TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 3, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian Perkovich, Executive Director
Title
Issue purchase order and enter into agreements 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 $200,662.68. Account 101-30000-612490,623720, Requisition 1547175
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into agreements with West Publishing Corporation for on-line legal research and subscriptions to various legal publications for a three-year period commencing on October 1, 2020 and expiring on October 1, 2023.
West Publishing Corporation (“West Publishing”) currently supplies the Law Department with on-line legal research services and access to various legal publications. West Publishing has a copyrighted key number system, key cite system, head notes, annotations and commentary which are used by the Law Department daily for its legal research. Additionally, except for court decisions, the publications covered under this agreement are copyrighted by West Publishing. In accordance with Section 11.4 of the Purchasing Act, since West Publishing is the only source of supply for the services required, nothing would be gained by advertising for bids for these services.
West Publishing Corporation, as the sole service provider of on-line legal research containing the needed proprietary resources and subscriptions to various legal publications, has submitted prices for the services required by the Law Department. Entering into an agreement for online legal research will allow the Law Department unlimited access to the most current legal material in numerous electronic databases for a discounted flat monthly fee. Entering into an agreement for online subscriptions to various legal publications at this time will provide the Law Department with a 68.75% discount over retail price.
West Publishing is registered and in good standing with the State of Illinois.
Due to the specialized nature of the services requested, the Multi-Project Labor Agreement (MPLA) does not apply to these agreements.
In view of the foregoing it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into agreements 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 $200,662.68.
Funds for the 2020 expenditure, in the amount of $15,936.93 are available in Accounts 101-30000-612490, 623720. The estimated expenditure for 2021 is $64,520.13, 2022 is $67,647.42, and 2023 is $52,558.20. Funds for the 2021, 2022, and 2023 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Susan Morakalis, General Counsel, STM:EMA:GG
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 September 3, 2020