TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 21, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to increase and extend purchase order, for Contract 20-425-12 (Re-Bid) Furnish and Deliver Paper to Various District Locations for a Thirty-Six (36) Month Period, with Bebon Office Machines Co., in an amount not to exceed $20,000.00, from an amount of $179,403.48, to an amount not to exceed $199,403.48, Account 101-15000-623520, Purchase Order 3112984
Body
Dear Sir:
At the Board meeting of March 4, 2021, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase for Contract 20-425-12 (Re-Bid) Furnish and Deliver Paper to Various District Locations for a Thirty-Six (36) Month Period, with Bebon Office Machines Co., in an amount not to exceed $173,703.48. The contract expired on March 11, 2024.
As of March 8, 2024, the attached list of change orders has been approved.
Original Contract Amount $173,703.48
Date of Board Approval 01/07/2021
Cumulative Change Order (03/08/2024) $5,700.00
% Change of Original Contract Value 3.28%
Current Contract Value $179,403.48
Requested Increase or Decrease $20,000.00
New Contract Value $199,403.48
% Change of Current Contract Value 11.51%
Total % Change of Original Contract Value 14.80%
A replacement contract will be awarded at a future Board meeting. The requested increase will allow the District to purchase paper during the extension period. The District will not be obligated to complete the term of the extension if a replacement contract is awarded within the three (3) month extension period.
This change order is in compliance with the Illinois Criminal Code since the circumstances were unforeseen at the time the original 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 increase and extend the purchase order for a three (3) month period to June 11, 2024, for Contract 20-425-12 (Re-Bid) in an amount of $20,000.00 (11.51% of the current contract value), from an amount of $179,403.48 to an amount not to exceed $199,403.48.
Funds are available in Account 101-15000-623520.
Requested, Shellie A. Riedle, Administrative Services Officer, JRM
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 March 21, 2024
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