Agency

CMS - Central Management Services

Communication Mode

Phone

Communication Identifier

31841

Date/Time

6/1/2022 12:53:00 PM

Duration

31 Minutes

Reference Number

P-19659

Communication Topic

JPMC HVAC Chiller by Region

Action Requested or Recommended

None

Participants in Communication

Name	Type	Role	Job Title	Representing	Location	Telephone	Email
Blackwell, Martha	State Employee	Recipient	Buyer	CMS - BOSS	1000 E Converse St	217-785-3851	Martha.Blackwell2@illinois.gov
Williams-Barke, Angela	Vendor	Initiator	Seller	Heartland Mechanical	511 Health Dept. Rd. Murphysboro, IL 62966	618-684-3606	angela@heartlandmechanical.com
Rogers, Rick	State Employee	Contributor	SSM Facilities	State of IL	1000 E Converse, Spfld, IL	217-524-4211	rick.rogers@illinois.gov
Scarbrough, Tim	State Employee	Contributor	Facility Manager	BOPM	2309 Q Main St, Marion, IL	618-993-7000	timothy.scarbrough@illinois.gov
Vogt, Chris	State Employee	Contributor	Clinical and Environmental Supv	IDPH	Carbondale lab	618-529-4368	Chris.Vogt@illinois.gov
Huppert, J W	Vendor	Contributor	Seller	Heartland Mechanical	513 Health Dept Rd, Murphysboro, Il	618-864-3606	JW@heartlandmechanical.com
Haley, Jennifer	State Employee	Contributor	Asst Deputy Director	BOPM	100 W. Randolph, St., Ste 4-100 Chicago, Illinois 60601	312-617-7187	Jennifer.Haley@illinois.gov
Fox, James	State Employee	Contributor	Statewide Facility Manager	Stat of IL	313 S. 6th St. (SJR Building) Springfield, IL, 62706	217-558-6030	james.fox2@illinois.gov
Stephens, Will	State Employee	Contributor	APO	State of IL	1000 E Converse, Spfld, IL	217-782-4561	will.stephens2@illinois.gov
Judd, Eric	State Employee	Contributor	Chicago and Northern Regional Facilities manager	State of IL	100 W. Randolph, Suite 4-100, Chicago, IL 60601	312-633-1820	Eric.Judd@illinois.gov
Wilson, Ron	State Employee	Contributor	Deputy Director	CMS BOSS, St of IL	1000 E Converse, Spfld, IL	217-557-2412	Ron.Wilson@illinois.gov
Lakhani, Radihka	State Employee	Contributor	Deputy General Counsel	CMS BOSS, St of IL	555 W Monroe St, 13th Floor, Chicago, IL	312-415-5328	Radhika.Lakhani@illinois.gov
Hynek, Elizabeth	State Employee	Contributor	Procurement Counsel - Legal Services	CMS, St of IL	313 South 6th Street, Room 308, Springfield, Illinois, 62701	217-557-5412	elizabeth.hynek@illinois.gov

Communication Attachments

No attachments.

Summary of Communication

Upon learning of an existing contract for HVAC Southern Region P-19659, I sent a termination letter on 6/1/22 stating we were removing several of the locations located in Regions 8 and 10 and would leave the remaining location in Carmi (Region 9) on the contract until we have a JPMC in place for that region. I also sent a contract amendment to make the change for the Vendor to sign. The email was sent to Ted Williams at Heartland Mechanical as the contact. I received a phone call from Angela Williams-Barke at 12:53 pm asking why we were terminating as they have a valid contract. I explained we were exercising the Termination for Convenience Clause from Section 3.4 of the contract as we are moving in the direction of JPMC contracts by Region. A Bulk Email was sent via BidBuy prior to our commencing these solicitations to notify Vendors to watch for them. She denied getting that email. I went back and found the email in my folders and told her it was sent on 11/15/22 to her email address: Angela@heartlandmechanical.com She then told me she was able to find that email in looking back. She was confused as to why their contract couldn't continue and I explained that we had posted 2 solicitations for HVAC by Regions under B-23535 and B-27466 and were working on another. We had awarded a Primary in Region 8 and 10 and therefore, these locations were being removed from their contract. She was upset because she had not seen the solicitations. I explained that there would be opportunities for Heartland to bid on the solicitation that was coming and that she should monitor BidBuy for the posting. She once again explained that she feels this was done incorrectly. I went over the termination letter and discovered I had failed to put a date of termination on the letter for regions 8 and 10 so I revised the letter with a 6/30/22 date and sent to her in email while we were on the phone. Angela then emailed me again later that afternoon at 4:57 pm stating she could not find any of the bids. I have her the Vendor Help Desk number and said Rob would be able to help her as I do not have access to what the Vendor sees on their side. Angela called me again and said the NIGP code was not HVAC and I explained that it is an electrical wiring 91082 that is valid but yes normally those solicitations go out as HVAC 91036, however, there are times that agencies will use a different code and that they should sign up for all possible codes and also go onto BidBuy sight and review titles. She said they don't have time for that and don't want solicitations other than HVAC. I explained that even though they may not end up being Primary in all the regions they serve, that I felt they would still get a lot more business that they realized because the new contracts are open to all state agencies. I received an email from Chris Vogt at the Carbondale lab stating they have a job in process that will probably not be done by 6/30/22. I had email conversation with Rick Rogers (SSM for Facilities) and we found there were more than than that would need completing after 6/30/22. I received an email from JW Huppert on 6/3/22 at Heartland asking about outstanding jobs. I emailed back back on 6/6/22 and asked if 8/31/22 would allow them to complete all outstanding jobs and very quickly received an email back stating that 8/31/22 would be enough time and to let Tim Scarbrough (Facility Manager BOPM) know. I emailed I would let him know the status.

Additional Information

I then sent a 3rd Termination letter on 6/6/22 stating that the contract would expire on 8/31/22 so that they could finish current jobs. I then corresponded via email with Eric Judd, Jennifer Haley, Ed Harmeyer, Rick Rogers, Tim Scarbrough, James Fox and CMS.BOPM.Contracts stating the contract would continue thru 8/31/22. On 6/9/22 I was informed by Will Stephens and Ron Wilson that Heartland had contacted their attorney who in turn contacted CMS Legal stating their contract is valid and they should be getting all the work for these regions. I forwarded last email showing they are to finish up work to Will and Ron. We had a phone call with CMS Legal Rahdika Lakhani and Elizabeth Hynek and discussed that we have valid contracts in place with primary vendors for regions 8 and 10 and Heartland had the opportunity to bid on the publicly posted solicitations. We would continue with the termination for P-19659 and leave the new contracts in place.