TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 19, 2015
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Authority to decrease the purchase order and amend the agreement with Transportation Resource Associates, Inc., for Contract 11-RFP-04 Multi-Year Safety Management System Solution, in an amount of $10,596.60, from an amount of $55,420.75, to an amount not to exceed $44,824.15, Account 101-25000-612820, Purchase Order 3068587.
Body
Dear Sir:
On April 7, 2011, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement for Contract 11-RFP-04, Multi-Year Safety Management System Solution with Transportation Resource Associates, Inc., in an amount not to exceed $55,420.75. The contract was to provide a software platform to track safety management activities such as accidents, incidents and safety training. The contract expires on April 30, 2016.
This purchase order has no prior change orders.
The reason for the change order is to decrease and close the purchase order with Transportation Resource Associates, Inc. To create greater efficiency, a Request for Proposal was advertised for a risk management information system that would aggregate all loss, claims and other risk related data, as well as track safety management activities. Origami Risk L.L.C. was awarded the contract for a three year period, from April 11, 2014 through April 10, 2017, with an option to extend for two additional years. The system has been fully implemented and can provide all the necessary safety tracking and reporting capabilities, therefore, it is no longer necessary to retain Transportation Resource Associates, Inc. This purchase order will be closed.
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 and amend the agreement for Contract 11-RFP-04 in an amount of $10,596.60 (19.12% of the current contract value), from an amount of $55,420.75 to an amount not to exceed $44,824.15.
Funds will be restored to Account 101-25000-612820.
Requested, Denice E. Korcal, Director of Human Resources, DEK: TJK
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 November 19, 2015