TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 16, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Authority to increase purchase order and exercise an option to extend agreement for one year with West Publishing Corporation for on-line legal research and subscriptions to various legal publications for a three year period, in an amount not to exceed $76,660.00 from an amount of $230,108.18, to an amount not to exceed $306,768.18, Accounts 101-30000-612490, 623720, Purchase Order 3080583
At the Board meeting of March 20, 2014, the Board of Commissioners authorized the Director of Procurement and Materials Management to enter into an agreement with West Publishing Corporation, for on-line legal research and subscriptions to various legal publications for a three-year period in an amount not to exceed $247,884.00. The contract expires on March 31, 2017.
As of February 3, 2017, the attached change orders have been approved. The net effect of these change orders resulted in a decrease totaling $17,775.82, from the original amount awarded of $247,884.00. The current value is $230,108.18.
Under the terms of the agreement, the District has an option to extend the agreement for on-line legal research for one additional year in the amount of $68,160.00, which is a 2% increase over year three, and $8,500.00 for subscriptions to various legal publications. The Law Department has been satisfied with the on-line services provided by West and wishes to exercise the one-year option to extend the agreement to March 31, 2018.
This change order is in compliance with the Illinois Criminal Code because it was specifically provided for in the original contract, is germane to the original contract as signed, 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 the purchase order and exercise an option to extend the agreement for one additional year with West Publishing Corporation in an amount of $76,660.00 (33.3 percent of the current contract value) from an amount of $230,108.18, to an amount not to exceed $306,768.18.
Funds for the current year in the amount of $59,620.00 are available in Accounts 101-30000-612490 and 101-30000-623720. The estimated expenditure for 2018 is $17,040.00. Funds for 2018 are contingent on the Board of Commissioner' approval of the District's budget for that year.
Requested, Ronald M. Hill, General Counsel, RMH:TN:bh
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 February 16, 2017