TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 21, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order to Canon Solutions America, Inc., to Furnish and Deliver Multi-Functional Devices, in an amount not to exceed $225,795.41, Accounts 101-27000-623810, 634810, Requisition 1628223 (As Revised)
Body
Dear Sir:
Authorization is requested to issue a purchase order to Canon Solutions America, Inc. to furnish and deliver a total of 30 multi-functional devices to various locations throughout the District. Ten multi-functional devices will be purchased using fiscal year 2024 funds and delivered by December 31, 2024, and the remainder will be purchased using fiscal year 2025 funds and delivered by December 31, 2025.
On June 1, 2021, the City of Chicago entered a contract with Canon Solutions America, Inc. for Multi-Function Devices (MFDs), Printers, and Related Services. The City of Chicago advertised a Request for Proposal (RFP) for Multi-Function Devices (MFDs), Printers, and Related Services; evaluated proposals received and determined the Canon Solutions America, Inc. to be qualified to perform the services.
Canon Solutions America, Inc. was awarded a five-year contract from the City of Chicago (157717-1097939) effective June 1, 2021. Canon Solutions America, Inc. has submitted prices for multi-function devices per the established contract discount percentages. Inasmuch as Canon Solutions America, Inc. is the only source of supply for the services required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Canon Solutions America, Inc., is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement is not applicable to this contract because it is primarily a furnish and deliver contract.
In view of the foregoing, it is requested that the Director of Procurement and Materials Management be authorized to issue said purchase order to Canon Solutions America, Inc. in an amount not to exceed $225,795.41.
Funds for the 2024 expenditure, in the amount of $69,840.81 are available in Accounts 101-27000-623810, 634810. The estimated expenditure for 2025 is $155,954.60. Funds for the 2025 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, SK:JR
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 November 21, 2024