TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 17, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Issue purchase order and enter into an agreement with Carahsoft Technology Corporation and SAP Concur to provide software hosting for the SAP Concur Travel and Reimbursement Solution, in an amount not to exceed $118,075.68, Account 101-27000-612820, Requisition 1641931
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Carahsoft Technology Corporation and SAP Concur to provide hosting maintenance for the SAP Concur Travel and Reimbursement Solution for a three-year period. This purchase order will expire on December 31, 2028.
SAP Concur is a web-based solution that automates the travel and employee expense reimbursement process. The solution provides for the use of workflows for requesting and approving employee expense reimbursements including but not limited to seminars, travel, meals and lodging, safety equipment and supplies. The solution integrates with the District ERP system for payment and reporting.
Carahsoft Technology Corporation and SAP Concur, the sole service provider of SAP Concur software has submitted prices for the services required. Inasmuch as SAP Concur 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).
Carahsoft Technology Corporation and SAP Concur is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement and Affirmative Action Appendix A is 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 and enter into an agreement with Carahsoft Technology Corporation and SAP Concur in an amount not to exceed $118,075.68.
Funds for the 2026 expenditures in the amount of $39,358.56 will be available in Account 101-27000-612820 contingent upon approval of the budget for that year. The estimated expenditure for 2027 is $39,358.56 and 2028 is $39,358.56. 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, SK:RP
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 July 17, 2025