TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 15, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to decrease Contract 16-405-12 (Re-Bid), Provide Maintenance and Printing Supplies for Xerox Nuvera 288 and DocuColor 7002 at the MWRDGC Print Shop for a Thirty-Six (36) Month Period, to Xerox Corporation, in an amount of $12,575.00, from an amount of $251,900.00 to an amount not to exceed $239,325.00, Account 101-15000-612800, Purchase Order 3088797
Body
Dear Sir:
On February 18, 2016, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 16-405-12 (Re-Bid), Provide Maintenance and Printing Supplies for Xerox Nuvera 288 and DocuColor 7002 at the MWRDGC Print Shop for a Thirty-Six (36) Month Period, to Xerox Corporation, in an amount not to exceed $251,900.00. The contract expires on March 8, 2019.
As of September 2, 2016, the attached change order has been approved. The effect of this change order resulted in a net zero change.
A decrease in the contract value is being requested at this time due to a change in the forecasted number of click charges in 2017 resulting in reduced maintenance expenditures.
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 for Contract 16-405-12 (Re-Bid) in an amount of $12,575.00 (5.00% of the current contract value) from an amount of $251,900.00 to an amount not to exceed $239,325.00.
Funds will be restored to Account 101-15000-612800.
Requested, Eileen M. McElligott, Administrative Services Manager, SAR:SKL:JRM
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 September 15, 2016
Attachment