Title
AUTHORIZATION TO ENTER INTO CONTRACT WITH DLT SOLUTIONS LLC FOR THE PURCHASE OF ORACLE PRODUCTS AND SERVICES
Body
To the Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
Pursuant to the Chicago Park District Code, Chapter 11, Section D.7(a)(i), it is recommended that an order be entered authorizing the General Superintendent and CEO or his designee to participate in the DLT Solutions, LLC Contract No. 13120-RFP with Maricopa County for the purchase of Oracle Products and Services.
II. Award Information
Company: DLT Solutions, LLC
2411 Dulles Corner Park, Suite 800
Herndon, VA 20171
Company Type: Limited Liability Corporation
Contract Term: Three (3) year initial term with five (5) additional one (1) year extension options
Contract Amount: Not-to-exceed $3,250,000 for the initial contract term. If additional extension options are exercised, the annual not-to-exceed amount shall be $1,000,000.
Scope of Services: Oracle Products, Services, and Solutions, including Oracle Cloud Software
Affirmative
Action Goals: Reference to “No Stated Goal Memorandum” per City of Chicago Contract No 94029, participation in the DLT Solutions Maricopa County Contract No. 13120-RFP
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 as to the signing of the Agreement and keep an original copy of the Agreement on file.
III. Budget and Financial Information
Budget Classification: IT Operating
Fiscal Year: 2021-2023
Source of Funds: 001.8230.8230.623020.00001.01.01.0001
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 Park District, the Director of Purchasing may use Cooperative Purchasing to join in another governmental entity’s contract.
The DLT Solutions Contract with Maricopa County is a U.S. Communities (now called OMNIA Partners) contract. All OMNIA Partners contracts have been competitively solicited by a lead public agency in accordance with their public purchasing rules and regulations. Each solicitation contains language that advises all suppliers of the subsequent contract that may be used by other government agencies throughout the United States. This language is based on the lead jurisdiction “Joint Powers Authority” or “Cooperative Procurement” program. Although each government may have different purchasing procedures to follow, applying these competitive principles satisfies the competitive bid requirements for most state and local government agencies.
The City of Chicago is currently participating in the OMNIA Partners Maricopa County Contract No. 13120-RFP for its Oracle Software Renewals.
V. Explanation
The Chicago Park District has made a significant investment in Oracle products over the past 10+ years. As business needs have grown over the last decade, so has the dependence on Oracle software. The development of workflows and deployment of Oracle applications have helped streamline and automate many of CPD’s operations. All of these gains come with a cost of ownership in the form of software licenses, subscriptions, maintenance, and assurance.
Today, CPD runs its Enterprise Resource Planning software (ERP, which includes Purchasing, Finance, Accounts Payable functions), Human Capital Management (HCM, which includes HR and Payroll functions), Recruiting and Onboarding systems, Enterprise Performance Management (EPM, which includes Budget functions) Project Management software (for capital projects), Grants and Asset Management systems on Oracle applications and databases. Although we have already begun our cloud migration, the majority of these applications still reside in a data center at CPD’s current headquarters building.
The Park District has reached a key decision point in either remaining on-premise or moving our enterprise applications to the cloud. Over the past several months, we have conducted a total cost of ownership analysis comparing on-premise vs cloud options for our mission critical ERP & HCM software and have determined that the most cost effective solution for the park district is to embrace the software-as-a-service (SaaS) cloud option. These cloud systems will provide the full scope of functionality the Park District needs to cover our mission critical ERP and HCM functions with a lower total cost of ownership over a 10-year period when compared to the on-premise option.
Through this contract the Chicago Park District will receive the same minimum discount levels provided to Maricopa County, the City of Chicago, and all other governmental agencies participating in the agreement across the following Oracle products and services:
• Oracle Cloud
• Oracle Software/Support
• Oracle Storage
• Oracle Security
• Oracle Servers
• Oracle Engineered Systems
• Oracle Services
The Park District will be utilizing this contract primarily to purchase Oracle cloud software-as-a-service (SaaS) subscriptions. Depending on the future needs, opportunities to innovate and transform business processes, integrate systems, or more, additional products may be necessary as we further identify and discover new requirements on our cloud journey.
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 an EDS form to the Chicago Park District. DLT has filed an EDS electronically with the Chicago Park District on 02/14/2020.