notary 7/25/2014
Estimate Actual FY QTR
State $95,000.00 $0.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
19 TOLL HIGHWAY AUTHORITY, ILLINOIS STATE File 7/29/2014
The existing ISTHA Contract No. 09-0065 expires on September 30, 2014, with no remaining renewal
options. This emergency procurement is being requested to extend the current contract until the Request
for Proposal ("RFP") process for a new contract is completed. The Tollway's current contract for
collection and collection litigation services is with two collection agencies: Harris & Harris, Ltd. And NCO
Financial Systems, Inc. If the existing contract were to lapse, collections would cease against
approximately 1.2 billion violation accounts placed between each of the two collection agencies. This
results in reduced recovery back to the Tollway. The two collection agencies have recovered
approximately $15 million per year from violators over the last three years. The Tollway is requesting a
90-day extension to allow sufficient time to complete the bid and contract negotiation process on the new
RFP, as well as process implementation and development, to ensure the continued collection services on
bad debt accounts. This Emergency Purchase has an expected start date of 10/01/2014 through
12/29/2014 with an original actual cost of $0.00.
Signed John Donato, Chief of Procurement
Vendor Harris & Harris Ltd. Notary 7/22/2014
Estimate Actual FY QTR
State $0.00 $0.00 15 1
Federal Cost $0.00 $0.00
20 TOLL HIGHWAY AUTHORITY, ILLINOIS STATE File 7/29/2014
The existing ISTHA Contract No. 09-0065 expires on September 30, 2014, with no remaining renewal
options. This emergency procurement is being requested to extend the current contract until the Request
for Proposal ("RFP") process for a new contract is completed. The Tollway's current contract for
collection and collection litigation services is with two collection agencies: Harris & Harris, Ltd. And NCO
Financial Systems, Inc. If the existing contract were to lapse, collections would cease against
approximately 1.2 billion violation accounts placed between each of the two collection agencies. This
results in reduced recovery back to the Tollway. The two collection agencies have recovered
approximately $15 million per year from violators over the last three years. The Tollway is requesting a
90-day extension to allow sufficient time to complete the bid and contract negotiation process on the new
RFP, as well as process implementation and development, to ensure the continued collection services on
bad debt accounts. This Emergency Purchase has an expected start date of 10/01/2014 through
12/29/2014 with an original estimated cost of $500,000.00.
Signed John Donato, Chief of Procurement
Vendor NCO Financial Systems, Inc. Notary 7/22/2014
Estimate Actual FY QTR
State $500,000.00 $0.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
21 TOLL HIGHWAY AUTHORITY, ILLINOIS STATE File 8/8/2014
The current quantities in the CMS Master Contract Rock Salt Renewal are insufficient to meet the
Tollway's anticipated needs for the 2014/2015 winter season. A new CMS solicitation for Rock Salt was
let, but only received bids for two of the 15 Tollway Maintenance salt storage facilities. As a result, the
Tollway is seeking an emergency purchase of an additional 33,300 tons of Rock Salt to supplement
anticipated inventories for the Tollway sites where no bids were received by CMS. Rock salt is an integral
part of the Tollway's snow and ice control operation. Using rock salt ensures that the roads are clean and
safe for paying customers, diminishing the possibility of increased accidents and lawsuits resulting from
unsafe driving conditions. Due to current supply and availability issues, this procurement is time-sensitive
and critical to the mission of the Tollway to ensure a safe driving surface on all toll roads during the
coming winter season. This Emergency Purchase has an expected start date of 07/29/2014 through
10/26/2014 with an original estimated cost of $3,344,442.00.
Signed John Donato, Chief of Procurement
Vendor North American Salt Company Notary 7/29/2014
Estimate Actual FY QTR
State $3,344,442.00 $0.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
22 UNIVERSITY OF ILLINOIS File 7/7/2014
The University of Illinois at Urbana Champaign executed an emergency contract with a Spanish law firm
in order to continue receiving critical legal advice regarding the transfer of the School of Architecture's
study abroad program from France to Spain.
For the past 40 years, the study abroad program has operated in Versailles, France but due to increasing
housing expenses and other factors, the School of Architecture made the decision to relocate the program
to Barcelona beginning in the fall term of 2014. The Office of University Counsel was first contacted for
legal advice in mid-November 2013 and determined that the services of lawyers licensed to practice in
Spain would be necessary to advise University administrators. After seeking three proposals, the
University engaged the Spanish law firm of Cuatrecasas Goncalves Pereira under a small purchase contract
for $19,999 effective 01/16/2014 through 01/15/2015 to provide specific legal advice regarding the
proposed move. Because of the unexpected complexity of employment, tax and financial matters
surrounding the establishment of a legal presence in Spain, the small purchase limitation has proved
insufficient to cover the unexpected legal expenses.
This longstanding study abroad program is integrated into the core curricula of the School of
Architecture’s degree programs and, there is considered a critical University service under Section 20-30(a)
of the Code. The operation in France is now shut down. University employees are in the process of
relocating to Spain and obtaining work permits. More than 30 students, all degree-seeking students within
the School of Architecture on the University’s Urbana-Champaign campus, are enrolled in the Spain study
abroad program for the fall 2014 term. The students will be arriving in August for classes that begin the
first week of September and will expect to have places to live and classes to attend. Failure of the program
to open in Spain as scheduled will result in the University’s loss of approximately $952,881, which
includes refunds of collected program fees and tuition. Failure to open as scheduled will disrupt a critical
University service by interfering with the academic progress of these architecture students and could
jeopardize their safety in they arrive in Spain without secure housing. Therefore, this contract expenditure
is necessary to prevent or minimize serious disruption in a critical University service that affects safety
and the collection of substantial University revenues in accordance with the standards set forth in Section
20-30(a) of the Code.
It is not reasonable or feasible to competitively bid these legal services at this stage of the project due to
the risk of failure to implement the program for the fall 2014 semester. It is crucial that we have a
contract for the full 90 days permitted by Section 20-30(a) to ensure the program opens in time as well as
to ensure the University’s ability to promptly address and respond to any legal issues that might arise
during the initial operations. Consequently, the University also intends to pursue a sole source contract
with Cuatrecasas Goncalves Pereira for a period following expiration of the emergency contract. This
Emergency Purchase has an expected start date of 07/01/2014 through 09/28/2014 with an original
Signed Janet Milbrandt, Director of Purchasing-Champaign
Vendor Cuatrecasas Goncalves Pereira SLP Notary 7/2/2014
Estimate Actual FY QTR
State $50,000.00 $0.00 15 1
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
estimated cost of $50,000.00. Federal Cost $0.00 $0.00
23 UNIVERSITY OF ILLINOIS File 9/2/2014
The Qiagen RNA/DNA extraction Biorobot used solely to meet the legislative mandate of the Waste Tire
Management Fund broke down on August 14, 2014. Illinois National History Survey was in the process of
pursuing a sole source purchase for new equipment to the risk of failure and obsolescence when it broke
down and created the emergency situation. The repair of the equipment would require the use of
discontinued parts, with no warranty provided by Qiagen, and a visit by the vendor with travel and labor
costs to provide a quote for repair. The price for this equipment will increase 3-5% on September 12,
2014. In order to prevent or minimize serious disruption in a state-mandated mosquito disease testing
program, which affects public health and safety, the University invoked the statutory emergency
provision of the Code to purchase a new Qiagen Biorobot. This Emergency Purchase has an expected start
date of 08/27/2014 through 09/11/2014 with an Actual Cost of $108,849.36.
Signed Janet Mibrandt, Director of Purchasing, Champaign
Vendor Qiagen Notary 8/28/2014
Estimate Actual FY QTR
State $0.00 $108,849.36 15 1
Federal Cost $0.00 $0.00
24 UNIVERSITY OF ILLINOIS File 9/29/2014
The University of Illinois Hospital and Health Sciences System on behalf of its Ambulatory Care
Pharmacy requires the purchase of various flu vaccine products for the health and well-being of patients,
students, staff and faculty. There are only a few Flu Vaccine manufacturers, and it is therefore necessary to
place orders for vaccines with more than one vendor to avoid potential shortages due to production issues.
For this reason, Ambulatory Care Pharmacy has placed orders for Flu vaccines with GlaxoSmithKline in
the amount of $420,000.00 and Sanofi Pasteur in the amount of $75,000.00 for the impending Flu Season
based on previous season's utilization. This Emergency Purchase has an expected start date of 09/18/2014
through 12/17/2014 with an original estimated cost of $495,000.00.
Signed Debra Matlock, Director, U of I, Chicago
Vendor GSK Inc. and Sanofi Pasteur Inc. Notary
Estimate Actual FY QTR
State $495,000.00 $0.00 15 1
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
July1, 2014 through September 30, 2014
25 CORRECTIONS - GENERAL OFFICE File 8/15/2014
Latest Filing - 08/15/2014: FY15, Qtr 1, Item# 25:
On 08/15/2014 a letter was received revising the actual amount of FY14, Qtr 4, Item# 44. Listed below
are the actual amounts expended for the listed terms:
FY13 Qtr 2 Item# 38:11/20/2012 through 02/15/2013 actual cost is $59,768.02.
FY13 Qtr 3 Item# 90:02/15/2013 through 05/16/2013 actual cost is $92,071.58.
FY13 Qtr 4 Item# 82:05/17/2013 through 11/12/2013 actual cost is $172,495.87.
Fourth Filing – 5/27/2014: FY14, Qtr 4, Item #44
Letter received stating Actual Total Cost of FY13, Qtr 4, and Item # 38, for the term 05/17/13 through
11/1/2013 is $194,241.45.
Third Filing – 5/9/2013: FY13 Qtr 4 Item# 82:
A letter was received on May 9, 2013 increasing the original amount by an additional $200,000.00 and
extending the original term from 05/17/2013 through 11/12/2013. The total estimated amount to date for
this Emergency Purchase is $400,000.00.
Second Filing – 2/19/2013: FY13 Qtr 3 Item# 90:
A letter was received on February 19, 2013 increasing the original amount by an additional $100,000.00
and extending the original term from 02/16/2013 through 05/16/2013. The total estimated amount to
date for this Emergency Purchase is $200,000.00.
Original Filing – 12/10/2012: FY13 Qtr 2 Item# 38:
Illinois Correctional Industries produces a variety of goods that are supplied to State agencies and local
school districts. The UPS contract has expired and the new contract is not yet in place. Without a vendor
to provide shipping, ICI will be unable to fill orders for products such as cleaning supplies, food staples and
eyeglasses. This Emergency Purchase has an expected start date of 11/20/2012 through 02/15/2013 with
an original estimated cost of $100,000.00.
Signed Rich Mautino, SPSA
Vendor United Parcel Service Notary 12/5/2012
Estimate Actual FY QTR
State $400,000.00 $324,335.47 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
26 CORRECTIONS - GENERAL OFFICE File 8/6/2014
Latest Filing - 08/06/2014: FY15, Qtr 1, Item# 26:
The Final Total Cost of FY14 Qtr 1 Item#26 is $719,334.97.
Original Filing - 09/05/2013: FY14 Qtr 1 Item# 26:
Not to interrupt current substance abuse services currently provided to offenders at the Southwestern IL
Correctional Center. Substance abuse treatment must be provided by a DASA licensed vendor who can
provide individualized substance abuse treatment. The current contract expires on 9-29-13. A request for
proposal is currently under review and to be processed. The original estimated cost is $770,000.00.
Signed Nancy Stanfa, Business Administrator
Vendor Civigenics, Inc. Notary 8/14/2013
Estimate Actual FY QTR
State $770,000.00 $719,334.97 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
27 CORRECTIONS - GENERAL OFFICE File 9/18/2014
Latest Filing – 09/18/2014: FY15, Qtr 1, Item# 27:
On 09/18/2014 a letter was received with an actual expended amount $469,793.80.The Actual Total
amounts for the listed terms are:
FY14 Qtr 2 Item# 14: 11/15/2013 through 02/12/2014 actual cost is $222,422.79.
FY14 Qtr 3 Item# 9: 02/13/2014 through 05/11/2014 actual cost is $186,574.23.
FY14 Qtr 4 Item# 56: 05/14/2013 through 08/11/2014 actual cost is $60,796.78.
Third Filing – 5/12/2014:FY14, Qtr 4, Item# 56:
A letter was received on May 12, 2014 requesting an extension for the term 05/14/2014 through
08/11/2014 with an additional cost of $194,283.32. The total estimated amount to date for this
Emergency Purchase is $582,849.63.
Second Filing – 2/11/2014: FY14 Qtr 3 Item# 9:
A letter was received on February 2, 2014 requesting an extension for the term 02/13/2014 to 05/14/2014
with an addition cost of $194,283.32. The total estimated amount to date for this Emergency Purchase is
$388,566.64.
Original Filing – 11/22/2013: FY14 Qtr 2 Item# 14:
Uniformity had the contract for providing uniforms. They have recently gone out of business due to their
parent company filing for bankruptcy. In order to continue to keep staff in uniform, it is necessary to file
an emergency to purchase back ordered uniform pieces, fill current uniform replacement needs and future
order for cadet classes in the spring of 2014. This Emergency Purchase has an expected start date of
11/15/2013 through 02/12/2014 with an original estimated cost of $194,283.32.
Signed Julie Kennedy, Purchasing Supervisor
Vendor Ray O' Herron Co., Inc. Notary 11/19/2013
Estimate Actual FY QTR
State $582,849.96 $469,793.80 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
28 CORRECTIONS - GENERAL OFFICE File 7/10/2014
Latest Filing - 07/10/2014: FY15, Qtr 1, Item# 28:
The Final Total Cost of FY 14 Qtr 4 Item # 11 is $89,500.00.
Original filing - 04/02/2014: FY 14 Qtr 4 Item# 11:
The existing boiler control system has to be upgraded for the efficiency and safety of the new burners at
the Pontiac Corr Ctr. The existing Hays control system was installed in the 1950's and is not able to be
upgraded. These controls enable the hot water and steam to flow throughout the facility, providing heat
and hot showers for the offenders. The original estimated cost is $89,500.00.
Signed Randy Pfister, Warden @ Pontiac
Vendor Com Tech Holdings Notary 3/27/2014
Estimate Actual FY QTR
State $89,500.00 $89,500.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
29 HUMAN SERVICES, DEPARTMENT OF File 9/3/2014
Latest Filing - 09/30/2014: FY15, Qtr 1, Item #29:
A letter was received on 09/03/2014, with an actual total expenditure of $841,162.20 consisting of
original emergency purchase, second filing and third filing which covers the dates beginning 07/01/2013
through 06/30/2014. The remaining estimated cost is $316,914.00 covering dates beginning 07/01/2014
through 10/31/2014.
Fourth - 08/14/2014: FY15, Qtr 1, Item #29:
A letter was received on 08/14/2014 extending FY14, Qtr 1, Item# 30 for the time frame of 07/01/2014
through 10/31/2014 with an additional estimated cost of $316,914.00, bringing the current estimated total
to $1,279,290.00.
Third Filing – 01/02/2014: FY14, Qtr 3, Item# 59:
A letter was received on 01/02/2014 extending FY14, Qtr 1, Item# 30 for the time frame 12/28/2013
through 06/30/2014 with an additional estimated cost of $500,000.00, bringing the current estimated total
to $962,376.00.
Second Filing – 9/30/2013: FY14, Qtr 1, Item# 30:
Letter was received on 09/30/2013 extending FY14, Qtr 1, Item# 30 for time frame 09/29/2013 through
12/27/2013 with an additional estimated cost of $231,188.00, bringing the current estimated total to
$462,237.00.
Original Filing – 7/3/2013: FY14, Qtr 1, Item# 30:
On 04/01/2013 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.This Emergency Purchase has an
expected start date of 07/01/2013 through 09//2013 with an original estimated cost of $231,188.00
Signed Amy Tarr, Bureau Chief of Early Intervention
Vendor Suburban Access Notary 8/14/2014
Estimate Actual FY QTR
State $1,279,290.00 $0.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
30 HUMAN SERVICES, DEPARTMENT OF File 11/27/2013
Latest Filing: 08/28/2014:FY15, Qtr 1, Item# 30:
A letter received stating Actual Total Cost of FY14, Qtr 1, Item# 32, for the term 08/24/13 through
05/13/2014 is $1,273,770.00.
Second Filing - 11/27/2013:FY14, Qtr 2, Item# 60:
A letter was received on November 27, 2013 increasing the original amount by an additional
$6,800,000.00 and extending the original term from 11/24/2013 through 05/13/2014. The total estimated
amount to date for this Emergency Purchase is $860,000.00.
Original Filing - 08/23/2013: FY14, Qtr 1, Item# 32:
Implementation of House Bill 0183. This House Bill created technical changes to the FOID and Mental
Health Statutes, required all mental health professionals to report a person who is "intellectually disabled"
and/or "developmentally disabled" to DHS within 24 hours. The current FOID reporting System only
receives reports from DHS facilities. The new legislation requires that all public and private mental health
providers must disclose a patient who poses a clear and present danger to DHS who in turn provides this
information to the Illinois State Police. As of July 19, 2013, DHS must comply with the reporting
requirements as described in House Bill 0183. Currently, DHS has approximately 485 active users, the
additional registered users required to report to DHS/ISP is expected to exceed 249,000 registered users.
There are a number of improvements and enhancements which must be completed to comply with the new
statute. For instance, the current application has a number of manual processes which must be replaced in
order to accommodate timely reporting from thousands of mental health professionals. It has been
determined that DHS needs up to three highly experienced JAVA developers to assist with the additional
functionality required by the new legislation. This Emergency Purchase has an expected start date of
08/26/2013 through 11/23/2013 with an original estimated cost of $180,000.00.
Signed Joe Segobiano, Bureau Chief
Vendor Levi, Ray and Shoup Notary 8/12/2013
Estimate Actual FY QTR
State $860,000.00 $1,273,770.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
31 HUMAN SERVICES, DEPARTMENT OF File 7/21/2014
Latest Filing - 07/22/14: FY15, Qtr 1, Item# 31:
A letter received stating Actual Total Cost of FY14 Qtr 3 Item# 14, for the term 02/22/14 through
06/21/2014 is $32,328.61.
Second Filing - 05/23/2014:FY14, Qtr 4, Item# 19:
A letter was received on May 5, 2014 increasing the original amount by an additional $10,000.00 and
extending the original term from 05/23/2014 through 06/21/2014. The total estimated amount to date for
this Emergency Purchase is $40,000.00.
Original Filing - 02/25/2014: FY 14 Qtr 3 Item# 14:
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. This Emergency Purchase has an
expected start date of 02/22/2014 through 05/22/2014 with an original estimated cost of $30,000.00.
Signed Waverly Robinson, SPSA Facility Director
Vendor Wauwatosa Laundry & Dry Cleaning Notary 2/20/2014
Estimate Actual FY QTR
State $40,000.00 $32,328.61 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
32 HUMAN SERVICES, DEPARTMENT OF File 8/22/2014
Latest Filing - 08/22/2014:FY15, Qtr 1, Item# 32:
A letter was received on August 22, 2014 extending the original term from 08/20/2014 through
06/30/2015. The Actual Cost of this Emergency is $0.00.
Original Filing - 05/23/2014: FY14, Qtr 4, Item# 18:
DHS completed an Request for Proposal (RFP) and executed in a contract starting in FY10 for an
electronic form of payment for payroll and services to DHS's licensed and license-exempt Child Care
Home-Based Providers and Personal Assistants. This eliminated the issuance of paper checks. DHS is
declaring an emergency in order that these services continue. This Emergency Purchase has an expected
start date of 05/22/2014 through 08/19/2014 with an Actual Cost of $0.00.
Signed William Strahle, Agency Porcurement Officer
Vendor Xerox State & Local Solutions Notary 5/21/2014
Estimate Actual FY QTR
State $0.00 $0.00 15 1
Federal Cost $0.00 $0.00
33 HUMAN SERVICES, DEPARTMENT OF File 9/5/2014
Latest Filing - 09/02/2014: FY15, Qtr 1, Item# 33:
The Final Total Cost of FY14,Qtr 4, Item# 20 is $100,000.00.
Original Filing - 06/09/2014: FY14, Qtr 4, Item# 20:
Failing heat exchanger which provides domestic hot water for bathing, personal hygiene and sanitation for
103 patient residents as well as 277 supporting staff. Vendor selected holds the facilities contract for repair
and maintenance of Heating, ventilation and Air Conditioning and is familiar with facilities HW systems.
The original estimated cost is $100,000.00.
Signed Meredith Kiss, Interim Hospital Administrator
Vendor Anchor Mechanical Notary 6/2/2014
Estimate Actual FY QTR
State $100,000.00 $100,000.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
34 HUMAN SERVICES, DEPARTMENT OF File 9/29/2014
Latest Filing - 09/29/2014: FY15, Qtr 1, Item# 34:
A letter was received on September 29, 2014 increasing the original amount by an additional $933,750.00
and extending the original term from 09/29/201 through 12/27/2014. The total estimated amount to date
for this Emergency Purchase is $1,867,500.00.
Original Filing - 06/19/2014: FY14, Qtr 4, Item# 21:
The vendor processes claims for the Bureau of Early Intervention, a federally-funded program which
serves approximately 33,000 children and has approximately 4,500 enrolled and credentialed providers, If
provider claims are not processed, Service providers would not be paid and the lack of payments to service
providers directly impacts availability of providers and other funding stream. If claims are not paid
Medicaid matching funds cannot be requested and Part C federal funds cannot be drawn down for
reimbursement to the EI 0502 Revolving fund. This emergency will extend these services provided by
Cquest America for an additional 90 days while a competitive procurement can be completed. This
Emergency Purchase covers the dates 07/01/2014 to 09/28/2014. This Emergency Purchase has an
expected start date of 07/01/2014 through 09/28/2014 with an original estimated cost of $933,750.00.
Signed Amy Tarr, Bureau Chief Early Intervention
Vendor Cquest America, Inc. Notary 6/17/2014
Estimate Actual FY QTR
State $1,867,500.00 $0.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
35 HEALTHCARE AND FAMILY SERVICES, DEPT OF File 9/16/2014
Latest Filing - 09/16/2014: FY15, Qtr 1, Item# 35:
On 09/16/2014 a letter was received with an Actual Total of $699,295.00. Listed below are the actual
amounts for the listed terms:
FY12, Qtr 2, Item# 43: 12/01/2011 through 02/28/2012 actual cost is $154,239.00.
Second Filing 01/25/12: 03/01/2012 through 12/31/2012 actual cost is $545,056.00.
Second Filing - 01/25/2012:
A letter was received on January 25, 2012 increasing the original amount by an additional $631,575.00
and extending the original term from 03/1/2012 through 12/31/2012. The total estimated amount to date
for this Emergency Purchase is $789,394.00.
Original Filing: 11/17/2011: FY12, Qtr 2, Item# 43:
The services provided under this contract are mandated by federal and state Medicaid laws and regulations,
and maintain quality assurance oversight of managed care, quality outcomes and timeliness of an access to
services for beneficiaries. 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. This
Emergency Purchase has an expected start date of 12/01/2011 through 02/28/2012 with an estimated cost
of $157,819.
Signed Brett Cox, SPO
Vendor Health Services Advisory Group Notary 11/10/2011
Estimate Actual FY QTR
State $789,394.00 $699,295.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
36 HEALTHCARE AND FAMILY SERVICES, DEPT OF File 9/26/2014
Latest Filing - 09/26/14: FY15, Qtr 1, Item# 36: FY15, Qtr 1, Item# 36:
On 09/26/2014 a letter was stating an actual amount of $13,755,720.03. Listed below are the actual
amounts for the listed terms:
FY14, Qtr 2, Item# 3: 05/30/2013 through 12/31/2013 actual cost is $7,269,718.56.
FY13, Qtr 4, Item# 112: 01/01/2014 through 06/30/2014 actual cost is $6,486,001.47.
The Total Actual Cost of this Emergency Purchase to date is $16,953,491.88.
Fifth Filing – 06/12/2014:FY14, Qtr 4, Item# 59
A letter was received on June 12, 2014 increasing the original amount by an additional $6,500,000.00 and
extending the original term from 07/01/2014 through 12/31/2014. The total estimated amount to date for
this Emergency Purchase is $23,700,000.00.
Fourth Filing - 2/3/2014: FY14, Qtr 3, Item# 66:
A letter received stating Actual Cost of FY 13 Qtr 2 Item# 38, for the term 03/01/2013 through
05/29/2013 is $3,197,771.85.
Third Filing – 12/10/2013: FY14, Qtr 2, Item# 3:
A letter was received on December 10, 2013 increasing the original amount by an additional
$6,500,000.00 and extending the original term from 01/01/2014 through 06/30/2014. The total estimated
amount to date for this Emergency Purchase is $17,200,000.00.
Second Filing – 5/10/2013: FY13, Qtr 4, Item# 112:
A letter was received on May 10, 2013 increasing the original amount by an additional $7,500,000.00 and
extending the original term from 05/30/2013 through 12/31/2013. The total estimated amount to date for
this Emergency Purchase is $10,700,000.00.
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. This Emergency Purchase has an expected start date of 03/01/13
through 05/29/2013 with an original estimated cost of $3,200,000.00.
Signed Brett M. Cox, State Purchasing Officer
Vendor DentaQuest of Illinois Notary 2/22/2013
Estimate Actual FY QTR
State $23,700,000.00 $0.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
37 HEALTHCARE AND FAMILY SERVICES, DEPT OF File 9/16/2014
Latest Filing - 09/16/14: FY15, Qtr 1, Item# 37:
On 09/16/2014 a letter was received with an Total Cost of $6,406,658.57. Listed below are the actual
amounts for the listed terms:
FY14 Qtr 1 Item# 34:09/29/2013 through 03/31/2014 actual cost is $3,406,564.11.
FY14 Qtr 1 Item# 34:04/01/2014 through 08/29/2014 actual cost is $3,000,094.46.
Fourth Filing - 04/02/14:FY14, Qtr 4, Item# 67:
A letter was received on April 2, 2014 increasing the original amount by an additional $1,816,680.00 and
extending the original term from 04/01/2014 through 06/30/2014. The total estimated amount to date for
this Emergency Purchase is $7,320,040.00.
Third Filing - 02/3/2014: FY14, Qtr 3, Item# 67:
A letter received stating Actual Total Cost of FY14 Qtr 1 Item# 3, for the term 07/01/20/13 through
09/28/2013 is $1,762,493.45.
Second Filing - 10/1/2013: FY14. Qtr 1, Item #34:
A letter was received on October 1, 2013 increasing the original amount by an additional $3,633,360.00
and extending the original term from 09/29/2013 through 03/31/2014. The total estimated amount to
date for this Emergency Purchase is $5,503,360.00.
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. This Emergency Purchase has an expected start date of 07/01/2013 through
09/28/201 with an original estimated cost of $1,870,000.00.
Signed Brett Cox, State Purchasing Officer
Vendor First Transit, Inc. Notary 6/21/2013
Estimate Actual FY QTR
State $7,320,040.00 $8,169,152.02 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
38 HEALTHCARE AND FAMILY SERVICES, DEPT OF File 9/26/2014
Latest Filing - 09/26/2014: FY15, Qtr 1, Item# 38:
The Final Total Cost of FY14, Qtr 4, Item#22 is $198,075.00.
Original Filing - 04/16/14: FY14, Qtr 4, Item# 22:
The competitively procured contract with Public Knowledge, LLC inadvertently expired on March 31,
2014. The vendor is responsible for the federally required Independent Verification of the integrated
Eligibility System. The Emergency Contract utilized the same scope of work, method and rate of
compensation as the lapsed contract. The original estimated cost is $302,075.00.
Signed Megan Seitzinger, State Purchasing Officer
Vendor Public Knowledge LLC Notary 4/14/2014
Estimate Actual FY QTR
State $302,075.00 $198,075.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
39 TOLL HIGHWAY AUTHORITY, ILLINOIS STATE File 9/9/2014
Latest Filing - 09/09/2014:FY15, Qtr 1, Item# 39:
A letter was received on September 9, 2014 extending the dates from 09/14/2014 through 12/12/2014
with an actual cost of $0.00.
Third Filing - 06/19/2014: FY14, Qtr 4, Item# 73:
A letter was received on 06/19/2014 reporting an actual cost of $155,879.68 for dates starting
02/16/2014 through 05/16/2014.
Second Filing -5/14/2014:FY 14 Qtr 4 Item# 73:
A letter was received on May 14, 2014 requesting an extension for May 17, 2014 to September 13, 2014
at an additional estimated cost of $300,000.00, bringing the total estimated cost to $525,000.
Original Filing – 2/21/2014: FY14 Qtr 3 Item# 27:
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. This Emergency Purchase
has an estimated start date of 02/16/2014 through 05/16/2014 with an estimated cost of $225,000.00.
Signed John Donato, Chief of Procurement
Vendor Meade Electric Company, Inc. Notary 2/14/2014
Estimate Actual FY QTR
State $525,000.00 $0.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
40 TRANSPORTATION, DEPARTMENT OF File 9/26/2014
Latest Filing - 09/26/2014: FY15, Qtr 1, Item# 40:
On 09/26/2014 a letter was received revising the estimated amounts and actual amounts of FY13, Qtr 2,
Item# 62. Listed below are the estimated totals and actual totals for the listed terms:
FY13, Qtr 2, Item# 62: 01/21/2013 through 03/21/2013 actual cost is $22.714.86.
FY13, Qtr 2, Item# 62: 10/22/2012 through 01/20/2013 actual cost is $31,611.32.
Latest Filing - 09/26/2014: FY15, Qtr 1, Item# 40:
A letter was received on 09/26/2014 extending the dates from 01/21/2013 through 03/1212013 with an
additional estimated cost of $25,000.00, restating the original estimated cost to $70,000.00.
Original Filing - 10/17/12: FY13, Qtr 2, Item# 62:
Funks Grove Rest Area on I-55 south of Bloomington recently had to be closed due to a major failure of
it's drinking water treatment plant. Failure of this plant has left the rest area with no water for drinking,
hand washing or flushing toilets. With an estimated 1.4 million visitors utilizing this facility annually it is
imperative that these repairs be made as soon as possible. The EP covers dates from 10/22/2012 to
01/20/2013. The Original Estimated Cost is $45.000.00.
Signed Aaron Weatherholt, Deputy Director
Vendor GA Rich and Sons Notary 10/17/2012
Estimate Actual FY QTR
State $70,000.00 $54,326.18 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
41 TRANSPORTATION, DEPARTMENT OF File 9/3/2014
Latest Filing - 09/02/14: FY15, Qtr 1, Item# 41:
The Final Total Cost of FY 14, Qtr 3 Item# 21 is $281,314.56
Original Filing - 02/20/2014: FY14 Qtr 3 Item# 21:
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
$3,840,000.00.
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 $281,314.56 15 1
Federal Cost $0.00 $0.00
42 TRANSPORTATION, DEPARTMENT OF File 7/17/2014
Latest Filing - 07/17/2014: FY15, Qtr 1, Item# 42:
The Final Total Cost of FY 14 Qtr 4 Item# 24 is $21,819.80.
Original Filing 04/24/2014: FY14 Qtr 4 Item #24:
The pavement on Business Route 24 beneath the TP&N Railroad Viaduct has experienced pavement
failure due to excessive moisture and heavy frost. As the area has degraded, Operations has continued to
add cold patch to the area. However, due to the moisture, the cold patch will not bond and requires
constant vigilance and maintenance. The viaduct is very narrow and has poor drainage. As a result, the
pavement degradation within the viaduct causes a hazard to the safety of the traveling public. In order to
address this emergency condition, the district has contracted Day Labor, and they have agreed to do an
emergency repair. As part of the emergency repair, the district is pursuing emergency purchases of both
concrete and aggregate. The original estimated cost is $60,000.00.
Signed Joseph E. Crowe, Deputy Director of Highways/Reg. 3 Eng.
Vendor United Ready Mix, Inc. Notary 3/28/2014
Estimate Actual FY QTR
State $60,000.00 $21,819.80 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
43 TRANSPORTATION, DEPARTMENT OF File 9/9/2014
Latest Filing - 09/09/2014: FY15, Qtr 1, Item#43:
The Final Total Cost of FY14, Qtr 4, Item# 25 is $80,110.32.
Original Filing - 06/09/2014: FY14, Qtr 4, Item# 25:
A sink hole has developed under the I-55 frontage road north of Glenarm. This sink hole necessitated
closure of the frontage road. The hole appears to be approximately 3 feet wide by 6 feet deep for the full
width of the frontage road pavement. We do not know the exact scope of the work that will need to be
done to make the repair since exploratory work is first necessary, therefore, we are choosing to proceed
with one contractor under time materials. The original estimated cost is $75,000.00.
Signed Roger Driskell, Deputy Dir
Vendor IL Valley Paving Notary 4/30/2014
Estimate Actual FY QTR
State $75,000.00 $80,110.32 15 1
Federal Cost $0.00 $0.00
44 NORTHERN ILLINOIS UNIVERSITY File 7/21/2014
Latest Filing - 07/21/2014: FY15, Qtr 1, Item# 44:
The Final Cost of FY13 Qtr 4 Item# 58 is $241,204.00.
Original Filing - 05/20/2013: FY 13 Qtr 4 Item# 58:
An inspection revealed that numerous temporary repairs to a concrete deck had failed, and that structural
repairs were needed immediately to address life safety concerns. Partial collapse of a ceiling structure is
possible and may occur at any time. Permanent repairs will also ensure protection of mechanical
equipment located in room. The particular contractor was chosen based on prior experience with the
University and their quotation. The original estimated cost is $249,000.00.
Signed Al Mueller, Director of Procurement Services
Vendor Pepper Construction Company Notary 5/15/2013
Estimate Actual FY QTR
State $249,000.00 $241,204.00 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
45 NORTHERN ILLINOIS UNIVERSITY File 7/28/2014
Latest Filing - 07/28/14: FY15, Qtr 1, Item# 45:
The Final Total Cost of FY14 Qtr 1 Item# 45 is $124,347.04.
Original Filing - 08/07/2013: FY14 Qtr 1 Item# 45:
It was discovered that a brick wall supporting the roof of Still Hall had deteriorated and was in danger of
collapse. There will be a substantial economic loss and a loss of state assets should the computerized
robotic equipment and specialized machines that are in these labs be damaged or destroyed. Immediate
emergency rebuilding and repair is required to ensure the health and safety of our students and staff and to
be able to offer the classes held here beginning in August. The vendor was chosen based on previous work
that was competitively secured and completed. The original estimated cost is $175,000.00.
Signed A Mueller, Dir of Procurement Services
Vendor Otto Baum Co., Inc. Notary 7/25/2013
Estimate Actual FY QTR
State $175,000.00 $124,347.04 15 1
Federal Cost $0.00 $0.00
46 NORTHERN ILLINOIS UNIVERSITY File 7/28/2014
Latest Filing - 07/28/2014: FY15, Qtr 1, Item# 46:
The Actual Total Cost of FY14 Qtr 3 Item# 30 is $135,242.35.
Original filing - 02/28/2014: FY14 Qtr 3 Item#30:
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
Cost is $160,000.00.
Signed Al Mueller, Director of Procurement Services
Vendor Pepper Construction Company Notary 2/18/2014
Estimate Actual FY QTR
State $160,000.00 $135,242.35 15 1
Federal Cost $0.00 $0.00
LIST OF EMERGENCY PURCHASE AFFIDAVITS
FILED WITH THE OFFICE OF THE AUDITOR GENERAL
July1, 2014 through September 30, 2014
47 UNIVERSITY OF ILLINOIS File 9/3/2014
Latest Filing - 09/03/2014: FY15, Qtr 1, Item# 47:
The Final Total Cost of FY 14, Qtr 4, Item# 31 is $127,504.50.
Original Filing - 03/31/2014: FY14 Qtr 3 Item# 31:
Emergency purchase JCM321 was declared in order to purchase from All Team Staffing, Inc. the
temporary worker services for twelve (12) food service positions, namely cooks and food preparation for
the University of Illinois at Chicago Hospital. The two reasons for the emergency are as follows. First, a
rash of hospital food service staffing vacancies exist. Second, the temporary staffing vendor under
contract with the University has had difficulty placing viable temporary candidates until vacant positions
are filled because food service is a challenging job with low hourly compensation. The University is in the
process of hiring permanent positions for the vacancies, but the hiring process is complex and involves
multiple steps.
Over the past six months there have been several retirements, resignations as well as other staff leaving.
Approval was received in November to start hiring for 11 open positions. We have also been approved to
hire 15 students. There are offers out to 8 other candidates and if they accept then in addition it takes
approximately 4 weeks for these candidates to go through the background/hiring process. The department
has 8 people on Disability at the present time. We have one or two people on vacation each week not
including staff calling in sick which comes out to be 5-8 call offs a day. Employed Staff has been working
overtime to help but they are tired and not signing up for overtime lately.
Consequently there is an immediate need for 15 temporary food service workers for a 8 hour daily shift at
the agency hourly rate of $20.00. This equates to a daily service cost of $2,400. The emergency
purchase request is for ninety (90) days at an estimated amount of $216,000. This emergency
procurement will bridge the gap of personnel needs until permanent food service staff can complete the
hiring process, are trained and ready to work. The original estimated cost is $216,00.00.
Signed Kevin Fair, Interim Director of Purchasing at UIC
Vendor All Team Staffing, Inc. Notary 3/27/2014
Estimate Actual FY QTR
State $216,000.00 $127,504.50 15 1
Federal Cost $0.00 $0.00