TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 2, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase purchase order with Motorola, Inc. for STARCOM21 radio service, in the amount of $7,980.00, from $197,670.00 to an amount not to exceed $205,650.00, Accounts 101-15000-612840 and 623850, Purchase Order 3058080
Body
Dear Sir:
On May 7, 2009, the Board of Commissioners passed an order authorizing the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with Motorola for STARCOM21 radios and service. Their STARCOM21 Network is a statewide radio network created for the Illinois State Police and other state agencies within Illinois. By joining this service, District Police users are able to communicate both internally and with other members of State and governmental agencies that subscribe to the network.
As of April 15, 2013, the attached list of change orders has been approved. The effect of these change orders resulted in an increase of $7,140.00 from the original amount awarded of $190,530.00. The current purchase order value is $197,670.00. The prior approved change orders reflect a 3.7 percent increase to the original purchase order value.
The acquisition of eight additional radios, during the term of the service agreement, resulted in increased service costs. There are currently 38 radios in use by the police. In March of 2013, it was determined through invoicing from the vendor that a balance of $7,980.00 remains for six months of service received in 2012 which was inadvertently underpaid.
Motorola, Inc. is still registered and in good standing with the State of Illinois.
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 PO 3058080 with Motorola, Inc., in the amount of $7,980.00 (4.0 % of the current purchase order value) from $197,670.00 to an amount not to exceed $205,650.00. Funds are available in Accounts 101-15000-612840 and 623850.
Requested, Eileen McElligott, Administrative Services Manager, BKS:JMS
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.
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