TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 5, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to decrease purchase order and amend the agreement with Inservio3, LLC, for Contract 17-RFP-27, Duplication of Legal Materials, Trial Records, and Other Reprographic and Electronic Discovery for the District’s Law Department, in an amount of $5,000.00, from an amount of $25,000.00, to an amount not to exceed $20,000.00, Account 101-30000-612090, and 401-50000-612090, Purchase Order 3097555
Body
Dear Sir:
At the Board meeting of November 16, 2017, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order to Inservio3, LLC and enter into an agreement for Contract 17-RFP-27, Duplication of Legal Materials, Trial Records and Other Reprographic and Electronic Discovery Services for the District’s Law Department for a two (2) year period in an amount not to exceed $40,000.00. Accounts 101-30000-612090 and 401-50000-612090. The option to extend was approved on October 3, 2019 and the contract expires December 31, 2020.
As of December 5, 2019, the attached change order has been approved. The effect of this change order resulted in a decrease in an amount of $14,999.00, from the original amount of $40,000.00. The remaining $1.00 for the 2018 purchase order line was closed out at the end of the year. The current contract value is $25,000.00. The prior approved change order reflects a 37.5% decrease to the original contract value.
The reason for the decrease is a revised estimate in reprographic expenditure.
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 decrease the purchase order in an amount of $5,000.00, 20% of the current contract value, from an amount of $25,000.00, to an amount not to exceed $20,000.00.
Funds will be restored to Account 101-30000-612090.
Requested, Susan T. Morakalis, General Counsel, STM:LAG:CN
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 December 5, 2019
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