TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 2, 2009
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, Executive Director
Title
Authority to increase purchase order and amend the agreement with Thomas M. White and the Law Firm of Chapman & Cutler, LLP, for legal services in connection with the District’s compliance with GASB 45 pertaining to the Retiree Health Care Trust Fund and other pension related issues in an amount of $1,048.70, from an amount of $50,244.24, to an amount not to exceed $51,292.94, Account 101-30000-601170, Purchase Order 3043538
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Dear Sir:
On December 7, 2006, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with Thomas M. White and the Law Firm of Chapman & Cutler, LLP, for legal services in connection with the District’s compliance with GASB 45 pertaining to the Retiree Health Care Trust Fund and other pension related issues, in an amount not to exceed $25,000.00. The contract has not expired.
As of March 20, 2009, the attached list of change orders has been approved. The effect of these change orders resulted in an increase in the amount of $25,244.24 from the original amount of $25,000.00. The current contract value is $50,244.24. The prior approved change orders reflect a 101% increase to the original contract value.
Due to more than anticipated use of the legal services of Thomas M. White and the Law Firm of Chapman & Cutler, LLP in connection with the District’s compliance with GASB 45 pertaining to the Retiree Health Care Trust Fund and other pension related issues from December 7, 2006 to the present, charges in the amount of $51,292.94 have been incurred. There is a current shortfall of $1,048.70 for services rendered from October 24, 2008 through December 4, 2008. An increase to the contract value in the amount of $1,048.70 is sought to pay this contract in full.
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 $1,048.70 (~2.1% of the current contract value) from an amount of $50,244.24 to the amount of $51,292.94.
Funds are available in Account 101-30000-601170.
Requested, Frederick M. Feldman, General Counsel, FMF:AJC:egs
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Purchasing
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for April 2, 2009
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