DuPage County Technology Committee met February 13.
Here is the minutes provided by the Committee:
1. Call To Order
9:00 am meeting was called to order by Chairman Kevin Wiley at 9:01 am.
2. Roll Call
Present: Anderson, Berlin, Chaplin, Elliott, Fichtner, Grogan, Henry, Kachiroubas, Krajewski, Wiley, Zaruba
Absent: Bucholz
Conor McCarthy was present as a representative for Member Robert Berlin, State's Attorney. Iwan Dimidik was present as a representative for Member John Zaruba, County Sheriff.
3. Chairman's Remarks
Chairman Wiley noted that the committee would receive an IT project highlights summary at the next Technology Committee meeting.
4. Public Comment
None.
5. Approval Of Minutes
A. Technology Committee - Regular Meeting - Jan 23, 2018 9:00 am
Result: Accepted [Unanimous]
Mover: Tim Elliott, District 4
Seconder: Janice Anderson, District 5
Ayes: Anderson, Berlin, Chaplin, Elliott, Fichtner, Grogan, Henry, Kachiroubas, Krajewski, Wiley, Zaruba
Absent: Bucholz
6. Budget Transfers
Member Elliott moved, seconded by Member Chaplin, to combine and approve items 6A through 6F. All ayes. Motion carried.
A. Budget Transfers -- Budget adjustment of $2,848.00 from 1100-2900-53828 (Contingencies) to 1100-2900-50050 (Temp Salaries/On Call) $500.00; 1100-2900- 52200 (Operating Supplies & Materials) $591.00; 1100-2900-53500 (Mileage Expense) $180.00; and 1100-2900-53800 (Printing) $1,577.00) to cover remaining FY17 costs.
Result: Approved [Unanimous]
Mover: Tim Elliott, District 4
Seconder: Elizabeth Chaplin, District 2
Ayes: Anderson, Berlin, Chaplin, Elliott, Fichtner, Grogan, Henry, Kachiroubas, Krajewski, Wiley, Zaruba
Absent: Bucholz
B. Budget Transfers -- Budget adjustment of $88.00 from 1000-1110-53250 (Wired Communication Services); $14,387.00 from 1000-1110-53370 (Repair & Mtc. - Other Equipment); $26,604.00 from 1000-1110-53410 (Rental of Machinery & Equipment); $4,962.00 from 1000-1110-53610 (Instruction & Schooling); and $22,692.00 from 1000- 1110-50000 (Regular Salaries) to 1000-1110-53510 (Travel Expense) $711.00; and 1000- 1110-53806 (Software License) $68,022.00 to cover FY17 travel expenses for GMIS Conference and e-mail security software.
Result: Approved [Unanimous]
Mover: Tim Elliott, District 4
Seconder: Elizabeth Chaplin, District 2
Ayes: Anderson, Berlin, Chaplin, Elliott, Fichtner, Grogan, Henry, Kachiroubas, Krajewski, Wiley, Zaruba
Absent: Bucholz
C. Budget Transfers -- Budget adjustment of $79,591.00 from 6000-1235-53020 (Information Technology Svc) to 6000-1235-53806 (Software License) $38,758.00; and 6000-1235-53807 (Software Maint. Agreements) $40,833.00 to cover FY17 budget overage.
Result: Approved [Unanimous]
Mover: Tim Elliott, District 4
Seconder: Elizabeth Chaplin, District 2
Ayes: Anderson, Berlin, Chaplin, Elliott, Fichtner, Grogan, Henry, Kachiroubas, Krajewski, Wiley, Zaruba
Absent: Bucholz
D. Budget Transfers -- Budget adjustment of $1,823.00 from 1000-1110-50000 (Regular Salaries) to 1000-1110-53806 (Software Licenses) to cover the SHI International Corp. invoice for Nessus Professional On-Premise annual license (FY17 expense).
Result: Approved [Unanimous]
Mover: Tim Elliott, District 4
Seconder: Elizabeth Chaplin, District 2
Ayes: Anderson, Berlin, Chaplin, Elliott, Fichtner, Grogan, Henry, Kachiroubas, Krajewski, Wiley, Zaruba
Absent: Bucholz
E. Budget Transfers -- Budget adjustment of $303.00 from 1000-1110-52000 (Furn/Mach/Equip Small Value); $30.00 from 1000-1110-52200 (Operating Supplies & Materials); $17,529.00 from 1000-1110-53020 (Information Technology Svc); $3,425.00 from 1000-1110-53090 (Other Professional Services); and $10,896.00 from 1000-1110- 53250 (Wired Communication Services) to 1000-1110-53260 (Wireless Communication Svc) $15,113.00; 1000-1110-53500 (Mileage Expense) $269.00; 1000-1110-53600 (Dues & Memberships) $75.00; 1000-1110-53800 (Printing) $512.00; 1000-1110-53803 (Miscellaneous Meeting Expense) $214.00; and 1000-1110-53807 (Software Maint Agreements) $16,000.00 to cover FY17 expenses for wireless services; mileage expenses for GMIS conference; Network Solutions membership; printing costs; LEAN training expenses for IT staff; and NetBackup software maintenance.
Result: Approved [Unanimous]
Mover: Tim Elliott, District 4
Seconder: Elizabeth Chaplin, District 2
Ayes: Anderson, Berlin, Chaplin, Elliott, Fichtner, Grogan, Henry, Kachiroubas, Krajewski, Wiley, Zaruba
Absent: Bucholz
F. Budget Transfers -- Budget adjustment of $92,185.00 from 1000-1110-50000 (Regular Salaries) to 1000-1115-50000 (Regular Salaries) to cover the reclassification of the County RMS manager from IT to DuJIS.
Result: Approved [Unanimous]
Mover: Tim Elliott, District 4
Seconder: Elizabeth Chaplin, District 2
Ayes: Anderson, Berlin, Chaplin, Elliott, Fichtner, Grogan, Henry, Kachiroubas, Krajewski, Wiley, Zaruba
Absent: Bucholz
7. Action Items
A. TE-P-0048-18 Recommendation for the approval of a contract purchase order to Park Place Technologies, LLC for Data Center maintenance for post-warranty support on server equipment, for Information Technology. This contract covers the period of March 1, 2018 through February 28, 2019, for a contract total amount of $34,075.48. Per 55 ILCS 5/5-1022 "Competitive Bids" (d) IT/Telecom purchases under $35,000.00.
Member Elliott asked if Park Place Technologies will actually be the service provider for this project, as the contract states it is awarded to Park Place and their affiliates. Mr. Carlsen said that while Park Place will be doing the work, they could potentially bring in a third party provider, if necessary.
Result: Approved [Unanimous]
Mover: Gwen Henry, Ex-Officio – Treasurer
Seconder: Chris Kachiroubas, Circuit Court Clerk
Ayes: Anderson, Berlin, Chaplin, Elliott, Fichtner, Grogan, Henry, Kachiroubas, Krajewski, Wiley, Zaruba
Absent: Bucholz
B. TE-P-0049-18 Recommendation for the approval of a contract purchase order to KARA Company, Inc., for the management of the County GPS CORS sites, to include operating, monitoring and upgrading of software and firmware, for Information Technology - GIS Division. This contract covers the period of January 1, 2018 through December 31, 2018, for a contract total amount of $39,500.00, per 55 ILCS 5/5-1022 “Competitive Bids” (c) not suitable for competitive bids - Sole Source. KARA Company is the only known vendor for this service.
Member Henry asked if Kara Co. is actually the only vendor who does this work, which Tom Ricker, GIS Manager, confirmed.
Member Chaplin noted that a lot of IT vendors are considered sole source due to their proprietary services and software. Discussion ensued.
Result: Approved [Unanimous]
Mover: Elizabeth Chaplin, District 2
Seconder: Janice Anderson, District 5
Ayes: Anderson, Berlin, Chaplin, Elliott, Fichtner, Grogan, Henry, Kachiroubas, Krajewski, Wiley, Zaruba
Absent: Bucholz
C. TE-P-0050-18 Recommendation for the approval of a contract purchase order to CDW Government, Inc. for annual Splunk software maintenance, for Information Technology, for the period of January 31, 2018 through January 30, 2019, for a total contract amount of $25,500.00, per 55 ILCS 5/5-1022 'Competitive Bids' (d) IT/Telecom purchases under $35,000.00.
Result: Approved [Unanimous]
Mover: Brian J Krajewski, District 3
Seconder: Chris Kachiroubas, Circuit Court Clerk
Ayes: Anderson, Berlin, Chaplin, Elliott, Fichtner, Grogan, Henry, Kachiroubas, Krajewski, Wiley, Zaruba
Absent: Bucholz
D. 2018-65 Recommendation for the approval of a contract purchase order to CDW Government, Inc., for the annual maintenance and support for Palo Alto Firewalls, for Information Technology, for the period of March 15, 2018 through March 15, 2019, for a total contract amount of $21,890.00. Contract pursuant to the Intergovernmental Cooperation Act - National IPA #130733. Member Grogan asked if, when using intergovernmental cooperative agreements, we price out other vendors to ensure we obtain the best pricing. Mr. Carlsen said it is done on a spot check basis.
Result: Approved [Unanimous]
Mover: Brian J Krajewski, District 3
Seconder: Elizabeth Chaplin, District 2
Ayes: Anderson, Berlin, Chaplin, Elliott, Fichtner, Grogan, Henry, Kachiroubas, Krajewski, Wiley, Zaruba
Absent: Bucholz
E. 2018-66 Recommendation for the approval of a contract purchase order to WebSolutions Technology, Inc., to provide professional services to test and make recommendations to repair the County's website as viewed on mobile devices, for Information Technology. This contract covers the period of February 13, 2018 through November 30, 2018, for a contract total amount not to exceed $14,000.00. Exempt from bidding per 55 ILCS 5/5- 1022 "Competitive Bids" (d) IT/Telecom purchases under $35,000.00.
Member Henry asked what the issue is with the website. Mr. Carlsen stated that the Chrome browser on Android phones has changed. He said the issues were discovered during testing of the new Election Commission website. He said IT is having the browser code rewritten, which will affect Android and Chrome only. WebSolutions will then test the code to ensure it works.
Result: Approved [Unanimous]
Mover: Tim Elliott, District 4
Seconder: Elizabeth Chaplin, District 2
Ayes: Anderson, Berlin, Chaplin, Elliott, Fichtner, Grogan, Henry, Kachiroubas, Krajewski, Wiley, Zaruba
Absent: Bucholz
F. Consent Item -- Amendment to County Contract 1750-0001-SERV, issued to ePlus Group, Inc., for Splunk log capture software and support, for Information Technology, to extend the contract through January 30, 2018 in order to pay the third and final installment of the contract, with no increase to the contract amount. Member Elliott moved, seconded by Member Chaplin, to combine and approve items 7F and 7G. All ayes. Motion Carried.
Result: Approved [Unanimous]
Mover: Tim Elliott, District 4
Seconder: Elizabeth Chaplin, District 2
Ayes: Anderson, Berlin, Chaplin, Elliott, Fichtner, Grogan, Henry, Kachiroubas, Krajewski, Wiley, Zaruba
Absent: Bucholz
G. Consent Item -- Change Order to decrease and close Vendor Agreement 7-1-SERV, issued to Physician's Record Company to furnish and deliver printed carbonless (NCR) forms for various County offices/departments, for Information Technology.
Result: Approved [Unanimous]
Mover: Tim Elliott, District 4
Seconder: Elizabeth Chaplin, District 2
Ayes: Anderson, Berlin, Chaplin, Elliott, Fichtner, Grogan, Henry, Kachiroubas, Krajewski, Wiley, Zaruba
Absent: Bucholz
8. Discussion
A. FY2017 Strategic Plan Year-End Report
Don Carlsen, CIO, provided a year-end report for IT and GIS FY17 Strategic Plans. He said all projects are on-track and going well.
He noted that the Police Records Management System (PRMS) project's go-live date has been moved from spring to winter 2018. He added that the Emergency Telephone Systems Board (ETSB) is heading the project.
Member Grogan asked if the estimated 2019 timeline of the phone replacement system is going to change the cost. Wendi Wagner, Network Systems Manager, said a needs assessment will be done in June and will give them a better idea of cost. Mr. Carlsen noted he anticipates the cost will actually go down.
Member Fichtner then asked if there is a "drop-dead" date on the current system. Ms. Wagner said we are currently on Version 6 and the County can only go up to Version 7, so she is estimating we can get through 2019.
Mr. Carlsen told the committee he will give an FY18 first quarter Strategic Plan report in March.
Result: Announced
9. Old Business
Member Chaplin asked when the new Election Commission website will go live. Sandy Modesitt, Web Services Manager, answered it will likely be in the next few weeks. Mr. Carlsen mentioned that a link will be sent to elected officials before it is rolled out to the public. Chairman Wiley requested that Joe Sobecki, Executive Director of the Election Commission, walk through the website test results at the next Technology Committee meeting.
10. New Business
Member Wiley, referring back to items 7C and 7D on the agenda, asked committee members if they feel CDW "spot check" pricing is sufficient, to which the members agreed it is.
11. Adjournment
With no further business, the meeting was adjourned.
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