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AUTHORIZATION TO PARTICIPATE IN A JOINT PROCUREMENT WITH THE CITY OF CHICAGO’S MASTER CONSULTING AGREEMENT CONTRACT NO. 225233 WITH COMPUTER AID, INC. FOR INFORMATION TECHNOLOGY CONSULTING AND RELATED SERVICES
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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 participate in the City of Chicago’s Master Consulting Agreement Contract No. 225233 with Computer Aid, Inc. ("CAI") for support of various enterprise applications. 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"). This contract authorizes a not to exceed amount of $4,500,000 so that CAI can continue to provide software support for enterprise applications, implementation and maintenance of the Oracle database environment, technical support, and training services for the District.
II. Contract Information
Company: Computer Aid, Inc.
1390 Ridgeview Drive
Allentown, PA 18104
Contract Amount: $4,500,000
Contract Period: The term will expire on July 31, 2027
Authorized Amount: Not-to-Exceed $4,500,000
Scope of Services: Enterprise application support 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: Operating
Fiscal Year: 2024-2027
Source of Funds: 001.8230.8230.623020.00001.01.01.00001
IV. Procurement Information
The City of Chicago (“City”) issued a Request for Qualification (RFQ) on April 20, 2021. The contract was awarded on August 3, 2023 to Computer Aid Inc (“CAI”) in response to the RFQ for Non-Target Market Information Technology Consulting and Related Services for Various Scope Categories Specification No.1222633 which includes the following:
1. Application Development, Support and Ongoing Maintenance
2. GIS Application Development, Support and Ongoing Maintenance
3. Data Warehouse and Business Intelligence Development and Support
4. Advanced Analytics and Analytic Computation
5. IT Management Consulting
6. Information Security
The City found the Contractor to be capable of performing the services in the areas. The contract includes section 3.1.4.12 "Participation by Other Government Agencies" which explicitly named the Chicago Park District as a local agency.
IV. Explanation
The District has held a contract with CAI since 2017 participating in the City of Chicago’s contract which was awarded in 2013 to provide enterprise application support services for our Oracle financial and accounting systems. Currently, the District uses Oracle Fusion for its Enterprise Resource Planning (ERP) System and its associated databases including General Ledger, Accounts Payable, Purchasing, Human Resources, Time and 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 Financial Services, Planning and Construction, Facility Management, Budget and Management, and the Department of Natural Resources.
This new contractual relationship will allow CAI to continue to support, maintain, and modernize our existing Oracle environment. The contract includes CAI’s services: applications support, consultant services, project management, implementation, and technical support. Rates for all these services are locked in at an annual four percent increase for the duration of the contract.
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 implement a new contract with CAI to continue providing technical support for another three 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 has submitted a full and complete EDS prior to execution of the contract.