TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 4, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Issue purchase order and extend the existing agreement with Hewlett-Packard Company for Maintenance Services for Computer Software and Hardware, in an amount not to exceed $1,257,181.65, Accounts 101-27000-612810, 612820, Requisition 1287517
Body
Dear Sir:
Authorization is requested to issue a purchase order and extend the existing agreement with Hewlett-Packard Company, for Maintenance Services for Computer Software and Hardware. This purchase order will expire on August 31, 2012.
The National Association of State Procurement Officials (NASPO) was formally established on January 29, 1947, in Chicago, Illinois. NASPO is an organization through which the member purchasing officials provide leadership in professional public procurement to attain greater efficiency, economy, and customer satisfaction. The Western States Contracting Alliance (WSCA) was formed in October 1993 by the state purchasing directors from fifteen NASPO western states. WSCA establishes the means by which participating states may join together in cooperative multi-state contracting to achieve cost-effective and efficient acquisition of products and services. All governmental entities within WSCA states as well as authorized governmental entities in non-WSCA states are welcome to use the approved agreements. The current WSCA agreement between Hewlett-Packard Company and the Western States Contracting Alliance was effective September 1, 2009. A new agreement has been signed to extend the WSCA agreement. This contractual agreement is for five years, from 2010 to 2014. The WSCA agreement with Hewlett-Packard Company allows the District to purchase hardware, software, and maintenance services. Inasmuch as Hewlett-Packard Company’s partnership through WSCA for computer hardware and software maintenance services provides the lowest possible price for these maintenance services, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Hewlett-Packard Company 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 extend the existing agreement with Hewlett-Packard Company in an amount not to exceed $1,257,181.65.
Funds for the 2010 expenditure, in the amount of $357,181.65, are available in Accounts 101-27000-612810, 612820. The estimated expenditures for 2011 is $450,000.00 and 2012 is $450,000.00. Funds for the 2011 and 2012 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Keith D. Smith, Director of Information Technology, KDS:EJ:MH:RD
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 March 4, 2010