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Meeting Date:
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7/26/2018 - 6:30 PM
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Category:
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Regular Items of Business
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Type:
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Action
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Subject:
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10. Action on Request to Waive Administrative Policy 3.09(9)(e) and Enter into a Piggyback Agreement with Cherwell Software, LLC for IT Service Management Software
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Strategic Plan Compatibility Statement:
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Goal 3 Effective and Efficient Operations
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Attachments
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Action on Request to Waive Administrative Policy 3.09(9)(e) and Enter into a Piggyback Agreement with Cherwell Software, LLC for IT Service Management Software: Proposed Piggyback Agreement and Supporting Documents
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File Attachment:
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Background:
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The Administration is requesting authorization to enter into a piggyback agreement with Cherwell Software, LLC (“Cherwell”) for licensing, hosting, and implementation of an IT Service Management system.
In accordance with Administrative Policy 3.09(7)(e)1a, the District has not directly engaged in a competitive procurement process for these services. Instead, these materials and services will be obtained via a piggyback agreement pursuant to the University of Wisconsin – Madison’s Contract #13-5399.
This software will be used for all district call center IT Service requests, tracking and reporting. Cherwell will replace the current HEAT ticketing system which is long overdue for hardware/software upgrades. High costs of this upgrade made it advantageous for MPS to look at other options. After initial implementation, the annual costs for this platform will be $44,400 per year. The District will be moving this application and support to the Cloud for about the same annual cost as MPS currently pays for HEAT, which would eliminate the need to purchase hardware as well as the ongoing internal support provided by staff.
This piggyback agreement will run from August 1, 2018 through July 31, 2021 (“Initial Term”), with two one-year options to extend. The waiver of Administrative Policy 3.09(9)(e) is being sought as a result of the three-year maximum contract term being surpassed if both one-year options are exercised after the Initial Term.
The total cost of the piggyback agreement will not exceed $80,400 in year 1, $44,400 in year 2 and $44,400 in year 3.
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Fiscal Impact Statement:
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This item authorizes expenditures as indicated in the attachment.
TSV-0-0-TLN-DW-EMTC (Technology – Maintenance Contracts) = $169,200
Cherwell Software, LLC
HUB PARTICIPATION
Required ……………………………………………………………0%
Proposed …………………………………………………………...0%
$ Value……………………………………………………………...NA
STUDENT ENGAGEMENT
Paid Student Employment Hour Commitment: 0 HOURS/36-mo contract
Student Career Awareness Commitment: 0 HOURS/36-mo contract
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Implementation and Assessment Plan
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Upon approval by the Board, the piggyback agreement will begin as indicated in the attachment.
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Recommendation:
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The Administration recommends that the Board authorize the waiver of Administrative Policy 3.09(9)(e) and approve the piggyback agreement with Cherwell Software, LLC as set forth in the attachment to this item.
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Approvals:
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Recommended By:
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Signed By:
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Leila Sadoughian - Procurement Coordinator
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Signed By:
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Adria D Maddaleni - Director
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Signed By:
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Regina Flores - Contract Compliance Supervisor II
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Signed By:
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Thomas Conjurski - Chief Financial Officer
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Signed By:
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Keith Posley, Ed.D. - Superintendent
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