TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 17, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order to CDW Government, LLC and enter into an agreement with Microsoft Corporation for Microsoft Software and Software Maintenance, in an amount not to exceed $4,023,362.64, Account 101-27000-612820, Requisition 1625643
Body
Dear Sir:
Authorization is requested to issue a purchase order to CDW Government, LLC and enter into an agreement with Microsoft Corporation, for Microsoft software and software maintenance for a three-year period. This purchase order will begin December 1, 2024, and expire on November 30, 2027.
On February 22, 2012, The City of Chicago advertised a Request for Proposal (RFP) for “Computer Hardware, Software Peripherals and Related Maintenance and Installation Services” in collaboration with the Cook County. Multiple responses were received by the proposal due date of June 6, 2012. CDW Government LLC was awarded the three-year contract effective October 1, 2014, with an option to extend the contract for two additional one-year terms. On September 28, 2017, the City of Chicago contract was extended to September 30, 2019. On September 24, 2019, the City of Chicago Contract was extended to September 30, 2021. On April 13, 2021, the City of Chicago Contract was extended to September 30, 2022. On June 1, 2022, the City of Chicago contract was extended to September 30, 2023. On August 15, 2023, the City of Chicago contract was extended to September 30, 2024. On June 7, 2024, the City of Chicago contract was extended to September 30, 2025. Article 10) General Conditions, Section j) “Governmental Joint Purchasing Agreement,” allows other government agencies to purchase goods or services under this contract.
The District is requesting to enter into an agreement with Microsoft Corporation in order to continue critical access to District computing resources. These include services such as e-mail, computer login capability, and access to shared files and folders. The District has over 2,000 Microsoft Windows Computing devices and associated software. An agreement is required for the continued working operations and ongoing maintenance of these services.
CDW Government LLC has submitted prices for Microsoft software and software maintenance for a three-year period per the established contract discount percentages. Inasmuch as CDW Government LLC is the only source of supply for the Microsoft software and software maintenance under this agreement, 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 is not applicable due to the specialized nature of the services required.
The Affirmative Action Appendix A and Appendix V are not included in this contract because the contract price consists solely of the licensing fee and the requested service does 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 in an amount not to exceed $4,023,362.64.
Funds for the 2024 expenditure, in the amount of $1,341,120.88, are available in Account 101-27000-612820. The estimated expenditure for 2025 is $1,341,120.88, and for 2026 is $1,341,120.88. Funds for the 2025 and 2026 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, STK:JR:BVS:tw
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, 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 October 17, 2024