TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 19, 2018
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase Contract 17-689-12 (Re-Bid) Test and Repair Underground Storage Tanks at Various Locations, to Stenstrom Petroleum Services Group in an amount of $35,000.00, from an amount of $115,129.73, to an amount not to exceed $150,129.73, Accounts 101-15000, 67000, 68000, 69000-612240, 612490, 612840, 623070, 623270, Purchase Orders 5001629, 5001630, 5001631, 5001632, 5001633, Requisition 1491750
Body
Dear Sir:
On September 14, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 17-689-12 (Re-Bid) Test and Repair Underground Storage Tanks at Various Locations, to Stenstrom Petroleum Services Group, in an amount not to exceed $130,755.00 (as amended). The contract expires on November 1, 2020.
As of April 6, 2018, the attached list of change orders has been approved. The effect of these change orders resulted in a decrease in an amount of $15,625.27 from the original amount awarded of $130,755.00 (as amended). The current contract value is $115,129.73. The prior approved change orders reflect a 12.0% decrease to the original contract value (as amended).
Funds are requested to add specific funding for the upgrade and maintenance of Petrovend fueling systems at various locations managed by General Administration’s Fleet Administration Section. This requested increase will provide funding for repair parts and services on these fueling systems from April 19, 2018 until the expiration date of this contract.
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 Contract 17-689-12 (Re-Bid) in an amount of $35,000.00 (30.4% of the current contract value), from an amount of $115,129.73, to an amount not to exceed $150,129.73.
Funds for the 2018 expenditure in the amount of $25,000.00 will become available in Account 101-15000-612840 contingent upon approval of a funds transfer, also submitted for this April 19, 2018 Board meeting. Funds for the 2019 and 2020 expenditure in the amount of $5,000.00 each year are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, Eileen M. McElligott, Administrative Services Officer, JRM:LSA
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 April 19, 2018
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