TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 7, 2018
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to increase 16-RFP-28, Procurement of Energy Advisory Services, to American Powernet Management LP, in an amount of $76,200.00, from an amount of $336,200.00 to an amount not to exceed $412,400.00, Account 101-66000-612430, Purchase Order 3096637
Body
Dear Sir:
On August 31, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to award 16-RFP-28, Procurement of Energy Advisory Services, to American Powernet Management LP, in an amount not to exceed $412,400.00. The agreement will expire on December 31, 2021.
As of May 8, 2018, the attached list of change orders has been approved. The effect of these change orders resulted in a decrease in an amount of $76,200.00 from the original amount awarded of $412,400.00. The current contract value is $336,200.00. The prior approved change orders reflect a 18.5% decrease to the original contract value.
The contract value for this RFP included costs for a feasibility study, a system impact study and a facilities study which were necessary to identify costs related to facility, telemetry and other equipment upgrades. While the original timeline for the project estimated these items to be performed in 2017, the award of the contract and application process to PJM took longer than anticipated. These items would not be needed until 2018.
On February 1, 2018 the original contract amount was indadvertently reduced in an amount of $76,200.00 by a change order decrease. Executing this change order increase for $76,200.00 will restore the contract to the original budget amount of $412,400.00. The District has begun the process of ordering a feasibilty study, a system impact study and a facilities study in order to maximize its membership in PJM.
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 16-RFP-28 in an amount of $76,200.00 (approximately 22.7% of the current agreement value) from an amount of $336,200.00 to an amount not to exceed $412,400.00.
Funds are available in Account 101-66000-612430.
Requested, Brett A. Garelli, Acting Director of Maintenance and Operations, BAP:SO’C:MAG:JR
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 June 7, 2018
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