TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 13, 2026
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Executive Director
Title
Issue purchase order and enter into an agreement with HP Inc. for the purchase of new and replacement computer hardware and software, in an amount not to exceed $2,018,100.00, Account 101-27000-623810, Requisition 1660617
Body
Dear Sir:
Authorization is requested to issue purchase order and enter into an agreement with HP Inc. for the purchase of new and replacement computer hardware and software. This purchase order will expire on June 30, 2028.
The National Association of State Procurement Officials (NASPO) was formally established on January 29, 1947, in Chicago, Illinois. NASPO is an organization through which the member purchasing officials provide leadership in professional public procurement to attain greater efficiency, economy, and customer satisfaction. The Western States Contracting Alliance (WSCA) was formed in October 1993 by the state purchasing directors from fifteen NASPO western states. WSCA establishes the means by which participating states may join together in cooperative multi-state contracting; to achieve cost-effective and efficient acquisition of products and services. All governmental entities within WSCA states as well as authorized governmental entities in non-WSCA states are welcome to use the approved agreements. The applicable NASPO Master Agreement 23011 has been extended through June 30, 2028, under Amendment No. 4. Inasmuch as HP Inc.’s partnership through WSCA for computer hardware and software provides the lowest possible price for equipment and software, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
HP Inc. is not registered in the State of Illinois but has submitted a certificate of good standing from the State of Minnesota. The Director of Information Technology has granted approval to move forward with the recommendation to award.
The Multi-Project Labor Agreement and Affirmative Action Appendix A are 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 HP Inc., in an amount not to exceed $2,018,100.00.
Funds for the 2026 expenditure, in the amount of $384,500.00 are available in Account 101-27000-623810. The estimated expenditure for 2027 is $816,800.00 and 2028 is $816,800.00. 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, JR:HHS:hs
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 August 13, 2026