TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 2, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase purchase order and extend agreement for a three (3) month period, for Contract 19-RFP-08 Lease One Digital, High-Speed Color Production Printing System and One Digital, High-Speed Monochrome Production Printing System with a Five Year Repair, Supply and Maintenance Agreement with Konica Minolta Business Solutions U.S.A., Inc. in an amount not to exceed $25,000.00, from an amount of $419,687.64, to an amount not to exceed $444,687.64, Account 101-15000-612330 and 612800, Purchase Order 3105342
Body
Dear Sir:
At the Board meeting of May 16, 2019, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement for Contract 19-RFP-08 Lease One Digital, High-Speed Color Production Printing System and One Digital, High-Speed Monochrome Production Printing System with a Five Year Repair, Supply and Maintenance Agreement with Konica Minolta Business Solutions U.S.A., Inc. in an amount not to exceed $412,722.80. The contract expires on June 9, 2024.
As of March 6, 2024, the attached list of change orders has been approved.
Original Contract Amount $412,722.80
Date of Board Approval 8/5/2021
Cumulative Change Order (03/6/2024) $6,964.84
% Change of Original Contract Value 1.69%
Current Contract Value $419,687.64
Requested Increase or Decrease $25,000.00
New Contract Value $444,687.64
% Change of Current Contract Value 5.96%
Total % Change of Original Contract Value 7.74%
This change order is in compliance with the Illinois Criminal Code since the circumstances were unforeseen at the time the original contract was signed, and it 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 and extend the agreement for a three (3) month period to September 9, 2024, for Contract 19-RFP-08 in an amount of $25,000.00 (5.96% of the current contract value), from an amount of $419,687.64 to an amount not to exceed $444,687.64.
Funds are available in Account 101-15000-612330 and 612800.
Requested, Shellie A. Riedle, Administrative Services Officer, KL:BA
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, 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 May 2, 2024
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