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SUBJECT: Consideration of Resolution and recommendation authorizing the Village to amend and extend its agreement for meter reading services with Rickman Contract Services, Inc. of LaGrange, Illinois through March 31, 2016 in the estimated amount of $121,315.00

AGENDA ITEM: 9.b.v.

MEETING DATE: November 4, 2014

VILLAGE BOARD REPORT

TO: Village President and Board of Trustees

FROM: Amy Ahner, Director of Administrative Services, (847) 904-4331 Debi Lubbat, Administrative Services Manager, (847) 904-4394

THROUGH: Todd Hileman, Village Manager

PURPOSE AND ACTION REQUESTED:

Staff is requesting Village Board consideration of a Resolution authorizing the execution of an amendment to the existing agreement with Rickman Contract Services, Inc. (“Rickman”) of LaGrange, Illinois effective through March 31, 2016 for meter reading services in the Village of Glenview and North Maine Utilities service areas in the estimated amount of $121,315.00.

BACKGROUND/DISCUSSION:

Water meter reading services are currently contracted with and provided by Rickman Contract Services, Inc. (“Rickman”) of LaGrange, Illinois through December 31, 2014. The existing agreement provides for consideration of (2) two additional one-year terms provided that the service has met the delivery standard set by the Village. One of these two additional one-year terms was executed for FY 2014.

Rickman has met the meter reading contract performance standards in 2014. Rickman understands that the Village of Glenview has entered a contract with Aqua Illinois for the purchase and sale of North Maine Utilities and has been briefed on those projected sale dates and agrees to read meters on a month-to-month basis for the Village at a per read price. Rickman also understands that the Village may undertake an automated meter reading project in the near future which could affect the number of meters to be read in the Village water system and agrees to provide the Village meter reading services on a month-to-month basis at per read price with a minimum monthly charge of $2,500 to guarantee service. Rickman also agrees to a 30-day

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Village termination notice to all or portions of the Agreement to allow for a phased termination of services. Staff recommends that the agreement be extended one year plus one quarter to provide the Village with the most flexibility for meter reading service delivery.

BUDGET:

The FY 2014 budget for meter reading was $110,000 and it is currently projected to end the year at $108,500. The FY 2015 proposed budgeted amount for a full year of meter reading services is $113,815 ($73,645 Village of Glenview and $40,170 North Maine Utilities). Staff has additionally estimated $2,500 per months for the first quarter of 2016 if meter reading services are still required for a contract total of $121,315.00. The Village will only be charged for services rendered.

RECOMMENDATION:

Staff recommends Village Board approval of a Resolution authorizing the execution of an amendment to the existing agreement with Rickman Contract Services, Inc. of LaGrange, Illinois effective through March 31, 2016 for meter reading services in the Village of Glenview and North Maine Utilities service areas in the estimated amount of $121,315.00.

ATTACHMENTS:

1. Resolution and Exhibit 1 - Second Amendment to the Rickman Contract Services Agreement dated June 6, 2012

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Attachment 1-

Resolution and Exhibit 1 - Second

Amendment to the Rickman Contract

Services Agreement dated June 6, 2012

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RESOLUTION NO. ______

WHEREAS, the Village of Glenview (“the Village”) is a home-rule municipality located in Cook County, Illinois;

WHEREAS, through a competitive bid process, the Village entered into an agreement (“the Agreement”) with Rickman Contract Services, Inc. of LaGrange, IL (“Rickman”) for meter reading services executed on June 6, 2012;

WHEREAS, the Agreement provides for two additional one-year periods, the first of which the parties exercised in FY2014;

WHEREAS, Rickman has performed these services to the satisfaction of the Village;

WHEREAS, the parties wish to exercise the right to extend the Agreement for the second one-year period through a contract amendment; and

WHEREAS, the corporate authorities have determined that it is in the public interest to enter into an amendment to the Agreement, a copy of which is attached hereto, and incorporated by reference herein, as Exhibit 1, in an estimated amount of $121,315.00 with a minimum monthly charge of $2,500.00.

NOW, THEREFORE, BE IT RESOLVED, by the President and Board of Trustees of the Village of Glenview, as follows:

That the President and Village Clerk are authorized to enter into a contract amendment with Rickman Contract Services, Inc. of LaGrange, IL for meter reading services through March 31, 2016 in the estimated amount of $121,315.00 with a minimum monthly charge of $2,500.00.

PASSED this _____ day of _______ 2014.

AYES: __________________________________________ NAYS: __________________________________________ ABSENT: ________________________________________ APPROVED by me this ____ day of _____ 2014.

_______________________________________ James R. Patterson, Jr., President of the Village of Glenview, Cook County, Illinois

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Re: Second Amendment to the Agreement between Rickman Contract Services, Inc. of LaGrange, IL (“COMPANY”) and Village of Glenview (“The Village”), Executed June 6, 2012 (“Agreement”).

Subject to the full execution of this letter amendment, the Village hereby further amends the Agreement with COMPANY as follows:

1) Section 3.1, Term: The term of this Agreement shall be extended for the second one (1) year of the (2) two additional one-year periods to provide meter reading services from January 1, 2015 and projected through March 31, 2016.

2) Section 3.3.1, Termination without Cause shall be replaced as follows:

a. Glenview shall have the right to cancel and terminate all or portions of this Agreement for any reason by providing Consultant (30) days advance written notice thereof.

3) Section 7, Agreement Price: shall be replaced as follows:

The Village agrees to pay the Consultant in accordance with the Agreement Documents for meter reading services in the Village of Glenview and North Maine Utilities service areas in a not to exceed amount of $121,315.00 with a minimum monthly charge of $2,500.

4) Exhibit B, shall be replaced with a revised exhibit included hereto.

All other terms and conditions of the Agreement shall continue in full force and effect during the extended term of this Agreement.

If the foregoing terms and conditions are acceptable, please have an authorized representative of COMPANY sign and date both originals of this Amendment and return one (1) original to The Village Purchasing Division.

ACCEPTED:

THE VILLAGE OF GLENVIEW Rickman Contract Services, Inc.

By: ______________________________ By: ______________________________ Name: Margaret Leonard Name: ____________________________

Title: ___Purchasing Analyst_________ Title: _____________________________

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EXHIBIT B

Water Meter Reading Pricing Village of Glenview

Meter Reading Detail

Item Cost Per Read1

Meter read via MXU radio read $ 1.06 Meter read by generator remote or touch pad $ 1.16 Inside meter read or pit read $ 1.28 Final read, shutoff notice or reread $ 1.33

Total

Footnotes:

1

References

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