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AUTHORIZATION TO PARTICIPATE IN CITY OF CHICAGO CONTRACT 103871
WITH COMPUTER AID, INC FOR CONSOLIDATED APPLICATION SUPPORT SERVICES FOR ENTERPRISE APPLICATIONS
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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 his designee to participate in City of Chicago contract #103871 with Computer Aid, Inc., for Consolidated Application Support Services for the Chicago Park District’s Enterprise Applications. 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: Computer Aid, Inc.
10 S. LaSalle Street, Suite 1000
Chicago, IL 60603
Company Type: Illinois Business Corporation
Majority Interest: Tony Salvaggio 100%
Contract Period: The City’s initial five (5) year term expires on February 28, 2018. Upon expiration of the initial term, the Chief Procurement Officer of the City of Chicago may extend the agreement for up to 60 months. Following the extension period, the City of Chicago may extend the agreement for up to an additional 181 days for the purpose of providing continuity of service while procuring a replacement contract.
Authorized Amount: Not-to-exceed $800,000.00 for the remaining period of the initial contract term. Further, the City of Chicago is currently processing the 60 month extension, and when it’s exercised, the annual Not-to-Exceed amount will be $1,300,000.00 or $6,500,000.00 for the entire 60 month extension period. Accordingly, the combined Not-to-exceed amount is $7,300,000.00.
Scope of Services: Consolidated Application Support of Enterprise Applications.
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.BD117.01.01.57247
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”) for Consolidated Application Support for Enterprise Applications on April 27, 2012. A total of five (5) proposals were submitted to the City on the due date of June 8, 2012. At the conclusion of their evaluation process, the City awarded the contract to Computer Aid, Inc. Section 10.11 of the City’s contract, “Participation by Other Local Government Agencies,” names 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 June 22, 2017 and received her approval to proceed on July 6, 2017 (request and approval letters attached).
V. Explanation
The Chicago Park District has made a significant investment in Oracle software, hardware, and licenses in which a majority is interoperable with the City of Chicago’s standard Oracle platform. These systems require experienced and skillful individuals to support, maintain, protect, and configure various modules of the system. IT will need a partner who has proven strong knowledge in supporting these systems from an application/database development, business efficiency, software licensing, and compliance/security perspective.
CAI will provide full time application support services for the following enterprise applications:
Infor EAM
Oracle EBS
Oracle Primavera P6
Oracle Hyperion
Oracle Business Intelligence Enterprise Edition
Oracle SOA/Weblogic/APEX)
CAI has been providing application support services to the City since 2013. 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 Computer Aid, Inc. for Consolidated Application 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.