TITLE
AUTHORIZATION TO ENTER INTO A JOINT PROCUREMENT WITH THE CITY OF CHICAGO’S MASTER CONTRACT NO. 51904 WITH DELL MARKETING L.P. FOR COMPUTER HARDWARE AND SOFTWARE
BODY
To the Honorable Board of Commissioners of Chicago Park District:
I. Recommendation
Pursuant to Chapter XI, Section D.7 of the Code of the Chicago Park District, the Director of Information Technology and the Director of Purchasing recommend that the General Superintendent and CEO or their designee approve this request to join in the City of Chicago’s contract #51904 with Dell Marketing L.P. ("Dell") to provide computer hardware and software 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 City’s current contract expires on December 29, 2025. The District is seeking authority to participate in the current contract and then to continue to participate in any available extensions.
II. Contract Information
Company: Dell Marketing L.P.
1 Dell Way
Round Rock, TX 78664
Company Type: Limited Partnership Company
Contract Amount: Not-to-exceed $6,750,000 for the initial term
Contract Period: Three (3) year initial term commencing once the contract is signed and two (2) additional one (1) year extension options
Scope of Services: To provide computer hardware and software
Compliance Goals: The Minority and Women-Owned Business Enterprise (MBE/WBE) participation for this contract meets the compliance goals of 25% MBE participation and 5% WBE participation for the services portion (Hardware/Software maintenance and support, data center cloud services, etc.) of the proposed contract. Dell has committed to additional participation for hardware product for direct participation that will be reported on a quarterly basis via the standard utilization report.
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: 391.8230.8230.627050.CCWF1.22.08.58314
001.8230.8230.623055.00001.01.01.00001
IV. Procurement Information
Pursuant to Chapter 11, Section D.7 of the Code of the Chicago Park District, when it is in the best interest of the Park District, the Director of Purchasing may use Cooperative Purchasing to join in another governmental entity’s contract with its respective vendor or contractor. Here, The City of Chicago ("City") solicited a formal Request for Proposal process for Computer Hardware, Software, and Related Maintenance Support Services. Dell was identified as the qualified and lowest cost provider for these services. The City entered into a contract with Dell on June 30, 2014, via Contract No. 51904, Specification No. 105081. This contract was last amended on September 26, 2024, and will be expiring on December 29, 2025.
The City approved the District’s participation in the City’s Contract No. 51904 on July 17, 2017. The District’s Board of Commissioners authorized the continued use of this contract on August 18, 2017.
V. Explanation
The City has an existing contract with Dell for computer hardware, software, and related maintenance support services. This contract has been extended. The terms, conditions, and rates negotiated by the City with Dell will be extended to the District.
Items that we intend to purchase include:
• Desktop/laptop computers and related accessories
• Data center hardware and related software maintenance and support
• Data center cloud services
• Network equipment and cables
• Hardware/Software maintenance and support
• Cyber Security subscription licenses
• Microsoft software subscription licenses and support
Professional services including installation, configuration, application development, and maintenance support for Dell hardware and Microsoft software are currently provided by IT vendors in contract with the Park District. The vendors include SDI Presence with 62.5% MBE / 5% WBE and Quant16 (formerly known as EKI) with 95% MBE / 5% WBE.
The Information Technology Department supports data centers on-premise and in the Cloud, 250 network-connected sites, and an end-user computing environment consisting of 2,000+ desktop and laptop computers. The continued support and maintenance of the IT infrastructure is mission-critical in enabling the monitoring, management, and support of IT hardware, allowing CPD staff to securely authenticate to our network, access email services, and utilize business productivity software.
Dell is an American technology company that develops, sells, and maintains computers and related networking equipment. Their contract with the City is a good fit for the District, as it allows us to benefit from the same negotiated discounts and rates as the City for Dell, Microsoft, and related partner products.
Dell was instrumental in expeditiously providing essential hardware for our data center move to the new headquarters as well as on-demand support of critical data center equipment. Dell is supplying the required equipment for the multi-year Chicago Recovery Plan (CRP) Wi-Fi broadband initiative. Dell has been a valuable, responsive partner who has delivered reliable and favorable results over the years.
VI. 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 agreement shall contain a provision requiring compliance with Chapter III of the Code of the Chicago Park District ("Governmental Ethics").
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.