TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 10, 2014
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with enfoTech & Consulting, Inc., for Software Maintenance Support Services, in an amount not to exceed $752,758.00, Account 101-27000-612820, Requisition 1381503 (As Revised)
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with enfoTech & Consulting, Inc. for software licensing, technical support, media and documentation for enfoTech Software under software license and services agreement at the Main Office Building. This purchase order is effective from July 1, 2014 through June 30, 2017.
The initial year annual payment amount of $243,540.00 for the Software Maintenance Support Services will be effective as of July 1, 2014, for a period of twelve (12) months.
After the expiration of the initial annual support period, the District will have at its discretion the option to continue the service provider's services for each subsequent year thereafter, for an additional one-year period.
Discretionary subsequent years' payments for the service provider's services will be as follows:
Year 2, one annual payment in the amount of $250,846.00 due by July 1, 2015 for the service year starting July 1, 2015 and ending on June 30, 2016.
Year 3, one annual payment in the amount of $258,372.00 due by July 1, 2016 for the service year starting July 1, 2016 and ending on June 30, 2017.
The software licensing and support allows the District to receive support and upgrades to enfoTech's software products such as iPACS, iPacs User Charge, iPacs Finance Billing, etc., as new developments, enhancements and customizations support occurs and as required. enfoTech's iPACS software was implemented November 10, 2008 and replaced the PIMS application for the Enforcement and Field Services Section of the Monitoring and Research Department. In December 2013, the District went live with the iPacs User Charge and Finance Billing modules. This system integrated the business processes of Enforcement, User Charge, Industrial Waste, and Finance Billing allowing for a seamless flow of information, enhanced reporting options, and improved efficiency of staff hours.
enfoTech & Consulting, Inc., the sole service provider of technical support services for all enfoTech software and applications, has submitted prices for the services required. Inasmuch as enfoTech, Inc. is the only source of supply for the services required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
enfoTech & Consulting, Inc. 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 enfoTech & Consulting, Inc. in an amount not to exceed $752,758.00.
Funds for the 2014 expenditure, in the amount of $243,540.00, are available in Account 101-27000-61820. The estimated expenditure for 2015 is $250,846.00 and 2016 is $258,372.00. Funds for the 2015 and 2016 expenditures are contingent on the Board of Commissioners' approval of the District's budget for those years.
Requested, Ellen Barry, Acting Director of Information Technology, EB:DV:RB.RS
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 July 10, 2014