TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 2, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to decrease purchase order and amend the agreement with Autodesk Inc. for the renewal of the Constructware online program and consulting report in an amount of $45,298.57, from an amount of $214,491.18, to an amount not to exceed $169,192.61, Accounts 101-27000-601170, 612820, Purchase Order 3073301
Body
Dear Sir:
On June 7, 2012, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with Autodesk Inc. for the renewal of the Constructware online program and consulting support, in an amount not to exceed $206,491.18. On June 21, 2012, the Board of Commissioners approved an amending Board Letter, which due to a contextual error, allowed increase of the agreement to an amount not to exceed $214,491.18. The consulting component of the agreement expired on January 31, 2013.
This agreement has no prior change orders.
The purchase order agreement with Autodesk Inc. has two components: Constructware software licenses and consulting support. While the license component of the agreement extends until June 29, 2013, the consulting component terminated in January 2013. To date, Constructware has fulfilled its consulting obligations associated with this purchase order. Invoices have been paid in full and there are no outstanding obligations.
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 decrease the purchase order and amend the agreement in an amount of $45,298.57 (21.12% of the current contract value), from an amount of $214,491.18 to an amount not to exceed $169,192.61.
Funds will be restored to Account 101-27000-601170.
Requested, Ellen Barry, Acting Director of Information Technology, EB:CLG
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 May 2, 2013