TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 6, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase Contract 10-949-14, Maintenance and Repair of Rack and Pinion Manlifts at Various Locations, to Mid-American Elevator Company, Inc., in an amount of $58,000.00, from an amount of $366,468.38, to an amount not to exceed $424,468.38, Accounts 101-68000/69000-612600/612680, Purchase Orders 5001298, 5001299
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Dear Sir:
On September 1, 2011, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 10-949-14, Maintenance and Repair of Rack and Pinion Manlifts at Various Locations, to Mid-American Elevator Company, Inc., in an amount not to exceed $372,780.00. The contract expires on September 23, 2014.
As of May 3, 2013, the attached list of change orders has been approved. The effect of these change orders resulted in a decrease in an amount of $6,311.62 from the original amount awarded of $372,780.00. The current contract value is $366,468.38. The prior approved change orders reflect a 1.7% decrease to the original contract value.
The increase in the contract value is needed to mitigate the costs of miscellaneous unanticipated repairs which required immediate action. The increase will allow continued operation of the District's rack and pinion manlifts in compliance with the State Fire Marshall, which service the Mainstream and Calumet TARP shaft structures. The District's rack and pinion manlifts are required to remain in service 24 hours a day. Each manlift requires inspection and maintenance a minimum of once per week, in addition to 24 hour emergency callout service. In addition to inspection of all critical operating parameters, the typical weekly activities include cleaning, lubrication and replacement of worn and broken parts.
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 10-949-14, in an amount of $58,000.00 (approximately 15.8% of the current contract value), from an amount of $366,468.38, to an amount not to exceed $424,468.38.
Funds for the current year are available in Accounts 101-68000/69000-612600/612680. Funds for the subsequent year, 2014, are contingent on the Board of Commissioners' approval of the District's budget for that year.
Requested, Manju Prakash Sharma, Director of Maintenance & Operations, SES:SO'C:MAG:SAF:JK
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 6, 2013
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