TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 14, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Report on rejection of bids for Contract 08-418-11 Furnish and Deliver Fifty-Two (52) Multi-Functional Photocopier Devices and a Five-Year Repair Service, Supplies and Maintenance Agreement at Various District Locations, estimated cost $592,000.00
Body
Dear Sir:
On April 17, 2008, the Board of Commissioners authorized the Purchasing Agent to advertise for bids, Contract 08-418-11 Furnish and Deliver Fifty-Two (52) Multi-Functional Photocopier Devices and a Five-Year Repair Service, Supplies and Maintenance Agreement at Various District Locations.
In response to a public advertisement of June 11, 2008, a bid opening was held on July 1, 2008. The bid tabulation for this contract is:
DISTINCTIVE OFFICE PRODUCTS $404,211.40
IKON OFFICE SOLUTIONS, INC. $541,709.62
KYOCERA MITA AMERICA, INC. $573,158.20
RICOH BUSINESS SOLUTIONS/RICOH $575,311.98
AMERICAS CORPORATION
REGAL BUSINESS MACHIENS, INC. *$757,095.60
*corrected total
One hundred ninety-one (191) companies were notified of this contract being advertised and twenty-four (24) companies requested specifications.
A review of the bids submitted for Contract 08-418-11 revealed that the “Total bid Group A” did not include Items 5 and 6 (trade-in credit) in the calculation to determine the lowest bid for Group A. The Purchasing department discussed this matter with Law and it was determined that the bids should be rejected in the public’s best interest. The Purchasing Agent has notified all bidders of this action.
The contract will be reviewed prior to re-advertisement.
Respectfully Submitted, Darlene A. LoCascio, Purchasing Agent, DAL:SEB:klv