TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 21, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and amend an agreement with e-Builder, Inc. to Furnish and Deliver e-Builder Electronic Project Management System and Technical Support Services, in an amount not to exceed $937,017.21, Account 101-27000-612820, Requisition 1475898 (Deferred from the November 16, 2017 Board Meeting)(Deferred from the December 7, 2017 Board Meeting)
Body
Dear Sir:
Authorization is requested to issue a purchase order and amend an agreement with e-Builder, Inc., for e-Builder Electronic Project Management System and technical support services for a thirty-seven month period. This purchase order will expire on February 1, 2021.
The e-Builder Electronic Project Management System is used by the Engineering Department to manage the District’s Capital Improvement Plan (CIP) projects and report on CIP expenditures, as well as the various metrics used in the department. In addition, the software is used for data collection and reporting of compliance with the Affirmative Action Ordinance, Appendix D, as recommended by the Disparity Study conducted in 2015.
e-Builder, Inc., the sole service provider of e-Builder Electronic Project Management System and Technical Support Services has submitted prices for the services required. Inasmuch as e-Builder, 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).
e-Builder, 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 amend an agreement with e-Builder, Inc., in an amount not to exceed $937,017.21.
The estimated expenditure for 2018 is $313,150.67 are available in Account 101-27000-612820. The estimated expenditure for 2019 is $305,148.80 and 2020 is $318,717.74. Funds for the 2018, 2019 and 2020 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, John H. Sudduth, Director of Information Technology, JS:SK:BVS:bvs
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 21, 2017