TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 5, 2026
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Executive Director
Title
Issue purchase order to CDW Government LLC and amend an agreement with Microsoft Corporation for Microsoft Software and Software Maintenance for a three-year period, in an amount not to exceed $5,589,155.86, Account 101-27000-612820, Requisition 1666262
Body
Dear Sir:
Authorization is requested to issue purchase order to CDW Government LLC and amend an agreement with Microsoft Corporation for Microsoft software and software maintenance for a three-year period. The duration of this agreement is from December 1, 2026 to November 30, 2029.
On October 16, 2025, the Board of Commissioners authorized amending an agreement with Microsoft for a two-year period, and authorized issuance of a purchase order to CDW Government LLC to furnish and deliver Microsoft software and software maintenance in an amount not to exceed $3,130,376.46 in accordance with the State of Illinois Sourcewell Participating Agreement 25-448DOIT-TELEC-P-80070. The District had one more year under the two-year Microsoft agreement which was to expire on November 30, 2027.
Microsoft has discounted its net price to CDW Government LLC, and was required to pass the savings on to the District. Consequently, the District will received more favorable pricing for the Microsoft software and the maintenance than was available under the State of Illinois Sourcewell Participating Agreement 25-448DOIT-TELEC-P-80070.
Inasmuch as CDW Government LLC, is the only source of supply under this amendment for Microsoft software and software maintenance, said purchase order may be issued pursuant to Section 11.4 of the Purchasing Act.
CDW Government LLC is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement and Affirmative Action Appendix A are 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 to CDW Government LLC in an amount not to exceed $5,589,155.86.
Funds for the 2026 expenditure, in the amount of $1,740,557.01 are available in Account 101-27000-612820. The estimated expenditure for 2027 is $1,899,019.10 and 2028 is $1,949,579.75. Funds for the 2027 and 2028 expenditures 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:JR:jr
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Precious Brady-Davis, Chairperson Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for November 5, 2026