TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 2, 2014
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to decrease purchase order and amend the agreement with Xerox Corporation, for Contract 10-RFP-09 Furnish, Deliver and Install One Color High-Speed Printing System and One Monochrome High-Speed Printing System with a Five Year Repair, Supply and Maintenance Agreement, in an amount of $50,800.00, from an amount of $871,163.26 to an amount not to exceed $820,363.26 Account 101-15000-612800, Purchase Order 3066016
Body
Dear Sir:
On October 7, 2010, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement for Contract 10-RFP-09 Furnish, Deliver and Install One Color High-Speed Printing System and One Monochrome High-Speed Printing System with a Five Year Repair, Supply and Maintenance Agreement with Xerox Corporation, in an amount not to exceed $956,181.00. The contract expires on December 31, 2015.
As of September 18, 2014, the attached list of change orders has been approved. These change orders resulted in a decrease of $85,017.74 from the original awarded amount of $956,181.00. The current contract value is $871,163.26. The prior approved change orders reflect an 8.89% decrease to the original contract value.
A decrease in the contract value is being requested at this time due to less than anticipated usage of the variable portion of the maintenance 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 10-RFP-09 in an amount of $50,800.00 (5.83% of the current contract value) from an amount of $871,163.26 to an amount not to exceed $820,363.26.
Funds will be restored to Account 101-15000-612800.
Requested, Eileen M. McElligott, Administrative Services Manager, BKS:SL:WG:MW
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 October 2, 2014
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