TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 18, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order to Pitney Bowes, Inc., to furnish, deliver, install, and maintain mail metering machine at the Main Office Building (MOB), under the Sourcewell Purchasing Contract No. 011322-PIT, in an amount not to exceed $47,399.54, Accounts 101-15000-612800/623520/634800, Requisition 1617541
Body
Dear Sir:
Authorization is requested to issue a purchase order to Pitney Bowes, Inc. to furnish, deliver, install, and maintain a mail metering machine at the Main Office Building (MOB), under Sourcewell Contract No. 011322-PIT. The District has the ability to participate in Sourcewell Contracts under the Government Joint Purchasing Act, 30 ILCS 525/0.01 et. seq.
Sourcewell currently has a competitively bid contract with Pitney Bowes, Inc. for the purchase of mail room machines and maintenance plans. On May 19, 2011, the Board of Commissioners granted authority to participate in the Sourcewell purchasing co-operative. The contract was established to enable all state agencies and authorized local governmental units to purchase mail room machines during the contract period. The term of the contract No. 011322-PIT began on March 28, 2022 and expires on February 28, 2026.
The mail metering machine is essential to District business. The mail room has processed over 59,500 pieces of mail in 2023. The current machine was purchased in 2013 and is nearing its end of useful life. It will no longer be compliant with USPS IMI technology by 2027. This purchase will include a five-year service agreement.
Pitney Bowes, Inc. is registered with the Secretary of State to transact business in Illinois.
The Multi-Project Labor Agreement is not applicable to this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Ordinance, Revised Appendix D applies only to construction contracts over a $100,000.00 threshold. These sections of the Ordinance address the types of covered contracts:
Section 4, Coverage: The following provisions, together with relevant forms, will apply and be appended to every Construction Contract awarded by the District where the total approved expenditure is in D -6 excess of one hundred thousand dollars ($100,000.00), except contracts approved by the Board of Commissioners pursuant to Sections 11 A and 11.5 of the District's Purchasing Act (70 ILCS 2605).
Section 5. Definitions: (g) "Construction Contract" means any District contract, agreement, or amendment thereto, providing for a total expenditure in excess of one hundred thousand dollars ($100,000.00) for the construction, demolition, replacement, major repair or renovation, and maintenance of real property and improvement thereon or sludge hauling, and any other construction related contract which the District deems appropriate to be subject to this Revised Appendix D.
The Procurement and Materials Management Department believes that participating in the Sourcewell contract will expedite the ordering and delivery of the equipment and reduce administrative costs.
In view of the foregoing, it is requested that the Director of Procurement and Materials Management be authorized to issue said purchase order to Pitney Bowes, Inc. in an amount not to exceed $47,399.54.
Funds for the 2024 expenditure in the amount of $26,311.18 are available in Accounts 101-15000-612800/634800. Funds for the subsequent years, 2025, 2026, 2027, and 2028, in the amount of $5,272.09 each, are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Shellie A. Riedle, Administrative Services Officer, KL:BA
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 18, 2024