TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 4, 2021
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase purchase order and amend the agreement with Sirius Automation Group Inc., for preventive maintenance and consumable supplies for Sirius Automation robotic weighing systems in an amount of $3,298.00, from an amount of $9,980.00, to an amount not to exceed $13,278.00, Accounts 101-16000-612970, 623570, Purchase Order 3112192 (As Revised)
Body
Dear Sir:
On January 8, 2021, the Director of Procurement and Materials Management authorized and issued a purchase order to Sirius Automation Group Inc., a sole source vendor, for preventive maintenance and consumable supplies for Sirius Automation robotic weighing systems that the Metropolitan Water Reclamation District of Greater Chicago (District) owns, in an amount not to exceed $9,980.00. The purchase order expires on December 31, 2021.
There are no prior change orders to this purchase order.
Based on 2020 maintenance needs, the purchase order was budgeted to cover priority unlimited telephone and web-based support, including one onsite Annual Preventative Maintenance visit, and two priority onsite service calls per instrument for two systems. The Total Solids/Volatile Total Solids by Volume and Weight automated weighing station, which was not included in the purchase order, has since become out-of-service. In order to have sufficient funds to include this weighing station in the preventative maintenance agreement so that it can be repaired, additional funds are needed. The repair is necessary for the proper functioning of the robotic system.
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 $3,780.00 (33% of the current contract value), from an amount of $9,980.00, to an amount not to exceed $13,278.00.
Funds are available in Accounts 101-16000-612970, 623570.
Requested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:RA:JC:VRO:bb
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 February 4, 2021