TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 18, 2014
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Authority to decrease purchase order and amend the agreement with Microsystems, Inc., for Contract 12-RFP-17, Microfilming and Scanning Services for a Three-Year Period, in an amount of $13,500.00, from an amount of $158,836.00, to an amount not to exceed $145,336.00. Account 101-15000-612090, Purchase Order 3075218
Body
Dear Sir:
On November 1, 2012, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with Microsystems, Inc., for Microfilming and Scanning Services, in an amount not to exceed $158,836.00. The contract expires on December 31, 2015.
This contract has no prior change orders.
A decrease in the contract value is being requested at this time due to less need for microfilming services than anticipated at the outset of the agreement.
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 decrease the purchase order and amend the agreement for Contract 12-RFP-17 in an amount of $13,500.00 (8.5% of the current contract value), from an amount of $158,836.00, to an amount not to exceed $145,336.00.
Funds will be restored to Account 101-15000-612090.
Requested, Eileen M. McElligott, Administrative Services Manager, BKS:SL:WG:JMS:TG
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 September 18, 2014