TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 18, 2014
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Authority to increase purchase order and exercise an option to extend the agreement for thirty-six (36) months, with LeasePlan USA, Inc., for Contract 11-RFP-19, Fleet Vehicle Management Services for a 36-Month Period, in an amount of $1,457,800.00, from an amount of $1,251,107.58, to an amount not to exceed $2,708,907.58, Accounts 101-15000-612080, 612860, Purchase Order 3070364 (As Revised)
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Dear Sir:
On October 6, 2011, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with LeasePlan USA, Inc. for Contract 11-RFP-19, Fleet Vehicle Management Services for a 36-Month Period, in an amount not to exceed $991,132.00. The current contract expires on October 31, 2014.
As of February 10, 2014, the attached list of change orders has been approved. The result of these changes orders resulted in an increase of $259,975.58 from the original awarded amount of $1,251,107.58. The prior approved change orders reflect a 26% increase to the original contract value.
An increase of $79,000.00 in the current contract value is being requested at this time due to higher than anticipated gasoline prices and maintenance.
The requested increase for the thirty-six month contract extension through October 31, 2017 is $1,378,800.00.
This change order is in compliance with the Illinois Criminal Code since the change is germane to the contract, 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 2014 purchase order and extend the agreement in an amount of $1,457,800.00 (117% of the current contract value), from an amount of $1,251,107.58, to an amount not to exceed $2,708,907.58.
Funds for the 2014 expenditure of $79,000.00 and the $85,200.00 extension through December 31, 2014 are available in Accounts 101-15000-612860 and 612080. The estimated expenditure for 2015 is $451,200.00, for 2016 is $451,200.00, and for 2017 is $391,200.00. Funds for the 2015, 2016, and 2017 expenditures are contingent on the Board of Commissioners' approval of the District's budget for those years.
Requested, Eileen M. McElligott, Administrative Services Manager, BKS,MW,BTS
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
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