TRANSMITTAL LETTER FOR BOARD MEETING APRIL 9, 2015
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
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Authority to increase purchase order for the WSCAJ/NASPO PC Contracts 2009-2014 with Oracle America, Inc. for the maintenance, support and acquisition of miscellaneous parts for the District's SAP Enterprise Servers, GIS Systems, the Laboratory Information Management System (LIMS), and the disaster recovery servers for a period of seventeen (17) months with option to extend for (4) additional one-year terms, in an amount of $73,806.94, from an amount of $357,475.39, to an amount not to exceed $431,282.33, Accounts 101-27000-601170, 612810, 612820, 634810, Purchase Order 3077612
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Dear Sir:
On March 21, 2013, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order to enter into an agreement with Oracle America, Inc. for the maintenance, support, acquisition of new computer equipment, peripherals, and related services in an amount not to exceed $357,248.17.
As of March 25, 2015 the attached list of change orders has been approved. The effect of these change orders resulted in a net increase in an amount of $227.22 from the original award amount of $357,248.17. The current contract value is $357,475.39. The prior approved change order reflects a .064% increase to the original contract value.
The new WSCA/NASPO Contract 2015-2019 has not been finalized and the 2009-2014 MN WSCA-NASPO Computer Equipment Master Agreement contract was extended through September 30, 2015 at the same prices, terms and conditions. The District exercises its option to extend the WSCA contract temporarily from April 1, 2015 through September 30, 2015.
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 $73,806.94 (20.65% of the current contract value) from an amount of $357,475.39, to an amount not to exceed $431,282.33.
Funds are available in Accounts 101-27000-601170, 612810, 612820, 623810, 634810.
Requested, Ellen Barry, Acting Director of Information Technology, EB: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 April 9, 2015
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