TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 6, 2013
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Authority to increase purchase order to CDW Government, LLC, to Furnish and Deliver Microsoft Software and Software Maintenance for a three-year period in an amount of $167,486.40, from an amount of $1,377,758.79, to an amount not to exceed $1,545,245.19, Account 101-27000-612820 and 623800, Purchase Order 3075051
Body
Dear Sir:
On November 1, 2012, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order to CDW Government, LLC, furnish and deliver Microsoft Software and Software Maintenance for a three-year period, in an amount not to exceed $1,377,758.79. The contract expires on November 30, 2015.
There have been no prior change orders.
The District wishes to take advantage of special pricing currently available for Microsoft Office 365 software licenses. Office 365 is Microsoft's strategy to cloud host email and other Microsoft Office files. This strategy will allow the District to reduce the number of servers and other hardware required after implementation. Office 365 is the current subscription plan being offered by Microsoft that includes access to Office applications, plus other productivity services that are enabled over the Internet. The Office 365 plan includes a desktop version allowing users to access email and other Microsoft applications through smart devices, home PCs, iPads, etc.
The increase of the purchase order to CDW Government, LLC, for Microsoft software and software maintenance is contingent on approval by the Board of the request submitted in a separate Board Letter to amend the District's Microsoft Enrollment Agreement under the State of Illinois Master Microsoft Enterprise Agreement (CMS6003000).
This change order is in compliance with the Illinois Criminal Code since the change is due to circumstances not reasonably foreseeable at the time the contract was signed, and is in the best interest of the District.
It is hereby recommended that the Board of Commissioners authorize the Director of Procurement and Materials Management to execute a change order to increase the purchase order in an amount of $167,486.40 (12.15% of the current contract value), from an amount of $1,377,758.79, to an amount not to exceed $1,545,245.19.
Funds for the 2013 expenditure, in the amount of $100,491.84, are available in Accounts 101-27000-612820, 623800. The estimated expenditure for 2014 is $66,994.56. Funds for the 2014 expenditure are contingent on the Board of Commissioners' approval of the District's budget for that year.
Requested, Ellen Barry, Acting Director of Information Technology, EB: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 June 6, 2013