{"MatterTextId":26822,"MatterTextGuid":"510B925F-40FE-4781-BC04-F3DA14436CE5","MatterTextLastModifiedUtc":"2023-12-08T14:47:11.7","MatterTextRowVersion":"AAAAAADLAbk=","MatterTextMatterId":26811,"MatterTextVersion":"1","MatterTextPlain":"TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 21, 2023 \n\nCOMMITTEE ON PROCUREMENT \n\nMr. Brian A. Perkovich, Executive Director \n\n..Title \n\nAuthority 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 \n\n..Body \n\nDear Sir: \n\nOn 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. \n\nAs of October 12, 2023, the following list of change orders has been approved: \n\nOriginal Purchase Order Amount \t \n\n$603,200.00  \n\nDate of Board Approval \t \n\n12/3/2020  \n\nCumulative Change Order (October 12, 2023) \t \n\n$155,483.06  \n\n% Change of Original Purchase Order Value \t \n\n25.78%  \n\nCurrent Contract Value \t \n\n$758,683.06  \n\nRequested Increase \t \n\n$45,000.00  \n\nNew Purchase Order Value \t \n\n$803,683.06  \n\n% Change of Current Purchase Order Value \t \n\n5.93%  \n\nTotal % Change of Original Purchase Order Value \t \n\n33.24%   \n\nAn 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. \n\nThis 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. \n\nIt 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. \n\nFunds 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. \n\nRequested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:RA:JC:AJ:nj  \n\nRecommended, Darlene A. LoCascio, Director of Procurement and Materials Management  \n\nRespectfully Submitted, Marcelino Garcia, Chairman Committee on Procurement \n\nDisposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for December 21, 2023 \n\nAttachment","MatterTextRtf":"{\\rtf1\\ansi\\ansicpg1252\\deff0\\deflang1033\\fs24{\\fonttbl{\\f0\\fnil\\fcharset0 Times New Roman;}{\\f1\\fnil\\fcharset0 Arial;}{\\f2\\fnil\\fcharset0 Courier New;}{\\f3\\fnil\\fcharset2 Symbol;}{\\f4\\fnil\\fcharset0 Helvetica;}{\\f5\\fnil\\fcharset0 Courier;}{\\f10\\fnil\\fcharset2 Wingdings;}{\\f11\\fnil\\fcharset0 MS Mincho;}{\\f13\\fnil\\fcharset0 SimSun;}{\\f21\\fnil\\fcharset0 Century;}{\\f34\\fnil\\fcharset0 Cambria Math;}{\\f36\\fnil\\fcharset0 Cambria;}{\\f37\\fnil\\fcharset0 Calibri;}}\r\n{\\colortbl ;\\red0\\green0\\blue0;\\red0\\green0\\blue255;\\red0\\green255\\blue255;\\red0\\green255\\blue0;\\red255\\green0\\blue255;\\red255\\green0\\blue0;\\red255\\green255\\blue0;\\red255\\green255\\blue255;\\red0\\green0\\blue128;\\red0\\green128\\blue128;\\red0\\green128\\blue0;\\red128\\green0\\blue128;\\red128\\green0\\blue0;\\red128\\green128\\blue0;\\red128\\green128\\blue128;\\red192\\green192\\blue192;\\red132\\green95\\blue145;\\red79\\green129\\blue189;\\red36\\green63\\blue96;\\red23\\green54\\blue93;\\red192\\green128\\blue77;\\red75\\green172\\blue198;\\red192\\green0\\blue0;\\red255\\green192\\blue0;\\red146\\green208\\blue80;\\red0\\green176\\blue128;\\red0\\green176\\blue240;\\red0\\green112\\blue192;\\red0\\green32\\blue96;\\red112\\green48\\blue160;\\red84\\green141\\blue212;\\red227\\green108\\blue10;\\red95\\green73\\blue122;\\red118\\green146\\blue60;\\red141\\green179\\blue226;\\red148\\green138\\blue84;\\red229\\green184\\blue183;\\red89\\green89\\blue89;}\r\n{\\stylesheet {\\s1 heading 1;}{\\s2 heading 2;}{\\s3 heading 3;}{\\s4 heading 4;}{\\s5 heading 5;}{\\s6 heading 6;}}\r\n{\\info{\\doccomm Created by the \\\\'abHTML to RTF .Net\\\\'bb 5.3.5.19}}\r\n\\paperw12241\\paperh15841\\margl567\\margr567\\margt283\\margb567\\viewkind1\\viewscale100\\viewzk2\r\n\r\n\\pard\\fs24\\lang1033\\f1\\fs22\\cf1\\b\\ql\\sb0\\sa0 TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 21, 2023\\par\r\n\\f1\\fs22\\cf1\\b0\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ul\\ql\\sb0\\sa0 COMMITTEE ON PROCUREMENT\\par\r\n\\f1\\fs22\\cf1\\ul0\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Mr. Brian A. Perkovich, Executive Director\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 ..Title\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 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\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 ..Body\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Dear Sir:\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 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.\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 As of October 12, 2023, the following list of change orders has been approved:\\par\r\n\\f1\\fs22\\cf1\\ql\\sb4\\sa0 \\~\\par\r\n\r\n\\pard\\trowd\\trautofit1\r\n\\trgaph0\\trleft117\r\n\r\n\\clvertalt\r\n\\cellx5232\r\n\\clvertalt\r\n\\cellx6687\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Original Purchase Order Amount\r\n\\intbl \\cell\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 $603,200.00\r\n\\intbl \\cell\\pard\\intbl\\row\\pard\r\n\r\n\\pard\\trowd\\trautofit1\r\n\\trgaph0\\trleft117\r\n\r\n\\clvertalt\r\n\\cellx5232\r\n\\clvertalt\r\n\\cellx6687\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Date of Board Approval\r\n\\intbl \\cell\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 12/3/2020\r\n\\intbl \\cell\\pard\\intbl\\row\\pard\r\n\r\n\\pard\\trowd\\trautofit1\r\n\\trgaph0\\trleft117\r\n\r\n\\clvertalt\r\n\\cellx5232\r\n\\clvertalt\r\n\\cellx6687\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Cumulative Change Order (October 12, 2023)\r\n\\intbl \\cell\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 $155,483.06\r\n\\intbl \\cell\\pard\\intbl\\row\\pard\r\n\r\n\\pard\\trowd\\trautofit1\r\n\\trgaph0\\trleft117\r\n\r\n\\clvertalt\r\n\\cellx5232\r\n\\clvertalt\r\n\\cellx6687\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 % Change of Original Purchase Order Value\r\n\\intbl \\cell\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 25.78%\r\n\\intbl \\cell\\pard\\intbl\\row\\pard\r\n\r\n\\pard\\trowd\\trautofit1\r\n\\trgaph0\\trleft117\r\n\r\n\\clvertalt\r\n\\cellx5232\r\n\\clvertalt\r\n\\cellx6687\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Current Contract Value\r\n\\intbl \\cell\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 $758,683.06\r\n\\intbl \\cell\\pard\\intbl\\row\\pard\r\n\r\n\\pard\\trowd\\trautofit1\r\n\\trgaph0\\trleft117\r\n\r\n\\clvertalt\r\n\\cellx5232\r\n\\clvertalt\r\n\\cellx6687\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Requested Increase\r\n\\intbl \\cell\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 $45,000.00\r\n\\intbl \\cell\\pard\\intbl\\row\\pard\r\n\r\n\\pard\\trowd\\trautofit1\r\n\\trgaph0\\trleft117\r\n\r\n\\clvertalt\r\n\\cellx5232\r\n\\clvertalt\r\n\\cellx6687\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 New Purchase Order Value\r\n\\intbl \\cell\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 $803,683.06\r\n\\intbl \\cell\\pard\\intbl\\row\\pard\r\n\r\n\\pard\\trowd\\trautofit1\r\n\\trgaph0\\trleft117\r\n\r\n\\clvertalt\r\n\\cellx5232\r\n\\clvertalt\r\n\\cellx6687\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 % Change of Current Purchase Order Value\r\n\\intbl \\cell\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 5.93%\r\n\\intbl \\cell\\pard\\intbl\\row\\pard\r\n\r\n\\pard\\trowd\\trautofit1\r\n\\trgaph0\\trleft117\r\n\r\n\\clvertalt\r\n\\cellx5232\r\n\\clvertalt\r\n\\cellx6687\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Total % Change of Original Purchase Order Value\r\n\\intbl \\cell\r\n\\intbl\\f1\\fs22\\cf1\\ql\\sb0\\sa0 33.24%\r\n\\intbl \\cell\\pard\\intbl\\row\\pard\r\n\\pard\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 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.\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0\\ri272 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.\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0\\ri0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 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.\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Funds for the 2024 expenditure is available in Account 101-16000-634820, and is contingent on the Board of Commissioners\\u8217? approval of the District\\u8217?s budget for that year.\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0\\ri272 Requested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:RA:JC:AJ:nj \\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0\\ri272 Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management \\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0\\ri272 Respectfully Submitted, Marcelino Garcia, Chairman Committee on Procurement\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0\\ri0 Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for December 21, 2023\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 \\~\\par\r\n\\f1\\fs22\\cf1\\ql\\sb0\\sa0 Attachment\\par\r\n}"}