TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 16, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase purchase order and amend the agreement with AT&T Corp, for Contract 12-RFP-32 (Re-Bid) Point to Point Communications, in an amount of $122,000.00 from an amount of $295,791.10 to an amount not to exceed $417,791.10, Account 101-27000-612210, Purchase Order 3076935
Body
Dear Sir:
On March 21, 2013, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement for Contract 12-RFP-32 (Re-Bid) Point to Point Communications with AT&T Corp., in an amount not to exceed $295,791.10. The contract expired on May 31, 2016.
The contract has no prior change orders.
The District will need an additional $122,000.00 to fund a 12-month extension to the current Point to Point agreement due to vendor contract requirements. It is anticipated that we will only use 3 months of the extension prior to the award of a new contract which will supersede the 12-month extension. The additional time provided under the extension will allow the Information Technology Department to continue to review and evaluate new technology proposed by a multitude of vendors under the new RFP. The evaluation period is taking longer than originally anticipated due to the new technology proposed and the potential cost savings it would provide.
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 and amend the agreement in an amount of $122,000.00 (41% of the current contract value), from an amount of $295,791.10 to an amount not to exceed $417,791.10.
Funds are available in Account 101-27000-612210.
Requested, John Sudduth, Director of Information Technology, JS:SK:RP:EW:TM
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 June 16, 2016