TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 7, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to decrease Contract 09-666-11 Native Prairie Landscape Installation and Maintenance at Various Service Areas, to J.F. New & Associates, Inc., in an amount of $190,038.16, from an amount of $283,496.20, to an amount not to exceed $93,458.04, Accounts 101-67000/69000-612420, Purchase Orders 5001041, 5001042, 5001043, 5001044, and 5001046
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Dear Sir:
On May 21, 2009, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 09-666-11 Native Prairie Landscape Installation and Maintenance at Various Service Areas, to J.F. New & Associates, Inc., in an amount not to exceed $444,056.20. The contract expires on December 31, 2011.
As of September 13, 2010, the attached list of change orders has been approved. The effect of these change orders resulted in a decrease in an amount of $160,560.00 from the original amount awarded of $444,056.20. The current contract value is $283,496.20. The prior approved change orders reflect a 36.2% decrease to the original contract value.
A decrease in 2011 funds is being requested at this time due to budgetary constraints. No more new installation will take place. Only the installed landscaped areas will be maintained. Both the number of mowings and herbicide applications will be reduced and the burning of grass will not be performed in 2011.
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 Contract 09-666-11 in an amount of $190,038.16 (67% of the current contract value), from an amount of $283,496.20, to an amount not to exceed $93,458.04.
Funds will be restored in Accounts 101-67000/69000-612420.
Requested, Manju Sharma, Acting Director of Maintenance and Operations, MPS:SO’C:MAG:LSC:MA
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 October 7, 2010
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