TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 19, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order to Dell Marketing LP and amend an agreement with Microsoft Corporation for Microsoft Software and Software Maintenance for a one-year period, in an amount not to exceed $892,657.18, Accounts 101-27000-612820 and 623800, Requisition 1551518
Body
Dear Sir:
Authorization is requested to issue a purchase order to Dell Marketing LP and amend an agreement with Microsoft to furnish and deliver Microsoft software and software maintenance for a one-year period in accordance with the State of Illinois Joint Purchasing Master Contract for Microsoft Licensing Solutions Provider (LSP) CMT1176800. This software maintenance is from December 1, 2020 to November 30, 2021.
The District has the ability to participate in State of Illinois (State) Contracts #4010653 under the Government Joint Purchasing Act, 30 ILCS 525/0.01 et.seq.
On November 15, 2018, the Board of Commissioners authorized entering into an agreement with Microsoft for a three-year period, and also 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 $1,634,914.70 in accordance with the State of Illinois Master Contract for Purchase of Microsoft Products (LAR) [Large Account Reseller] (CMS6945110). After two years, on November 30, 2020, CDW Government, LLC’s contract with the State will expire and not be renewed.
On July 09, 2020, the State of Illinois awarded the State of Illinois Joint Purchasing Master Contract for Microsoft Licensing Solutions Provider (LSP) CMT1176800 to Dell Marketing LP. The District has one more year under the three-year Microsoft Enrollment which expires November 20, 2021. For the remaining year of the Microsoft enrollment, authorization is being requested to issue a purchase order to Dell Marketing LP and to amend the agreement with Microsoft to reflect the change in supplier under the State of Illinois Joint Purchasing Master Contract for Microsoft Licensing Solutions Provider (LSP) CMT1176800.
Inasmuch as Dell Marketing LP, is the only source of supply under the State of Illinois Joint Purchasing Master Contract for Microsoft Licensing Solutions Provider (LSP) CMT1176800 for Microsoft software and software maintenance, said purchase order may be issued without competitive bidding pursuant to Section 11.4 of the Purchasing Act.
Dell Marketing LP 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 primarily of licensing fees and the requested service does not provide practical 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 to Dell Marketing LP in an amount not to exceed $892,657.18.
Funds for the 2020 expenditure, in the amount of $892,657.18 are available in Accounts 101-27000-612820 and 623800.
Requested, John Sudduth, Director of Information Technology, JS:SK:BVS:bvs
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