TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 15, 2026
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Executive Director
Title
Issue purchase order and enter into an agreement with Canon U.S.A., Inc. for maintenance and supplies of multifunctional photocopier devices and printers in an amount not to exceed $131,606.66, Account 101-27000-612810, Requisition 1663125
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Canon U.S.A., Inc. for maintenance and supplies of multifunctional photocopier devices and printers under the NASPO contract 187646. This purchase order will expire on July 31, 2027.
The District has 75 Canon multifunctional photocopier devices and 351 Hewlett Packard printers. This contract is for “impression” charges, meaning the number of copies made per device, and standard break/fix repair/maintenance of these devices.
The contract will also provide supplies for all Canon multifunctional photocopier devices as well as selected Hewlett Packard printers.
The National Association of State Procurement Officials (NASPO) was formally established on January 29, 1947, in Chicago, Illinois. NASPO is an organization through which the member purchasing officials provide leadership in professional public procurement to attain greater efficiency, economy, and customer satisfaction. The Western States Contracting Alliance (WSCA) was formed in October 1993 by the state purchasing directors from fifteen NASPO western states. WSCA establishes the means by which participating states may join together in cooperative multi-state contracting; to achieve cost-effective and efficient acquisition of products and services. All governmental entities within WSCA states as well as authorized governmental entities in non-WSCA states are welcome to use the approved agreements. The applicable NASPO Master Agreement 187646 has been extended through July 31, 2027 under Amendment No. 2. Inasmuch as Canon U.S.A., Inc. is the vendor for multifunctional devices and services through WSCA, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act) and said purchase order may be issued without additional competitive bidding.
Canon U.S.A., Inc is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement and Affirmative Action Appendix A are not applicable due to the specialized nature of the services required.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement with Canon U.S.A., Inc in an amount not to exceed $131,606.66.
Funds for the 2026 expenditure, in the amount of $59,781.68, are available in Account 101-27000-612810. The estimated expenditure for 2027 is $71,824.98. Funds for the 2027 expenditure are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, Sean T. Kelly, Director of Information Technology, STK:JR:HHS:hs
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Precious Brady-Davis, Chairperson Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for October 15, 2026