421 N. COUNTY FARM ROAD  
WHEATON, IL 60187  
DU PAGE COUNTY  
Technology Committee  
Final Summary  
www.dupagecounty.gov  
Tuesday, November 7, 2023  
11:30 AM  
Room 3500A  
1.  
CALL TO ORDER  
11:30 AM meeting was called to order by Chair Yeena Yoo at 11:30 AM.  
2.  
ROLL CALL  
Berlin, Cronin Cahill, Carrier, Eckhoff, Galassi, Gustin, Henry,  
PRESENT  
Kaczmarek, Rutledge, and Yoo  
Mendrick  
White  
ABSENT  
LATE  
3.  
CHAIRWOMAN'S REMARKS - CHAIR YOO  
Chair Yoo advised that the Dayforce implementation for the new ERP payroll system is on pace.  
She said she has been attending the steering committee meetings with Anthony McPhearson, Liz  
Chaplin, and other staff members. She said if anyone wants specific updates regarding this  
implementation to let her know. She said they are still in the discovery phase through December  
15th. Mr. McPhearson said we are very happy with Ceridian, the application owner, and said  
they seem to be pretty solid. He said OnActuate, the implementation company, also seems to  
have a lot of experience and expertise.  
4.  
5.  
PUBLIC COMMENT  
No public comments were offered.  
APPROVAL OF MINUTES  
5.A.  
23-3573  
Approval of Minutes for the Technology Committee - Regular Meeting - Tuesday,  
October 17, 2023  
2023-10-17 Technology Minutes  
Attachments:  
APPROVED  
RESULT:  
Cynthia Cronin Cahill  
Patty Gustin  
MOVER:  
SECONDER:  
6.  
PROCUREMENT REQUISITIONS  
6.A.  
TE-P-0070-23  
Recommendation for the approval of a contract purchase order to CDWG, Inc., for the  
purchase of laptops, desktops, monitors, and docking stations, for Information  
Technology, for the period of November 15, 2023 through November 30, 2024, for a  
contract total amount of $148,610.70. Contract pursuant to the Intergovernmental  
Cooperation Act, Sourcewell Contract #081419 cooperative purchasing agreement  
pricing, in compliance with 30 ILCS 525/2 "Governmental Joint Purchasing Act".  
Member Gustin asked how often we change out these items and if there is an inventory  
cycle system in place. Mr. McPhearson said yes, adding that we try to replace ten to  
twenty percent of our entire fleet every year. He said it is very costly to do them all at the  
same time, as we have about 2,000 devices. He said this purchase is for 95 devices,  
noting that we purchased 75 devices earlier this year. He said we have purchased roughly  
eight percent this year. Member Gustin then asked if those devices are recycled. Mr.  
McPhearson said they are wiped, recycled, then destroyed. Member Gustin asked if there  
is any way we can donate the old devices to schools. Mr. McPhearson said that process  
never works because schools end up with old equipment, where the technology is five to  
ten years behind, rendering them unusable.  
Chair Yoo pointed out that this was, by far, the lowest quote out of the three vendors.  
Member Rutledge asked if these items are available, given the supply chain issue. Mr.  
McPhearson said yes, the inventory is currently available.  
CDWG - PRCC.pdf  
Attachments:  
CDWG - Quote #1CCHPJ1.pdf  
CDWG - Sourcewell Contract #081419.pdf  
CDWG - Sourcewell Contract #081419 Extension.pdf  
Member Gustin asked how often we change out these items and if there is an inventory cycle  
system in place. Mr. McPhearson said yes, adding that we try to replace ten to twenty percent of  
our entire fleet every year. He said it is very costly to do them all at the same time, as we have  
about 2,000 devices. He said this purchase is for 95 devices, noting that we purchased 75  
devices earlier this year. He said we have purchased roughly eight percent this year. Member  
Gustin then asked if those devices are recycled. Mr. McPhearson said they are wiped, recycled,  
then destroyed. Member Gustin asked if there is any way we can donate the old devices to  
schools. Mr. McPhearson said that process never works because schools end up with old  
equipment, where the technology is five to ten years behind, rendering them unusable.  
Chair Yoo pointed out that this was, by far, the lowest quote out of the three vendors.  
Member Rutledge asked if these items are available, given the supply chain issue. Mr.  
McPhearson said yes, the inventory is currently available.  
APPROVED AND SENT TO FINANCE  
Sheila Rutledge  
RESULT:  
MOVER:  
Patty Gustin  
SECONDER:  
6.B.  
TE-P-0071-23  
Recommendation for the approval of a contract purchase order to BDO USA Solutions  
Provider, LLC, for the annual software maintenance of FireEye Security software. This  
contract covers the period of December 10, 2023 through December 9, 2024, for  
Information Technology, for a contract total amount of $165,113. This is the first  
optional renewal per lowest responsible bidder, bid #22-124-IT.  
BDO (FireEye) - PRCC  
Attachments:  
BDO (FireEye) - Contract Renewal  
BDO (FireEye) - 22-124-IT Bid Tab  
BDO (FireEye) - Response Bid 22-124-IT  
BDO (FireEye) - VED  
APPROVED AND SENT TO FINANCE  
Sheila Rutledge  
RESULT:  
MOVER:  
Kari Galassi  
SECONDER:  
6.C.  
TE-P-0072-23  
Recommendation for the approval of a contract purchase order to Imaging Systems, Inc.  
d/b/a Integrated Document Technologies (IDT), for the annual Hyland and CAPSYS  
Software Assurance maintenance of imaging systems for Supervisor of Assessments,  
Treasurer, Family Center, Coroner, and County Clerk, paid for by Information  
Technology, for the period of January 1, 2024 through January 31, 2025, for a contract  
total amount of $63,300.76. Exempt from bidding per 55 ILCS 5/5-1022 (c)  
“Competitive Bids” not suitable for competitive bids – Sole Source. IDT is the OnBase  
approved provider for their products.  
IDT - PRCC  
Attachments:  
IDT - FY2024 Quote  
IDT - Sole Source Letter  
IDT - VED  
APPROVED AND SENT TO FINANCE  
Cynthia Cronin Cahill  
RESULT:  
MOVER:  
Kari Galassi  
SECONDER:  
6.D.  
TE-P-0073-23  
Recommendation for the approval of a contract purchase order to IBM Corporation, for  
the purchase of program product software licenses for IBM z/OS and software support  
and maintenance for the BC12 z System Server, for Information Technology, for the  
period of December 1, 2023 through November 30, 2024, for a total contract amount of  
$111,171.72. Exempt from bidding per DuPage County Purchasing Ordinance, Article  
2-350 - Sole Source. This is proprietary software.  
Mr. McPhearson explained that this contract is for maintenance and support of our  
current operating system of our existing mainframe. He said we hope to have the  
mainframe sunset by the end of next year, worst case by 2025. He said the only holding  
that up are applications running on it that are owned by other agencies, such as the  
Sheriff's Office and Clerk of the Circuit Court. He said IT is working with them to move  
those applications off, and once that is done, this cost will go away.  
IBM - PRCC  
Attachments:  
IBM - Quote FY24  
IBM - Sole Source Letter_2023  
IBM - VED  
APPROVED AND SENT TO FINANCE  
Kathleen Carrier  
RESULT:  
MOVER:  
Sheila Rutledge  
SECONDER:  
6.E.  
23-3570  
Recommendation for the approval of a contract purchase order to Telcom Innovations  
Group, for professional services and licensing for the MiCam speech activation software,  
for Information Technology, for the period of November 8, 2023 through November 7,  
2024, for a contract total amount of $22,856. Exempt from bidding per 55 ILCS 5/5-1022  
'Competitive Bids' (D) IT/Telecom Purchases Under $35,000.  
Member Gustin asked if this will be something that will help residents and employees be  
able to communicate better. Mr. McPhearson said, for existing employees and  
specifically the Public Defender's office, it will allow for them to not have to address a  
bunch of calls and necessarily have someone there to answer the calls. He said it replaces  
an old system that requires people to wait and choose a number to be able to be sent to  
that extension. He said it will help disabled users by enabling them to use verbally  
choose a name or extension. He said this will help staff manage the volume of calls as  
well as help the public get to the number they need faster.  
TIG - PRCC.pdf  
TIG - Quote #36635.pdf  
TIG - VED  
Attachments:  
APPROVED  
Sheila Rutledge  
Kari Galassi  
RESULT:  
MOVER:  
SECONDER:  
6.F.  
23-3571  
Recommendation for the approval of a contract purchase order to Infor (US) Inc., for year  
end patch installation and application support for the Human Resources and Payroll  
modules of the ERP system, for the Human Resources Department, for the period of  
December 1, 2023 through November 30, 2024, for a total contract amount of $24,120.  
Pursuant to DuPage County Code Section 2-353(1)(b) - Other Professional Services not  
subject to competitive bidding per 55 ILCS 5/5-1022(a). Infor acquired Ciber, who has  
provided support for the Infor system since the ERP was implemented in 2013.  
Infor (Managed Services) - PRCC  
Infor (Managed Services) - Change Order FY2024  
Infor - VED  
Attachments:  
APPROVED  
Kathleen Carrier  
Kari Galassi  
RESULT:  
MOVER:  
SECONDER:  
7.  
OTHER ACTION ITEMS  
7.A.  
TE-R-0045-23  
Adoption of the Technology Resources Acceptable Use Policy  
Mr. McPhearson explained that Technology Acceptable Use Policies are used in all  
organizations to provide as a guideline to give all users an understanding of what they can  
and cannot do, how to use it and not use it, and what is appropriate or not appropriate.  
He said we have not updated our policy in eleven years. He said the IT team went  
through and made multiple natural updates. He pointed out that there is additional  
security information about how to stay secure. He said we are changing our policy with  
how we issue device, moving to a one device policy. He said this means each individual  
receives one device, whereas in the past some people would receive multiple devices. He  
said we feel it is not a good use of County funds and it is more effective for us to  
purchase a laptop that is lightweight and can be used in the office and at home, if  
necessary. He said the pandemic allowed us to accelerate this process. He also said there  
are still a few exceptions, such as for individuals who are physically unable to carry  
equipment back and forth.  
Member Rutledge asked if we tend to lean to the Apple side of things or Microsoft side  
of things, and if most of our software packages support either platform. Mr. McPhearson  
said we are primarily a Microsoft shop, noting that we have very few Apple devices  
because there is no need for it. He said Apple devices are great for very specific uses, but  
we prefer not to support Apple devices because we would then need to have PC  
Technicians trained on Apple devices. Staff confirmed we have some iPads and iPhones  
but no other Apple products.  
Member Yoo thanked staff for including the redline version so it was easier to view the  
changes.  
Member Evans asked how this information will get pushed out. She also asked if it will  
go to all new employees. DCIO Wendi Wagner said the information will be pushed out  
by Human Resources as a policy acknowledgement for all existing employees, and all  
new employees will view it as part of the personnel policies handbook.  
Member White said it is an important point that we educate staff on these policies, noting  
that this is only one example of that. Chair Yoo said maybe there should be an email sent  
out about this newly adopted policy.  
Member Gustin said other places do a video with someone discussing the changes,  
adding that people learn differently, such as visually, audibly, etc. Mr. McPhearson  
agreed.  
Member White commented that they are considering doing an Accounts Payable video.  
PIO Joan Olson said Communications can shoot the video for them.  
Technology Resources Acceptable Use Policy  
Attachments:  
Technology Resources Acceptable Use Policy - revised  
10302023_REDLINE  
APPROVED AT COMMITTEE  
Kari Galassi  
RESULT:  
MOVER:  
Sheila Rutledge  
SECONDER:  
8.  
OLD BUSINESS  
Mr. McPhearson said the awards came in for the four awards IT has recently won, one for the  
new website, one for an application that Web Services built, and two for applications that GIS  
built.  
9.  
NEW BUSINESS  
No new business was discussed.  
10.  
ADJOURNMENT  
With no further business, the meeting was adjourned.