TRANSMITTAL LETTER FOR BOARD MEETING JULY 10, 2014
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Authority to increase purchase order for the WSCAJ/NASPO PC Contracts 2004-2009 and WSCAJ/NASPO PC Contracts 2009-2014 with Master Price Agreement Number B27164 for the of purchase new computer equipment, peripherals and related services, with Hewlett-Packard Company, in an amount of $200,000, from an amount of $2,869,083.68 to an amount not to exceed $3,069,083.68. Account 201-27000-623810, Purchase Order 3061831
Body
Dear Sir:
On December 3, 2009, the Board of Commissioners authorized the Director of Procurement and Materials Management to enter into an agreement with Hewlett-Packard Company to purchase new computer equipment, peripherals and related services in an amount not to exceed $3,100,00.00 for three years ending August 31, 2012.
As of June 27, 2014, the attached list of change orders has been approved. The effect of these change orders resulted in a decrease of $230,916.32 from the original amount awarded of $3,100,000.00. The prior approved change orders reflect a 7.4% decrease to the original purchase order value.
In August 2012, the District exercised its option to extend the WSCA contract an additional two years through August 31, 2014 with a redistribution of existing Purchase Order funds. There was no change in Purchase Order value as a result of the time extension.
In an effort to upgrade the District's existing computer infrastructure, the Information Technology Department will be replacing some obsolete and outdated desktop computers with approximately 320 current systems capable of supporting current District applications such as Citrix and SAP.
This change order is in compliance with the Illinois Criminal Code since the change is due to circumstances not reasonably foreseeable at the time the contract was signed, and is in the best interest of the District.
It is hereby recommended that the Board of Commissioners authorize the Director of Procurement and Materials Management to execute a change order to increase the purchase order in an amount of $200,000.00 (7% of the current contract value) from an amount of $2,869,083.68 to an amount not to exceed $3,069,083.69.
Funds are available in Account 201-27000-623810,
Requested, Ellen Barry, Acting Director of Information Technology, EB:clg
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for July 10, 2014