TRANSMITTAL LETTER FOR BOARD MEETING AUGUST 7, 2014
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Authority to increase purchase order for the WSCAJ/NASPO PC Contracts 2009-2014 with Master Price Agreement Number B27164 for the maintenance, support, acquisition of new computer equipment, peripherals and related services, with Oracle America Inc., in an amount of $64,820.00, from an amount of $357,248.17 to an amount not to exceed $422,068.17. Accounts 101-27000-601170, 612810, 612820, 634810. Purchase Order 3077612
Body
Dear Sir:
On March 21, 2013, the Board of Commissioners authorized the Director of Procurement and Materials Management to enter into an agreement with Oracle America Inc, Inc. for the maintenance, support and acquisition of miscellaneous parts for the District's SAP Enterprise Servers, GIS Systems, the Laboratory Information Management systems (LIMS), and disaster recovery servers for a period of seventeen (17) months with option to extend for (4) additional one-year terms, in an amount not to exceed $357,248.17.
This contract has no prior change orders.
The new WSCA/NASPO Contract 2014-2019 has not been finalized and the 2009-2014 MN WSCA-NASPO Computer Equipment Master Agreement contract was extended through December 31, 2014 at the same prices, terms and conditions. The District exercises its option to extend WSCA contract temporarily from September 1, 2014 through December 31, 2014.
Maintenance, support and acquisition of miscellaneous parts provided under this request are needed to insure the reliability and integrity of the data used for operational and administrative purposes. The systems involved are the District's Enterprise Servers, Storage Area Networks, load balancers, fiber switches and application firewalls which are used for SAP Enterprise Systems, the Portal, the Business Intelligence/Business Warehouse (BI/BW) System, the Public Sector Budget Formulation (PBF) System, GIS Systems, the disaster recovery systems, and LIMS Systems. There has been a substantial investment made in computer hardware and software used to support the applications associated with these systems and ongoing support and maintenance is required to protect this investment.
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 in an amount of $64,820.00 (24% of the current contract value) from an amount of $357,248.17 to an amount not to exceed $422,068.17.
Funds are available in Accounts 201-27000-601170, 612810, 612820, 634810.
Requested, Ellen Barry, Acting Director of Information Technology, EB:DV:RP:rv
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 August 7, 2014