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AUTHORIZATION TO ENTER INTO A JOINT PROCUREMENT AGREEMENT WITH THE CITY OF CHICAGO’S MASTER CONTRACT NO. 33232 WITH CDW-GOVERNMENT FOR COMPUTER HARDWARE, SOFTWARE, AND SERVICES
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To the Honorable Board of Commissioners of Chicago Park District:
I. Recommendation
Pursuant to the Joint Purchasing Agreement between the Chicago Park District and the City of Chicago, it is recommended that an order be entered authorizing the General Superintendent and CEO or her designee to participate in the City of Chicago’s contract with CDW-Government, LLC ("CDW-G") to provide computer hardware, software, peripherals, and related maintenance and installation services to the Chicago Park District.
Pursuant to Chapter XI, Section D.7a 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 "District").
The current agreement expires September 30, 2024. The Park District sourcing plan is to join the joint procurement agreement with the City for computer hardware, software, peripherals, and related maintenance and services after September 30, 2024.
II. Contract Information
Company: CDW Government, LLC
230 N. Milwaukee Avenue
Vernon Hills, Illinois 60061
Company Type: Illinois Limited Liability Company
Contract Amount: Based on annual budget allocation $7,500,000
Contract Period: Three (3) year initial term commencing once the contract is signed with five (5) additional one (1) year extension options.
Authorized Amount: Not-to-Exceed $7,500,000
Scope of Services: To provide computer hardware, software, peripherals, and related maintenance and services.
Affirmative Action Goals: The minority and women-owned participation for this contract includes 25% minority-owned and 5% women-owned.
III. Budget and Financial Information
Budget Classification: Capital and Operating
Fiscal Year: 2024-2027
Funding for successive fiscal years shall be allocated through the annual budget process.
Source of Funds: IT Capital and CPD Operating Budget
IV. Procurement Information
The City of Chicago ("City") and Cook County publicly advertised a Request for Proposals
("RFP") 105081 for Computer Hardware, Software, Peripherals, and Related Maintenance and
Installation Services on February 22, 2012. Proposals were initially due on April 6, 2012, and
the due date was extended by addendum three times to June 15, 2012. At the time of
advertisement, the RFP included section 6.6 "Participation by Other Local Government
Agencies" which explicitly named the Chicago Park District as a local agency that may
participate in this contract. More than five (5) proposals were submitted to the City of Chicago,
and the Chicago Park District was a non-voting member on the evaluation committee. At the
conclusion of the evaluation process, CDW-G was the highest scoring proposer and
recommended for award. This contract has been extended twice by the City of Chicago but will expire on September 30, 2024.
IV. Explanation
The City of Chicago has negotiated an extension with CDW-G for computer hardware, software, peripherals, and related maintenance and services. The terms, conditions, and rates negotiated by the City of Chicago with CDW Government, LLC will be extended to the Chicago Park District. Items that we continue to purchase include:
• Desktop/laptop computers, peripherals, and accessories
• Printers and scanners
• Servers and data storage
• Network equipment and cables
• Hardware/Software maintenance and support
• Cyber Security subscription licenses
• Software-as-a-Service
The Information Technology Department supports a data center, 250 network-connected sites, and an end-user computing environment consisting of 1,900 desktop and laptop computers, along with printers, audio/video equipment, peripherals, and accessories (e.g., monitors, keyboard, mice, etc.). This desktop environment and network infrastructure are mission-critical in enabling CPD staff to access emails, business applications, and the internet which they need to run their day-to-day operations.
CDW-G is a value-added reseller of technology and networking equipment. Their contract with the City of Chicago is a good fit for the Chicago Park District, as it allows us to receive the same negotiated discounts and rates as the City of Chicago for major manufacturers of technology equipment, including Cisco, Dell, Ruckus, Canon, Ergotron, HP, Logitech, Tripp Lite, Panduit, Samsung, Sharp, CommScope, and annual software subscriptions for Adobe, Proofpoint, Sophos, Ivanti, VMware, Red Hat, AutoCAD, and many others. The contract allows access to CDW-G’s extensive product catalog, as well as additional services.
The CDW-G Team was instrumental in providing essential hardware delivered expeditiously during COVID-19 as well as hard-to-find stock for our data center move to the new headquarters despite the supply chain issues post-COVID. CDW-G has been tasked with fulfilling the majority of the required equipment for the ongoing Wi-Fi broadband initiative. CDW-G has been a valuable, responsive partner who has delivered reliable and favorable results over the years.
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 is submitting a full and complete EDS prior to execution of the contract.