TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 2, 2017
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with HP Inc. for the purchase of new and replacement computer hardware and replacement toner, in an amount not to exceed $364,200.00, Accounts 101-27000-623810, 623520, Requisition 1477214
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with HP Inc. for the purchase of new and replacement computer hardware and replacement toner. This purchase order will expire on December 31, 2018.
An initiative was started last year to replace the District’s end-user computer systems. This replacement is necessary to bring the organization up to date with compatible software, security protection, reduced printing errors, and web-enabled interactions for today’s common cloud-based applications. It is important to replace these computers to keep our environment safe from the latest computer threats. To date, over 900 desktops have been fully deployed at most District locations with an additional 215 to be completed by the end of 2017. Additionally, this purchase order will include inter-departmental budget requests for computers, monitors, and printers to be provided in 2018.
The National Association of State Procurement Officials (NASPO) was formally established on January 29, 1947, in Chicago, Illinois. NASPO is an organization through which the member purchasing officials provide leadership in professional public procurement to attain greater efficiency, economy, and customer satisfaction. The Western States Contracting Alliance (WSCA) was formed in October 1993 by the state purchasing directors from fifteen NASPO western states. WSCA established the means by which participating states may join together in cooperative multi-state contracting to achieve cost-effective and efficient acquisition of products and services. All governmental entities within WSCA states as well as authorized governmental entities in non-WSCA states are welcome to use the approved agreements.
HP Inc. is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement is not applicable because this is 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 a purchase order and enter into an agreement with Hewlett-Packard Inc. in an amount not to exceed $364,200.00.
Funds are being requested in 2018 in Accounts 101-27000-623810, 623520, and are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, John H. Sudduth, Director of Information Technology, JS:SK:JLR:MHL:ml
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 2, 2017