TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 1, 2022
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order to CDW Government LLC, for FileMaker Pro Software License Renewal, in an amount not to exceed $41,566.50, Account 101-27000-612820, Requisition 1586283
Body
Dear Sir:
Authorization is requested to issue a purchase order to CDW Government LLC for FileMaker Pro software license renewal for a one-year period. The term of coverage is December 30, 2022 through December 30, 2023.
The District uses FileMaker Pro as a personal database software tool. Renewal of software maintenance will ensure continued use of the software and will provide software updates and upgrades.
Claris International Inc, the publisher of Filemaker Pro software, has announced that beginning September 24, 2022, new pricing becomes effective for all Claris new and renewal customers. Licensing costs will increase by ten (10) percent on all Claris products. A purchase order must be awarded by September 23, 2022, to take advantage of the current pricing. This option would save the District $4,156.65 on this renewal.
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 27, 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. The agreement has again been extended effective October 1, 2022 through September 30, 2023. Article 10) General Conditions, Section j) “Governmental Joint Purchasing Agreement,” allows other government agencies to purchase goods or services under this contract.
CDW Government LLC has submitted prices for FileMaker Pro software license renewal for a one-year period per the established contract discount percentages. Inasmuch as CDW Government LLC, 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).
CDW Government LLC is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because the classification of work does not fall within the provisions of the MPLA.
The Affirmative Action Appendix A and Appendix V are not included in this contract because the estimate is less than the minimum threshold by Section 4 of the Affirmative Action Ordinance.
In view of the foregoing it is recommended that the Director of Procurement and Materials Management be authorized to issue said purchase order to CDW Government LLC, in an amount not to exceed $41,566.50.
Funds are available in Account 101-27000-612820.
Requested, John Sudduth, Director of Information Technology, JS:SK: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 September 1, 2022