TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 19, 2026
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Executive Director
Title
Issue purchase order to CDW Government LLC for Microsoft Unified software and directory services support, in an amount not to exceed $614,098.00, Account 101-27000-612820, Requisition 1655317
Body
Dear Sir:
Authorization is requested to issue a purchase order to CDW Government LLC for Microsoft Unified software and directory services support. This purchase order will expire on April 19, 2028.
The District has the ability to participate in State of Illinois (State) Contracts under the Government Joint Purchasing Act, 30 ILCS 525/0.01 et.seq.
The District wishes to enter into an agreement with Microsoft Corporation for Microsoft Unified Support in order to continue enhanced support resources for the District’s Microsoft suite of services. The District has replaced and updated over 2000 Microsoft Windows devices and continues to enhance our security posture requiring enhanced identity, access management and data protection. Access to Unified Support is required for successful ongoing maintenance and priority support of these systems and services.
On October 17, 2024, the Board of Commissioners authorized entering into an agreement with Microsoft for a three-year period, and authorized issuance of a purchase order to CDW Government, LLC to furnish and deliver Microsoft software and software maintenance in an amount not to exceed $4,023,362.64 in accordance with the City of Chicago Contract No. 33232. This contract expired on September 30, 2025.
On August 13, 2025, the State of Illinois entered into a participating agreement with CDW Government LLC which covers the Sourcewell 121923-cdwg Contract “Master Agreement”) for use by state agencies and other entities in the State of Illinois by those states statutes to utilize State contracts. Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States Article. The Sourcewell Contract expires February 27, 2028, unless it is cancelled sooner pursuant to Article 22.
On October 13, 2025, The Board of Commissioners authorized issuing a purchase order to CDW Government LLC and amending an agreement with Microsoft Corporation to reflect the change in supplier under the State of Illinois Sourcewell Participating Agreement 25-448DOIT-TELEC-P-80070.
Inasmuch as CDW Government LLC, is the only source of supply under the State of Illinois Sourcewell Participating Agreement 25-448DOIT-TELEC-P-80070 for Microsoft software and software maintenance, said purchase order may be issued without competitive bidding pursuant to Section 11.4 of the Purchasing Act.
CDW Government LLC is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement (MPLA) is not applicable because the classification of work does not fall within the provisions of the MPLA.
The Affirmative Action Ordinance, Revised Appendix D and Appendix V do not apply because the contract price consists solely of the licensing fee and the requested services do not provide practical or cost-effective opportunities for direct or indirect subcontracting.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order to CDW Government LLC and enter into an agreement with Microsoft Corporation in an amount not to exceed $614,098.00.
Funds for the 2026 expenditure, in the amount of $182,526.84, are available in Account 101-27000-612820. The estimated expenditure for 2027 is $211,657.80 and 2028 is $219,913.84. The availability of funds in 2027 and 2028 is contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Sean T. Kelly, Director of Information Technology, SK:JR;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 March 19, 2026