TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 21, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and amend an agreement with Samanage USA, Inc. for license renewal of Samanage Information Technology Service Management (ITSM) software, in an amount not to exceed $97,800.00, Account 101-27000-612820, Requisition 1469600
Body
Dear Sir:
Authorization is requested to issue a purchase order and amend an agreement with Samanage USA, Inc. for license renewal of Samanage Information Technology Service Management (ITSM) Software for a three-year period. The term of coverage for the Samanage renewal is from December 30, 2017 through December 29, 2020.
The Information Technology Department uses Samanage software as the District’s Information Technology Service Management (ITSM) solution.
On September 15, 2016, the Board authorized issuing a purchase order and entering into an agreement with Samanage USA, Inc. for an Information Technology Service Management Solution (ITSM). This contract ends December 29, 2017.
Samanage USA, Inc., the manufacturer and sole source of supply, has submitted prices for the license renewal of Samanage Information Technology Service Management (ITSM) Software required. Inasmuch as Samanage USA, Inc. is the only source of supply for the license renewal of Samanage software, said purchase order may be issued without competitive bidding pursuant to Section 11.4 of the Purchasing Act.
Samanage USA, Inc. is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement is not applicable to this contract because it is primarily a furnish and deliver contract.
In view of the foregoing, it is requested that the Director of Procurement and Materials Management be authorized to issue a purchase order and amend an agreement with Samanage USA, Inc. in an amount not to exceed $97,800.00.
Funds for the 2017 expenditure, in the amount of $32,600.00, are available in Account 101-27000-612820. The estimated expenditure for 2018 is $32,600.00 and 2019 is $32,600.00. Funds for the 2018 and 2019 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, John H. Sudduth, Director of Information Technology, JS:SK:BVS:bvs
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
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 December 21, 2017