Du Page County Technology Committee met March 10.
Here is the minutes provided by the committee:
1. CALL TO ORDER
9:15 AM meeting was called to order by Chairman Greg Hart at 9:31 AM.
Member Kachiroubas moved, seconded by Member Selmon to make Bob Lyons a member of the committee as a representative for State's Attorney Bob Berlin. All ayes. Motion carried.
2. ROLL CALL
PRESENT: Berlin, Bucholz, Chaplin, Grogan, Hart, Healy (9:44 AM), Henry, Kachiroubas, Mendrick, Ozog, Rutledge (9:33 AM), Selmon
ABSENT:
Bob Lyons was present as a representative of Bob Berlin, State's Attorney. Iwan Dimidik was present as a representative of James Mendrick, County Sheriff.
3. CHAIRMAN'S REMARKS - GREG HART None.
4. PUBLIC COMMENT None.
5. APPROVAL OF MINUTES
A. Technology Committee - Regular Meeting - Feb 11, 2020 9:15 AM
RESULT: ACCEPTED [UNANIMOUS]
MOVER: Gwen Henry, Ex-Officio - Treasurer
SECONDER: Elizabeth Chaplin, Vice Chairwoman
AYES: Berlin, Bucholz, Chaplin, Grogan, Hart, Henry, Kachiroubas, Mendrick, Ozog, Selmon
ABSENT: Healy, Rutledge
6. PROCUREMENT REQUISITIONS
Minutes Technology Committee March 10, 2020
A. TE-P-0070-20 Recommendation for the approval of a contract to Canon Solutions America, Inc., for off-site copy and print services with web-based ordering software configured to DuPage County copy/print standards for Information Technology. This contract covers the period of April 1, 2020 through March 31, 2024 for Information Technology, for a contract total amount of $597,000, per most qualified Offer, highest responsible score per bid #20-009-IT.
RESULT: APPROVED [UNANIMOUS]
MOVER: Chris Kachiroubas, Circuit Court Clerk
SECONDER: Ashley Selmon, District 1
AYES: Berlin, Bucholz, Chaplin, Grogan, Hart, Henry, Kachiroubas, Mendrick, Ozog, Rutledge, Selmon
ABSENT: Healy
B. TE-P-0071-20 Recommendation for the approval of a contract to CDW Government, Inc. for Microsoft Azure Cloud Service overages in 2019 for GIS and Information Technology, for a total contract amount of $26,534.24, per Cooperative Purchasing Agreement Pricing, in compliance with 30 ILCS 525/2 "Governmental Joint Purchasing Act" - Microsoft Enterprise Agreement Pricing - Contract #CMS6945110. The State of Illinois bid the contract and CDW-G won the bid.
Member Selmon inquired as to why the County uses Azure versus something more flexible. Don Carlsen, CIO, responded that Azure does have flexibility and we only have to pay overage charges.
RESULT: APPROVED [10 TO 1]
MOVER: Ashley Selmon, District 1
SECONDER: Chris Kachiroubas, Circuit Court Clerk
AYES: Berlin, Bucholz, Grogan, Hart, Henry, Kachiroubas, Mendrick, Ozog, Rutledge, Selmon
NAYS: Chaplin
ABSENT: Healy
C. TE-P-0072-20 Recommendation for the approval of a contract to AT&T for telecommunication services, including Internet, inbound, outbound, and long-distance service for County agencies, for Information Technology. This contract covers the period of May 18, 2020 through May 17, 2021, for a contract total amount of $95,112.00. This is the first of two (2) one-year renewals, per most qualified offer per Proposal #17-002- LG.
RESULT: APPROVED [9 TO 2]
MOVER: Chris Kachiroubas, Circuit Court Clerk
SECONDER: Gwen Henry, Ex-Officio - Treasurer
AYES: Berlin, Bucholz, Grogan, Hart, Henry, Kachiroubas, Mendrick, Rutledge, Selmon
NAYS: Chaplin, Ozog
ABSENT: Healy
D. TE-P-0073-20 County Contract issued to CDW Government, Inc., for the purchase of two (2) Palo Alto Firewalls to support higher bandwidth and annual support and subscriptions for Palo Alto Firewalls for the DuPage County Network, for Information Technology, for the period of March 15, 2020 through March 14, 2021, for a total contract amount of $59,190.96. Contract pursuant to the Intergovernmental Cooperation Act - National IPA Technology Solutions #2018011-01. While this procurement is being made utilizing the above National IPA contract, additional quotes were obtained to ensure that this contract was providing the lowest cost.
RESULT: APPROVED [9 TO 2]
MOVER: Chris Kachiroubas, Circuit Court Clerk
SECONDER: Ashley Selmon, District 1
AYES: Berlin, Bucholz, Grogan, Hart, Henry, Kachiroubas, Mendrick, Rutledge, Selmon
NAYS: Chaplin, Ozog
ABSENT: Healy
E. 2020-62 Recommendation for the approval of a contract to Siteimprove, Inc., for the annual license fee for web governance services, for Information Technology. This contract covers the period of May 1, 2020 through April 30, 2021, for a contract total amount of $8,554.33. Exempt from bidding per 55 ILCS-1022 ‘Competitive Bids’ (b) IT/Telecom purchases under $35,000.00. Siteimprove is a trusted vendor with whom DuPage County has contracted for the past five years.
RESULT: APPROVED [UNANIMOUS]
MOVER: Ashley Selmon, District 1
SECONDER: Elizabeth Chaplin, Vice Chairwoman
AYES: Berlin, Bucholz, Chaplin, Grogan, Hart, Henry, Kachiroubas, Mendrick, Ozog, Rutledge, Selmon
ABSENT: Healy
F. 2020-63 Recommendation for the approval of a contract to Heartland Business Systems LLC, for professional services to create a set of critical cybersecurity initiatives including a toolkit that includes cybersecurity documentation, templates, instructions, checklists, procedures, presentations, and other work products to mature cybersecurity operations, for Information Technology, for a contract total amount of $15,975. Exempt from bidding per 55 ILCS 5/5-1022 "Competitive Bids" (d) IT/Telecom purchases under $35,000.00. This vendor has worked with Kane County in the past and this procurement will be a shared service between Kane County and DuPage County.
RESULT: APPROVED [UNANIMOUS]
MOVER: Gwen Henry, Ex-Officio - Treasurer
SECONDER: Elizabeth Chaplin, Vice Chairwoman
AYES: Berlin, Bucholz, Chaplin, Grogan, Hart, Henry, Kachiroubas, Mendrick, Ozog, Rutledge, Selmon
ABSENT: Healy
7. TRAVEL REQUESTS
A. Authorization to Travel -- Approval is requested to have an IT staff member attend the Large City/County CIO Summit in Austin, Texas from April 1, 2020 through April 3, 2020, at no cost to the County. The County employee has received a travel scholarship to attend the conference covering airfare, meals, and lodging. The County's Ethics Advisor has opined that e-Republic, the organization putting on the event, is not a prohibited source and the employee can accept the scholarship. Member Selmon asked if purchasing travel insurance for this conference is an option, given the COVID-19 situation. Mr. Carlsen responded that the County is not paying anything towards this travel request since a complete scholarship was received from E- Republic. He added that he would defer to the Finance department for other travel requests.
RESULT: APPROVED [UNANIMOUS]
MOVER: Chris Kachiroubas, Circuit Court Clerk
SECONDER: Elizabeth Chaplin, Vice Chairwoman
AYES: Berlin, Bucholz, Chaplin, Grogan, Hart, Henry, Kachiroubas, Mendrick, Ozog, Rutledge, Selmon
ABSENT: Healy
8. DISCUSSION
A. 2020 IT Department Strategic Initiatives
Mr. Carlsen provided a brief overview of the 2020 Strategic Initiatives for IT and GIS. He invited questions, comments, and additions to be sent to him.
RESULT: ANNOUNCED
9. OLD BUSINESS
10. NEW BUSINESS Member Chaplin requested a spreadsheet with all of the IT copy and print contracts. Mr. Carlsen said staff would compile that information.
Next, Mr. Carlsen provided an update to the committee regarding the IT department's part in preparing for effect the COVID-19 pandemic will have on the County. He said that he has requested a spreadsheet of information from other departments to determine their essential functions and the IT group will work together to determine what is needed for each.
Member Selmon asked if everyone has a laptop so they can work from home. Mr. Carlsen responded that no, the County does not have total remote access for all employees, though IT does have some they can provide. He added that his team submitted an emergency procurement for more laptops.
There was then a brief discussion regarding phishing e-mails and what the IT department is doing to combat it within the County network.
Mr. Carlsen said IT will be training staff in other departments to help triage remote access as needed. Member Grogan asked if there is anything that should be looked at in regards to personnel policies and working at home. Mr. Carlsen said he believes that is something Human Resources is working on. Paul Rafac, CFO, said there is something within the personnel policies that allows for some flexibility.
Member Rutledge said the County Board members have been working with the Chairman Cronin about how to make County jobs more attractive to those who might be drawn to the County instead of the private sector. She asked for Mr. Carlsen's thoughts on allowing people to work remotely in order to draw applicants in. Mr. Carlsen said in the IT field, that is something that our recruits are looking for. He said that it is so prevalent in organizations that it is almost expected by job applicants. He said that the majority of IT staff does have laptops and the ability to work from home.
11. ADJOURNMENT
With no further business, the meeting was adjourned.
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