TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 21, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authorization to ratify the Executive Director's action to increase Contract 19-006-11 Furnish and Deliver Janitorial Supplies to Various Locations for a One (1) Year Period, Group B, to Synergy Systems, LLC, in an amount not to exceed $30,000.00, from $43,533.84 to an amount not to exceed $73,533.84, Accounts 101-20000-623110, 623170, 623660
Body
Dear Sir:
On April 16, 2020, the Board of Commissioners formally declared an emergency affecting public health and safety due to the coronavirus (COVID-19) pandemic through August 31, 2020. Pursuant to this declaration, the Executive Director has been authorized to execute, issue and increase any existing purchase orders to ensure continuity in District operations and to ensure the safety of District employees.
On June 6, 2019, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 19-006-11 furnish and deliver cylinder janitorial supplies to various locations for a one (1) year period to Synergy Systems, LLC, in an amount not to exceed $33,533.85.
This contract was to have expired on May 31, 2020; however, on April 15, 2020, vendors were notified that the District was exercising its right to extend the contract by no more than 90 days, per contract specifications. The contract was extended to maintain continuity of essential janitorial supplies, including cleaners and disinfectants, needed to ensure the safety of District personnel working at District facilities during the COVID-19 Emergency. The new expiration date is August 31, 2020.
As of May 11, 2020, one change order has been approved for this contract. The effect of this change order resulted in an increase in the amount of $9,999.99, from the original amount awarded of $33,533.85. This change order reflects an approximate 29.8 percent increase to the original contract value. The current contract value is $43,533.84.
The additional funds are necessary because of the increased demand for cleaning and sanitization products needed to mitigate and prevent transmission of the COVID-19 virus in District facilities until the new 2020 contract is in place.
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 ratify and approve the Executive Director's action on May 12, 2020 to direct the Director of Procurement and Materials Management to execute a change order to increase Contract 19-006-11, Group B, in an amount of $30,000.00 (approximately 68.9% of the contract’s current value) from a current amount of $43,533.84 to an amount not to exceed $73,533.84.
Funds are available in Accounts 101-20000-623110, 623170, 623660.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MS:np
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 21, 2020