Dupage Policy Journal

DuPage County Technology Committee met Aug. 9.

Here are the minutes provided by the committee:

1. CALL TO ORDER

7:30 AM meeting was called to order by Chair Ashley Selmon at 7:30 AM.

2. ROLL CALL

PRESENT: Adams (7:34 AM), Berlin, Carrier, Chavez, DiCianni, Eckhoff, Henry, Mendrick, Rutledge, Selmon, White

ABSENT: Hart

Conor McCarthy was present as a representative for Bob Berlin, State's Attorney. Member DiCianni was not present at the time of roll call but joined the meeting during Chairwoman's Remarks.

Kevin Vaske joined the meeting at 7:34, during the reading of item 6E, as a representative for Candice Adams, Clerk of the Circuit Court.

County Board Member Paula Deacon-Garcia was also present.

3. CHAIRWOMAN'S REMARKS - CHAIR SELMON

Chairwoman Selmon noted that Member Carrier would be presenting the Recorder's Office FY2023 budget request and CIO McPhearson would be presenting the FY2023 budget request for IT, GIS, and DuJIS at today's meeting.

Chairwoman Selmon then thanked Member Chavez for her service to the DuPage County Board and community during her tenure and wished her well.

4. PUBLIC COMMENT

No public comment was offered.

5. APPROVAL OF MINUTES

A. Technology Committee - Regular Meeting - May 24, 2022 7:30 AM

RESULT: ACCEPTED [UNANIMOUS] MOVER: Kathleen Carrier, Recorder SECONDER: Amy Chavez, District 5 AYES: Adams, Berlin, Carrier, Chavez, DiCianni, Eckhoff, Henry, Mendrick, Rutledge, Selmon, White ABSENT: Hart

6. PROCUREMENT REQUISITIONS

A. TE-P-0231-22 Recommendation for the approval of a contract purchase order to Patrick Engineering, for professional services for reconnaissance, installation, leveling, and blue booking monuments, for Information Technology, GIS Division. This contract covers the period of August 10, 2022 through November 30, 2023, for a contract total amount of $108,000, in accordance with DuPage County Procurement Ordinance Section 2-353 and 50 ILCS 510/2 (Architects, Engineers, and Land Surveyors).

RESULT: APPROVED [UNANIMOUS] MOVER: Peter DiCianni, District 2 SECONDER: Amy Chavez, District 5 AYES: Adams, Berlin, Carrier, Chavez, DiCianni, Eckhoff, Henry, Mendrick, Rutledge, Selmon, White ABSENT: Hart

B. 2022-67 Recommendation for the approval of a contract purchase order to Imaging Systems, Inc. d/b/a Integrated Document Technologies (IDT), for Professional Services to configure OnBase and Capsys to capture, index, sort and manage resolutions and their corresponding addendums, for Information Technology. This contract covers the period of August 10, 2022 through November 30, 2022, for a contract total amount of $18,800. Exempt from bidding per 55 ILCS 5/5-1022 “Competitive Bids” (d) IT/Telecom purchases under $35,000.

Member White commented that he is pleased to be moving forward with this procurement.

RESULT: APPROVED [UNANIMOUS] MOVER: Bill White, Auditor SECONDER: Sheila Rutledge, District 6 AYES: Adams, Berlin, Carrier, Chavez, DiCianni, Eckhoff, Henry, Mendrick, Rutledge, Selmon, White ABSENT: Hart

C. 2022-68 Recommendation for the approval of a contract purchase order to CDWG for the purchase of a SonicWall firewall to enhance internal network security, for Information Technology. This contract covers the period of one year upon contract approval for a contract total amount of $18,366.70, per Cooperative Purchasing Agreement Pricing, in compliance with 30 ILCS 525/2 "Governmental Joint Purchasing Act" - National IPA/TCPM #2018011-01.

CIO McPhearson noted that this purchase will provide added security and protect the County's network from the Sheriff's, as well as protect the Sheriff's network from the County's.

RESULT: APPROVED [UNANIMOUS] MOVER: Amy Chavez, District 5 SECONDER: Sheila Rutledge, District 6 AYES: Adams, Berlin, Carrier, Chavez, DiCianni, Eckhoff, Henry, Mendrick, Rutledge, Selmon, White ABSENT: Hart

D. 2022-69 Recommendation for the approval of a contract purchase order to Luminex Software, Inc., for maintenance of the virtual tape server, for Information Technology. This contract covers the period of August 26, 2022 through August 25, 2023 for a contract total amount of $16,206.75. Exempt from bidding per 55 ILCS 5/5-1022 “Competitive Bids” (c) not suitable for competitive bids – Sole Source. This is proprietary hardware and software; service and maintenance is offered exclusively through Luminex.

RESULT: APPROVED [UNANIMOUS] MOVER: Gwen Henry, Treasurer SECONDER: Amy Chavez, District 5 AYES: Adams, Berlin, Carrier, Chavez, DiCianni, Eckhoff, Henry, Mendrick, Rutledge, Selmon, White ABSENT: Hart

E. Change Order -- TE-P-0416A-21 - Amendment to Resolution TE-P-0416-21 (County Contract 5515-0001-SERV), issued to Environmental Systems Research Institute, Inc. (ESRI), for professional services for GIS data migration, support, and training for the ESRI Enterprise Advantage Program, for Information Technology, GIS Division, to increase the contract amount by $31,050 in order to add 50 learning and service credits, resulting in an amended contract total of $156,450, an increase of 24.76%.

RESULT: APPROVED [UNANIMOUS] MOVER: Gwen Henry, Treasurer SECONDER: Kathleen Carrier, Recorder AYES: Adams, Berlin, Carrier, Chavez, DiCianni, Eckhoff, Henry, Mendrick, Rutledge, Selmon, White ABSENT: Hart

F. Change Order -- Amendment to County Contract 5485-1-SERV, issued to Sentinel Technologies, Inc., to provide time and materials maintenance service for personal computers, related equipment, peripherals, printers, and network equipment, to increase the contract amount by $8,800, resulting in an amended contract total of $23,300, an increase of 60.69%, to cover the remainder of FY2022. IT staff is going to receive additional training in printer, computer and laptop repair in order to decrease the need for outsourcing these services in the future.

RESULT: APPROVED [UNANIMOUS] MOVER: Gwen Henry, Treasurer SECONDER: Amy Chavez, District 5 AYES: Adams, Berlin, Carrier, Chavez, DiCianni, Eckhoff, Henry, Mendrick, Rutledge, Selmon, White ABSENT: Hart

7. INFORMATIONAL ITEMS

A. 2022-63 Recommendation for the approval of a contract to Kronos Inc., A UKG Company, for software support services for the Kronos automated time and attendance system and Knowledge Pass (educational services subscription) for the DuPage Care Center, for the period September 28, 2022 through September 27, 2023, for a contract total not to exceed $24,007.13; per 55 ILCS 5/5-1022) Competitive Bids (d) IT/telecom purchases under $35,000).

RESULT: APPROVED [UNANIMOUS] MOVER: Gwen Henry, Treasurer SECONDER: Amy Chavez, District 5 AYES: Adams, Berlin, Carrier, Chavez, DiCianni, Eckhoff, Henry, Mendrick, Rutledge, Selmon, White ABSENT: Hart

8. PRESENTATIONS

A. FY2023 Recorder's Office Budget Presentation

Member Carrier recognized her staff at the meeting and their roles in creating the FY2023 budget. She provided an overview of the PowerPoint presentation, as attached hereto.

After her presentation, Member DiCianni asked if residential refinancing is effecting the Recorder's revenue. Member Carrier responded yes, adding that commercial sales are making up for the lost revenue.

RESULT: ANNOUNCED

B. FY2023 Information Technology Budget Presentation

CIO McPhearson thanked the committee for the opportunity to present the proposed FY2023 budget for IT, GIS, and DuJIS. He noted that there is an increase in the overall budget, adding that staff went through everything thoroughly to ensure everything requested are items truly needed.

Mr. McPhearson then provided an overview of the PowerPoint presentation, attached hereto, noting that GIS and DuJIS are self-funded.

Following the presentation, Member DiCianni asked if any of the budgeted items are going toward cybersecurity to which Mr. McPhearson responded yes. Mr. McPhearson explained that a cybersecurity analyst position was created and while the employee is doing a great job, the IT team is planning to issue an RFP in the near future to help her out and to be proactive. Member DiCianni said that will hopefully help to bring cybersecurity insurance costs down. Mr. McPhearson responded that the costs likely will not go down because insurance companies have raised prices in order to recover costs from ransomware attacks. He said at this time we are look to keep the costs where they are rather than have them go up.

Member Rutledge asked if the committee can receive updates on current software implementations and projects. Mr. McPhearson said he is planning to provide a project update at the next Technology Committee meeting.

Member Henry asked how many additional headcount are being requested in FY2023. Mr. McPhearson said there is a request for two additional headcount, one of which is to backfill the position for the cybersecurity analyst and the other is for a project manager. He added that IT currently has two vacant positions for the ERP team.

RESULT: ANNOUNCED

9. OLD BUSINESS

No old business was discussed.

10. NEW BUSINESS

No new business was discussed.

11. ADJOURNMENT

With no further business, the meeting was adjourned.

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