TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 6, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase and exercise the option to extend agreement with Heartland Bank and Trust Company for Contract 12-RFP-25, Farm Management Support Services, in an amount of $62,000.00 from an amount of $213,140.40 to an amount not to exceed $275,140.40, Account 101-66000-612430, 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. As reported to the Board on October 18, 2012, the agreement gives the District the option to extend the agreement for up to two additional one-year terms. On October 1, 2015, the Board of Commissioners authorized the first one-year extension. The contract currently expires on December 31, 2016.
As of September 13, 2016, the attached list of change orders has been approved. The effect of these change orders resulted in an increase in an amount of $27,140.40 from the original amount awarded of $186,000.00. The current contract value is $213,140.40. The prior approved change orders reflect an approximate 14.6% increase to the original contract value.
The requested increase will provide funding for the second one-year extension to the agreement. The Farm Manager has performed well and the extension at the agreed upon price is in the best interest of the District.
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 exercise the option to extend the agreement for the second one-year term and to execute a change order to increase Contract 12-RFP-25, in an amount of $62,000.00 (29.1% of the current contract value) from an amount of $213,140.40 to an amount not to exceed $275,140.40.
Funds for 2017 are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, John P. Murray, Acting Director of Maintenance and Operations, BAP:SO'C:MAG:JR:JK
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 6, 2016
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