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DU PAGE COUNTY TECHNOLOGY COMMITTEE FINAL AGENDA February 10, 2015 Regular Committee Meeting 9:00 AM ROOM 3500B 421 NORTH COUNTY FARM ROAD WHEATON, IL 60187 DuPage County Page 1 1. CALL TO ORDER 2. ROLL CALL 3. CHAIRMAN'S REMARKS 4. PUBLIC COMMENT 5. APPROVAL OF MINUTES A. Technology Committee - Regular Committee Meeting - Tuesday January 27th, 2015 6. CONSENT 1. Change Order -- Amendment to Vendor Agreement 285-0001 SERV, issued to SNtial Technologies, Inc., for the assessment study for current Business, Systems, and Technology environment in the Community Services Department, for Information Technology, to change the budget account code and extend the contract expiration through April 30, 2015, with no change in contract amount. 7. ACTION ITEMS A. JPS-CO-0007-15 Amendment to Capita Technologies for the purchase and implementation of a Probation Case Management Software System, to reopen and increase the encumbrance $66,000.00 Probation and Court Services, resulting in a new contract total amount of $1,013,470.00, an increase of 7.05%. B. 2015-104 County Contract issued to Integrated Document Technologies, for the purchase of a color scanner for the Supervisor of Assessments office, for Information Technology, for a contract total of $7,157.00, per low quote. C. 2015-105 County Contract issued to Accela Government at Carahsoft, for Media Traq Basic First Meeting Group Annual Subscription, Hosting & Service, for Information Technology. This contract covers the period of April 13, 2015 through October 31, 2015, for a contract total amount of $3,120.00, per 55 ILCS 5/5-1022 (d) IT/Telecom purchases under $35,000.00.

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Page 1: TECHNOLOGY COMMITTEE FINAL AGENDA ROOM 3500B 421 …

DU PAGE COUNTY

TECHNOLOGY COMMITTEE

FINAL AGENDA

February 10, 2015 Regular Committee Meeting 9:00 AM

ROOM 3500B

421 NORTH COUNTY FARM ROAD

WHEATON, IL 60187

DuPage County Page 1

1. CALL TO ORDER

2. ROLL CALL

3. CHAIRMAN'S REMARKS

4. PUBLIC COMMENT

5. APPROVAL OF MINUTES

A. Technology Committee - Regular Committee Meeting - Tuesday January 27th, 2015

6. CONSENT

1. Change Order -- Amendment to Vendor Agreement 285-0001 SERV, issued to SNtial

Technologies, Inc., for the assessment study for current Business, Systems, and

Technology environment in the Community Services Department, for Information

Technology, to change the budget account code and extend the contract expiration

through April 30, 2015, with no change in contract amount.

7. ACTION ITEMS

A. JPS-CO-0007-15 Amendment to Capita Technologies for the purchase and

implementation of a Probation Case Management Software System, to reopen and

increase the encumbrance $66,000.00 Probation and Court Services, resulting in a new

contract total amount of $1,013,470.00, an increase of 7.05%.

B. 2015-104 County Contract issued to Integrated Document Technologies, for the purchase

of a color scanner for the Supervisor of Assessments office, for Information Technology,

for a contract total of $7,157.00, per low quote.

C. 2015-105 County Contract issued to Accela Government at Carahsoft, for Media Traq

Basic First Meeting Group Annual Subscription, Hosting & Service, for Information

Technology. This contract covers the period of April 13, 2015 through October 31, 2015,

for a contract total amount of $3,120.00, per 55 ILCS 5/5-1022 (d) IT/Telecom purchases

under $35,000.00.

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Agenda Technology Committee February 10, 2015

DuPage County Page 2

D. 2015-106 County Contract issued to Bruce Harris & Associates for the technical support

and maintenance for DuPageMaps, DuPageMaps Profiles, and other Flex applications, as

well as the County Clerk's Land Records Software, for GIS. This contract covers the

period of December 1, 2014 through November 30, 2015, for a contract total amount of

$10,000.00, per DuPage County Purchasing Ordinance, Article 4-102(5) - "Sole Source".

E. 2015-107 County Contract issued to SAS Institute, Inc., for annual software license and

maintenance, for the period of January 31, 2015 through January 30, 2016, for

Information Technology, for a contract total of $14,484.00. Per 55 ILCS 5/5-1022

"Competitive Bids" (c) not suitable for competitive bids - Sole Source.

8. OLD BUSINESS

9. NEW BUSINESS

10. ADJOURNMENT

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DU PAGE COUNTY

TECHNOLOGY COMMITTEE

FINAL SUMMARY

January 27, 2015 Regular Committee Meeting 9:00 AM

ROOM 3500B

421 NORTH COUNTY FARM ROAD

WHEATON, IL 60187

DuPage County Page 1

1. CALL TO ORDER

9:00 AM meeting was called to order by Chairman Brian J Krajewski at 9:00 AM.

2. ROLL CALL

PRESENT: Fichtner, Michelassi, Krajewski, Chaplin, Grant, Veenstra, Henry, Kachiroubas, Grogan, Wiley

ABSENT: Zaruba, Berlin

3. CHAIRMAN'S REMARKS

4. PUBLIC COMMENT

5. APPROVAL OF MINUTES

A. Technology Committee - Regular Committee Meeting - Jan 13, 2015 9:00 AM

RESULT: ACCEPTED [UNANIMOUS]

MOVER: Tony Michelassi, District 5

SECONDER: Elizabeth Chaplin, District 2

AYES: Fichtner, Michelassi, Krajewski, Chaplin, Grant, Veenstra, Henry, Kachiroubas,

Grogan, Wiley

6. ACTION ITEMS

A. 2015-76 Contract issued to CDW-G, for the purchase of computers and monitors to

replace aged equipment, for Economic Development & Planning, for a total amount of

$13,380.41, per National IPA Technology Solutions #130733 (Contingent upon

Technology Committee approval on 1/27/15)

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Minutes Technology Committee January 27, 2015

DuPage County Page 2

RESULT: APPROVED [UNANIMOUS]

MOVER: Gwen Henry, Ex-Officio - Treasurer

SECONDER: Chris Kachiroubas, Circuit Court Clerk

AYES: Fichtner, Michelassi, Krajewski, Chaplin, Grant, Veenstra, Henry, Kachiroubas,

Grogan, Wiley

B. 2015-87 County Contract issued to Alphagraphics to furnish and deliver printed

letterhead and documents for DuPage County departments, for the period of February 1,

2015 through January 31, 2016, for a contract total amount of $12,000.00, per low quote

Q15-007.

RESULT: APPROVED [UNANIMOUS]

MOVER: Elizabeth Chaplin, District 2

SECONDER: Tony Michelassi, District 5

AYES: Fichtner, Michelassi, Krajewski, Chaplin, Grant, Veenstra, Henry, Kachiroubas,

Grogan, Wiley

C. 2015-88 County Contract issued to Call One to provide long distance and toll free

telephone service for Information Technology. This contract covers the period March 1,

2015 through February 28, 2016, for a contract total amount $9,973.68. This is the first

of two (2) optional one-year renewals per lowest responsible bid #13-018.

RESULT: APPROVED [UNANIMOUS]

MOVER: Chris Kachiroubas, Circuit Court Clerk

SECONDER: Tony Michelassi, District 5

AYES: Fichtner, Michelassi, Krajewski, Chaplin, Grant, Veenstra, Henry, Kachiroubas,

Grogan, Wiley

D. 2015-89 County Contract issued to Graybar Electric to furnish and deliver miscellaneous

telephone supplies including wire, junction blocks, telephones, headsets and conference

sets. This contract covers the period of December 1, 2014 through November 30, 2015

for Information Technology, for a contract total amount of $8,000.00. Per US

Communities Cooperative Purchasing Agreement Pricing, in compliance with 30 ILCS

525/2 “Governmental Joint Purchasing Act”.

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Minutes Technology Committee January 27, 2015

DuPage County Page 3

RESULT: APPROVED [UNANIMOUS]

MOVER: Gwen Henry, Ex-Officio - Treasurer

SECONDER: Elizabeth Chaplin, District 2

AYES: Fichtner, Michelassi, Krajewski, Chaplin, Grant, Veenstra, Henry, Kachiroubas,

Grogan, Wiley

E. 2015-90 County Contract issued to Toshiba Business Solutions for the purchase of

PaperCut print management software, for Information Technology. This contract covers

a three (3) year period from the purchase date, for a contract total of $7,387.39, per

National IPA Cooperative purchasing Agreement.

RESULT: APPROVED [UNANIMOUS]

MOVER: Paul Fichtner, District 1

SECONDER: Chris Kachiroubas, Circuit Court Clerk

AYES: Fichtner, Michelassi, Krajewski, Chaplin, Grant, Veenstra, Henry, Kachiroubas,

Grogan, Wiley

7. OLD BUSINESS

8. NEW BUSINESS

Don Carlsen provided a brief ERP update.

9. ADJOURNMENT

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Signature on File

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DECISION MEMO DOCUMENT #

This form is required for all Professional Service (3090) Contracts over $25,000 and as otherwise required by the Procurement Review Checklist.

DuPage County Finance Department – Division of Procurement Services 01-760-7607-012 – 03/28/11

Agreement # 285-0001 SERV Requesting Department IT

Vendor SNtial Technologies, Inc. Department Contact Don Carlsen

Date Submitted For Review 02/03/2015 Contact Phone # X5005

Issue (Identify action to be taken: for instance approval of new contract, renew contract, increase contract, etc.)

SNtial Technologies, Inc., was hired to do an assessment study of the Community Service Department’s current Information Systems and Technology environment. A change order is needed to extend the contract through the end of April in order to complete the assessment and recommendations.

Summary Explanation/Background (Provide an executive summary of the action to provide context and clarity of underlying request for action.)

The original contract was set to expire November 30, 2014. However, the assessment has taken longer than the original 60 days provided by the contract.

Discussion Provide rationale for the action. Why action is necessary? What is to be accomplished?

Extending through April 30th will provide the vendor with a significant amount of time to complete their assessment and provide Community Services with

recommendations.

Source Selection/Vetting Information (Describe method used to select source.)

Sandeep Nain is a current member of the DuPage Workforce Board.

Options (Itemize – there must always be at least 2 options. List other ways to accomplish request.)

1) Approve change order so vendor may complete assessment and recommendation, and so the County may pay the vendor per contract agreement.

2) Do not complete evaluation and recommendation, pay for partially completed work.

Recommendations (Describe staff recommendation and provide reason.)

Approve this change order so that the vendor may complete their assessment and recommendations for Community Services.

Fiscal Impact/Cost Summary (Include projected cost for each fiscal year, approved budget amount and account number, source of funds, and any future funding requirements along with any narrative.)

$10,000 out of FY15, fund 1000-1110-53020 – Information Technology Services.

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Change Order with Resolution

JPS-CO-0007-15

AMENDMENT TO RESOLUTION TEp-002-12, ISSUED TO CAPITA TECHNOLOGIES FOR THE

PURCHASE AND IMPLEMENTATION OF A PROBATION CASE MANAGEMENT SOFTWARE SYSTEM

(TO REOPEN AND INCREASE THE ENCUMBRANCE $66,727.00)

(TEp-002A-12)

WHEREAS, Resolution TEp-002-12 was approved and adopted by the County Board on January 24

th, 2012: and

WHEREAS, the Probation and Court Services recommends changes as stated in the Change Order Notice to reopen, extend the contract to November 30, 2015 and increase contract 1000026 PROB in the amount of $66,727.00.

NOW, THEREFORE BE IT RESOLVED that County Board adopts Change Order

Notice, dated December 16, 2014, to contract 1000026 PROB, issued to Capita Technologies, for

a change order to reopen, extend the contract to November 30, 2015 and increase contract total in

the amount of, $66,727.00, resulting in an amended contract total amount of $1,013,470.00, an

increase of 7.05%.

Enacted and approved this 10th day of February, 2015 at Wheaton, Illinois.

________________________________

DANIEL J. CRONIN, CHAIRMAN

DU PAGE COUNTY BOARD

Attest: _________________________________

PAUL HINDS, COUNTY CLERK

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Signature on FileSignature on File

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Requisition under 25k dollars

2015-104

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Requisition under 25k dollars

2015-104

PROCUREMENT REVIEW CHECKLIST

REQUISITION

This form must accompany all County Purchase Requisitions.

NEW PURCHASE ORDER REQUEST

DATE

SUBMITTED January 15, 2015 CONTRACT TERM

CONTRACT

TOTAL AMOUNT

$7,157.00 REQUESTING

DEPT.

INFORMATION

SYSTEMS

SOLICITATION METHOD FOR SOURCE SELECTION

Sarah Godzicki Completed 01/15/2015 3:31 PM

Deborah Hanson Completed 01/15/2015 3:34 PM

Donald Carlsen Completed 01/15/2015 4:00 PM

Kathy Ostrowski Completed 01/20/2015 2:37 PM

John Meneghini Completed 01/20/2015 2:47 PM

Paul Rafac Completed 01/20/2015 5:53 PM

Kathy Ostrowski Completed 01/29/2015 10:29 AM

Technology Committee Pending

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Signature on File

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Requisition #

Dept. Req. #

Requisition Date

Solicitation #

F.O.B.

DESTINATION

RESO DATE VENDOR #

LN QTY U/M ITEM # DESCRIPTION FY FD AGY-ORG OBJT UNIT PRICE EXTENSION

1 1 each Canon DR-G1130 Color Scanner; 130 15 1000 1160-1110 52100 6,202.00 6,202.00

2 1 each Canon Post Warranty for DR G1100 15 1000 1160-1110 52100 955.00 955.00Scanner (9 months)

7,157.00

EMAIL: [email protected]

PER 50 ILCS 505/1

SUPPLIER:ATTENTION:

BUYER

Integrated Document Technologies

PHONE:CITY, ST ZIP

ADDRESS:

DIVISION:

EMAIL:

ATTENTION:

Procurement Services Division

421 N COUNTY FARM ROAD

DIVISION:ATTENTION:ADDRESS:ROOM:

Wendi WagnerMichael Nofo1009 Hawthorn Drive

CITY, ST ZIP

SUPPLIER:

Itasca, IL 60143PHONE:FAX: 630-407-5001

PHONE:

[email protected]

630-407-5000

SHIP TO:

630-875-1101 FAX:

WHEATON, IL 60187

REQUESTED BYDELIVERY DATETERMS

Sarah Godzicki421 N COUNTY FARM ROAD

LOCATION:

ATTENTION:

CITY, ST ZIP

FAX:EMAIL:

FAX: 630-407-5001

Purchase Requisition

SPECIAL INSTRUCTIONS/COMMENTS:

Integrated Document Technologies

1009 Hawthorn Drive

Itasca, IL 60143

REQUISITION TOTAL

WHEATON, IL 60187

ADDRESS:

PHONE: 630-407-5000

VENDOR #:

VENDOR #

DEPARTMENT: Information Technology

DEPARTMENT: Information Technology

MAIL PO TO: SEND INVOICES TO:

SEND PAYMENTS TO:

EMAIL:

949-542-7097

ADDRESS:

CITY, ST ZIP

CONTRACT START DATE CONTRACT END DATERESOLUTION #

01-760-7607-010

REVISED 1/11/11

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QTY DESCRIPTION EACH TOTAL EACH TOTAL EACH TOTAL

1 Canon DR-G1130 Scanner 6,202.00 6,202.00 7,037.89 7,037.89 6,828.14 6,828.14

$0.00 $0.00 $0.00

TOTAL $6,202.00 TOTAL $7,037.89 TOTAL $6,828.14

JUSTIFICATION FOR USING OTHER THAN LOW QUOTE:

Contact:

e-mail:e-mail:

COMPLETE THE FOLLOWING:

DELIVERY TIME IN DAYS

VENDOR PAYMENT TERMS

VENDOR DELIVERY OR PICK-UP

Use this form to record quotations obtained for purchases over $5,000. All quotations to be reviewed and approved by the Procurement Services Division PRIOR to order placement.

Company: Integrated Document Tech.

Name: Wendi Wagner

Quotation date: 01/14/2014

Department: Information Technology

Division: Address:

TX:

FX:

TX:

THIS IS NOT AN AUTHORIZATION TO PLACE AN ORDER

QUOTATION EVALUATION SUMMARY

VENDOR #1 VENDOR #2 VENDOR #3REQUESTOR INFORMATION:

Company: CDWG Company: Tiger Direct

TX:

Address:

TX:

Address:

FX:

TAX I.D. NO. OF AWARDEE

e-mail:

FREIGHT/DELIVERY CHARGES (MUST BE COMPLETED)

Contact:

FX: FX:

Contact:

01-760-7607-013

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Requisition under 25k dollars

2015-105

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Requisition under 25k dollars

2015-105

PROCUREMENT REVIEW CHECKLIST

REQUISITION

This form must accompany all County Purchase Requisitions.

NEW PURCHASE ORDER REQUEST

DATE

SUBMITTED January 28, 2015 CONTRACT TERM 04/13/2015 - 10/31/2015

CONTRACT

TOTAL AMOUNT

$3,120.00 REQUESTING

DEPT.

INFORMATION

SYSTEMS

SOLICITATION METHOD FOR SOURCE SELECTION

Sarah Godzicki Completed 01/28/2015 2:15 PM

Deborah Hanson Completed 01/28/2015 2:21 PM

Donald Carlsen Completed 01/28/2015 2:34 PM

Kathy Ostrowski Completed 01/28/2015 4:02 PM

John Meneghini Completed 01/28/2015 4:12 PM

Paul Rafac Completed 02/03/2015 11:42 AM

Kathy Ostrowski Completed 02/03/2015 12:59 PM

Technology Committee Pending

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Signature on File

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Requisition #

Dept. Req. #

Requisition Date

Solicitation #

F.O.B.

DESTINATION

RESO DATE VENDOR #

LN QTY U/M ITEM # DESCRIPTION FY FD AGY-ORG OBJT UNIT PRICE EXTENSION

1 1 each 790-004-1ga Civic Streaming (MediaTraq) - Basic - 15 1000 1110 53020 3,120.00 3,120.00Group - Annual Subscription, Hosting &Service - 4/13/15 - 10/31/15County Board Room AV System

3,120.00

4/13/2015 4/12/2015

CONTRACT START DATE CONTRACT END DATERESOLUTION #

VENDOR #:

VENDOR #

DEPARTMENT: Information Technology

DEPARTMENT: Same As Above

MAIL PO TO: SEND INVOICES TO:

SEND PAYMENTS TO:

Purchase Requisition

SPECIAL INSTRUCTIONS/COMMENTS:

Carahsoft

12369 Sunrise Valley Drive Ste D2

Reston, Virginia 20191703-889-9737

REQUISITION TOTAL

WHEATON, IL 60187

ADDRESS:

PHONE:

IT Department

REQUESTED BYDELIVERY DATETERMS

421 N COUNTY FARM ROADLOCATION:

EMAIL:

703-889-9737

ATTENTION:

CITY, ST ZIP

ADDRESS:

CITY, ST ZIP

FAX:703-871-8505

Reston, Virginia 20191PHONE:FAX:

WHEATON, IL 60187

SUPPLIER:

630-407-5001PHONE:

[email protected] [email protected]

630-407-5037

SHIP TO:

Sarah Godzicki

ADDRESS:

DIVISION:

EMAIL:

ATTENTION:

Lorin Hicks12369 Sunrise Valley Drive Ste D2

CITY, ST ZIP

Procurement Services Division

421 N COUNTY FARM ROAD

DIVISION:ATTENTION:ADDRESS:ROOM:

FAX:EMAIL:

703-871-8505 FAX:EMAIL:

PER 50 ILCS 505/1

SUPPLIER:ATTENTION:

BUYER

Accela Government at Carahsoft

PHONE:CITY, ST ZIP

01-760-7607-010

REVISED 1/11/11

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GOVERNMENT - PRICE QUOTATIONACCELA GOVERNMENT AT CARAHSOFT

12369 SUNRISE VALLEY DRIVE | SUITE D2 | RESTON, VIRGINIA 20191PHONE (703) 871-8500 | FAX (703) 871-8505 | TOLL FREE (888) 66CARAH

WWW.CARAHSOFT.COM

CONFIDENTIALPage: 1

QUOTE DATE:

QUOTE NO:

01/05/2015

6030858

TO: Sarah GodzickiAdministrative Assistant, Information TechnologyDu Page County421 N County Farm RoadWheaton, IL 60187

FROM: Lorin HicksCarahsoft Technology Corp.12369 Sunrise Valley DriveSuite D2Reston, Virginia 20191

EMAIL: [email protected] EMAIL: [email protected]: (630) 407-5037 FAX: (630) 407-5001 PHONE: (703) 889-9737 FAX: (703) 871-8505

TERMS: FTIN: 52-2189693Shipping Point: FOB DestinationCredit Cards: VISA/MasterCard/AMEXRemit To: Same as AbovePayment Terms: Net 30 (On Approved Credit)CAGE CODE: 1P3C5DUNS No: 088365767Business Size: SmallSales Tax May Apply

QUOTE NO:QUOTE DATE:QUOTE EXPIRES:RFQ NO:SHIPPING:TOTAL PRICE:

603085801/05/201502/04/2015

GROUND$3,120.00

TOTAL QUOTE: $3,120.00

LINE NO. PART NO. DESCRIPTION - QUOTE PRICE QTY EXTENDED PRICE

1 790-004-1ga Civic Streaming (MediaTraq) - Basic - FirstMeeting Group - Annual Subscription, Hosting& Service*prorated at $480/month to line up POP withAgenda & Minutes contract*prorated an additional half month of $240 toend POP at the end of monthStart Date: 04/13/2015End Date: 10/31/2015

$3,120.00 - 1 $3,120.00

SUBTOTAL: $3,120.00

TOTAL PRICE: $3,120.00

TOTAL QUOTE: $3,120.00

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Requisition under 25k dollars

2015-106

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Requisition under 25k dollars

2015-106

PROCUREMENT REVIEW CHECKLIST

REQUISITION

This form must accompany all County Purchase Requisitions.

NEW PURCHASE ORDER REQUEST

DATE

SUBMITTED January 28, 2015 CONTRACT TERM 12/01/2014 - 11/30/2015

CONTRACT

TOTAL AMOUNT

$10,000.00 REQUESTING

DEPT.

INFORMATION

SYSTEMS

SOLICITATION METHOD FOR SOURCE SELECTION

Sarah Godzicki Completed 01/28/2015 2:25 PM

Deborah Hanson Completed 01/28/2015 4:26 PM

Donald Carlsen Completed 01/28/2015 4:28 PM

Kathy Ostrowski Completed 01/29/2015 7:08 AM

John Meneghini Completed 01/29/2015 7:11 AM

Paul Rafac Completed 02/03/2015 11:40 AM

Kathy Ostrowski Completed 02/03/2015 12:58 PM

Technology Committee Pending

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Requisition #

Dept. Req. #

Requisition Date

Solicitation #

F.O.B.

DESTINATION

RESO DATE VENDOR #

LN QTY U/M ITEM # DESCRIPTION FY FD AGY-ORG OBJT UNIT PRICE EXTENSION

1 1

GIS website/software maintenance for DuPageMaps, DuPageMaps profiles and other Flex Applications, and County Clerk's Land Records Software

15 1100 2900 53020 10,000.00 10,000.00

10,000.00

12/1/2014 11/30/2015

CONTRACT START DATE CONTRACT END DATERESOLUTION #

VENDOR #:

VENDOR #

DEPARTMENT: Information Technology

DEPARTMENT: Information Technology

MAIL PO TO: SEND INVOICES TO:

SEND PAYMENTS TO:

Purchase Requisition

SPECIAL INSTRUCTIONS/COMMENTS:

Bruce Harris & Associates Inc Colin Russell21 N River Street

Batavia Illinois 60510630-761-0951

REQUISITION TOTAL

WHEATON, IL 60187

ADDRESS:

PHONE: 630-407-5062

REQUESTED BYDELIVERY DATETERMS

Tom Ricker421 N COUNTY FARM ROAD

LOCATION:

EMAIL:

630-761-0951

ATTENTION:

CITY, ST ZIP

ADDRESS:

CITY, ST ZIP

FAX:

Batavia Illinois 60510PHONE:FAX:

WHEATON, IL 60187

SUPPLIER:

630-407-5001PHONE:

23066000GIS Division

[email protected]

630-407-5062

SHIP TO:

GIS DivisionTom Ricker

ADDRESS:

DIVISION:

EMAIL:

ATTENTION:

Matt Bryant21 N River Street

CITY, ST ZIP

Procurement Services Division

421 N COUNTY FARM ROAD

DIVISION:ATTENTION:ADDRESS:ROOM:

23066000

FAX:EMAIL:

FAX: 630-407-5001EMAIL: [email protected]

PER 50 ILCS 505/1

SUPPLIER:ATTENTION:

BUYER

Bruce Harris & Associates Inc

PHONE:CITY, ST ZIP

01-760-7607-010

REVISED 1/11/11

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DECISION MEMO DOCUMENT #

This form is required for all Professional Service (3090) Contracts over $25,000 and as otherwise required by the Procurement Review Checklist.

DuPage County Finance Department – Division of Procurement Services 01-760-7607-012 – 03/28/11

Requisition # Requesting Department GIS

Vendor Bruce Harris & Associates, Inc. Department Contact Tom Ricker

Date Submitted For Review 01/28/2015 Contact Phone # 630-407-5062

Issue (Identify action to be taken: for instance approval of new contract, renew contract, increase contract, etc.)

This service is to cover any technical support issues that may come up in FY2015 with the county GIS Flex application website along with the County Clerk office’s Land Records Software.

Summary Explanation/Background (Provide an executive summary of the action to provide context and clarity of underlying request for action.)

Starting in 2010 BHA developed for the county GIS various flex web applications along with the County Clerk’s Land Records Software. This service is to be used on an as-needed basis to cover any software application issues that may come up during the 2015 fiscal year.

Discussion Provide rationale for the action. Why action is necessary? What is to be accomplished?

Onsite technical services or phone support services are needed to correct any issues or problems that may arise during the use of the above noted software applications.

Source Selection/Vetting Information (Describe method used to select source.)

Bruce Harris & Associates is the developer and author of our existing Flex GIS Web Applications and the County Clerks Land Records Software. At this time with them being the developer of these application and are knowledgeable of the details to the software code and applications. With this knowledge BHA is currently the best and most cost effective vendor to maintain this existing code for our flex applications and Land Records application.

Options (Itemize – there must always be at least 2 options. List other ways to accomplish request.)

1. To use BHA for the provision of these services

2. Hire a new vendor who will not be familiar with these applications. This unfamiliarity will consume extra time and funds in order to acclimate and position them for the support of these applications

Recommendations (Describe staff recommendation and provide reason.)

Approve the amount of $10,000 to cover this software support & maintenance for our flex applications and GIS service and any future flex applications and GIS service existing service

Fiscal Impact/Cost Summary (Include projected cost for each fiscal year, approved budget amount and account number, source of funds, and any future funding requirements along with any narrative.)

$10,000 from FY 2015 from fund 1100-2900-53020 – GIS Professional Information Technology Services

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Requisition under 25k dollars

2015-107

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Requisition under 25k dollars

2015-107

PROCUREMENT REVIEW CHECKLIST

REQUISITION

This form must accompany all County Purchase Requisitions.

NEW PURCHASE ORDER REQUEST

DATE

SUBMITTED February 3, 2015 CONTRACT TERM 01/31/2015 - 01/30/2016

CONTRACT

TOTAL AMOUNT

$14,484.00 REQUESTING

DEPT.

INFORMATION

SYSTEMS

SOLICITATION METHOD FOR SOURCE SELECTION

Sarah Godzicki Completed 02/03/2015 9:41 AM

Deborah Hanson Completed 02/03/2015 10:36 AM

Donald Carlsen Completed 02/03/2015 11:06 AM

Kathy Ostrowski Completed 02/03/2015 1:48 PM

John Meneghini Completed 02/03/2015 1:55 PM

Paul Rafac Completed 02/05/2015 10:11 AM

Kathy Ostrowski Completed 02/05/2015 12:56 PM

Technology Committee Pending

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Requisition #

Dept. Req. #

Requisition Date

Solicitation #

Contract Service Center

F.O.B.

DESTINATION

RESO DATE VENDOR #

3565000

LN QTY U/M ITEM # DESCRIPTION FY FD AGY-ORG OBJT UNIT PRICE EXTENSION

1 1 ea 4380 Annual software license and maintenance 15 1000 1110 53806 14,484.00 14,484.00for OS Base 4380/SAS 2086-210 per license agreement 01937.

40,536.00

40,536.00

14,484.00

PER 50 ILCS 505/1

SUPPLIER:ATTENTION:

BUYER

SAS Institute, Inc.

PHONE:CITY, ST ZIP

FAX:EMAIL:

FAX: 630 407 5001EMAIL: [email protected]

Procurement Services Division

421 N COUNTY FARM ROADL-400

DIVISION:ATTENTION:ADDRESS:ROOM:

03565000

Greg Smith

ADDRESS:

DIVISION:

EMAIL:

ATTENTION:

SAS Campus Drive

CITY, ST ZIP WHEATON, IL 60187

630 407 5001PHONE:

03565000

[email protected] [email protected]

630 407 5023

SHIP TO:

CITY, ST ZIP

FAX:919 677 4444

Cary, NC 27513PHONE:FAX:

TERMS

Greg Smith421 N COUNTY FARM ROADL-400LOCATION:

EMAIL:

ATTENTION:

CITY, ST ZIP

SUPPLIER:

PHONE: 630 407 5023

G.Smith

REQUESTED BYDELIVERY DATE

SPECIAL INSTRUCTIONS/COMMENTS:

SAS Institute, Inc.

P O BOX 406922

Atlanta, GA 30384-6922

REQUISITION TOTAL

WHEATON, IL 60187

ADDRESS:

VENDOR #

DEPARTMENT: Information Technology

DEPARTMENT: Information Technology

Purchase Requisition

919 677 8000

ADDRESS:

MAIL PO TO: SEND INVOICES TO:

SEND PAYMENTS TO:

1/31/2015 1/30/2016

CONTRACT START DATE CONTRACT END DATERESOLUTION #

VENDOR #:

01-760-7607-010

REVISED 1/11/11

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AmountID Description

Invoice 7461714

Invoice To:

SAS Installation Rep:

Invoice Date Purchase Order No. Customer Contract No.

04-DEC-14Terms of Payment

Net 30 days

U.S. Funds

Federal ID No. 561133017

Page 1 of 1

Accounts Receivable: (919) 531 9400

Sarah GodzickiDupage County IL421 N County Farm RdWheaton, IL 60187-3989

John RapseyDupage County IL421 N County Farm RdWheaton, IL 60187-3989

Total Amount Due

$ 0.00

$14,484.00

Internal InformationCYNTGA/Renewal/EMAIL

Total Tax (Tax Location : Wheaton IL Du Page County)

Total

GIDB

License Agreement No.: 01937

Submit name and/or address corrections to Customer Support atsupport.sas.com/adminservices/ or call 800-727-0025.

Payment Instructions

Reference invoice #7461714 on your remittance.

MailPaymentOnly To:

TransferPayment

To:

SAS Institute Inc.PO Box 406922Atlanta, GA 30384-6922

Credit Card Payments: https://www.sas.com/paysas

Bank of AmericaAccount #: 000041138108Routing #: 053-000-196 (ACH)Routing #: 026-009-593 (WIRE); Swift:BOFAUS3NName: SAS Institute Inc.

.

.

.

Customer No.: 9422

Customer Support: (800) 727 0025 US

Tax Exemption Number: STAE9997455101

SAS and all other SAS Institute Inc. product or service names are registered trademarks or trademarks of SAS Institute Inc. in the USA and other countries. ® indicates USA registration. Other brand and product names are trademarks of their respective companies.

31JAN2015 - 30JAN201643802828-A01 08CF37OS Base SAS 14,484.00--- 6 Max MSUs

Tax Summary------------------------------------------------------------------------------------------------STATE - 6.25 % 0.00

MSU Based Pricing - see license for further details

$14,484.00

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