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AUTHORIZATION TO ENTER INTO A CONTRACT WITH ELECTRONIC KNOWLEDGE INTERCHANGE FOR THE MANAGEMENT AND SUPPORT OF THE CHICAGO PARK DISTRICT’S WEB-BASED COLLABORATION SYSTEM FROM THE CITY OF CHICAGO CONTRACT 222388
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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 her designee to participate in the City of Chicago contract 222388 dated June 27, 2023 with Electronic Knowledge Interchange (“EKI”) for the application development, management, and support of the Chicago Park District’s Web-based Collaboration System. Pursuant to Chapter XI, Section D.7(a)(i) of the Code of the Chicago Park District (“CPD”), the Director of Purchasing may participate in another governmental entity’s contract when doing so is in the best interest of the CPD.
II. Award Information
Contractor: Electronic Knowledge Interchange
33 W. Monroe St., Suite 1050
Chicago, IL 60603
Majority Interest: Robert Blackwell, Jr., 100%
Contract Period: This contract between the Chicago Park District and EKI will be co-terminus with the City’s Professional Services Agreement (contract 222388) with EKI which expires on July 31, 2027.
Contract Amount: Not-to-Exceed $1,200,000 for the full term of the contract.
Scope of Services: Contractor will be responsible for the design, integration, configuration, implementation, maintenance, and support of the CPD’s existing Web-based Collaboration System including Microsoft SharePoint, Microsoft Power Applications, and Microsoft Power BI (Business Intelligence).
Affirmative
Action Goals: The Minority and Women-Owned Business Enterprise participation goals for this contract includes 95% Minority-Owned Business Enterprise participation and 5% Women-Owned Business Enterprise participation. EKI is a city-certified Minority-Owned Business Enterprise (“MBE”) and Leader Creations Inc. is a city-certified Women-Owned Business Enterprise (“WBE”).
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the Chicago Park District’s written contract with EKI (the “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: 2023-2027
Source of Funds: 001.8230.8230.623020.00001.01.01.00001
IV. Procurement Information
Per the Chicago Park District Code, Chapter 11, Section D. 7(a)(i), when it is in the best interest of the CPD, the Director of Purchasing may use Cooperative Purchasing to join in another governmental entity’s contract.
The City of Chicago (“City”) advertised a Request for Proposal (RFP) for Information Technology Consulting and related services for various scope categories including Application Development, support, and ongoing maintenance and was awarded to Electronic Knowledge Interchange (“EKI”) in June of 2023.
V. Explanation
In 2017, EKI entered into a contract with the CPD to design, implement, maintain, and support our Web-based Collaboration System commonly referred to as the “Intranet” using Microsoft’s SharePoint platform. Over the past two years, EKI has worked with CPD’s IT team to successfully migrate the majority of the SharePoint applications hosted on the physical server to a new cloud-based SharePoint Online environment. These applications are vital to the day-to-day CPD operations providing internal workflows and approval processes, data and media storage, and structure to file retention allowing for advanced departmental collaboration.
In addition, EKI is currently working with CPD staff to implement efficiencies to public service requests through a public-facing portal. The use of the application will vastly improve complex multi-step processes for residents and manually intensive data entry for CPD staff. Over the course of this contract, EKI will continue to provide ongoing system development, training, and support to meet the needs of the CPD.
With EKI’s qualifications, experience, and knowledge of CPD’s current environment, they are capable of providing all of the aforementioned services which will in turn reduce time in development and overall cost. Therefore, it is in the best interest of the Chicago Park District to enter into a contract with EKI as a participant in the City of Chicago’s contract 222388.
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 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.