TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 14, 2022
COMMITTEE ON PROCUREMENT
Mr. Brian A Perkovich, Executive Director
Title
Authority to increase purchase order for Azure Services in an amount of $8,925.83, from an amount of $20,272.97, to an amount not to exceed $29,198.80, Account 101-27000-612820, Purchase Order 3116244 (As Revised)
Body
Dear Sir:
On October 7, 2021, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order to CDW Government LLC, in order to pay for Microsoft Azure services provided during May 1, 2020 through October 31, 2020, in an amount not to exceed $20,272.97.
This contract has no prior change orders.
Original Contract Amount $20,272.97
Date of Board Approval 10/7/2021
Cumulative Change Order (3/25/2022) $0.00
% Change of Original Contract Value 00.00%
Current Contract Value $20,272.97
Requested Increase or Decrease $8,925.83
New Contract Value $29,198.80
% Change of Current Contract Value 30.60%
% Change of Original Contract Value 30.60%
The reason for the change order is to allow payment to be made to the vendor for Microsoft Azure services provided during November 1, 2020 through November 30, 2020, in the amount of $8,925.83.
Microsoft Azure provides the cloud-based infrastructure for on-demand hosted data storage. In 2020, there was an unanticipated demand for these services based on the transition to remote work which resulted in overages. This occurred as the majority of computer using District employees utilized file sharing to increase the efficiency of remote work. The shared files were hosted offsite via SharePoint in Microsoft Teams and Microsoft OneDrive as opposed to in the local drives. This subsequently increased the need for online backup to maintain the integrity of these files. In 2021, the vendor submitted an invoice, in the amount of $20,272.97, for overages covering the period of May 1, 2020 through October 31, 2020. This invoice was paid via Board of Commissioners authority granted at the October 7, 2021 meeting.
The vendor has forwarded an invoice in the amount of $8,923.83 for additional overages that occurred during the period of November 1 through November 30, 2020. CDW Government, LLC has confirmed in writing that no further invoices are expected and the agreement with the vendor has expired.
This change order is in compliance with the Illinois Criminal Code since the change is germane to the purchase order.
It is hereby recommended that the Board of Commissioners authorize the Director of Procurement and Materials Management to execute a change order to increase the purchase order in an amount of $8,925.83 (30.60% of the current purchase order value), from an amount of $20,272.97, to an amount not to exceed $29,198.80.
Funds are available in Account 101-27000-612820.
Requested, John Sudduth, Director of Information Technology, JS:SK:UCU
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 July 14, 2022