TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 7, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase purchase order for Contract 18-102-13 Boat Maintenance, Repairs, and Parts, to Marine Services Corporation in an amount of $14,300.00, from an amount of $44,722.76, to an amount not to exceed $59,022.76, Accounts 101-16000-612790, 623990, Purchase Order 3099305
Body
Dear Sir:
On May 3, 2018, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order for Contract 18-102-13 Boat Maintenance, Repairs, and Parts to Marine Services Corporation, in an amount not to exceed $34,775.76. The contract expires on December 31, 2019.
As of October 21, 2019, the attached list of change orders has been approved. The effect of these change orders resulted in an increase of $9,947.20, from the original amount awarded of $34,775.56. The current contract value is $44,722.76. The previously approved change orders reflect a 29% increase to the original contract value.
Contract 18-102-13 provides annual maintenance, repairs, and parts for the Monitoring and Research Department’s PC100 boat, which is used to support various research projects, to perform monitoring to comply with the National Pollutant Discharge Elimination System permit requirements, and to provide tours as requested through Public Affairs. The annual maintenance and haul out was performed on this boat in August 2019 within the budgeted contract total; however, during this maintenance, several unexpected significant repairs were discovered and identified as needed on this boat. These repairs included the assembly and installation of new raw water intakes, sea chests, and strainers for both the port and starboard engines, as well as installation of a new water pump for the starboard engine. Additionally, the PC100 boat required replacement of the galvanic isolators and the boat’s hull, below the water line, required a complete resurfacing and application of a protective marine epoxy and hydrocoat to cease and prevent further hull corrosion. The repairs to the raw water system were considered essential by the professional staff for the continued safe operation of this boat and prevention of a catastrophic hull breach due to the compromised condition of the existing water intakes.
The Affirmative Action Appendix A and Appendix V are not included in this contract because the estimate is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
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 for Contract 18-102-13 in an amount of $14,300.00 (32% of the current contract value), from an amount of $44,722.76, to an amount not to exceed $59,022.76.
Funds are available in Accounts 101-16000-612790, 623990.
Requested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:KB:HZ:TM:kq
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 7, 2019
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