Title
AUTHORIZATION TO PARTICIPATE IN CITY OF CHICAGO CONTRACT 29656
WITH DELL MARKTEING CORPORATION FOR OUTSOURCED INFRASTRUCTURE SUPPORT SERVICES
Body
To the Honorable Board of Commissioners of the Chicago Park District:
I. Recommendation
It is recommended that an order be entered authorizing the General Superintendent and CEO or his designee to participate in City of Chicago contract #29656 with Dell Marketing Corporation for Outsourced Infrastructure Support Services for the Chicago Park District’s network infrastructure. 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 the Chicago Park District. The contractor was selected pursuant to a Request for Proposals publicly advertised by the City of Chicago. No work may commence and no payment shall be made to contractor prior to the execution of a written agreement.
II. Award Information
Contractor: Dell Marketing Corporation
One Dell Way
Round Rock, Texas 78682
Majority Interest: Dell Marketing Corporation 100%
Contract Period: The initial three (3) year term expired on June 30, 2017. There are two (2), two (2) year extension periods available, and the Chief Procurement Officer of the City of Chicago has exercised the first two (2) year extension period, and it expires June 30, 2019.
Authorized Amount: Not-to-Exceed $3,500,000.00 for the remainder of the initial two (2) year extension period. When the City of Chicago exercises the second two (2) year extension period, the annual Not-to-exceed amount will be $1,850,000.00. Accordingly, the combined Not-to-exceed amount is $7,200,000.00.
Scope of Services: To provide computer hardware, software, peripherals and related maintenance and installation services.
Affirmative Action Goals: Minority and Women Owned Business Enterprise participation for this contract includes: 25% minority owned and 5% women owned.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the 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: Capital & Operating
Fiscal Year: 2017
Source of Funds: 077.8230.8230.627050.BD117.01.01.82014
001.8230.8230.623020.000001.01.01.00001
IV. Procurement Information
The Chicago Park District (“CPD”) has been participating in a City of Chicago (“City”) contract for Outsourced Managed Services to provide application services and infrastructure support services. Since this City contract expires in November 2017, the CPD decided to advertise a Request for Proposals (“RFP”) for Outsourced Managed Services in the summer of 2015. Proposals submitted in response to the RFP were received in March 2016, and the evaluation process commenced at that point. After reviewing the proposals and conducting oral presentations, the Evaluation Committee decided it would be best to cancel the RFP, because the cost proposals exceeded the budget for the project. Accordingly, the Department of Purchasing sent a cancellation notice to all proposers on March 10, 2017. To procure services moving forward, the CPD decided it would be best to participate in two City contracts: Computer Aid, Inc. for application services and Dell for infrastructure support services.
The City publicly advertised Request for Proposals (“RFP”) #103871 for Outsourced Infrastructure Support Services on February 2, 2012. A total of 14 proposals were submitted to the City on the due date of June 15, 2012. At the conclusion of their evaluation process, the City awarded the contract to Dell Marketing Corporation (“Dell”). Section 9.10 of the City’s contract with Dell, “Participation by Other Local Government Agencies,” named the Chicago Park District as a local government agency that is eligible to participate in the agreement during the contract term. The Department of Purchasing submitted the request to participate in the contract to the Chief Procurement Officer of the City on July 14, 2017 and received her approval to proceed on July 17, 2017 (request and approval letters attached).
V. Explanation
The CPD IT department has evolved to a new role, taking on several technology related responsibilities including governance and project management of various initiatives. With this new role, IT will need a committed partner who will assist IT to drive operational efficiencies, transparency, and accountability. Together with this new vendor partner, IT will leverage industry best practices in implementing technology to CPD programs and security in CPD’s financial, personnel, and customer information.
Dell will provide Outsourced Managed Information Technology Services. Generally, these services include:
• Manage and secure CPD's enterprise network, server systems, and all end-user workstations
• Planning, designing, development, and optimization of CPD's enterprise technology solutions including network infrastructure and data storage
• Manage, maintain, monitor, and support CPD's data center, application systems infrastructure, and backup and recovery
• Maintain an accurate inventory of circuits, network infrastructure, software licenses, telecommunication devices, and other technology equipment
• Resources for project management, network and security, system administration, service desk, and IT break-fix technicians
• Tools such as service desk application system, project management software tools, and network/security and system monitoring solutions
• Assist CPD IT in standardizing use of technology
Most of these services are provided on a daily basis and require on-site the presence of personnel on a full-time basis.
Dell is committed to providing knowledgeable personnel and expertise daily to assist IT to manage many disparate hardware and software matters district wide. In the interim, uninterrupted service is essential and as such Dell is prepared to initiate knowledge transfer services prior to the current contract expiration.
Dell has been providing application support services to the City since 2014. They have the experience, ability, and qualified personnel to provide the same level of service and support to the Chicago Park District. Additionally, The City is a significantly larger economy than the Chicago Park District, and the pricing they receive is better than what the CPD would receive if it advertised its own solicitation for these services. Therefore, it is in the best interest of the Chicago Park District to participate in the City of Chicago’s agreement with Dell Marketing Corporation for Outsourced Infrastructure Support Services.
VI. General Conditions
1. Conflicts: No agreement authorized herein shall be legally binding on the Chicago Park District if entered into in violation of the provisions of the Public Officer Prohibited Activities Act, 50 ILCS 105/0.01 et seq.
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 all agreements authorized herein.
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 Section 17(i) of the Chicago Park District Act, 70 ILCS 1505/17(i). All agreements authorized herein 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 prior to execution of the contract.