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Cook County Board of Commissioners Technology and Innovation Committee met Oct. 23

Here are the minutes provided by the committee:

ATTENDANCE

Present: K. Morrison, S. Morrison, Aguilar, Degnen, Gordon, Miller, Quezada and Trevor (8)

PUBLIC TESTIMONY

Chairman K. Morrison asked the Secretary to the Board to call upon the registered public speakers, in accordance with Cook County Code.

1. George Blakemore

24-5826

COMMITTEE MINUTES

Approval of the minutes from the meeting of 09/18/2024

A motion was made by Vice Chairman Morrison, seconded by Commissioner Miller, to approve 24-5826. The motion carried by the following vote:

Ayes: K. Morrison, S. Morrison, Aguilar, Degnen, Gordon, Miller, Quezada and Trevor (8)

24-3325

Presented by: F. THOMAS LYNCH, Chief Information Officer, Bureau of Technology

PROPOSED CONTRACT AMENDMENT (TECHNOLOGY)

Department(s): Bureau of Technology

Vendor: Ensono, LLC, Downers Grove, Illinois

Request: Authorization for the Chief Procurement Officer to extend and increase contract

Good(s) or Service(s): Mainframe and dedicated hosting services

Original Contract Period: 8/1/2021 - 7/31/2024 with one (1) one-year renewal option

Proposed Amendment Type:Extension and Increase

Proposed Contract Period:Extension period 8/1/2025 - 7/31/2026

Total Current Contract Amount Authority: $22,184,453.00

Original Approval (Board or Procurement):Board,7/29/2021, $22,184,453.00

Increase Requested: $16,547,081.47

Previous Board Increase(s): N/A

Previous Chief Procurement Officer Increase(s): N/A

Previous Board Renewals: N/A

Previous Chief Procurement Officer Renewals: 7/30/2024, 8/1/2024 - 7/31/2025

Previous Board Extension(s): N/A

Previous Chief Procurement Officer Extension(s): N/A

Potential Fiscal Impact: FY 2024: $1,294,353.36; FY 2025: $5,892,124.03 (as needed); FY 2026: $1,510,604.08 (as needed), Optional Contract authority: Bureau of Technology (if needed) $7,250,000.00 and Clerk of the Circuit Court (if needed) $600,000.00

Accounts: 11000.1490.15050.540135.00000.00000 Program 15050

Contract Number(s): 2107-18733

Concurrences:

The Contract Specific goal set on this contract is Zero.

The Chief Procurement Officer concurs.

BOT: N/A

Summary: This amendment will provide additional contract authority and time for the continuation of Mainframe, iSeries (AS/400) and private cloud hosting services for the Integrated Property Tax System (IPTS) implementation and Clerk of the Circuit Court. The Bureau of Technology is actively working with all elected officials and Offices under the President to migrate or retire all legacy systems by the end of 2024.

The Mainframe and AS/400 represent two legacy platforms that are end-of-life. This amendment will provide offices the additional time to ensure their applications and datasets are moved from the legacy environments. Also, Ensono provides mission critical private cloud hosting services for the Integrated Property Tax System and the Clerk of the Circuit Court’s Disaster Recovery environment.

This Ensono amendment provides the following services as part of this agreement:

• Mainframe Services

• iSeries (AS/400)

• Private cloud hosting for the Integrated Property Tax System Project

• Private cloud hosting for the Clerk of the Circuit Court's Case Management System's Disaster

Recovery Infrastructure.

County IT Strategy

This contract is shared with the Clerk of the Circuit Court, and services are provided to multiple offices. A key goal of this agreement is to give the County the time and supporting infrastructure platform supporting services to migrate away from legacy technologies. Migrating the County’s legacy systems, and data are essential to modernizing the County’s application stack. By modernizing our applications, we reduce the risk of not being able to support and maintain custom legacy solutions that have existed for 30-40 years.

There are also significant cost savings related to supporting legacy technologies.

Benefits and Comparative Analysis

The Bureau of Technology negotiated an agreement that maintains the current cost of the Mainframe, and iSeries (AS/400). The extension term should provide the County Agencies the time required to migrate all legacy systems/data away from the Mainframe and iSeries, ultimately eliminating the cost to maintain the legacy platforms.

This is a Sole Source Procurement pursuant to Section 34-139 of the Cook County Procurement Code.

A motion was made by Commissioner Miller, seconded by Commissioner Quezada, to recommend for approval 24-3325. The motion carried by the following vote:

Ayes: K. Morrison, S. Morrison, Aguilar, Degnen, Gordon, Miller, Quezada and Trevor (8)

24-3909

Presented by: F. THOMAS LYNCH, Chief Information Officer, Bureau of Technology

PROPOSED CONTRACT (TECHNOLOGY)

Department(s): Bureau of Technology

Vendor: Great Arc Technologies, Chicago, Illinois

Request: Authorization for the Chief Procurement Officer to enter into and execute contract

Good(s) or Service(s): Software application for property tax parcel management

Contract Value: $1,354,161.72

Contract period: 11/1/2024 - 10/31/2027 with two (2) one-year renewal options

Potential Fiscal Year Budget Impact: FY 2024: $89,871.95, FY 2025: $988,591.49, FY 2026:

$141,184.34, FY: 2027 $134,513.94

Accounts: 11249.1009.21120.560225 CEP 28589

Contract Number(s): 2410-06132

Concurrence(s):

The vendor has met the Minority- and Women-owned Business Enterprise Ordinance via: Direct participation.

The Chief Procurement Officer concurs.

TECHNOLOGY: N/A

Summary: The PINMap application is used to create and maintain current tax parcels and/or make future tax parcel edits. It includes parcel editing, parcel map production, parcel attribution, quality control and accuracy of parcels, ease of access to parcel information and integration with the county’s geographic information systems (GIS) enterprise software.

PINMap uses a customized workflow manager that integrates the County Clerk's Office and the Assessor's Office. The Assessor receives, reviews and approves recorded plats and tax parcel divisions, which are filed directly with the Assessor’s office, for possible integration into the cadastral database and updates the tabular attributes of new cadastral features. The Clerk is responsible for creating and updating the spatial cadastral features, attributing those features and creating tax maps from the cadastral database.

The development and maintenance of the new version of PINMap software will allow Cook County to create and maintain parcels in an efficient manner and will also reduce the labor and workflow costs.

This is a Sole Source Procurement pursuant to Section 34-139 of the Cook County Procurement Code.

A motion was made by Commissioner Aguilar, seconded by Commissioner Gordon, to recommend for approval 24-3909. The motion carried by the following vote:

Ayes: K. Morrison, S. Morrison, Aguilar, Degnen, Gordon, Miller, Quezada and Trevor (8)

24-4650

Presented by: F. THOMAS LYNCH, Chief Information Officer, Bureau of Technology

PROPOSED CONTRACT AMENDMENT (TECHNOLOGY)

Department(s): Bureau of Technology

Vendor: Environmental Systems Research Institute, Inc. (ESRI), Redland, California

Request: Authorization for the Chief Procurement Officer to extend and increase contract

Good(s) or Service(s): Geographic Information Systems (GIS) Enterprise Software

Original Contract Period: 11/1/2021 - 11/30/2024

Proposed Amendment Type: Extension and Increase

Proposed Contract Period: Extension period 12/1/2024 - 11/30/2027

Total Current Contract Amount Authority: $4,916,400.00

Original Approval (Board or Procurement):Board, 10/07/2021, $4,916,400.00

Increase Requested: $4,907,300.00

Previous Board Increase(s): N/A

Previous Chief Procurement Officer Increase(s): N/A

Previous Board Renewals: N/A

Previous Chief Procurement Officer Renewals: N/A

Previous Board Extension(s): N/A

Previous Chief Procurement Officer Extension(s): N/A

Potential Fiscal Impact: FY 2025: $1,626,900.00, FY 2026: $1,635,700.00, FY 2027 $1,644,700.00

Accounts: 11249.1009.14385.540135

Contract Number(s): 2103-06221

Concurrences:

The Contract Specific goal set on this contract is Zero.

The Chief Procurement Officer concurs.

BOT: N/A

Summary: ESRI’s geographic information system (GIS) software is the engine behind all map creation, maintenance, distribution and spatial analysis throughout Cook County’s departments and agencies. Tax parcel creation and assessment, public safety, election reporting, environmental monitoring, transportation and economic development are just a few of the areas where GIS software is necessary for Cook County to operate properly.

ESRI enterprise GIS software is necessary for the daily operations of Cook County. Unfortunately, ESRI’s suite has no competitors in terms of size, scope and integration. Cook County’s needs were compared to enterprise licensing contracts that ESRI has with other counties in the United States of similar size (population and parcels). After firm negotiation, Cook County’s outline for the near future (3 years) was addressed to stay in line with costs and scope with other counties of comparable size.

The cost associated with the contract extension allows the county to continue efficient workflows for spatial data processing and analysis. The annual costs associated with the contract over the next 3 years will be equivalent to the previous 8 years.

This is a Sole Source Procurement pursuant to Section 34-139 of the Cook County Procurement Code.

A motion was made by Commissioner Aguilar, seconded by Commissioner Gordon, to recommend for approval 24-4650. The motion carried by the following vote:

Ayes: K. Morrison, S. Morrison, Aguilar, Degnen, Gordon, Miller, Quezada and Trevor (8)

24-4651

Presented by: F. THOMAS LYNCH, Chief Information Officer, Bureau of Technology

REPORT

Department: Bureau of Technology

Report Title: Major Information Technology Project Report

Report Period: March 2024 - September 2024

Summary: A report provided by Offices Under the President, represented by the Bureau of Technology

and all other separately elected offices providing semi-annual updates to the Cook County Technology and

Innovation Committee of the Board of Commissioners regarding information technology projects related to

their offices’ strategic initiatives.

A motion was made by Vice Chairman Morrison, seconded by Commissioner Quezada, to receive and file 24-4651. The motion carried by the following vote:

Ayes: K. Morrison, S. Morrison, Aguilar, Degnen, Gordon, Miller, Quezada and Trevor (8)

24-4652

Presented by: F. THOMAS LYNCH, Chief Information Officer, Bureau of Technology

REPORT

Department: Bureau of Technology

Report Title: Integrated Automated Criminal Justic System Report September 2024

Report Period: October 2023 - September 2024

Summary: A report of the status update of all elected criminal justice offices on their office’s progress towards an automated integrated criminal justice system. All elected criminal justice offices shall present to the Cook County Technology and Innovation Committee on their progress towards an automated integrated criminal justice system every October.

A motion was made by Commissioner Trevor, seconded by Commissioner Quezada, to receiveand file 24-4652. The motion carried by the following vote:

Ayes: K. Morrison, S. Morrison, Aguilar, Degnen, Gordon, Miller, Quezada and Trevor (8)

ADJOURNMENT

A motion was made by Commissioner Degnen, seconded by Commissioner Trevor, to adjourn the meeting.. The motion carried by the following vote:

Ayes: K. Morrison, S. Morrison, Aguilar, Degnen, Gordon, Miller, Quezada and Trevor (8)

https://cook-county.legistar.com/View.ashx?M=M&ID=1235731&GUID=59C5E8E1-BEC2-425A-8616-70B273B8BB90