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PROPOSED CONTRACT AMENDMENT
Department(s): Clerk of the Circuit Court
Vendor: DDW & Associates, Palatine, Illinois
Request: Requesting authorization for an increase by $104,830.00 and extension on a month-to-month basis for ten (10) months.
Good(s) or Service(s): Rental of Shelving and Forklift located at 1120 E. 89th Street, Chicago, Illinois
Original Contract Period: 3/16/2009 - 2/28/2014
Proposed Contract Period Extension: 3/1/2014 - 12/31/2014
Total Current Contract Amount Authority: $623,738.50
Original Approval (Board or Procurement): 2/4/2009, $125,796.00
Previous Board Increase(s) or Extension(s): 1st Extension (3/16/2010, $94,347.00); 2nd Extension (11/16/2010, $125,796.00); 3rd Extension (11/15/2011, $125,796.00); 4th Extension (2/27/2013, $20,966.00); 5th Extension (3/20/2013, $68,139.50); 6th Extension (7/31/2013, $62,898.00)
Previous Chief Procurement Officer Increase(s) or Extension(s): N/A
This Increase Requested: $104,830.00
Potential Fiscal Impact: $104,830.00
Accounts: 529-660
Contract Number(s): 09-84-08
Concurrences:
The vendor has met the Minority and Women Owned Business Enterprise Ordinance.
The Chief Procurement Officer concurs
Summary: DDW & Associates/REB Storage Systems International was selected from two (2) vendor bids received through the open market bid process. The contract for the rental of shelving was approved by the County Board on 2/4/2009. The vendor designed, installed, and anchored the shelving to the 89th Street warehouse floor. The temporary storage shelving system is needed by the Clerk of the Circuit Court to maintain a total of 3,072 pallets of court documents until space is made available at the new Cicero Record Center.
Due to the fact that the new Cicero Record Center construction is still in process, we believe that it is more cost effective and efficient to retain the expertise and services of the current vendor.
If the current contract were to be rebid, the County would incur additional costs for the reconstruction of shelving, or reloading of pallets, and incur possible increases in labor costs needed for staff to search for the location of pallets/documents during the reconstruction. Additionally, the Clerk of the Circuit Court would experience delays in the retrieval and delivery of court documents during the reconstruction of the shelving.
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