TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 6, 2014
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 14-RFP-30 Co-Location Services, with Latisys-Chicago, LLC in an amount not to exceed $286,884.00, Account 101-27000-612210, Requisition 1381490
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Latisys-Chicago, LLC to provide co-location services to the District, at the request of the Information Technology Department.
The purpose of this contract is to provide datacenter co-location services to the District. The District currently receives co-location services which provide an off-site location to host servers and storage. This allows the District to provide a second datacenter to help distribute data processing and storage; as well as providing a disaster recovery, secondary site operation in the event the first datacenter becomes inoperable.
On August 27, 2014, Request for Proposal 14-RFP-30 Co-Location Services was advertised. Two hundred and twenty-three (223) firms were notified, and twenty-two (22) firms requested proposal documents. The District received five (5) proposals September 12, 2014, from the vendors: Altered Scale, LLC, AT&T, Latisys-Chicago, LLC, ServerCentral, Inc., and VIRE Technologies, LLC.
Five District employees, four members of the Information Technology Department and one member of the Procurement and Materials Management Department, reviewed each proposal. Proposals were evaluated based on criteria such as: understanding of the project, approach to work, experience completing projects of similar scope, twenty-three (23) separate categories to determine technical competence, and cost.
Based on the evaluation, five (5) Proposers were scheduled to do a presentation, respond to questions from District staff and allow a site visit. The Proposers were then afforded the opportunity to submit an unqualified Best and Final Offer to the Director of Procurement and Materials Management.
Based on the vendor presentations and responses, Latisys-Chicago, LLC was selected based on the approach to work and cost. Latisys-Chicago, LLC has relevant experience in providing datacenter co-location resources.
The agreement will begin December 1, 2014 with an anticipated completion date of November 30, 2017.
Datacenter co-location service continues to be an essential and necessary requirement for District technology operations, to ensure the primary health, financial, and technical objectives are met.
Inasmuch as the firm of Latisys-Chicago, LLC possesses the required professional skill and co-location services, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act, in an amount not to exceed $286,884.00.
Funds for the 2014 expenditure, in the amount of $7,969.00, are available in Account 101-27000-612210. The estimated expenditures for 2015 is $95,628.00, 2016 is $95,628.00, and 2017 is $87,659.00. Funds for the 2015, 2016, and 2017 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:RP
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 November 6, 2014