TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 18, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase and extend agreement with Verizon Connect NWF Inc., for maintenance of a Vehicle Location System and the installation of approximately 25 Vehicle Location Devices in an amount of $20,628.30, from an amount of $73,748.85, to an amount not to exceed $94,377.15, Account 101-15000-612860, Purchase Order 3102667
Body
Dear Sir:
On November 15, 2018, the Board of Commissioners granted authorization to enter into an Agreement with Verizon Connect NWF, Inc. for maintenance of a Vehicle Location System and the installation of Vehicle Location Devices in approximately 25 Fleet Vehicles for a Twelve (12) Month Period, under General Services Administration (GSA) Joint Purchasing Contract GS-07F-5559R, in an amount not to exceed $53,271.75.
On December 19, 2019, the Board of Commissioners authorized the Director of Procurement and Materials Management to temporarily extend GSA Joint Purchasing Contract GS-07F-5559R through June 28, 2020 under the existing terms and conditions. The contract was temporarily extended six months to allow the completion of the GSA pre-award audit process for a new GSA contract. As of June 2, 2020, the new GSA contract has still not been awarded due to administrative delays. Verizon Connect NSF indicates that the GSA contract extension will reflect a reduction in the monthly service pricing.
As of June 2, 2020, the attached list of change orders has been approved. The net effect of these change orders resulted in an increase totaling $20,477.10, from the amount originally awarded of $53,271.75. The current value is $73,748.85. The prior approved change orders reflect a 38.4% increase to the original contract value.
A six-month extension and resulting increase in the contract value are being requested because of delays in the completion of the GSA award process due to administrative delays related to the Covid-19 pandemic. The GSA contract extension allows the District to utilize existing equipment and the lowest pricing possible. The requested funding will provide for maintenance of the existing vehicle location system from July 1, 2020 to December 31, 2020, or the date a new GSA contract is signed, whichever occurs sooner. Authorization to participate in the new GSA contract will be brought before the Board of Commissioners when it is finalized.
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.
The Affirmative Action Ordinance, Revised Appendix D applies only to construction contracts over a $100,000.00 threshold. These sections on page D-5 of the Ordinance address the types of covered contracts:
Section 4, Coverage: The following provisions, to be known as "Appendix D" together with relevant forms shall apply and be appended to every construction contract awarded by the District where the estimated total expenditure is in excess of $100,000.00, except contracts let in the event of an emergency contract pursuant to 70 ILCS 2605/11.5."
Section 5. Definitions: (g) "Construction contract" means any District contract or amendment thereto, providing for a total expenditure in excess on One Hundred Thousand Dollars ($100,000.00) for the construction, demolition, replacement, major repair or renovation and maintenance of real property and improvement thereon or sludge hauling and any other related contract which the District deems appropriate to be subject to Appendix D consistent with the Ordinance.
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 with Verizon Connect NWF Inc., in an amount of $20,628.30 (27.9% of the current contract value), from an amount of $73,748.85 to an amount not to exceed $94,377.15.
Funds are available in Account 101-15000-612860.
Requested, Eileen M. McElligott, Administrative Services Officer, JRM:LSA
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 June 18, 2020
Attachment