TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 31, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order to Avaya Inc., for implementation of a new to the District Voicemail System and Main Office Building PBX, with one year of maintenance, in an amount not to exceed $202,903.11, Accounts 201-50000-634840, 612430, 101-27000-612840 Requisition 1472221
Body
Dear Sir:
Authorization is requested to issue a purchase order to Avaya Inc., for implementation of a new District Voicemail System and Main Office Building PBX, with one year of maintenance. This purchase order will expire on December 31, 2017.
The District executed a sole source agreement with Avaya Inc. on March 3, 2016 which covers all scheduled and non-scheduled maintenance, programming assistance, system upgrades and enhancements for a period of thirty-six (36) months. Authorization is requested to issue an additional purchase order to Avaya Inc., for implementation of a new District Voicemail System and Main Office Building PBX with one year of maintenance. This implementation will provide District employees additional features and capabilities not currently available. This implementation will be completed by December 31, 2017.
Avaya Inc., the sole service provider of system upgrades, enhancements and implementations to the District’s entire voice network under the District’s current contract, has submitted prices for the services required. Inasmuch as Avaya Inc., 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).
Avaya Inc. is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement 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 to Avaya Inc., in an amount not to exceed $202,903.11.
Funds for the 2017 expenditure in the amount of $202,903.11 is available in Accounts 201-50000-634840, 612430, 101-27000-612840.
Requested, John Sudduth, Director of Information Technology, JS:SK:RP: EW:TM
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 August 31, 2017