TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 1, 2016
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase order to Avaya Inc., to Furnish and Deliver Avaya Aura Foundation and Core Licensing in an amount not to exceed $65,751.96, Accounts 101-27000-623800, 612840 Requisition 1444831
Body
Dear Sir:
Authorization is requested to issue a purchase order to Avaya Inc., to furnish and deliver Avaya Aura Foundation and Core Licensing to the District. All licensing will be delivered by December 31, 2016.
The District executed a sole source agreement with Avaya Inc. on March 3, 2016 which covers all scheduled and non-scheduled maintenance, programming assistance, system upgrades and enhancements for a period of thirty-six (36) months. Authorization is requested to issue a second purchase order to Avaya Inc., for the purchase of Avaya Aura Foundation and Core Licensing which will provide District employees additional features and capabilities not currently available. This purchase order will expire on December 31, 2016.
Avaya Inc., the sole service provider of system upgrades and enhancements to the District’s entire voice network, has submitted prices for the services required. Inasmuch as Avaya Inc., is the only source of supply for the services required, said purchase order may be issued without competitive bidding pursuant to 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 to this contract because it is primarily a furnish and deliver contract.
In view of the foregoing it is recommended that the Director of Procurement and Materials Management be authorized to issue said purchase order to Avaya Inc. in an amount not to exceed $65,751.96.
Funds for 2016 expenditures, in the amount of $56,510.52 are available in Accounts 101-27000-623800, 612840. The estimated expenditure for 2017 is $4,620.72, and for 2018 is $4,620.72. 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:EW: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 December 1, 2016