TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 13, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to decrease purchase order and amend the agreement with V3IT Consulting, Inc. for Contract 19-RFP-23 SAP Consulting Services, in an amount of $89,000.00, from an amount of $230,150.00, to an amount not to exceed $141,150.00, Account 101-27000-612430, Purchase Order 3112546
Body
Dear Sir:
On January 7, 2021, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue purchase order and enter into an agreement for Contract 19-RFP-23 SAP Consulting Services with V3IT Consulting, Inc, in an amount not to exceed $400,000.00. The contract was set to expire on December 31, 2022 but was extended through December 31, 2023 to accommodate ongoing SAP optimization projects while a new contract was being awarded and finalized.
As of June 26, 2023, the attached list of change orders have been entered.
Original Contract Amount $400,000.00
Date of Board Approval 1/7/2021
Cumulative Change Order (3/14/2023) ($169,850.00)
% Change of Original Contract Value -42.43%
Current Contract Value $230,150.00
Requested Increase or Decrease ($89,000.00)
New Contract value $141,150.00
% Change of Current Contract Value -38.67%
% Change of Original Contract Value -64.71%
This decrease is requested as the scope of the SAP optimization projects is less than anticipated at the time the agreement was extended; a new agreement has since been awarded and finalized with another vendor to provide SAP Consulting Services; and it will unencumber funding in the commitment item to facilitate the implementation of other critical projects by the Information Technology Department in 2023.
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 decrease the purchase order and amend the agreement for Contract 19-RFP-23 in an amount of $89,000.00 (38.67% of the current purchase order value), from an amount of $230,150.00, to an amount not to exceed $141,150.00.
Funds will be restored to Account 101-27000-612430.
Requested, Sean T. Kelly, Acting Director of Information Technology, STK:RA:ky
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, 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 July 13, 2023
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