TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 17, 2011
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Authority to decrease purchase order and amend the agreement with Hewlett Packard Corporation for Computer Maintenance and Recover-All Services for the District’s VAX, HP Servers, and HP SAN-TS in an amount of $10,696.12, from an amount of $1,200,000.00, to an amount not to exceed $1,189,303.88, Accounts 101-27000-612810, 612820, Purchase Order 3044147
Body
Dear Sir:
On January 4, 2007, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with Hewlett Packard Corporation, for Computer Maintenance and Recover-All Services for the District’s VAX, HP Servers, and HP SAN-TS, in an amount not to exceed $2,400,000.00. On April 19, 2007, the Board of Commissioners authorized to amend the Board Order of January 4, 2007 from $2,400,000.00 to $725,000.00. The contract expired on December 31, 2009.
As of April 28, 2008, the attached list of change orders has been approved. The effect of these change orders resulted in an increase in an amount of $475,000.00 from the original amount awarded of $725,000.00. The current contract value is $1,200,000.00. The prior approved change orders reflect a 65.52% increase to the original contract value.
The reason for this change order is to reduce and close this purchase order.
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 and amend the agreement in an amount of $10,696.12 (.89% of the current contract value) from an amount of $1,200,000.00, to an amount not to exceed $1,189,303.88.
Funds will be restored to Accounts 101-27000-612810, 612820.
Requested, Keith D. Smith, Director of Information Technology, KDS:MH:RD
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 November 17, 2011
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