TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 18, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Issue purchase order and 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 $206,390.00, Accounts 101-30000-612490, 623720, Requisition 1299710
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with West Publishing Corporation, for on-line legal research and subscriptions for various legal publications for a three-year period commencing on April 1, 2010 and expiring on March 31, 2013.
West Publishing Corporation, the sole service provider of the on-line legal services and legal subscriptions required by the Law Department, has submitted prices for the services and publications required. Inasmuch as West Publishing Corporation is the only source of supply for the specific on-line legal research services required and various legal publications, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
The agreement will grant the Law Department unlimited access to the most current legal material in numerous electronic databases for a flat monthly fee. In addition, by linking to the Westlaw agreement a number of legal publications that the Law Department receives in hard copy, the District will receive a fifty (50) percent discount off of the annual subscription upkeep amounts.
The agreement also will provide the District with an option to extend the agreement for a fourth year. Any increase in price for the fourth year is capped at a maximum increase of five percent over year three.
West Publishing Corporation is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement is not applicable due to the specialized nature of the services required.
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 an agreement with West Publishing Corporation, after same is approved by the General Counsel as to form and legality, in an amount not to exceed $206,390.00.
Funds for the 2010 expenditure in the amount of $52,350.00 are available in Accounts 101-30000-612490, 623720. The estimated expenditure for 2011 is $67,773.00, 2012 is $68,955.00, and 2013 is $17,312.00. Funds for the 2011, 2012, and 2013 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Frederick M. Feldman, General Counsel, FMF:RMH:jvs
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 March 18, 2010