TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 3, 2016
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with Avaya Inc., for scheduled and non-scheduled maintenance, programming assistance, and system upgrades in an amount not to exceed $1,245,228.39, Account 101-27000-612840, Requisition 1414645 (As Revised)
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Avaya Inc., for scheduled and non-scheduled maintenance, programming assistance, and system upgrades. This purchase order will expire on February 28, 2019.
Avaya Inc., the sole service provider of Avaya’s patented “Expert Systems” has submitted prices for the services required. Avaya’s Expert Systems will work with the District’s PBXs by proactively monitoring all equipment on a 24x7x365 basis. Expert Systems projects a 90-second response time to all Avaya alarms by placing a call to the Avaya Global Services Delivery Center where a team of trained engineers begin troubleshooting. This service will help ensure the District receives the stability and reliability it expects in the phone system. Inasmuch as Avaya 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).
Avaya 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 Avaya Inc., in an amount not to exceed $1,245,228.39.
Funds for the 2016 expenditure, in the amount of $427,678.93, are available in Account 101-27000-612840. The estimated expenditure for 2017 is $408,774.73, and 2018 is $408,774.73. Funds for the 2017 and 2018 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, John Sudduth, Director of Information Technology, JS:SK:RP:TM
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 March 3, 2016