TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 3, 2013
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with LoadSpring Solutions, Inc., for hosting and support of Primavera construction scheduling software, in an amount not to exceed $55,860.00, Account 101-27000-612820, Requisition 1366860
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with LoadSpring Solutions, Inc., for software and services related to the hosting and support of Primavera construction scheduling software system for District's capital construction contracts. This purchase order will expire on September 29, 2016.
The object of this contract is to provide maintenance for the District's internet hosted critical path method (CPM) scheduling system Primavera that aids in the project management of all capital construction projects. The scheduling system provides a collaborative environment to both District personnel and contractors working with the District.
Primavera is an industrial standard in managing any large construction project, including the District's capital projects. In 2011, Primavera announced major changes to Primavera including moving it to internet-based software called P6. The District issued an RFP in 2010, 10-RFP-04, to convert its Primavera files and make P6 operational for capital projects. Primavera does not host its software on the internet directly, but does so through authorized providers. The winner of the RFP chose to use LoadSpring as the Primavera internet hosting service. LoadSpring is a hosting service that specializes in Construction Management applications and provided over 90% of the hosting for Primavera. The risks of moving the Primavera hosting to a generic hosting company that does not understand the special needs of task organized users in the construction industry and the expense of moving and restarting Primavera on a new host is not justified.
LoadSpring Solutions, Inc., the service provider of hosting service has submitted prices for the services required. Inasmuch as LoadSpring Solutions, 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).
LoadSpring Solutions, Inc. is not registered to transact business in Illinois, but has submitted a certificate of good standing from the State of Massachusetts. The Department of Procurement and Materials Management has received approval from the Executive Director to move forward with the recommendation to award.
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 enter into an agreement with LoadSpring Solutions, Inc. in an amount not to exceed $55,860.00.
Funds for the 2013 expenditure, in the amount of $19,950.00, are available in Account 101-27000-612820. The estimated expenditure for 2014 is $17,955.00, and 2015 is $17,955.00. Funds for the 2014 and 2015 expenditures are contingent on the Board of Commissioners' approval of the District's budget for those years.
Requested, Ellen Barry, Acting Director of Information Technology, EB:RP
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 October 3, 2013