Section 6.120  Emergency Purchases

a)         A contract may be procured without the use of any other method of procurement prescribed in the Code or this Part when there exists a threat to public health or safety, or when an immediate contract is needed to repair State property in order to prevent or minimize further loss or damage to State property, or to prevent or minimize serious disruption in critical State services that affect health, safety or collection of substantial State revenues, including but not limited to completion of a defaulted contract, or to ensure the integrity of State records.  (See Section 20-30(a) of the Code.)

b)         The term of an initial emergency contract will not exceed 90 days as the time reasonably needed for a competitive procurement.  For the initial emergency contract:

1)         The emergency contract will provide a written description of the basis for the emergency and reasons for the selection of the particular contractor to be included in the contract file.  (See Section 20-30(a) and (c) of the Code.)

2)         Notice of the emergency contract will be provided to the PPB and published in the Bulletin no later than 5 calendar days after the contract is awarded.  For purposes of this Section, "contract is awarded" means that the contractor has received notification to proceed, which may be oral, and has started the work.

3)         Within 10 days after the procurement, the emergency statement will also be posted to the Bulletin and filed with both the PPB and the Auditor General.  (See Section 20-30(c) of the Code.) For purposes of this Section, "procurement" means that the contractor has received notification to proceed, which may be oral, and has started the work.

c)         An emergency contract may be extended beyond 90 days if the CPO determines additional time is necessary and that the contract scope and duration are limited to the emergency.  The CPO will hold a public hearing in accordance with Section 20-30(a) of the Code. 

1)         Prior to the execution of an extension past 90 days, the CPO will hold a public hearing and provide written justification for the emergency contract.  The Department may also provide written justification for the emergency contract.

2)         Notice of the hearing will be posted at least 14 calendar days prior to the emergency contract extension hearing date and prior to the expiration of the 90-day term of the initial emergency contract.  The notice will include a description of the need for the emergency contract extension, the contractor, and the date, time and location of the public hearing. 

3)         The PPB and members of the public may present testimony at the public hearing.

4)         A copy of the notice and documents provided at the hearing will be included in the Bulletin, along with the decision of the CPO to extend or not extend the emergency contract. 

d)         For purposes of this Section, State property includes all property both real and personal.  State records include all records regardless of the form of storage.  State services include, but are not limited to, all activities committed by law to the jurisdiction or responsibility of the Department, whether provided directly or indirectly by means of contract or intergovernmental agreement. 

e)         The Department will employ such competition as is practicable under the emergency circumstances to abate the emergency situation, including the use of existing contracts.

f)         Emergency contracts are exempt from the requirements of Section 20-80(d) of the Code as long as notice is filed with the PPB and published in the Bulletin, as required.

(Source:  Amended at 44 Ill. Reg. 6222, effective April 8, 2020)