TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 21, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Authority to increase Purchase Order 3047676 and Amend the Agreement with Daystar Computer Systems, Inc., to furnish, deliver, blueprint, install, and maintain, an Active Voting System, in an amount not to exceed $40,900.00, from an amount not to exceed $108,020.00 to an amount not to exceed $148,920.00 Account 101-40000-601170
Body
Dear Sir:
On October 4, 2007 the Board of Commissioners authorized the Purchasing Agent to issue a purchase order and enter into an agreement with Daystar Computer Systems, Inc., to furnish deliver, install, and maintain an Integrated Workflow and Agenda Management System, in an amount not to exceed $99,820.00. A change order on February 19, 2008 increased the initial authorization of $99,820.00 to $108,020.00.
Daystar Computers Systems, Inc., also offers an Active Voting System (AVS) that allows Board members to vote on agenda items via their laptops or other internet enabled devises. AVS provides for voting accuracy and instant archiving to meeting minutes. In addition, it provides a display function that automatically displays the final results for the audience to see along with the next item on the agenda. As a result, it is requested that the AVS be added to the project at a cost of $40,900.00 and be included in the roll out of the new Agenda Management System.
In view of the above, it is requested that the Purchasing Agent be authorized to increase PO 3047676 and amend the Agreement with Daystar Computer Systems, Inc., to add the Active Voting System, in an amount not to exceed $40,900.00, from an amount not to exceed $108,020.00 to an amount not to exceed $148,920.00. This change order is in the best interest of the District and is authorized by law. Funds for this increase are available in Account 101-40000-601170.
Requested, Jacqueline Torres, Director of Finance/Clerk
Recommended, Darlene A. LoCascio, Purchasing Agent
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Purchasing
ORDERED passed by affirmative roll call vote of a majority of the Commissioners present this February 21, 2008. Approved, President Terrence J. O’Brien