TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 20, 2025
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase Contract 24-030-11, Furnish and Deliver Lubricants to various locations for a one-year period, Items 7, 12, 16, 19, and 23 awarded to Petroleum Service Company, from an amount of $66,464.99, to an amount not to exceed $141,464.99, Account 101-20000-623860, Agreement 7002216
Body
Dear Sir:
On October 17, 2024, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 24-030-11, Furnish and Deliver Lubricants to Various Locations for a One-Year Period, Items 7, 12, 16, 19, and 23 to Petroleum Service Company, in an amount not to exceed $56,465.00. The contract expires on October 31, 2025.
As of February 27, 2025, the attached list of change orders has been approved.
Original Contract Amount $56,465.00
Date of Board Approval 10/17/2024
Cumulative Change Order (2/27/2025) $9,999.99
% Change of Original Contract Value 17.7%
Current Contract Value $66,464.99
Requested Increase or Decrease $75,000.00
New Contract Value $141,464.99
% Change of Current Contract Value 112.8%
Total % Change of Original Contract Value 150.5%
An increase to the contract value is being requested due to the Maintenance and Operations department undertaking a project to replace numerous gearboxes at SEPA stations at the Calumet Water Reclamation Plant. This project has increased the required usage of lubricants under this contract.
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 Contract 24-030-11 in an amount of $75,000.00 (112.8% of the current contract value), from an amount of $66,464.99, to an amount not to exceed $141,464.99.
Funds are available in Account 101-20000-623860.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MS
Respectfully Submitted, Precious Brady-Davis, Chairperson Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for March 20, 2025