TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 5, 2022
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase Contract 20-RFP-02 Deliver and Implement Laboratory Information Management System, to Accelerated Technology Laboratories, Inc., in an amount of $118,030.36, from an amount of $603,200.00, to an amount not to exceed $721,230.36, Accounts 101-16000-623810, 634820, Purchase Order 3113428
Body
Dear Sir:
On December 3, 2020, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 20-RFP-02 Deliver and Implement Laboratory Information Management System (LIMS) to Accelerated Technology Laboratories, Inc., in an amount not to exceed $603,200.00, Agenda Item No. 16, File No. 20-1078.
The contract expires on June 30, 2022; however, authorization to amend the expiration date to December 31, 2023 is requested. The revised completion date is due to Covid-19 related delays and a gap analysis.
This contract has no prior change orders.
Original Purchase Order Amount $603,200.00
Date of Board Approval 12/3/2020
Cumulative Change Order (4/22/2021) $0.00
% Change of Original Purchase Order Value 0%
Current Contract Value $603,200.00
Requested Increase $118,030.36
New Purchase Order Value $721,230.36
% Change of Current Purchase Order Value 19.57%
% Change of Original Purchase Order Value 19.57%
An increase is requested to purchase new laboratory printers, scanners, and printer accessories to integrate with the new LIMS. The current printers and scanners do not integrate with the new LIMS. The new printers and scanners will be configured to the new LIMS system and are necessary for printing sample labels in the field and in laboratories. The Metropolitan Water Reclamation District of Greater Chicago (District) will recognize a cost savings advantage by purchasing laboratory printers, scanners, and printer accessories from the RFP. Implementing the items within the RFP will not only provide a saved configuration cost, but it will also eliminate manual labor required for tracing samples and manual cross-checking hand-written sample entries that will eliminate human error. It will also benefit the District by ensuring the technologies connect well with the new LIMS system and eliminate any errors prior to completion of the agreement. Therefore, increasing the 2022 expenditure in Account 101-16000-623810 for computer supplies is necessary.
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 Contract 20-RFP-02 in an amount of $118,030.36 (19.57% of the current contract value), from an amount of $603,200.00, to an amount not to exceed $721,230.36.
Funds for the 2022 expenditure are available in Accounts 101-16000-623810, 634820. Funds for the 2023 expenditure in Account 101-16000-634820 are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:RA:JC:AJ:ca
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 May 5, 2022