TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 2, 2012
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase purchase order and amend the agreement with Vital Image Management Inc., for Contract 09-RFP-10, Microfilming and Scanning Services for a Twenty-Four Month Period, in an amount of $9,657.40, from an amount of $166,711.41, to an amount not to exceed $176,368.81, Account 101-15000-612090, Purchase Order 3062361
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Dear Sir:
On January 7, 2010, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement for Contract 09-RFP-10, Microfilming and Scanning Services for a Twenty-Four Month Period with Vital Image Management Inc., in an amount not to exceed $145,711.41. The contract expired on January 20, 2012.
As of January 19, 2012, the attached list of change orders has been approved. The effect of these change orders resulted in an increase in an amount of $21,000.00, from the original amount awarded of $145,711.41. The current contract value is $166,711.41. The prior approved change orders reflect a 14.41% increase to the original contract value.
The reason for this change order is to increase the purchase order to facilitate payment of the final invoices related to the accelerated pace of digitization of the District’s local sewer permit files for their use as part of the District’s Geographic Information System project.
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 and amend the agreement for Contract 09-RFP-10 in an amount of $9,657.40 (5.8% of the current contract value), from an amount of $166,711.41, to an amount not to exceed $176,368.81.
Funds are available in Account 101-15000-612090.
Requested, Eileen McElligott, Administrative Services Manager, EMcE:BKS:JMS:BTS 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
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