TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 19, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order to Proven IT, Inc. to furnish, deliver, and install one KIP 7980 Series Four Roll Multi-Function Printing System with one KIP 2300 CCD Scanner, including one year of maintenance under Sourcewell (formerly NJPA) Purchasing Contract No. 030321-TOS, in an amount not to exceed $50,830.00, Accounts 101-50000-634990 and 101-50000-612800, Requisition 1607060
Body
Dear Sir:
Authorization is requested to issue a purchase order to Proven IT, Inc. to furnish, deliver, and install one KIP 7980 series four roll multi-function printing system with one KIP 2300 CCD Scanner, including one year of maintenance. The system is expected to be delivered by December 31, 2023.
Sourcewell (formerly NJPA) has a competitively bid contract with Toshiba, Inc., for copiers, printers, and multi-function devices with related supplies, accessories, and services. Proven IT, Inc. is a distributor for Toshiba. On May 19, 2011, the Board of Commissioners granted authority to participate in the NJPA purchasing cooperative. The contracts were established to enable all state agencies and authorized local governmental units to purchase current construction equipment during the contract period. The term of contract 030321-TOS began on May 6, 2021, and will expire on April 19, 2025.
This purchase order consists of the furnishing, delivery and installation of one KIP 7980 series four roll multi-function printing system with one KIP 2300 CCD Scanner, including one year of maintenance. The printer/scanner will be used by District staff at the Main Office Building Annex to replace an existing printer that has reached the end of its useful life. The printer/scanner is essential for printing and scanning construction plans and blueprints.
Proven IT, Inc. is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement (MPLA) was not included in this contract because the requirement does not fall under the provisions of the MPLA.
The Affirmative Action, Revised Appendix D and Appendix V, are not applicable to this requirement because it is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
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 recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order to Proven IT, Inc. in an amount not to exceed $50,830.00.
Funds are available in Account 101-50000-612800. Funds in Account 101-50000-634990 will be made available contingent on approval of a funds transfer also presented at this October 19, 2023 Board meeting.
Requested, Catherine A. O’Connor, Director of Engineering, CAO:KMF:MD
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 October 19, 2023