Dupage Policy Journal

DuPage County Technology Committee met Dec. 3

Here are the minutes provided by the committee:

1. CALL TO ORDER

11:00 AM meeting was called to order by Chair Yoo at 11:00 AM.

2. ROLL CALL

PRESENT Berlin, Eckhoff, Galassi, Haider, Henry, Kaczmarek, Rutledge, White, and Yoo

ABSENT Cronin Cahill, and Lukas

LATE Chaplin

3. CHAIRWOMAN'S REMARKS - CHAIR YOO

Chair Yoo welcomed new County Board members Saba Haider and Andrew Honig as well as Liz Chaplin, County Recorder. She then wished everyone a happy holiday season.

4. PUBLIC COMMENT

No public comments were offered.

5. APPROVAL OF MINUTES

5.A. 24-3229

Approval of Minutes for the Technology Committee - Regular Meeting - Tuesday, November 19, 2024

RESULT: APPROVED

MOVER: Kari Galassi

SECONDER: Sheila Rutledge

6. PROCUREMENT REQUISITIONS

6.A. TE-CO-0004-24

Amendment to County Contract 7148-0001-SERV, issued to AT&T Mobility II LLC d/b/a AT&T Mobility - National Act, to provide wireless services including basic cellular voice, smart phones, wireless data, and push-to-talk, for County departments, to increase the encumbrance by $24,325, resulting in an amended contract total of $1,505,860, an increase of 1.64%.

RESULT: APPROVED AND SENT TO FINANCE

MOVER: Saba Haider

SECONDER: Sheila Rutledge

6.B. 24-3209

Recommendation for the approval of a contract purchase order to SAS Institute, Inc., for annual software maintenance and licensing, for Information Technology, for the period of January 31, 2025 through January 30, 2026, for a contract total of $17,440. Exempt from bidding per 55 ILCS 5/5-1022 "Competitive Bids" (c) not suitable for competitive bids - Sole Source. This is proprietary and copyrighted software.

Mr. McPhearson explained that staff does not anticipate further renewals with SAS after FY25, as it will no longer be needed once the mainframe is shut down.

RESULT: APPROVED

MOVER: Sheila Rutledge

SECONDER: Kari Galassi

7. INFORMATIONAL ITEMS

7.A. JPS-P-0044-24

Recommendation for the approval of a contract purchase order to Heartland Business Systems, for the purchase of a Scale Computer System, for the Sheriff's Office, for the period of December 10, 2024 through December 9, 2029, for a contract not to exceed $244,636.52; per TIPS Contract #220105. (Sheriff's Office)

RESULT: INFORMATION RECEIVED AND PLACED ON FILE

MOVER: Yeena Yoo

SECONDER: Sheila Rutledge

7.B. 24-3188

County Contract 7339-0001 SERV, issued to CDW Government, decrease the contract amount by $19,916.80 and close the contract. (Sheriff's Office)

RESULT: ACCEPTED AND PLACED ON FILE

MOVER: Yeena Yoo

SECONDER: Sheila Rutledge

8. IT PROJECT UPDATES

24-3272

IT Project Updates Presentation

Mr. Johnson asked if the go-live still needs to occur on the first day of a quarter, to which Mr. McPhearson responded yes.

Member Chaplin said there used to be weekly calls between the vendor and county to help make sure the project was kept on track, then asked what happened to those meetings. She said earlier this year we were on track to go live in July. She added that she felt those calls were important. Mr. McPhearson said those meetings should continue to take place to make sure we are on track. He said they were discontinued by County staff because the vendor kept making it sound as if everything was going well when it was not. He said he will talk to HR Director Chris Clevenger and find out why they haven't restarted. He explained that about 80% of the issues with this implementation are on the vendor side while the other 20% are on the County's side.

Member Rutledge asked what will happen with the space and equipment once the mainframe is shut down. Mr. McPhearson said IT will reclaim the space and is working on a plan to make more collaborative space available to staff. He said we will recycle the equipment.

Member Eckhoff asked what the purpose is of the FOIA request tool. Mr. McPhearson explained that it will offer a central tracking tool for FOIA requests as well as give access to review to the State's Attorney's Office. Member White stated that there is currently no central repository for the FOIAs received and said he feels a FOIA tool is a good idea.

Mr. McPhearson added that it will help create templates for departments to use. Mr. Johnson asked if we are looking at a specific vendor or application. Mr. McPhearson said we are looking at different applications, noting that ASA Conor McCarthy is looking at the process we currently use.

Member Honig asked if the Municipal Technology Roundtable is made up of mayors, managers, or IT staff. Mr. McPhearson explained that all have been invited, but who attends is up to the municipalities.

RESULT: PRESENTED

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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