TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 7, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement with e-Builder, Inc. for the e-Builder Electronic Project Management System and Technical Support Services for a three-year period, in an amount not to exceed $1,338,717.89, Account 101-27000-612820, Requisition 1603000
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with e-Builder, Inc. for the e-Builder Electronic Project Management System and technical support services for a three-year period. This renewal period will cover February 1, 2024 through January 31, 2027.
The e-Builder Electronic Project Management System is used by the Engineering Department to manage all projects from the design phase through the construction phase. e-Builder is used to process all contractor invoices for construction projects, track the schedules and budgets of projects in design and the data is used to produce the District’s Capital Improvement Plan. e-Builder data is shared with the Budget Office to create the Engineering project lists and project fact sheets in the Budget book. e-Builder Enterprise is a fully hosted system that allows for unlimited licenses to the software and unlimited storage of data.
e-Builder, Inc., the sole service provider of the e-Builder Electronic Project Management System and technical support services, has submitted prices for the services required. Inasmuch as e-Builder, 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).
e-Builder, 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.
The Affirmative Action Appendix A and Appendix V are not included in this contract because the contract is the sole service provider of the e-Builder Electronic Project Management System, the requested service does not provide practical or cost-effective opportunities for subcontracting.
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 e-Builder, Inc., in an amount not to exceed $1,338,717.89.
The estimated expenditures for 2024, 2025, and 2026 are $430,053.61, 454,332.14, and $454,332.14, respectively. Funds for the 2024, 2025, and 2026 expenditures are requested in Account 101-27000-612820 and are contingent on the Board of Commissioners’ approval of the District's budget for those years.
Requested, Sean T. Kelly, Director of Information Technology, STK:BVS:tw
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, 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 September 7, 2023