TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 5, 2012
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to decrease purchase order and amend the agreement with Vulcan Industries, Inc., to Furnish and Deliver Replacement Parts and Repair Services, for Vulcan Screens to Various Locations, in an amount of $14,539.00, from an amount of $174,434.35, to an amount not to exceed $159,895.35, Accounts 101-69000-612600/623270, Purchase Order 3062734
Body
Dear Sir:
On March 4, 2010, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue purchase orders and enter into an agreement with Vulcan Industries, Inc., to furnish and deliver replacement parts and repair services, for Vulcan screens to various locations, in an amount not to exceed $214,000.00. The purchase orders expire on December 31, 2012.
As of March 23, 2012, the attached list of change orders has been approved. The effect of these change orders resulted in a decrease in an amount of $39,565.65 from the original amount awarded of $214,000.00. The current purchase orders' value is $174,434.35. The prior approved change orders reflect an approximate 18.5% decrease to the original purchase orders' value.
A decrease in the purchase order value is being requested because the actual expenditure in 2011 was less than originally anticipated and to reduce 2012 to the budgeted amount.
This change order is in compliance with the Illinois Criminal Code since these changes are due to circumstances not reasonably foreseeable at the time the purchase order was issued, 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 in an amount of $14,539.00 (approximately 8.3% of the current purchase order's value), from an amount of $174,434.35, to an amount not to exceed $159,895.35.
Funds will be restored to Accounts 101-69000-612600/623270.
Requested, Manju Prakash Sharma, Director of Maintenance & Operations, SES:SO'C:MAG:LSC:TRS
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 April 5, 2012
Attachment