TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 19, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and amend an agreement with e-Builder, Inc. for e-Builder Electronic Project Management System and Technical Support Services for a three-year period, in an amount not to exceed $1,054,995.57, Account 101-27000-612820, Requisition 1550764
Body
Dear Sir:
Authorization is requested to issue a purchase order and amend an agreement with e-Builder, Inc., for e-Builder Electronic Project Management System and technical support services for a three-year period. This renewal period will cover February 1, 2021 to January 31, 2024.
The e-Builder Electronic Project Management System is used by the Engineering Department to manage all projects from the design phase through the construction phase. e-Builder is used to process all contractor invoices for construction projects, track the schedules and budgets of projects in design and the data is used to produce the District’s Capital Improvement Plan. eBuilder data is shared with the Budget office to create the Engineering project lists and project fact sheets in the Budget book. eBuilder Enterprise is a fully hosted system that allows for unlimited licenses to the software and unlimited storage of data.
e-Builder, Inc., the sole service provider of e-Builder Electronic Project Management System and Technical Support Services has submitted prices for the services required. Inasmuch as e-Builder, 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).
e-Builder, 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.
The Affirmative Action Appendix A and Appendix V are not included in this contract because the contract is the sole service provider of the e-Builder Electronic Project Management System, the requested service does
not provide practical or cost-effective opportunities for subcontracting.
In view of the foregoing it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and amend an agreement with e-Builder, Inc., in an amount not to exceed $1,054,995.57.
The estimated expenditure for 2021 is $334,653.63 are available in Account 101-27000-612820. The estimated expenditure for 2022 is $351,386.31 and 2023 is $368,955.31. Funds for the 2021, 2022 and 2023 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, John Sudduth, Director of Information Technology, JS:SK:BVS:vn
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 November 19, 2020