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 amend the agreement with Ricoh USA for services to provide maintenance, service, repairs and supplies for 15 Ricoh copiers in an amount of $4,800.00 from an amount of $28,558.67, to an amount not to exceed $33,358.67, Account 101-27000-612810, Purchase Order 8007248
Body
Dear Sir:
On June 11, 2012, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with Ricoh USA for services to provide maintenance, service, repairs and supplies for 15 Ricoh copiers, in an amount not to exceed $4,800.00. The agreement expired on January 31, 2013.
Due to required maintenance on the aged Ricoh devices, the maintenance agreement was extended to December 31, 2014 in order maintain the functionality of existing Ricoh devices while allowing sufficient time for the delivery and implementation of newer higher capacity devices.
As of September 4, 2014, the attached list of change orders has been approved. The effect of these change orders resulted in an increase in an amount of $23,758.67 from the original amount awarded of $4,800.00. The current contract value is $28,558.67. The prior approved change orders reflect a 595% increase to the original contract value.
A final payment is due to Ricoh USA in the amount of $4,931.88 for the final quarter of 2014. This payment will cover maintenance and supplies on the 15 Ricoh devices covered under this agreement through the end of the year after which these devices will be phased out and replaced with newer technology devices which will allow for copy, network printing, scan to file, and fax functionality.
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 and amend the agreement in an amount of $4,800.00 (16.8% of the current contract value), from an amount of $28,558.67 to an amount not to exceed $33,358.67.
Funds are available in Account 101-27000-612810.
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 September 18, 2014
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