TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 16, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to decrease the purchase order with CDW Government, LLC, and amend an agreement with Microsoft Corporation for Microsoft Software and Software Maintenance in an amount of $2,682,241.76, from an amount of $4,023,362.64, to an amount not to exceed $1,341,120.88, Account 101-27000-612820, Purchase Order 3132582
Body
Dear Sir:
On October 16, 2024, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order to CDW Government, LLC and enter into an agreement with Microsoft Corporation for Microsoft Software and Software Maintenance, in an amount not to exceed $4,023,362.64. The contract expires on November 30, 2027.
This purchase order has no prior change orders.
Original Contract Amount $4,023,362.64
Date of Board Approval 8/16/2024
Cumulative Change Order (7/17/2025) $0.00
% Change of Original Contract Value 0.00%
Current Contract Value $4,023,362.64
Requested Increase or Decrease $2,682,241.76
New Contract Value $1,341,120.88
% Change of Current Contract Value -66.66%
Total % Change of Original Contract Value -66.66%
The agreement with Microsoft to furnish and deliver Microsoft software and software maintenance was in accordance with the City of Chicago Contract #33232 (Provision of software, Apple products, Panasonic ruggedized notebooks, Network equipment, Servers, Storage solutions, and related maintenance and installation services) which was awarded on January 29, 2016 and after several renewals, expired on September 30, 2025. At this time, there has been no indication from the City of Chicago that there will be an additional renewal. As such, this decrease is necessary to reduce the existing purchase order and use the available funds to amend and continue the Microsoft agreement under an alternative Co-operative agreement.
This change order is in compliance with the Illinois Criminal Code since the change is due to circumstances not reasonably foreseeable at the time the contract was signed and is in the best interest of the District.
It is hereby recommended that the Board of Commissioners authorize the Director of Procurement and Materials Management to execute a change order to decrease the purchase order in an amount of $2,682,241.76 (66.66% of the current contract value), from an amount of $4,023,362.64, to an amount not to exceed $1,341,120.88.
Funds will be restored to Account 101-27000-612820.
Requested, Sean T. Kelly, Director of Information Technology, STK:JR:ucu
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 October 16, 2025