TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 2, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase purchase order with Lease Plan USA, Inc., for Contract 17-RFP-28R Fleet Vehicle Maintenance Management Services, in an amount of $54,000.00, from an amount of $1,726,723.03, to an amount not to exceed $1,780,723.03, Accounts 101-15000-612080 and 612860, Purchase Order 3102446
Body
Dear Sir:
On September 20, 2018, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 17-RFP-28R Fleet Vehicle Maintenance Management Services for a 36-Month Period to LeasePlan USA, Inc., in an amount not to exceed $1,248,984.00.
On August 5, 2021, the Board of Commissioners authorized the Director of Procurement and Materials Management to increase purchase order and exercise an option to extend the agreement for twenty-four (24) months, with Lease Plan USA, Inc., for Contract 17-RFP-28R Fleet Vehicle Maintenance Management Services, in an amount of $829,800.00, from an amount of $1,046,288.84, to an amount not to exceed $1,876,088.84. The contract expires November 30, 2023.
As of October 4, 2023, the attached list of change orders has been approved.
Original contract Amount $1,248,984.00
Date of Board Approval 9/20/2018
Cumulative Change Order (10/4/2023) $477,739.03
% Change of Original Contract Value 38.25%
Current Contract Value $1,726,723.03
Requested Increase $54,000.00
New Contract Value $1,780,723.03
% Change of Current Contract Value 3.13%
Total % Change of Original Contract Value 42.57%
The increase will allow General Administration to process payments for the higher then projected vehicle maintenance costs for the remainder of the contract. Lease Plan USA, Inc. provides fleet vehicle management services which include the administration of the routine preventive maintenance as well as mechanical repairs, the reporting of accidents and managing the collision-repair process, along with access to a fuel card program which allows for the fueling of 75 fleet vehicles that are not currently fueled on-site.
This change order is in compliance with the Illinois Criminal Code since the change is germane to the contract 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 increase purchase order for Contract 17-RFP-28R in an amount of $54,000.00, from an amount of $1,726,723.03, to an amount not to exceed $1,780,723.03.
Funds are available in Accounts 101-15000-612080 and 612860.
Requested, Shellie A. Riedle, Administrative Services Officer, CO: LSA
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 November 2, 2023
Attachment