TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 5, 2015
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
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Authority to increase purchase order and amend the agreement with SBC Global Services, Inc., d/b/a AT&T Global Services, Inc., for Contract 10-RFP-15 Local and Long Distance Telephone Service, in an amount of $186,100.00 from an amount of $1,009,285.32 to an amount not to exceed $1,195,385.32, Account 101-27000-612210 Purchase Order 3069592
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Dear Sir:
On June 16, 2011, 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-15 Local and Long Distance Telephone Service with SBC Global Services, Inc., d/b/a AT&T Global Services, Inc., in an amount not to exceed $900,000.00. The contract expires on February 29, 2016.
As of January 1, 2015, the attached list of change orders has been approved. The effect of these change orders resulted in an increase in the amount of $109,285.32, from the original amount awarded of $900,000.00. The current contract value is $1,009,285.32. The prior approved change orders reflect a 12.1% increase to the original contract value.
The District will need an additional $91,000.00 in 2015 to cover a funds transfer to 2012. The additional funds in 2012 were used to process outstanding invoices reconciled during the ATT audit. An additional $39,100.00 is required for 2016 to provide funding at current local and long distance calling rates. Additionally IT will need $56,000.00 to reconcile and terminate accounts 708 863 8913 and 312 951 6517 with AT&T.
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 $186,100.00 (18.0% of the current contract value), from an amount of $1,009,285.32 to an amount not to exceed $1,195,385.32.
Funds for the 2015 expenditure, in an amount of $147,000.00, are available in Account 101-27000-612210. The estimated expenditure for 2016 is $39,100.00. Funds for the 2016 expenditure are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, John Sudduth, Director of Information Technology, JS:RP:TM
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 November 5, 2015
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