TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 7, 2014
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Authority to increase purchase order and amend agreement with Chicago Office Technology Group for services to provide maintenance, service, and supplies for Xerox copiers in an amount of $9,000.00 from an amount of $9,900.00 to an amount not to exceed $18,900.00, Account 101-27000-612810, Purchase Order 3080706
Body
Dear Sir:
On April 9, 2014, the Director of Procurement and Materials Management issued a purchase order and entered into an agreement with Chicago Office Technology Group to provide maintenance, service, and supplies for 52 Xerox multifunctional devices, in an amount not to exceed $9,900.00. The agreement expired on July 31, 2014.
There have been no previous changes to this purchase order.
On December 4, 2008, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order for Contract 08-418-12, Furnish and Deliver Fifty-Two (52) Multi-Functional Photocopier Devices (MFD's) and a Five-Year Repair Service, Supplies and Maintenance Agreement at Various Locations to Distinctive Business Products, d/b/a Chicago Office Technology Group. The maintenance and service contract expired on March 31, 2014.
In April 2014, a 4-four month maintenance agreement was entered into with COTG for continued servicing of the Xerox fleet with the anticipation of replacing the Xeroxes with newer Canon devices which are under a separate lease agreement. To date, seven Canon devices are on site and are being tested to ensure the devices functionality suits the needs of District users.
The Canon devices are currently being evaluated and tested for scanning functionality; communication with existing HP devices; print functionality and fax capacity.
Due to the extended delivery, testing and implementation phase of the Canon software and devices, it has become necessary to maintain the Xerox's onsite longer than anticipated in order to ensure that staff has the necessary tools required for continued productivity. Due to the age of the Xerox multifunctional devices, regular maintenance is required to ensure proper functioning of the devices. Information Technology is therefore requesting to increase and extend the current maintenance purchase order.
The requested extension will expire October 31, 2014.
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 the purchase order in an amount of $9,000.00 (110% of the current contract value) from an amount of $9,900.00 to an amount not to exceed $18,900.00.
Funds are available in Account 101-27000-612810.
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 August 7, 2014.