TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 2, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Issue purchase order to CDW Government LLC, to Furnish and Deliver VMware Software, Support and Subscription, in an amount not to exceed $628,523.58, Account 101-27000-612820, Requisition 1645481
Body
Dear Sir:
Authorization is requested to issue a purchase order to CDW Government LLC to furnish and deliver VMware Software, Support and Subscription to the District. Software license coverage is for a 36 -month period beginning November 5, 2025 through November 4, 2028.
VMware software is used for our virtual computing environment which contains over 290 servers. The virtual environment supports SAP, GIS, LIMS, IPACS, MMS, ReadSoft, Citrix, file sharing systems, and many other essential systems that are needed by the District.
On August 13, 2025, the State of Illinois entered into a participating agreement with CDW which covers the Sourcewell 121923-cdwg Contract (“Master Agreement”) for use by state agencies and other entities in the State of Illinois by those states statutes to utilize State contracts. Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States Article. The Sourcewell Contract expires February 27, 2028, unless it is cancelled sooner pursuant to Article 22.
CDW Government LLC has submitted prices for the VMware Software, Support and Subscription licenses for a three -year period per the established contract discount percentages. Inasmuch as CDW Government LLC is the only source of supply for the VMware Software, Support and Subscription licenses, 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 (MPLA) is not applicable to this contract because the classification of work does not fall within the provisions of the MPLA.
In view of the foregoing, it is requested 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 $628,523.58.
Funds for the 2025 expenditure, in the amount of $189,886.29 are available in Account 101-27000-612820. The estimated expenditure for 2026 is $208,874.90 and 2027 is $229,762.39. Funds for the 2026 and 2027 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, SK:JR;rp
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Precious Brady-Davis, Chairperson 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 2, 2025