technology committee final agenda june 8, 2021 regular
TRANSCRIPT
DU PAGE COUNTY
TECHNOLOGY COMMITTEE
FINAL AGENDA
June 8, 2021 Regular Meeting 7:30 AM
VIRTUAL MEETING/3-500B
COUNTY WEBSITE
421 N. COUNTY FARM ROAD
WHEATON, IL 60187
DuPage County Page 1
PURSUANT TO THE ILLINOIS ATTORNEY GENERAL'S "GUIDANCE TO
PUBLIC BODIES ON THE OPEN MEETINGS ACT DURING THE COVID-19
PANDEMIC", DATED JULY 2, 2020, COUNTY BOARD MEMBERS MAY
PARTICIPATE WITHOUT BEING PHYSICALLY PRESENT IN COMPLIANCE
WITH THE ESTABLISHED PROVISIONS.
1. CALL TO ORDER
2. ROLL CALL
3. VICE-CHAIRMAN'S REMARKS - VICE-CHAIR HART
4. PUBLIC COMMENT
5. APPROVAL OF MINUTES
A. Technology Committee - Regular Meeting - Tuesday May 25th, 2021
6. BUDGET TRANSFERS
A. Budget Transfers -- Budget adjustment of $2,805 from 1000-1110-53020 (Information
Technology Svc) to 1000-1110-52000 (Furn/Mach/Equip Small Value), to cover the
purchase of a smart TV for the County Board Office and equipment for IT staff.
7. PROCUREMENT REQUISITIONS
A. TE-P-0292-21 Recommendation for the approval of a contract to AT&T Mobility for the
annual licensing and maintenance of AirWatch Mobile Device Management, for
Information Technology. This contract covers the period of July 1, 2021 through June
30, 2022, for a contract total amount of $34,860. Exempt from bidding per 55 ILCS 5/5-
1022 "Competitive Bids" (d) IT/Telecom purchases under $35,000.
8. PRESENTATION
A. Update on Tyler Tax Project
9. OLD BUSINESS
10. NEW BUSINESS
Agenda Technology Committee June 8, 2021
DuPage County Page 2
11. ADJOURNMENT
DU PAGE COUNTY
TECHNOLOGY COMMITTEE
FINAL SUMMARY
May 25, 2021 Regular Meeting 7:30 AM
VIRTUAL MEETING/3-500B
COUNTY WEBSITE
421 N. COUNTY FARM ROAD
WHEATON, IL 60187
DuPage County Page 1
PURSUANT TO THE ILLINOIS ATTORNEY GENERAL'S "GUIDANCE TO
PUBLIC BODIES ON THE OPEN MEETINGS ACT DURING THE COVID-19
PANDEMIC", DATED JULY 2, 2020, COUNTY BOARD MEMBERS MAY
PARTICIPATE WITHOUT BEING PHYSICALLY PRESENT IN COMPLIANCE
WITH THE ESTABLISHED PROVISIONS.
1. CALL TO ORDER
7:30 AM meeting was called to order by Vice-Chair Greg Hart at 7:30 AM.
Vice-Chairman Hart called the meeting to order at 7:30 a.m. A motion was made by Member
Rutledge, seconded by Member Chavez to allow members to participate remotely. Roll call:
Rutledge - aye; Selmon - absent; White - aye; Adams - aye; Berlin - aye; Carrier - aye; Chavez -
aye; DiCianni - aye; Eckhoff - aye; Hart - aye; Henry - aye; Mendrick - aye.
2. ROLL CALL
PRESENT: Adams (Remote), Berlin, Carrier (Remote), Chavez, DiCianni (Remote), Eckhoff, Hart,
Henry (Remote), Mendrick (Remote), Rutledge, White
ABSENT: Selmon
Conor McCarthy was present as a representative for Bob Berlin, State's Attorney.
John Putnam was present as a representative for James Mendrick, County Sheriff.
County Board Paula Deacon Garcia was also in attendance.
3. CHAIRWOMAN'S REMARKS - CHAIR SELMON
Vice-Chairman Hart did not offer any remarks.
4. PUBLIC COMMENT
No public comment was offered.
5. APPROVAL OF MINUTES
A. Technology Committee - Regular Meeting - Apr 27, 2021 7:30 AM
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RESULT: ACCEPTED [UNANIMOUS]
MOVER: Sheila Rutledge, District 6
SECONDER: Peter DiCianni, District 2
AYES: Adams, Berlin, Carrier, Chavez, DiCianni, Eckhoff, Hart, Henry, Mendrick,
Rutledge, White
ABSENT: Selmon
6. PROCUREMENT REQUISITIONS
A. TE-P-0280-21 Recommendation for the approval of a contract purchase order to
Physicians' Record Company, to furnish and deliver printed carbonless (NCR) forms for
various County offices/departments. This contract covers the period of June 1, 2021 to
May 31, 2022, for a contract total amount $42,000.00, per lowest responsible bid #21-
038-IT. This contract is subject to three (3) additional twelve month renewals.
RESULT: APPROVED [UNANIMOUS]
MOVER: Amy Chavez, District 5
SECONDER: Sheila Rutledge, District 6
AYES: Adams, Berlin, Carrier, Chavez, DiCianni, Eckhoff, Hart, Henry, Mendrick,
Rutledge, White
ABSENT: Selmon
7. OLD BUSINESS
No old business was discussed.
8. NEW BUSINESS
Wendi Wagner, Deputy CIO, advised the committee of the shortage of chips affecting the supply
and cost of laptops. She said IT needs to purchase laptops for new employees in Community
Services as well as for employees to work remotely. She explained that going through the
procurement process would cause the cost to double or the products to be unavailable due to such
limited supply. As such, staff will try to do an emergency procurement as the laptops become
available.
Member Rutledge commented, as things are opening again, she would be of the mind that if the
departments think employees can be productive working remotely it should be allowed. She
asked if there have been conversations about continuing to allow remote work. Nick Kottmeyer,
County Administrator, responded that toward the end of last year the County Board approved the
telework policy and the department heads are now transitioning to the true telework policy. He
said every department head has the ability to set who can telework, noting that those employees
must be as productive as they can be and it cannot affect other employees at the county. He said
it is now figuring out what is most productive for the county. Member Rutledge asked if that
policy expires at a certain point, to which Mr. Kottmeyer said no, it is a permanent policy that
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was approved by the County Board. He said Chairman Hart and Chairwoman Selmon helped
craft the policy with input from all of the departments. Member Rutledge asked if he had any
idea what percentage of employees would be teleworking; he said it would be different for every
single department. He said the three conditions of teleworking are employees must be
accountable for their time, be productive, and cannot impact other employees. Member Rutledge
said as Environmental Chairwoman she feels those that can work at home is better for the
environment and she is a supporter of working from home.
Member Chavez said she had a question from a resident about high speed fiber networks and
where DuPage County is at with a future plan with it. Ms. Wagner said the County does not
have a high speed fiber network that we own, noting there are a lot of private high speed fiber
networks out there running close to the County. She said we do not have a plan to do so at the
County, but the municipalities may do so. Member Rutledge asked if this could be an
infrastructure issue eventually, to which Ms. Wagner responded yes, it could be.
9. ADJOURNMENT
With no further business before the committee, a motion was made by Member Carrier,
seconded by Member Chavez to allow members to participate remotely. Roll call: Rutledge -
aye; Selmon - absent; White - aye; Adams - aye; Berlin - aye; Carrier - aye; Chavez - aye;
DiCianni - aye; Eckhoff - aye; Hart - aye; Henry - aye; Mendrick - aye.
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Requisition 30,000 and over
TE-P-0292-21
AWARDING RESOLUTION TO
AT&T MOBILITY II LLC
D/B/A AT&T MOBILITY - NATIONAL ACT
FOR THE ANNUAL LICENSING AND MAINTENANCE OF
AIRWATCH MOBILE DEVICE MANAGEMENT SUITE
(CONTRACT TOTAL: $34,860.00)
WHEREAS, an agreement has been negotiated in accordance with County Board policy;
and
WHEREAS, the Technology Committee recommends County Board approval for the
issuance of a contract purchase order to AT&T Mobility II LLC d/b/a AT&T Mobility - National
Act, for the annual licensing and maintenance of AirWatch Mobile Device Management Suite to
manage smartphones assigned to County employees, for the period of July 1, 2021 through June
30, 2022, for Information Technology.
NOW, THEREFORE BE IT RESOLVED, that said contract for the annual licensing and
maintenance of AirWatch Mobile Device Management Suite to manage smartphones assigned to
County employees, for the period of July 1, 2021 through June 30, 2022, for Information
Technology, be, and it is hereby approved for issuance of a contract by the Procurement Division
to AT&T Mobility II LLC, d/b/a/ AT&T Mobility - National Act, 95 W. Algonquin Road,
Arlington Heights, IL 60005, for a contract total amount of $34,860.00.
Enacted and approved this 8th day of June, 2021 at Wheaton, Illinois.
________________________________
DANIEL J. CRONIN, CHAIRMAN
DU PAGE COUNTY BOARD
Attest: ___________________________________
JEAN KACZMAREK, COUNTY CLERK
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Requisition 30,000 and over
TE-P-0292-21
PROCUREMENT REVIEW CHECKLIST
REQUISITION
This form must accompany all County Purchase Requisitions.
NEW PURCHASE ORDER REQUEST
DATE
SUBMITTED May 24, 2021 CONTRACT TERM 07/01/2021 TO 06/30/2022
CONTRACT
TOTAL AMOUNT
$34,860.00 REQUESTING
DEPT.
INFORMATION
SYSTEMS
SOLICITATION METHOD FOR SOURCE SELECTION
No Decision Memo Required Per 55 ILCS 5/5-1022 "Competitive Bids" (d) IT/Telecom
purchases under $35,000
Sarah Godzicki Completed 05/24/2021 3:20 PM
Wendi Wagner Completed 05/27/2021 1:22 PM
Katrina Holman Completed 05/27/2021 1:38 PM
Donna Weidman Completed 05/27/2021 2:14 PM
James McGuire Completed 05/27/2021 2:24 PM
Jeffrey Martynowicz Completed 06/03/2021 8:16 AM
Katrina Holman Completed 06/03/2021 8:16 AM
Technology Committee Pending 06/08/2021 7:30 AM
Finance Committee Pending 06/08/2021 8:00 AM
County Board Pending 06/08/2021 10:00 AM
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Form under revision control 04/13/2021
Procurement Review Comprehensive Checklist Procurement Services Division This form must accompany all Purchase Order Requisitions
SECTION 1: DESCRIPTIONGeneral Tracking Contract Terms
MINUTETRAQ ID#:
20254RFP, BID, QUOTE OR RENEWAL #:
COMMITTEE:
TECHNOLOGY
TARGET COMMITTEE DATE:
6/8/2021
CURRENT TERM TOTAL COST:
$34,860.00
Vendor Information
VENDOR:
AT&T Mobility
VENDOR #:
10009
VENDOR CONTACT:
Jennifer Kuceba
VENDOR CONTACT PHONE:
VENDOR CONTACT EMAIL:
VENDOR WEBSITE:
INITIAL TERM WITH RENEWALS:
INITIAL TERM TOTAL COST:
$34,860.00
PROMPT FOR RENEWAL:
3 MONTHS
CONTRACT TOTAL COST WITH ALL RENEWALS:
$34,860.00
MAX LENGTH WITH ALL RENEWALS:
ONE YEAR
CURRENT TERM PERIOD:
INITIAL TERM
Department Information
DEPT:
ITDEPT CONTACT NAME:
Wendi Wagner
DEPT CONTACT PHONE #:
630-407-5000
DEPT CONTACT EMAIL:
DEPT REQ #:
Overview
DESCRIPTION Identify scope of work, item(s) being purchased, total cost and type of procurement (i.e., lowest bid, RFP, renewal, sole source, etc.).
Subscription to VWWare Workspace One - AirWatch Mobile Device Management - IT Purchases Under $35,000.
JUSTIFICATION Summarize why this procurement is necessary and what objectives will be accomplishedMobile Device Management is required on all County-owned smart phones. This allows IT to manage the phones, and among other things lock or disable phones if lo st or stolen, remove County email and files immediately upon termination or separation of an employee and allow a lock code to be reset on a smartphone by IT. We are increasing the license count in FY 21. In the past, the Sheriff's Office chose not to utilize AirWatch, however they have recently requested to add AirWatch to their smartphones. Furthermore, we have added more smartphones due to COVID so we require more licensing for those as well.
SECTION 2: FUNDING SOURCE
Budgeted for in the following accounts:Company:
1000Accounting Unit:
1110 INFORMATION TECH
Account Code:
53807
Fiscal Year:
FY2021
Budget Transfer Date: Additional Information:
SECTION 3: DECISION MEMO REQUIREMENTSDECISION MEMO NOT REQUIRED Select an item from the following dropdown menu to identify why a Decision Memo (Section 4) is not required.
PER 55 ILCS 5/5-1022 'COMPETITIVE BIDS' (D) IT/TELECOM PURCHASES UNDER $35,000.00
DECISION MEMO REQUIRED Select an item from the following dropdown menu to identify why a Decision Memo (Section 4) is required.
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SECTION 4: DECISION MEMOSTRATEGIC IMPACT Select an item from the following dropdown menu of County’s strategic priorities that this action will most impact.
CUSTOMER SERVICE
SOURCE SELECTION
Describe method used to select source.We currently use AirWatch with support through AT&T. Moving to a different vendor for Mobile Device Management will require a new implementation which would be much more costly, both monetarily and from a time perspective, than remaining with AT&T.
RECOMMENDATION AND TWO ALTERNATIVES
Describe staff recommendation and provide justification. Identify at least 2 other options to accomplish this request, including status quo, (i.e., take no action).We are recommending procuring this through AT&T. Another option would be to move to a different Mobile Device Management platform, which would take much longer and be more expensive in the long run.
FISCAL IMPACT AND COST SUMMARY
Provide projected cost, approved budget amount, and expenditure account codes for each fiscal year. Explain any other relevant fiscal issues, such as source of funds, in the Additional Fiscal Notes Section. Five-year contracts are only allowed with advanced approval from the Chief Financial Officer and the Chief Procurement Officer.
Fiscal Year Projected Cost Amt Budgeted Amt Company Accounting Unit Account CodeYear 1
FY2021 $34,860.00 $27,000.00 1000 1110 INFORMATIO 53807
Year 2
Year 3
Year 4
Year 5
Additional Fiscal Notes:
SECTION 5: SOLE SOURCE MEMO/JUSTIFICATIONJUSTIFICATION Select an item from the following dropdown menu to justify why this is a sole source procurement.
NECESSITY AND UNIQUE FEATURES
Describe the product or services that are not available from other vendors. Explain necessary and unique features or services. Attach letters from manufacturer, letters from distributor, warranties, licenses, or patents as needed. Be specific.
MARKET TESTING List and describe the last time the market has been tested on the applicability of the sole source. If it has not been tested over the last 12 months, explain why not.
AVAILABILITY Describe steps taken to verify that these features are not available elsewhere. Included a detailed list of all products or services by brand/manufacturer examined and include names, phone numbers, and emails of people contacted.
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SECTION 6: Purchase Requisition InformationSend Purchase Order To: Send Invoices To:
Vendor:
A T & T MOBILITY II LLCVendor#:
10009
Dept:
IT
Division:
Attn:
Jennifer KucebaEmail:
Attn:
Sarah GodzickiEmail:
Address:PO BOX 6463
City:CAROL STREAM
Address:421 N. County Farm Road
City:Wheaton
State:
IL
Zip:
60197-6463
State:
ILZip:
60187
Phone: Fax: Phone:
630-407-5037
Fax:
Send Payments To: Ship to:Vendor:
SAME AS ABOVEVendor#: Dept:
ITDivision:
Attn: Email: Attn:
Wendi WagnerEmail:
Address: City: Address:
421 N. County Farm Road
City:
Wheaton
State: Zip: State:
ILZip:
60187
Phone: Fax: Phone:
630-407-5000
Fax:
Shipping ShippingPayment Terms:
PER 50 ILCS 505/1
FOB:
DestinationPO20 Delivery Date: Requisitioner:
Contract Administrator (PO25): Wendi WagnerContract Start Date (PO25):
Jul 1, 2021
Contract End Date (PO25):
Jun 30, 2022
Purchase Requisition Line Details
LN Qty UOM Item Detail (Product #) Description FY Company AU Acct Code Sub-Accts/
Activity Code Unit Price Extension
1 830 EA 4220I VMWare Workspace One Standard (including AirWatch) Annual Subscription - Shared Cloud for 1 Device, ASD Support
2021 1000 1110 INF
53807 42.00 34,860.00
Requisition Total $ 34,860.00
Comments
HEADER COMMENTS Provide comments for P020 and P025.
SPECIAL INSTRUCTIONS Provide comments for Buyer or Approver (not for P020 and P025). Comments will not appear on PO.
Please copy Sarah Godzicki and Wendi Wagner when sending PO to vendor.
INTERNAL NOTES Provide comments for department internal use (not for P020 and P025). Comments will not appear on PO.
APPROVALS Department Head signature approval for procurements under $15,000. Procurement Officer Approval for ETSB.
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The following documents have been attached: W-9✔ Vendor Ethics Disclosure Statement✔7.A.a
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Quote Date: 5/14/2021 Shared Cloud-Standard-Annual Subscription
End Customer: DuPage County
Partner: VMware
QUANTITY AT&T SKU PARTNER SKU TERM CUSTOMER PRICE TOTAL
VMware Workspace ONE Standard (Includes
AirWatch) Annual Subscription - Shared
Cloud for 1 Device, ASD Support 830 4220I V-WOS-CLD-D-G-C 07/01/21 06/30/22 12 $42.00 $34,860.00
Quote Total: $34,860.00
Quote Expiration: 7/1/2021
TERM DATES
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