TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 18, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order to Carahsoft Technology Corp., to furnish and deliver DocuSign Software in an amount not to exceed $26,750.00, Account 101-20000-612430, 612820, Requisition 1543751
Body
Dear Sir:
Authorization is requested to issue a purchase order to Carahsoft Technology Corp., to furnish and deliver DocuSign software under the NASPO ValuePoint Cooperative Purchasing Organization’s Contract No. AR2472. The software will be delivered upon receipt of the purchase order. The term of the purchase order is June 23, 2020 through June 22, 2021.
The NASPO ValuePoint Cooperative Purchasing Organization (formerly WSCA-NASPO) currently has a competitively bid contract (No. AR2472) with Carahsoft Technology Corp. for the purchase of cloud-based software solutions, including as a reseller for the DocuSign software. The State of Illinois has entered into a contract with Carahsoft for cloud solutions and this contract vehicle acts as an extension of Carahsoft’s NASPO ValuePoint contract. All public agencies within the State of Illinois are able to utilize this contract to procure cloud solutions.
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. NASPO has established 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. The current agreement between Carahsoft Technology Corp. and NASPO was effective October 15, 2016 and expires on September 16, 2026.
DocuSign is a cloud-based software that provides an e-signature capability that allows for authenticated signatures on documents through electronic means. Using this software will reduce paper use and deliver faster routing times on documents that need signatures. This order consists of the procurement of 5,000 “envelopes” of DocuSign Enterprise Pro software. Each “envelope” is a unique transaction that may contain multiple documents and multiple signatures. DocuSign will also provide “adoption consulting” services to help with the implementation of the software and the training of District employees. Many District Departments will be exploring uses for this software in an effort to speed up the signing of various types of documents electronically. The 5,000 envelopes will be shared between various District departments.
Carahsoft Technology Corp., is registered and in good standing to transact business in the State of Illinois.
The Affirmative Action Appendix A and Appendix V are not included in this contract because the estimate is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
The Procurement and Materials Management Department believes that participating in the NASPO ValuePoint contract will expedite the ordering and delivery of the DocuSign software.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order to Carahsoft Technology Corp., in an amount not to exceed $26,750.00.
Funds are available in Accounts 101-20000-612430, 612820.
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MS:es
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 June 18, 2020