TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 21, 2023
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 $45,000.00, from an amount of $758,683.06, to an amount not to exceed $803,683.06, Accounts 101-16000-634820, 101-27000-612820, 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. The contract expires on December 31, 2024.
As of October 12, 2023, the following list of change orders has been approved:
|
Original Purchase Order Amount |
$603,200.00 |
|
Date of Board Approval |
12/3/2020 |
|
Cumulative Change Order (October 12, 2023) |
$155,483.06 |
|
% Change of Original Purchase Order Value |
25.78% |
|
Current Contract Value |
$758,683.06 |
|
Requested Increase |
$45,000.00 |
|
New Purchase Order Value |
$803,683.06 |
|
% Change of Current Purchase Order Value |
5.93% |
|
Total % Change of Original Purchase Order Value |
33.24% |
An increase is requested to add 600 project management hours. The requested increase will allow payment of the project manager for required activities to complete the project due to the extended implementation period. The project implementation period has been extended due to key system configuration and performance issues that need to be resolved, utilizing a joint effort between the vendor and the District implementation teams. Key system functionalities continue to require additional development and project management hours to enable cooperative working sessions between key groups. These meetings and project management collaborations contributed to needed additional project hours to repair key system issues. Therefore, an additional 600 hours is required to keep the project on course and into the completion stage.
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 for Contract 20-RFP-02 in an amount of $45,000.00 (5.93% of the current contract value), from an amount of $758,683.06, to an amount not to exceed $803,683.06.
Funds for the 2024 expenditure is available in Account 101-16000-634820, and is 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:nj
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 December 21, 2023
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