TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 18, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Authority to increase purchase order and amend the agreement with Arch Wireless for Contract 01-RFP-16 Pager Equipment Lease and Paging Services, in an amount of $10,307.14, from an amount of $248,154.96, to an amount not to exceed $258,462.10, Account 101-27000-612210, Purchase Order 3011526
Body
Dear Sir:
On January 10, 2002, the Board of Commissioners authorized the Purchasing Agent to issue a purchase order and enter into an agreement for Contract 01-RFP-16 Pager Equipment Lease and Paging Services, with Arch Wireless, in an amount not to exceed $119,154.96. On December 16, 2004, the Board of Commissioners authorized the extension of Contract 01-RFP-16 for an additional thirty-six month period in an amount not to exceed $120,000.00. Under the terms of the current agreement with Arch Wireless, the District can lease pager equipment and paging service. Additionally, the District can exercise the option to extend the agreement for up to three (3) additional months. The District would like to exercise the option to extend the agreement for an additional three (3) months.
As of December 8, 2008, the attached list of change orders has been approved. The effect of these change orders resulted in an increase in an amount of $128,997.00 from the original amount awarded of $119,157.96. The current contract value is $248,154.96. The prior approved change orders reflect a 108% increase to the original contract value.
Request for Proposal 08-RFP-19 Pager Equipment Lease and Paging Services was advertised on May 7, 2008. The District received two (2) proposals on May 30, 2008, from the following vendors: American Messaging Services LLC d/b/a American Messaging and USA Mobility. The award of 08-RFP-19 has been delayed because of the changes in the pager industry. As more people use cell phones and not pagers for communications, many pager companies have merged or have been acquired by larger communications companies. The Information Technology Department is currently awaiting the award of 08-RFP-19 at the December 18, 2008 board meeting.
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 Purchasing Agent to execute a change order to increase the purchase order and amend the agreement in an amount of $10,307.14 (4% of the current contract value) from an amount of $248,154.96 to an amount not to exceed $258,462.10.
Funds are available in Account 101-27000-612210.
Requested, Keith D. Smith, Director of Information Technology, KDS:JC:ML:tm
Recommended, Darlene A. LoCascio, Purchasing Agent
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Purchasing
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for December 18, 2008
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