TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 16, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to increase purchase order to CDW Government, Inc., to Furnish and Deliver Microsoft Software and Software Maintenance in an amount of $423,248.26, from an amount of $423,360.15 to an amount not to exceed $846,608.41 Account 101-27000-612820, 623800, Purchase Order 3060804
Body
Dear Sir:
On November 5, 2009, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order to CDW Government, Inc. to furnish and deliver Microsoft Software and Software Maintenance in an amount not to exceed $423,360.15 for a one-year period in accordance with the State of Illinois Master Contract for Purchase of Microsoft Products (LAR) [Large Account Reseller] (CMS5003360). CDW Government, Inc.’s contract with the State expired September 30, 2010.
This Purchase Order has no prior change orders.
The State has since renewed Master contract CMS5003360 with CDW Government, Inc. for an additional one year period (Oct. 1, 2010 to Sept. 30, 2011). Therefore, in accordance with the State of Illinois Master Contract for Purchase of Microsoft Products (LAR) [Large Account Reseller] (CMS5003360), the District is requesting an increase to the Purchase Order for a commensurate additional one year period (Oct. 1, 2010 to Sept. 30, 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 increase the purchase order in an amount of $423,248.26 (99.97% of the current contract value) from an amount of $423,360.15 to an amount not to exceed $846,608.41.
Funds for the 2010 expenditure, in the amount of $353,248.26, are available in Accounts 101-27000-612820 and 623800. Funds for the 2011 expenditure in the amount of $70,000.00, are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, Keith D. Smith, Director of Information Technology, KDS:EJ:BVS
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 16, 2010