TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 6, 2018
COMMITTEE ON PROCUREMENT
John P. Murray, Acting Executive Director
Title
Issue purchase order to Avaya Inc., for hardware and installation required for system consolidation and enhancements to the PBX systems located at Egan and O’Brien Plants in an amount not to exceed $152,165.00, Accounts 201-50000-612430, 634840, 101-27000-612840 Requisition 1501156
Body
Dear Sir:
Authorization is requested to issue a purchase order to Avaya Inc., for hardware and installation required for system consolidation and enhancements to the PBX systems located at Egan and O’Brien Plants. This purchase order will expire on December 31, 2018.
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 an additional purchase order to Avaya Inc., for hardware and installation required for system consolidation and enhancements to the PBX systems located at Egan and O’Brien Plants. This implementation will provide District employees additional features and capabilities not currently available. This implementation will be completed by December 31, 2018.
Avaya Inc., the sole service provider of system upgrades, enhancements, and implementations to the District’s entire voice network under the District’s current contract, 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 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 to Avaya Inc., in an amount not to exceed $152,165.00.
Funds are available in Accounts 201-50000-612430, 634840, 101-27000-612840.
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 September 6, 2018