TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 15, 2021
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order to Pitney Bowes, Inc., to Furnish, deliver, install, and maintain a folding and inserting mail machine at the Main Office Building (MOB), under the Sourcewell Contract No. 041917-PIT, in an amount not to exceed $34,782.56, Accounts 101-15000-612800/634990, Requisition 1565548
Body
Dear Sir:
Authorization is requested to issue a purchase order to Pitney Bowes, Inc. to furnish, deliver, install, and maintain a folding and inserting mail machine at the Main Office Building (MOB), under Sourcewell Contract No. 041917-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 began on May 17, 2017 and expires on May 17, 2022.
The Relay 5000 Inserting System machine will allow mail room staff to fold and insert large volume mailings into printed envelopes more efficiently. This purchase will also include a five-year service agreement. The current folding and inserting machine in the mail room is at the end of its useful life and is no longer eligible for a maintenance plan.
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 on page D-5 of the Ordinance address the types of covered contracts:
Section 4, Coverage: The following provisions, to be known as "Appendix D" together with relevant forms shall apply and be appended to every construction contract awarded by the District where the estimated total expenditure is in excess of $100,000.00, except contracts let in the event of an emergency contract pursuant to 70 ILCS 2605/11.5.
Section 5. Definitions: (g) "Construction contract" means any District contract or amendment thereto, providing for a total expenditure in excess on 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 related contract which the District deems appropriate to be subject to Appendix D consistent with the Ordinance.
The Procurement and Materials Management department believes that participating in the Sourcewell contract will expedite the ordering and delivery of mail room machines 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 $34,782.56.
Funds for the 2021 expenditure in the amount of $2,232.95 are available in account 101-15000-612800. Funds will become available for the 2021 expenditure in the amount of $23,617.81 in account 101-15000-634990 contingent upon approval of a funds transfer, also submitted for this July 15, 2021 Board meeting. Funds for the subsequent years, 2022, 2023, 2024, and 2025, in the amount of $2,232.95 each, are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Shellie A. Reidle, Acting Administrative Services Officer, IG:SC:JRM:CO
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 July 15, 2021