TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 19, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Issue a Purchase Order and exercise the second one-year renewal option with Hewlett Packard Company for the purchase of new and replacement computer hardware, software and maintenance, in an amount not to exceed $3,530,000.00, Account 101-27000-612820, 623810, 634810, 634820, Requisition 1246143.
Body
Dear Sir:
Authorization is requested to Issue a Purchase Order and exercise the second one-year renewal option with Hewlett Packard Company for the purchase of new and replacement computer hardware, software and maintenance, in an amount not to exceed $3,530,000.00.
The National Association of State Procurement Officials, NASPO, is an organization through which the member purchasing officials provide leadership in professional public purchasing, improve the quality of purchasing and procurement, exchange information, and cooperate to attain greater efficiency and economy. In 1993, 15 states from NASPO established the Western States Contracting Alliance, WSCA. WSCA allows authorized governmental organizations to participate in cooperative multi-state contracts providing significant volume discounts benefiting states, cities, counties, public schools, and institutions of higher education. On March 17, 2005, the Board of Commissioners authorized the Purchasing Agent to enter into this agreement with Hewlett Packard Company which offers the lowest possible price for their equipment and associated services and software. Under this agreement, the District is allowed to purchase equipment as part of a “group” with other government agencies so that all parties may gain the advantage of volume discounts.
The Information Technology Department strategic plan has identified 34 projects to be implemented over the next five years. Included in these projects are the implementation of a portal and business warehouse, development of GIS-based applications, and an upgrade of the SAP ERP system. In order to support these and other projects, the Information Technology Department will require new and replacement equipment, which includes application servers, storage systems, blade servers, thin clients, workstations, monitors, and laptops, software and maintenance.
Additionally, the Information Technology Department will procure and implement HP’s Business Availability Center, Network Node Manager, and Site Scope software systems. These systems will provide the Information Technology Department with a comprehensive, integrated dashboard of the real-time service health and historical performance of the District’s technology systems. Furthermore, graphical user interfaces will provide continuous network status, alarm reporting, and detailed maps of the District’s network infrastructure and services. HP’s SiteScope software monitors the availability and performance of distributed IT infrastructures, including servers, operating systems, network and Internet services, applications and application components.
Hewlett Packard Company is registered and in good standing with the State of Illinois.
In view of the foregoing it is requested that the Purchasing Agent be authorized to issue a purchase order and exercise the second one-year renewal option with Hewlett Packard Company in an amount not to exceed $3,530,000.00.
Funds for the 2008 expenditures in the amount of $1,195,000.00, are available in Account 101-27000-612820, 623810, 634810, 634820 Corporate Fund pending Board approval of transfer of funds at the June 19 Board Meeting. The estimated expenditure for 2009 is $2,335,000.00. Funds for the 2009 expenditures are contingent on the Board of Commissioners’ approval of the District’s 2009 budget.
Requested, Keith Smith, Director of Information Technology, KDS:JPC
Recommended, Darlene A. LoCascio, Purchasing Agent
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Purchasing
ORDERED passed by affirmative roll call vote of a majority of the Commissioners present this June 19, 2008. Approved, President Terrence J. O’Brien