TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 4, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 23-RFP-18, Remote Storage of District Records for a Thirty-Six (36) Month Period with R4 Services LLC in an amount not to exceed $213,876.00, Account 101-15000-612490, Requisition 1606526 (As Revised)
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Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with R4 Services LLC (R4) for remote storage of District records.
The purpose of this agreement is to provide suitable, secure storage for the District’s official records at recommended environmental conditions. The storage contract is necessary to ensure the District’s irreplaceable documents will be protected from loss due to fire, floods, and other natural disasters.
Contract 23-RFP-18 was advertised on December 6, 2023. Bid proposals were received on January 12, 2024 from the following two (2) firms: Chicago Records Management, Inc. and R4 Services LLC.
The two proposals were reviewed and evaluated by a panel consisting of one member from Procurement, Finance, Law and three members from General Administration. Proposals and presentations were rated on project understanding, compliance with the scope of work, approach to the work, technical competence, site visit, and cost of services.
From the two firms that the District evaluated, R4 is the firm recommended. R4 presented an understanding of the project based on the District’s needs, complied with the scope of work, demonstrated that they provide customer service, demonstrated excellent safety and security of their storage warehouse, and presented the lowest cost of service compared to the other proposer.
The agreement is scheduled to begin on May 1, 2024 and terminate on May 2, 2027.
The Affirmative Action Section has reviewed the agreement and has concluded that the agreement does not fall under Affirmative Action requirements because the requested services are typically performed by a single firm and do not provide practical opportunities for subcontracting.
R4 is registered to do business in, and is in good standing with, the State of Illinois.
Inasmuch as R4 possesses the required facilities and a high degree of professional skill, it is recommended that the Director of Procurement and Materials Management be authorized to issue them a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act, in an amount not to exceed $213,876.00.
Funds for the 2024 expenditures in the amount of $47,528.00, are available in Account 101-15000-612490. The estimated expenditures of $71,292.00; $71,292.00; and $23,764.00 for budget years 2025 through 2027 respectively are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Shellie A. Riedle, Administrative Services Officer, BA:KL
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, Chairman, Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for April 4, 2024
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