TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 2, 2022
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to decrease purchase order and final report on emergency Contract 22-400-01, Janitorial Services for the Main Office Building Complex, to Eco-Clean Maintenance, Inc. in an amount of $9,900.00, from an amount of $59,900.00 to an amount not to exceed $50,000.00, Accounts 101-15000-612370/612390, Purchase Order 3118370
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Dear Sir:
On March 23, 2022, the Administrative Services Officer declared an operating emergency, and authorized the Director of Procurement and Materials Management to issue a purchase order for janitorial services for the Main Office Building Complex (MOBC) to prevent a lapse in service in accordance with Section 11.5 of the Purchasing Act. Contract Number 22-400-01, to Eco-Clean Maintenance, Inc. in an amount not to exceed $50,000.00, to allow Eco-Clean Maintenance, Inc. to begin work immediately on April 1, 2022.
Eco-Clean Maintenance, Inc. performed janitorial services at the MOBC satisfactorily during the period of April 1, 2022 and April 22, 2022 under the terms of this emergency contract. All services under the operating emergency through Contract 22-400-01 were completed on April 22, 2022. The final cost for the services under this operating emergency was $50,000.00.
On April 25, 2022, Eco-Clean Maintenance, Inc. began providing these services to the District under Contract 22-408-12 (Re-Bid). There were zero days of missed janitorial service at the MOBC because of this emergency declaration.
As of May 19, 2022, the attached list of change orders has been approved.
Original contract Amount $50,000.00
Date of Board Approval N/A
Cumulative Change Order (5/19/2022) $9,900.00
% Change of Original Contract Value 19.8%
Current Contract Value $59,900.00
Requested Decrease $9,900.00
New Contract Value $50,000.00
% Change of Current Contract Value 16.5%
% Change of Original Contract Value 0%
The reason for the requested change order is to reduce and close the purchase order.
This change order is in compliance with the Illinois Criminal Code since the change is in the best interest of the District and was not foreseeable at the time of the signing of the contract.
It is hereby recommended that the Board of Commissioners authorize the Director of Procurement and Materials Management to execute a change order to decrease the purchase order for emergency Contract 22-400-01 in an amount of $9,900.00 (16.5% of the current Contract value), from an amount of $59,900.00, to an amount not to exceed $50,000.00.
Funds will be restored to Accounts 101-15000-612370/612390.
Requested, Shellie A. Riedle, Administrative Services Officer, IG:jrm
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 2, 2022
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