Du Page County Technology Committee met Sept. 8.
Here is the agenda provided by the committee:
1. CALL TO ORDER
7:30 AM meeting was called to order by Chairman Greg Hart at 7:33 AM.
2. ROLL CALL
PRESENT: Berlin, Chaplin, Hart, Henry, Kachiroubas, Mendrick, Ozog, Rutledge, Selmon
ABSENT: Bucholz, Grogan, Healy
Conor McCarthy was present as a representative for Bob Berlin, State's Attorney.
Mark Boggs was present as a representative for James Mendrick, County Sheriff
3. CHAIRMAN'S REMARKS - GREG HART
Chairman Hart stated that, with leave of the body, he would like to move item 8A under Chairman's remarks as he would need to leave the meeting early. With no objections, the agenda was amended to move item 8A under Chairman's Remarks.
Don Carlsen, CIO, stated that staff was tasked recently with five percent reduction in the FY2021 budget. Wendi Wagner, Deputy CIO, provided an overview of the reduction, as attached hereto.
Member Ozog asked if something changed regarding how much departments are looking to reduce their budgets by. Mr. Carlsen responded that departments are currently being directed to present five percent reductions by the CFO.
Member Rutledge asked if the County is paying a blanket subscription rate to Adobe and IT will then bill other departments depending on how many people are actually using the software. Mr. Carlsen explained that is going to be the new model, whereas IT used to pay for it entirely. Member Rutledge asked if there are any departments doing graphic work that requires Adobe Pro licensing. Ms. Wagner explained there are departments who use it not only for graphics but other work such as development as well. Mr. Carlsen added that it is used for a lot forms, noting that the Photoshop piece is expensive.
Member Chaplin commented that the expenses for the ERP and Adobe are not really being reduced but rather are being spread out to other departments. Mr. Carlsen explained that they are reducing a general fund expense and will only be charging non-general fund departments. He also said that staff worked with the CFO to ensure the non-general fund departments can handle the additional expenses.
Member Selmon agreed with Member Chaplin and also agreed with Mr. Carlsen that this should have been done in the past. She asked if the committee could help get an understanding of how much will be charged to each department. Ms. Wagner said that was done for Adobe costs. Mr. Carlsen said staff would send the charge back amounts to the committee.
Member Henry stated that she agreed with Member Chaplin in that doing these charge backs is moving funds from here to there, adding that there was no discussion but rather an e-mail stating that they would be charged. She said moving the charges from one fund to another does not reduce the total outflow of funds from the County during the course of the year.
Member Henry then asked if the upcoming FireEye renewal is something that will be charged to the CARES Act, to which Mr. Carlsen responded yes. Member Henry asked if the County has had FireEye all along. Mr. Carlsen said we have but that is not what the Act says, noting that the Act covers unbudgeted expenses. Member Henry said that since the County has been using it all along and budgeting for it, so that it is now coming up as a CARES Act item seems strange. Ms. Wagner said it was vetted through the Auditor and Finance. Member Henry asked if it was vetted through the State's Attorney. Mr. McCarthy stated he had not been asked about it but he would be happy to take a look.
Member Chaplin asked if this expense was also run by the third party person hired to look through COVID items, to which Ms. Wagner responded yes. Chairman Hart confirmed that it would be vetted by the State's Attorney Office. Member Henry said the County has had this for several years and paid the money, so it is nothing new that the County is spending money on. Mr. Carlsen stated that the CARES Act does not differentiate between new and existing, but rather budgeted and non-budgeted. Member Henry expressed concern that questions will be raised if it simply was not budgeted this year. She then asked if FireEye would have been purchased even if it was not done through the CARES Act. Chairman Hart stated that there is a process established at the County to vet these items, which has been done, but it would be vetted by the State's Attorney's Office as well. Mr. Carlsen said yes, it would be purchased even if not covered by the CARES Act.
4. PUBLIC COMMENT
None.
5. APPROVAL OF MINUTES
A. Technology Committee - Regular Meeting - Aug 25, 2020 7:30 AM
Member Selmon commented that at the end of the previous meeting during the discussion about taxes, the minutes say that she suggested reaching out to Giving DuPage, which she believes should be Choose DuPage.
RESULT: ACCEPTED [UNANIMOUS]
MOVER: Sheila Rutledge, District 6
SECONDER: Ashley Selmon, District 1
AYES: Berlin, Chaplin, Hart, Henry, Kachiroubas, Mendrick, Ozog, Rutledge, Selmon
ABSENT: Bucholz, Grogan, Healy
6. BUDGET TRANSFERS
Budget Transfers -- Budget adjustment total of $142,885 for the following: $137,871 from 1100-2900-53807 (Software Maint. Agreements) and $5,014 from 1100-2900- 53828 (Contingencies); $3,314 to 1100-2900-52100 (I.T. Equipment-Small Value), $1,700 to 1100-2900-53260 (Wireless Communication Svc), $107,559 to 1100-2900- 53370 (Repair & Mtce Other Equipment), and $30,312 to 1100-2900-53806 (Software Licenses), to cover the cost of mobile workstations, wireless charges, ESRI maintenance inadvertently budgeted in the wrong account, and overages for Azure licensing for GIS.
RESULT: APPROVED [UNANIMOUS]
MOVER: Sheila Rutledge, District 6
SECONDER: Ashley Selmon, District 1
AYES: Berlin, Chaplin, Hart, Henry, Kachiroubas, Mendrick, Ozog, Rutledge, Selmon
ABSENT: Bucholz, Grogan, Healy
7. PROCUREMENT REQUISITIONS
A. TE-P-0235-20 Recommendation for the approval of a contract purchase order to CDW Government, Inc., for the purchase and installation of upgrades to the current Citrix environment for DuPage County in order to allow more employees to be able to remotely access county equipment due to COVID, for the period of three years upon receipt of the purchase order, for Information Technology, for a total contract amount of $277,502.05, per Cooperative Purchasing Agreement Pricing, in compliance with 30 ILCS 525/2 "Governmental Joint Purchasing Act" - National IPA/TCPM #2018011-01. (COVID Item)
Member Chaplin asked if the list of sub-contractors would be provided for CDW contracts. Mr. Carlsen responded that the County has never had a sub-contractor on a CDW contract. He added that they are required to disclose them if used.
RESULT: APPROVED [8 TO 1]
MOVER: Chris Kachiroubas, Circuit Court Clerk
SECONDER: Ashley Selmon, District 1
AYES: Berlin, Chaplin, Hart, Henry, Kachiroubas, Mendrick, Rutledge, Selmon
NAYS: Ozog
ABSENT: Bucholz, Grogan, Healy
B. TE-P-0236-20 Recommendation for the approval of a contract purchase order to CDW Government, Inc., for the purchase of small and large value technology equipment, including battery backups, monitors, large format touchscreen monitors, laptops, and scanners, to aid departments with remote work capabilities due to COVID, for Information Technology, for a contract total amount of $108,178.08, per Cooperative Purchasing Agreement Pricing, in compliance with 30 ILCS 525/2 "Governmental Joint Purchasing Act" - National IPA/TCPM #2018011-01. Pricing was also obtained from SHI International using the National Joint Powers Alliance / Sourcewell Contract and Insight using the Omni Partners contract. CDW-G was the lowest cost. (COVID Item)
RESULT: APPROVED [8 TO 1]
MOVER: Sheila Rutledge, District 6
SECONDER: Ashley Selmon, District 1
AYES: Berlin, Chaplin, Hart, Henry, Kachiroubas, Mendrick, Rutledge, Selmon
NAYS: Ozog
ABSENT: Bucholz, Grogan, Healy
C. 2020-229 Recommendation for the approval of a contract purchase order to Insight Public Sector, Inc., for the purchase of a subscription for KnowBe4's Security Awareness Training platform, for Information Technology. This contract covers the period of October 30, 2020 through October 29, 2021 for a contract total amount of $22,242.00. Exempt from bidding per 55 ILCS 5/5-1022 'Competitive Bids' (d) IT/Telecom purchases under $35,000. Pricing was also obtained from SHI International and CDW-G. Insight was the lowest cost.
Following the vote on item 7C, Chairman Hart excused himself, leaving Vice- Chairwoman Ozog to run the remainder of the meeting.
RESULT: APPROVED [UNANIMOUS]
MOVER: Sheila Rutledge, District 6
SECONDER: Chris Kachiroubas, Circuit Court Clerk
AYES: Berlin, Chaplin, Hart, Henry, Kachiroubas, Mendrick, Ozog, Rutledge, Selmon
ABSENT: Bucholz, Grogan, Healy
D. 2020-230 Recommendation for the approval of a contract purchase order to AT&T, for services and support for analog business circuits for General Fund departments, for Information Technology. This contract covers the period August 1, 2020 through July 31, 2021, for a contract total amount of $15,240.00. Exempt from bidding per 55 ILCS 5/5-1022 'Competitive Bids' (d) IT/Telecom purchases under $35,000.00.
RESULT: APPROVED [UNANIMOUS]
MOVER: Gwen Henry, Ex-Officio - Treasurer
SECONDER: Chris Kachiroubas, Circuit Court Clerk
AYES: Berlin, Chaplin, Henry, Kachiroubas, Mendrick, Ozog, Rutledge, Selmon
ABSENT: Bucholz, Grogan, Hart, Healy
E. 2020-231 Recommendation for the approval of a contract purchase order to Treehouse Software, Inc., for software maintenance and service for utility software, for GIS. This contract covers the period of October 1, 2020 through September 30, 2021, for a contract total amount of $18,061.00. Exempt from bidding per 55 ILCS 5/5-1022 “Competitive Bids” (c) not suitable for competitive bids – Sole Source. Software maintenance for this product is only available through this vendor.
RESULT: APPROVED [UNANIMOUS]
MOVER: Elizabeth Chaplin, Vice Chairwoman
SECONDER: Ashley Selmon, District 1
AYES: Berlin, Chaplin, Henry, Kachiroubas, Mendrick, Ozog, Rutledge, Selmon
ABSENT: Bucholz, Grogan, Hart, Healy
F. Action Item -- Recommendation to reject all proposals received for Bid #20-038-IT for the Project Manager for Property Tax System for the Information Technology Department.
Member Rutledge requested background information for this item.
Mr. Carlsen explained that the Tyler tax system implementation was delayed due to the pandemic and was being pushed back to the fourth quarter of FY2020. He said it is a 26- month implementation and it was his recommendation to have a project manager to help with the project. He said they went out to bid but they got stale due to the pandemic, so the County is rejecting them. He said it is the County's intention to go out for RFP again and then make a decision as to how they want to move forward. Vice-Chairworman Ozog commented that if the goal is for Q4 this will need to move very quickly. Mr. Carlsen said since the specs were written once it should go relatively quickly. Vice- Chairwoman Ozog then asked Treasurer Henry if she has any input. Member Henry said she has questioned the need for a project manager but they are waiting to see what the proposals look like.
Member Chaplin asked if this is the contract the County Board just approved an extension on for three months due to COVID. Mr. Carlsen said the County has several contracts with Tyler so it may have been the billing product project that was extended.
RESULT: APPROVED [UNANIMOUS]
MOVER: Ashley Selmon, District 1
SECONDER: Sheila Rutledge, District 6
AYES: Berlin, Chaplin, Henry, Kachiroubas, Mendrick, Ozog, Rutledge, Selmon
ABSENT: Bucholz, Grogan, Hart, Healy
8. OLD BUSINESS
A. IT Department 5% Budget Reduction
Discussion for this item can be found under Chairman's Remarks.
RESULT: ANNOUNCED
9. NEW BUSINESS
None.
10. ADJOURNMENT
With no further business, the meeting was adjourned.
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