TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 2, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to increase purchase order and extend the agreement with WM Reply, Inc., for Contract 22-RFP-13, Intranet Development and Platform Support, in an amount of $95,000.00, from an amount of $550,000.00, to an amount not to exceed $645,000.00, Account 101-27000-612430, Purchase Order 3125792
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Dear Sir:
On June 1, 2023, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue purchase order and enter into an agreement for Contract 22-RFP-13 Intranet Development and Platform Support with WM Reply, Inc., in an amount not to exceed $380,000.00. The contract expires on December 31, 2025.
As of October 5, 2025, the attached list of change orders has been approved.
Original Contract Amount $380,000.00
Date of Board Approval 06/01/2023
Cumulative Change Order (12/5/2024) $170,000.00
% Change of Original Contract Value 44.74%
Current Contract Value $550,000.00
Requested Increase or Decrease $95,000.00
New Contract Value $645,000.00
% Change of Current Contract Value 17.27%
Total % Change of Original Contract Value 69.74%
The reason for this increase and contract extension is to fund the necessary work to support and further enhance the MWRD Employee portal through December 31, 2026. This work includes additional applications to further evolve communication, collaboration and digitization capabilities as well as knowledge transition. All rates will remain the same.
This change order is in compliance with the Illinois Criminal Code since the change is due to circumstances not reasonably foreseeable at the time the contract was 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 extend the agreement for Contract 22-RFP-13 in an amount of $95,000.00 (17.27% of the current contract value), from an amount of $550,000.00, to an amount not to exceed $645,000.00 through December 31, 2026.
Funds for the 2025 expenditure are available in Account 101-27000-612430. Funds for 2026 are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, Sean T. Kelly, Director of Information Technology, STK:SW:sw
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Precious Brady-Davis, Chairperson 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 2, 2025
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