TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 7, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Issue purchase order and enter into an agreement with Avaya Inc. for system upgrades and enhancements to the District’s entire voice network, in an amount not to exceed $1,000,107.50, Account 101-27000-612840, Requisition 1311409
Body
Dear Sir:
The District entered into a sole source agreement with Avaya Inc. in June 2007 for scheduled and non-scheduled maintenance, programming assistance, system upgrades and enhancements for a period of sixty (60) months. Authorization is requested to issue a second purchase order to Avaya Inc., for system upgrades and enhancements to the District’s entire voice network. The equipment that is currently in use at the District facilities will soon be obsolete and replacement parts will become limited. Because the District’s voice network is an essential part of day-to-day operations, it is vital to provide employees with a safe productive work environment. This purchase order will expire on December 31, 2011.
Avaya Inc., the sole service provider of system upgrades and enhancements to the District’s entire voice network, has submitted prices for the services required. Inasmuch as Avaya 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).
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 and enter into an agreement with Avaya Inc. in an amount not to exceed $1,000,107.05.
Funds for the 2010 expenditure, in the amount of $700,000.00, are available in Account 101-27000-612840. The estimated expenditure for 2011 is $300,107.50. Funds for the 2011 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, Keith D. Smith, Director of Information Technology, KDS:JC:ML:TJM
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 7, 2010