TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 6, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to increase purchase order and amend the agreement with HP Inc. in an amount of $58,000.00 from an amount of $464,363.25, to an amount not to exceed $522,363.25, Account 101-27000-623810, Purchase Order 3131541 (As Revised)
Body
Dear Sir:
On April 18, 2024, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with HP Inc. for the purchase of new and replacement computer hardware and software, in an amount not to exceed $1,005,000.00. This purchase order expired on June 30, 2025.
As of October 24, 2025, the attached list of change orders has been approved.
Original Contract Amount $1,005,000.00
Date of Board Approval 4/18/2024
Cumulative Change Order ($540,636.75)
% Change of Original Contract Value (53.79%)
Current Contract Value $464,363.25
Requested Increase or Decrease $58,000.00
New Contract Value $522,363.25
% Change of Current Contract Value 12.49%
Total % Change of Original Contract Value (51.98%)
This change is requested to replace end-of-life cycle computer equipment in order to maintain security compliance with the latest Windows 11 standards. In addition, on April 2, 2025, the termination date of the underlying NASPO Master Agreement 23011 was extended by Amendment No. 3 from June 30, 2025 to June 30, 2028, at the same terms and conditions.
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 and amend the agreement with HP Inc. in an amount of $58,000.00 (12.49% of the current contract value), from an amount of $464,363.25, to an amount not to exceed $522,363.25.
Funds are available in Account 101-27000-623810.
Requested, Sean T. Kelly, Director of Information Technology, STK:JR:ucu
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 November 6, 2025
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