TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 7, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Issue purchase order to Systems Solutions, Inc., to Furnish and Deliver VMware Software enhancements and maintenance for the District’s production virtual server environment, in an amount not to exceed $103,115.10, Account 101-27000-634840, Requisition 1308502
Body
Dear Sir:
Authorization is requested to issue a purchase order to Systems Solutions, Inc. to furnish and deliver VMware Software enhancements and maintenance for the District’s production virtual server environment. Software will be delivered by October 29, 2010.
VMware software enables the District’s Information Technology Infrastructure to increase computer utilization and promote consolidation. Consolidation of computers results in easier management and improved uptimes. Virtual computers also decrease future hardware, maintenance, and support costs by leveraging existing technology investments. Power and cooling expenditures are also reclaimed, since the amount of computer hardware necessary to support the environment is reduced.
On July 3, 2006, the City of Chicago’s Department of Business & Information Services advertised an RFP for “Computer Hardware, Software, Peripherals, Supplies and Related Equipment.” Over 30 responses were received by the proposal due date of August 14, 2006, a pre-proposal conference was held, and four finalists were selected to present presentations to a selection committee. Systems Solutions, Inc. was awarded the four-year contract effective January 1, 2007, with an option to extend the contract two additional years. Article 9, Section 9.10, Participation by Other Local Government Agencies, allows other government agencies to participate in the procurement of identified commodities at established discount percentages applied to Manufacturer Suggested Retail Price. On March 5, 2009, the City of Chicago approved the District’s request to participate in this contract provided that the District issues their own purchase order to process payments for products or services separately.
Systems Solutions, Inc. has submitted prices for the VMware software required. Inasmuch as Systems Solutions, Inc. is the only source of supply for the VMware software under this agreement, said purchase order may be issued without competitive bidding pursuant to Section 11.4 of the Purchasing Act.
Systems Solutions, Inc. is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement is not applicable to this contract because it is primarily a furnish and deliver contract.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order to Systems Solutions, Inc. in an amount not to exceed $103,115.10.
Funds are available in Account 101-27000-634840.
Requested, Keith D. Smith, Director of Information Technology, KDS:JC:ML:PK
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