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CONTRACT MODIFICATION TO THE IT SERVICES AGREEMENT FOR ENTERPRISE APPLICATION SUPPORT SERVICES BETWEEN CHICAGO PARK DISTRICT AND COMPUTER AID, INC. (BASED ON CITY OF CHICAGO CONTRACT NO. 27835, SPECIFICATION NO. 103871)
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To the Honorable Board of Commissioners of Chicago Park District:
I. Recommendation
It is recommended that an order be entered authorizing the General Superintendent and CEO or her designee to continue to participate in City of Chicago Contract No. 27835 with Computer Aid, Inc. ("CAI") for consolidated application support for enterprise applications. Pursuant to Chapter XI, Section D. 7 of the Code of the Chicago Park District, the Director of Purchasing may participate in another governmental entity’s contract when doing so is in the best interest of Chicago Park District (the "District"). This contract modification authorizes an additional $1.5 million so that CAI can continue to provide certain software support for enterprise applications, implementation, maintenance, customer service center support, and training services for the District following Amendment 8 of the City of Chicago Contract No. 27835.
II. Contract Modification Information
Company: Computer Aid, Inc.
1390 Ridgeview Drive
Allentown, PA 18104
Contract Modification Amount: $1,500,000
Contract Period: The term will expire on February 28, 2024
Authorized Amount: Not-to-Exceed $1,500,000
Scope of Services: Enterprise application support services
Affirmative Action Goals: The Minority and Women-Owned participation goals are established in the City of Chicago contract. The goal is 25% Minority-Owned and 5% Women-Owned Enterprise participation.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in any written agreement. Authorize the General Superintendent to execute the Agreement and the Secretary to attest to the signing of the Agreement and keep an original copy of the Agreement on file.
III. Budget and Financial Information
Budget Classification: Operating
Fiscal Year: 2023-2024
Source of Funds: 001.8230.8230.623020.00001.01.01.00001
IV. Explanation
The District has held a contract with CAI since inception of the City of Chicago’s contract in 2013 which provides enterprise application support services for our Oracle financial and accounting systems. Currently, the District uses Oracle Cloud Fusion for its Enterprise Resource Planning (ERP) System. Oracle Fusion and its associated databases including General Ledger, Accounts Payable, Purchasing, Human Resources, Time & Labor, and Payroll are used to perform mission-critical business functions that allow the district to process vital daily operations.
In addition, the District uses a complex and customized set of applications for its Integrated Management System which consists of multiple independent applications that track physical assets, work orders, project management, and grants funding management. These applications are primarily used by the following departments, Planning and Construction, Facility Management, Budget and Management, and Department of Natural Resources.
Since the contract's inception in 2013 the Board has authorized contract modifications in 2017 and 2020 for funding authorization to adjust application usage and support and a modernization project which successfully moved our ERP solutions to a more agile Cloud environment. This modification works in tandem with the CAI and City of Chicago’s Contractual Amendment 8, which increased the contract price and extended the contract term; the District is seeking to do the same, albeit with a smaller NTE to fit its needs.
With the District's technology landscape constantly evolving, it is crucial that the District’s software is kept updated and upgraded to ensure that business processes continue to be fully functional, reliable, and secure. It is therefore in the best interest of the District to extend and modify its existing contract with CAI to continue providing technical support for another year.
V. General Conditions
1. Conflicts: The agreement shall not be legally binding on the Chicago Park District if entered into in violation of the provisions of 50 ILCS 105, the Public Officer Prohibited Activities Act.
2. Ethics: The Chicago Park District’s Ethics Code, Chapter III of the Code of the Chicago Park District, shall be incorporated into and made part of the agreement.
3. Contingent Liability: Any agreement lawfully entered into for a period of more than one year shall be executory only for the amounts for which the Park District may become liable in succeeding fiscal years pursuant to 70 ILCS 1505/17(i). The agreement shall contain a clause that any expenditure beyond the current fiscal year is subject to appropriation in the subsequent fiscal year budget.
4. Economic Disclosure Statement (“EDS”): Contractor has submitted a full and complete EDS.