TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 17, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to decrease purchase order with Sirius Automation Group Inc. for preventive maintenance, technical support, repair, and parts for three Sirius automated weighing robotic systems at various locations for three years, in an amount of $12,658.34, from an amount of $116,685.00, to an amount not to exceed $104,026.66, Account 101-16000-612970, Purchase Order 3127086
Body
Dear Sir:
On October 5, 2023, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue purchase order and enter into an agreement with Sirius Automation Group Inc. for preventive maintenance, technical support, repair, and parts for three (3) Sirius automated weighing robotic systems at various locations. The agreement will end on December 31, 2026.
As of January 17, 2025, the attached list of change orders has been approved.
Original Purchase Order Amount $116,935.00
Date of Board Approval 10/5/2023
Cumulative Change Order (1/17/2025) ($250.00)
% Change of Original Purchase Order Value -0.21%
Current Contract Value $116,685.00
Requested Decrease ($12,658.34)
New Purchase Order Value $104,026.66
% Change of Current Purchase Order Value -10.85%
% Change of Original Purchase Order Value -11.04%
A decrease is requested due to changes in operational needs within the Analytical Laboratory Division. As part of ongoing efforts to align resources with current workflows and sampling demands, a specialized piece of equipment is being phased out at the Stickney Water Reclamation Plant. Given the reduced volume of relevant testing, continued maintenance of this system is no longer warranted. As a result, no preventive maintenance costs are anticipated for this equipment in 2026.
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 it 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 purchase order, in an amount of $12,658.34 (-10.85% of the current purchase order value), from an amount of $116,685.00, to an amount not to exceed $104,026.66.
Funds will be restored to Account 101-16000-612970.
Requested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:RA:JC:TP:AS
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Precious Brady-Davis, Chairperson 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 17, 2025
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