TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 1, 2015
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase and exercise the option to extend agreement with Heartland Bank & Trust Company for Contract 12-RFP-25, Farm Management Support Services, to an amount of $62,000.00 from an amount of $159,707.84 to an amount not to exceed $221,707.84, Account 101-68000-601170, Purchase Order 3074977
Body
Dear Sir:
On October 18, 2012, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement for Contract 12-RFP-25, Farm Management Support Services, to Heartland Bank & Trust Company in an amount of $186,000.00. The contract currently expires on December 31, 2015. As reported to the Board on October 18, 2012, the agreement gives the District the option to extend the agreement up to an additional two years. Because of Heartland’s reliable management service, the securing of exceptional lease holding tenants and their assistance with the strategic goal of utilizing the farm property for nutrient control technology, it is in the best interest of the District to exercise the option to extend and amend the agreement.
As of September 4, 2015, the attached list of change orders has been approved. The effect of these change orders resulted in a decrease in an amount of $26,292.16 from the original amount awarded of $186,000.00. The current contract value is $159,707.84. The prior approved change orders reflect an approximate 14.1% decrease to the original contract value.
The requested increase will provide funding for the one year extension to the agreement.
This change order is in compliance with the Illinois Criminal Code since the change is germane to the original contract, 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 and exercise an option to extend agreement for Contract 12-RFP-25, in an amount of $62,000.00 (38.8% of the current contract value) from an amount of $159,707.84 to an amount not to exceed $221,707.84.
Funds for 2016 are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, Manju Prakash Sharma, Director of Maintenance and Operations, AQ:SO'C:MAG:JAR:JM
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, 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 October 1, 2015
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