HomeMy WebLinkAboutR-24-70VILLAGE OF DEERFIELD
RESOLUTION NO. 2024- R-24-70
A RESOLUTION WAIVING THE COMPETITIVE BIDDING REQUIREMENTS
AND APPROVING A CONTRACT WITH CONTINENTAL RESOURCES, INC., OF
BEDFORD. MASSACHUSETTS, FOR IT EQUIPMENT
WHEREAS, the Village of Deerfield ("Village') is a home rule municipality in
accordance with Article VII, Section 6 of the Constitution of the State of Illinois of 1970; and
WHEREAS, the Village desires to retain a company to provide IT Equipment
("Equipment'); and
WHEREAS, pursuant to Section 9-16 the "Municipal Code of the Village of Deerfield,
Illinois, 1975," as amended ("Village Code'), the bidding requirements may be waived for
contracts for supplies and services available from a single source or, which by their nature,
are not adaptable to competitive bidding; and
WHEREAS, the Equipment is not adaptable to competitive bidding because industry
practices result in manufacturers extending lowest pricing through customers' existing
partner of record or first channel partner contacted; and
WHEREAS, Continental Resources, Inc., of Bedford, Massachusetts ("Contractor'),
has proposed to provide the Equipment for a price not to exceed $59,246.48 ("Contract');
and
WHEREAS, the Mayor and Board of Trustees have determined that waiving bidding
and entering into the Contract with Contractor will serve and be in the best interest of the
Village and its residents;
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE BOARD OF
DEERFIELD, LAKE AND COOK COUNTIES, ILLINOIS, as follows:
SECTION 1: RECITALS. The Village Board hereby adopts the foregoing recitals as
its findings, as if fully set forth herein.
SECTION 2: WAIVER OF COMPETITIVE BIDDING. Pursuant to Section 9-16
of the Village Code and the Village's home rule authority, the Village Board waives the
requirement of competitive bidding for the procurement of the Equipment.
SECTION 3: APPROVAL OF CONTRACT. The contract by and between the
Village and Contractor is hereby approved in substantially the form attached to this
Resolution as Exhibit A ("Contract'), and in a final form and substance acceptable to the
Village Manager and the Village Attorney.
SECTION 4: AUTHORIZATION TO EXECUTE CONTRACT. The Mayor and the
Village Clerk are hereby authorized and directed to execute and attest, on behalf of the
Village, the final Contract upon receipt by the Village Clerk of at least one original copy of
4888-8891-7673, v. 1
the final Contract executed by Contractor; provided, however, that if the executed copy of the
final Contract is not received by the Village Clerk within 60 days after the effective date of
this Resolution, then this authority to execute and attest will, at the option of the Mayor and
Board of Trustees, be null and void.
SECTION 5: EFFECTIVE DATE. This Resolution shall be in full force and effect
from and after its passage, by a vote of two-thirds of the Village Board, and approval in the
manner provided by law.
AYES: Benton, Berg, Goldstone, Jacoby, Oppenheim
NAYS: None
ABSTAIN: None
ABSENT: Metts-Childers
PASSED: October 7, 2024
APPROVED: October 7, 2024
RESOLUTION NO: R-24-70
Daniel C. Shapiro, Mayor
ATTES
_5
Ke t S. Street, Village Clerk
4888-8891-7673, v. 1
EXHIBIT A
Contract
Portions of the quotation have been redacted with respect to information security concerns.
4888-8891-7673, v. 1
CONTNENTAL RESOURCES, INC. Prepared For Customer:
A _ ����IMatt eel Deerfield
(v`_^/ Matt Weiss
IT SOLUTIONS
Continental Resources, Inc. -175 Middlesex Turnpike, Bedford MA 01730 ("ConRes")
Dated:
10 3 2024
30 Days
Validity Period:
Quote Number:
CONFIDENTIAL
Deerfiield_091124_Backu -FINAL
NET 30
This Quotation is the sole property of ConRes and may not be reproduced in any capacity without proper authorization.
Terms (Pending Credit Approval):
Item # QTY PRODUCT Description Unit Price Extended
10 1
20 2
30 16
40 10
50 1
60 1
70 1
80 1
90 1
100 1
110 2
120 2
130 1
140 1
150 1
160 1
170 1
180 1
190 2
200 1
210 1
220 1
230 1
240 1
250 1
Subtotal: $23,034.10
250 1
260 1
Subtotal: $35,48S.00
Subtotal: $58,519.10
Freight/Freight Ins: $727.38
Total: $59,246.48
TERMS OF SALE
Unless otherwise agreed upon in writing by ConRes and Customer all pages of this quotation are governed by the applicable Terms & Conditions outlined at www.conres.com and as described below.
All quoted items are Non -Cancellable and Non -Refundable unlesss otherwise defined within this quote and/or subject to each manufactuerers policies.
Available quantities reflect a point in time and do not guarantee availability at time of order. It is your (Customers) sole responsibility to evaluate the accuracy of, completeness, and usefulness of the information on this quotation.
All payments are in United States Dollars. License and Maintenance Agreements: If customer agrees to purchase any items that carry a license or maintenance agreement and if invoice(s) for these products) is (are) not paid
within approved credit terms, ConRes reserves the right to and customer grants ConRes the permission to revoke the reement s .
TERMS OF USE
All items on this quote are governed by each manufacturers applicable license agreements, warranties, return policies, terms of service, and privacy policies (Customer may be required to confirm acceptance of these policies).
ConRes makes no representations or warranties with respect to the performance of the products and the accuracy of the information, and any and all warranties, whether oral or written, express or implied, are hereby expressly
disclaimed including, but not limited to, warranties of merchantability and fitness for a particular purpose and liability arising from errors and/or omissions in the information.
TERMS APPLICABLE TO SUBSCRIPTIONS
Customer acknowledges and agrees there may be monthly pricing fluctuation for each subscription, and a formal change management process or amended Purchase Order will not be required for such monthly pricing fluctuations
and that Customer is obligated to make payments for each subscription to ConRes. ConRes will invoice Customer monthly or annually (as defined within this quote) for Customers usage of the subscription which will include
subscription usage and any one-time charges.
In addition to any other remedies that may be applicable based on the type of subscription, ConRes or any of its resellers (e.g., AWS, ILAND, Ingram, Microsoft) may suspend (remove right to access or use any portion of the
subscription) or cancel (also defined as "terminate") Customer's access if Customer fails to pay in full when due any two (2) invoices, other than amounts being reasonably, actively, and diligently disputed by Customer in good
faith ("Disputed Charges'). ConRes will have the right to suspend or terminate Customers access to its account and to any subscriptions if Customer has not paid in full all undisputed charges within ten (10) days following
Customer's recei t of notice of past due char es. U on termination — all undis uted amount shall be due and gatfable.
PRIVACY STATEMENT
Continental Resources, Inc. ("ConRes") and its corporate affiliates ("Affiliates" or "ConRes Affiliates") are committed to the protection of your privacy, data, and personal information ("DATA") as further defined within the ConRes
Privacy Policy which is available on our website www.conres.com or you may contact us at Privan@conres.mm for further information.
Memorandum
DATE:
3 October 2024
TO:
Kent Street, Village Manager; Andrew Lichterman, Deputy Village Manager
CC:
Eric Burk, Director of Finance
FROM:
Matthew Weiss, Director of IT
SUBJECT: Data Backup Storage Equipment Replacement
Data and system backups are critical tools used to help protect the Village against losses from
both operational and cybersecurity incidents. Two pieces of data storage equipment used by the
Village to store these backups have reached end -of -life status from their manufacturer. End -of -
life status means hardware -level support/warranty cannot be renewed, device software is no
longer maintained/updated, and security fixes are no longer released. Devices in this condition
become an increasing risk over time with respect to hardware failure and lack of repair options,
software issues not addressable internally, ongoing compatibility with other Village systems, and
the potential for unresolved security vulnerabilities. For these reasons, IT's standard operating
procedure is to replace equipment that has reached this status.
In addition, replacement of this equipment at this time will provide necessary performance and
capacity improvements, as well as further the Village's security posture by enabling the use of
important new backup -related security capabilities. Implementation of these capabilities is also
likely to positively affect future ability to maintain cybersecurity insurance and/or receive or
maintain more favorable coverage rates.
Three formal quotes were solicited:
Continental Resources
Insight Public Sector
CDW Government
$59,246.48
$85,387.00
(failed to respond in time)
This is a planned equipment purchase for 2024, budgeted from VERF. While this purchase is
above the $45,000 originally budgeted, savings realized on other IT VERF purchases this year
compensate for this difference to remain under budget in the aggregate. This equipment is
expected to last at least five years and pricing includes manufacturer support and maintenance
coverage for the equipment for that duration.
This purchase will require Board approval by resolution. Waiver of competitive bidding will be
requested due to negotiated pricing through the Village's historical reseller for this type of
equipment being far superior to other formal pricing received, as is expected due to the business
model IT equipment manufacturers maintain with their channel partners. This is to be agenda
item 24-101 to appear before the Board on October 7, 2024.