title
Authorization to award contract for iFile Enterprise Content Management System Maintenance and Support.
presenter
Presenter: Anna Chen, Chief Information Officer
Recommendation
The Interim Chief Executive Officer (“CEO”) of the Chicago Housing Authority (“CHA”) recommends that the CHA Board of Commissioners (“Board”) approve the award of a contract to the below-listed contractor in the not-to-exceed compensation value of $906,950 for a 5-year base term.
|
Recommended Awardee |
Base Contract Value |
Base Term |
Option Terms |
Total Contract Value |
|
KnowledgeLake, Inc. |
$906,950 |
5 years |
N/A |
$906,950 |
|
Total: |
$906,950 |
|
Aggregate Total: |
$906,950 |
The requested action complies in all material respects with all applicable federal, state, and local laws, and CHA policies. CHA staff has completed all necessary due diligence to support the submission of this initiative.
Funding
MTW Funds
Background
In 2012, Chicago Housing Authority initiated a project to implement a new Enterprise Content Management (ECM) system, known as iFile. This effort included the migration of over ten (10) million documents from the legacy system. The solution has increased customer service delivery and operational efficiencies by providing rapid, intuitive records search and retrieval capability as well as providing an integrated means to scan, capture, store, manage and retain information assets across departments in the Authority. In 2023, CHA moved to KnowledgeLake’s cloud platform.
Procurement Activities
In accordance with CHA's sole-source procurement guidelines and the proprietary nature of the iFile system, a non-competitive sole-source committee meeting was convened on August 29, 2024. On August 30, 2024 the committee approved the iFile maintenance and support services as a sole source.
Diversity Contracting Requirements
CHA has reviewed the current service proposal from KnowledgeLake Inc. and has determined that acceptance of a waiver from CHA stated goals is acceptable for this proposed contract award. KnowledgeLake Inc.’s iFile software is a proprietary cloud-based platform service for document processing and workflow automation. Under the continuation of system licensing/subscriptions, as well as maintenance and support, there is no opportunity for subcontracting M/W/DBE services.
Historically, it was determined that Section 3 subcontracting was also not feasible. However, the vendor has proposed to satisfy our Section 3 subcontracting goal through a Other Economic Opportunity. The vendor has committed to identifying eligible CHA candidates for one annual Summer Internship Program starting in 2025 for the term of the contract. The estimated value over 5 years equates to $32,000.00 which is reflective of 3%.
Vendor Background Information
Ron Cameron, Founder & CEO; 555 Maryville University Dr. Ste#120, St. Louis, MO 63141. KnowledgeLake is an industry-leading provider of intelligent automation solutions specializing in enterprise content management. Founded in 2001, the company has grown to serve a user base of 2 million. KnowledgeLake's cloud-native platform integrates advanced technologies such as Adaptive Intelligent Document Processing (IDP), Workflow Automation, Intelligent Robotic Process Automation (RPA), and Content Management to optimize business operations. The company's commitment to innovation is evidenced by its receipt of five Microsoft Partner of the Year awards and five Best Place to Work designations.
Based on the foregoing, it is in the best interest of the CHA for the Board to authorize the Interim CEO or her designee, to enter into a contract for Enterprise Content Management with KnowledgeLake, Inc. in the not-to-exceed compensation amount of $906,950 for a five (5) year services term.
Respectfully Submitted:
______________________
Angela Hurlock
Interim Chief Executive Officer