TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 21, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase purchase order and exercise an option to extend agreement for one year, for on-line legal research and subscriptions to various legal publications, with West Publishing Corporation, in an amount of $73,576.00 , from an amount of $206,390.00, to an amount not to exceed $279,966.00, Account 101-30000-612490, 623720, Purchase Order 3062855
Body
Dear Sir:
On March 18, 2010, 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 commencing on April 1, 2010 and expiring on March 31, 2013 in an amount not to exceed $206,390.00.
No prior change orders exist.
Under the terms of the agreement, the District has an option to extend the agreement for one additional year at an amount not to exceed 5% of the fixed yearly charges for year three of the agreement. West Publishing Corporation has submitted an extension proposal that would increase the fixed yearly charges by 5% over year three. The Law Department has been satisfied with the on-line services provided by West Publishing Corporation and wishes to exercise the one-year option to extend the agreement.
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 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 amend the agreement in an amount of $73,576.00 (35.65% of the contract value) from an amount of $206,390.00 to an amount not to exceed $279,966.00.
Funds in the amount of $54,682.00 are available in 2013 in Account 101-30000-612490, 623720. The estimated expenditure for 2014 is $18,894.00. Funds for 2014 are contingent on the Board of Commissioners' approval of the District's budget for that year.
Requested, Ronald M. Hill, General Counsel, RMH: EJ: TN
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 21, 2013