TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 16, 2014
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Authority to increase the purchase order for Contract 13-327-11 for Semi-Annual Inspection, Repairing, Recharging and Hydrostatic Pressure Testing of Various Fire Suppression Systems District-Wide for a three-year period to Surefire Protection, Inc., in the amount of $34,536.00, from an amount of $122,500.00, to an amount not to exceed $157,036.00, Account 101-25000-612780, Purchase Order 3075447
Body
Dear Sir:
On January 3, 2013, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement for Contract 13-327-11 for Semi-Annual Inspection, Repairing, Recharging and Hydrostatic Pressure Testing of Various Fire Suppression Systems District-Wide for a Three-Year Period, to Surefire Protection, Inc., in an amount not to exceed $122,500.00. The scheduled contract completion date is December 31, 2015.
This contract has no prior change orders.
A fire suppression system at the Calumet plant was inadvertently activated and discharged, and is currently operational. This system covers the control room, computer room, tape room and hallway. In order to ensure that the fire suppression system was restored, the fire suppression tanks had to be re-filled. This project was not anticipated when the contract was signed.
The change order increase requested in this letter is required to assure adequate funding for the re-filling of the fire suppression tanks at the Calumet plant.
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 interests 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 to Contract 13-327-11 in an amount of $34,536.00 (28.2% of the current contract value) from an amount of $122,500.00 to an amount of $157,036.00.
Funds will be available in Account 101-25000-612780 pending a transfer of funds from the Maintenance and Operations Department.
Requested, Denice E. Korcal, Director of Human Resources, DEK:RJ
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 16, 2014