TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 3, 2015
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Authority to increase the purchase order for Contract 13-327-11, Semi-Annual Inspection, Repairing, Recharging and Hydrostatic Pressure Testing of Various Fire Suppression Systems District-Wide for a Period of Three Years, to Surefire Protection, Inc., in the amount of $21,225.00, from an amount of $134,987.00, to an amount not to exceed $156,212.00, 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, 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.
As of August 6, 2015, the attached list of change orders has been approved. The effect of these change orders resulted in an increase in an amount of $12,487.00 from the original amount awarded of $122,500.00. The current contract value is $134,987.00. The prior approved change orders reflect a 10.19 percent increase to the original contract value.
The reason for this change order is to restore a fire suppression system at the Calumet Water Reclamation Plant that was inadvertently activated and discharged due to a system malfunction. This system covers the TARP West Electrical Room. In order to restore the system, the fire suppression tanks have to be re-filled at a projected cost of $20,285.00. This increase also includes the cost of $940.00 to replace related equipment that is suspected of causing the system to malfunction and discharge. This expense was not anticipated when the contract was signed.
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 for Contract 13-327-11 in an amount of $21,225.00 (15.72% of the current contract value) from an amount of $134,987.00 to an amount of $156,212.00.
Funds are available in Account 101-25000-612780.
Requested, Denice E. Korcal, Director of Human Resources, DEK:TJK:EK:jlk
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 3, 2015
Attachment