TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 18, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement with Hewlett-Packard Company for the purchase of new and replacement computer hardware and software, in an amount not to exceed $1,005,000.00, Account 101-27000-623810, Requisition 1617529
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Hewlett-Packard Company, for the purchase of new and replacement computer hardware and software. This purchase order will expire on June 30, 2025.
The National Association of State Procurement Officials (NASPO) was formally established on January 29, 1947, in Chicago, Illinois. NASPO is an organization through which the member purchasing officials provide leadership in professional public procurement to attain greater efficiency, economy, and customer satisfaction. The Western States Contracting Alliance (WSCA) was formed in October 1993 by the state purchasing directors from fifteen NASPO western states. WSCA establishes the means by which participating states may join together in cooperative multi-state contracting; to achieve cost-effective and efficient acquisition of products and services. All governmental entities within WSCA states as well as authorized governmental entities in non-WSCA states are welcome to use the approved agreements. This contractual agreement is for two years, from 2023 to June 30, 2025, with the option to be extended an additional 36 months via an amendment by the Lead State. Inasmuch as Hewlett-Packard Company’s partnership through WSCA for computer hardware and software provides the lowest possible price for equipment and software, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Hewlett-Packard Company 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.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement with Hewlett-Packard Company, in an amount not to exceed $1,005,000.00.
Funds for the 2024 expenditure, in the amount of $367,000.00 are available in Account 101-27000-623810. The estimated expenditure for 2025 is $638,000.00. Funds for the 2025 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for 2025.
Requested, Sean T. Kelly, Director of Information Technology, JR:MHL:ml
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, 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 April 18, 2024