TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 8, 2013
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase orders and enter into an agreement with Pitney Bowes, Inc., to Furnish, Deliver and Install a Connect+ 3000 Mail Machine, a DI600 Folding/Inserting System, and a DP40S Envelope and Media Printer under the National Joint Powers Alliance (NJPA) Cooperative Purchasing Contract Number 043012-PIT, in an amount not to exceed $60,111.47, Accounts 101-15000-612330, 612800, 623520, 634800, 634990, Requisitions 1362003 and 1362619
Body
Dear Sir:
NJPA currently has a competitively bid contract for the above captioned subject with Pitney Bowes, Inc. On May 19, 2011, the Board of Commissioners granted authority to participate in the NJPA purchasing cooperative. The agreement between the NJPA and Pitney Bowes, Inc. was recently renewed for the period of June 19, 2013 to June 19, 2014, and has a maturity date of June 19, 2016. The Metropolitan Water Reclamation District of Greater Chicago has the ability to participate under State Statute (5 ILCS 220), the Intergovernmental Cooperation Act.
Authority is requested to issue a purchase order to Pitney Bowes, Inc., to furnish, deliver, and install a Connect+ 3000 mail machine, a DI600 folding/inserting system, and a DP40S Envelope and Media Printer, including supplies, maintenance, and meter rental under the NJPA Contract Number 043012-PIT.
The Connect+ 3000 and DI600 have reporting capability and are more energy efficient than the equipment being replaced. The benefits of the DP40S Envelope and Media Printer include on-demand color printing of various media sizes including envelopes with logos and return addresses, and mail merge for recipient addresses. It also prints on heavier paper stocks than the existing print shop equipment, for printing of document covers, posters, postcards, and flyers.
In view of the foregoing, it is recommended that the Director of Procurement & Materials Management be authorized to issue purchase orders and enter into an agreement with Pitney Bowes, Inc., in an amount not to exceed $60,111.47.
Funds for the 2013 expenditure, in the amount of $47,931.00, are available in Accounts 101-15000-612330, 634800, 634990. The estimated expenditure for 2014 is $4,060.47, and for 2015 is $8,120.00. Funds for the 2014 and 2015 expenditures are contingent on the Board of Commissioners' approval of the District's budget for those years.
Requested, Eileen M. McElligott, Administrative Services Manager, BKS:WG:MW:PJC
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, 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 August 8, 2013