TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 21, 2018
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to increase agreement with Gasvoda & Associates Inc., to Provide Vaughan, YSI, and Yeomans Pumps and Replacement Parts for Main Sewage, Sump and Chopper Pumps, Instrumentations and Process Support Equipment at Various Locations, for a three-year period, in an amount not to exceed $296,250.00, Accounts 101-67000, 68000, 69000-623270
Body
Dear Sir:
On May 19, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to enter into an agreement with and issue a purchase order to Gasvoda & Associates Inc., to Provide Vaughan, YSI, and Yeomans Pumps and Replacement Parts for Main Sewage, Sump and Chopper Pumps, Instrumentations and Process Support Equipment at Various Locations, for a three-year period, in an amount not to exceed $296,250.00, Accounts 101-67000, 68000, 69000-623270.
On May 17, 2018, the Director of Procurement and Materials Management authorized a change order to increase the value of the agreement by $9,900.00 from $296,250.00 to $306,150.00.
This increase is necessary due to a greater than anticipated need for chopper pump and instrumentation repair parts at all the Water Reclamation Plants. The need was not known at the time the original agreement was awarded.
This change order is in compliance with the Illinois Criminal Code since the changes are due to circumstances not reasonably foreseeable at the time the purchase order was issued, and are 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 agreement in an amount of $385,000.00 (approximately 126% of the current purchase order value), from an amount of $306,150.00, to an amount not to exceed $691,150.00.
The estimated expenditure for the period of June 1, 2018, to February 28, 2019, is $385,000.00.
Funds for the 2018 expenditure are available in Accounts 101-67000/68000/69000-623270.
Requested, Brett Garelli, Acting Director of Maintenance and Operations, BAP:SO'C:MAG:JR:JMC:WB
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 21, 2018