TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 2, 2012
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase purchase order to Avaya Inc., to Furnish and Deliver scheduled and non-scheduled maintenance, programming assistance, system upgrades and enhancements in an amount of $242,578.89, from an amount of $1,218,000.00, to an amount not to exceed $1,460,578.89, Account 101-27000-612840 Purchase Order 3046979
Body
Dear Sir:
On June 21, 2007, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order to Avaya Inc., to furnish and deliver scheduled and non-scheduled maintenance, programming assistance, system upgrades and enhancements, in an amount not to exceed $1,218,000.00. The contract expires on July 31, 2012.
The agreement has no prior change orders.
An increase in the purchase order is being requested to cover the cost of system enhancements done to the District voice network. At the request of the Human Resources Department the Information Technology Department upgraded the main office building phone switch for enterprise notification. With this upgrade the Human Resources Department has the ability to automate the delivery of major event notices to district personnel via simultaneous voice, test, and email broadcasts. The Information Technology Department also upgraded the District's centralized voicemail system utilized by the seven (7) major facilities. With an aging voicemail system and the limited availability of reliable replacement parts it was necessary for the Information Technology Department to upgrade the equipment used for voicemail.
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 $242,578.89 (20% of the current contract value), from an amount of $1,218,000.00, to an amount not to exceed $1,460,578.89.
Funds are available in Account 101-27000-612840.
Requested, Dharani Villivalam, Acting Director of Information Technology, DV:SL:ML:TM
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 February 2, 2012