TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 8, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 24-RFP-04, Lease One Digital, High-Speed Color Production Printing System and One Digital, High-Speed Monochrome Production Printing System with a Five-Year Repair, Supply and Maintenance Agreement with Konica Minolta Business Solutions U.S.A., Inc. in an amount not to exceed $438,544.80, Accounts 101-15000-612330 and 612800, Requisition 1616073 (As Revised)
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Konica Minolta Business Solutions U.S.A., Inc. (Konica) for leasing one color digital, high-speed printing system and one monochrome digital, high-speed printing system with a five-year repair, supply and maintenance agreement, and execute any documents in furtherance thereof.
The purpose of this agreement is to lease a color, high-speed printing system and a monochrome, high-speed printing system each with a five-year repair, supply and maintenance agreement for the District print shop. The project entails installing the new equipment and training print shop staff in the operation of the equipment. The scope of work also calls for the installation of web-to-print software to allow electronic transmission of print jobs to the print shop from a user’s desk, which supports the District’s paperwork reduction guidelines.
Contract 24-RFP-04 was advertised on April 24, 2024. Three hundred fourteen (314) firms were notified, with twenty-three (23) requesting proposals. Bid proposals were received on May 17, 2024, from the following three (3) firms: Canon Solutions America, Inc., Konica Minolta Business Solutions U.S.A., Inc. and Xerox Business Solutions.
The three proposals were reviewed and evaluated by a panel consisting of four members from General Administration and one each from Procurement and Information Technology. Proposals and presentations were rated on project understanding, approach to the work, compliance with the scope of work, technical competence, product support and cost of services.
Of the three firms that the District evaluated, Konica is the firm recommended. Konica presented an understanding of the project based on the District’s needs, complied with the scope of work, offered the best service level agreements, and presented the lowest cost of service of any proposer.
The agreement is scheduled to begin on September 9, 2024, and terminate on September 8, 2029.
The Diversity Section has reviewed the agreement and has concluded that the agreement should not contain goals for Affirmative Action participation goals because the products and types of services being solicited by this project are typically performed by a single firm, and do not provide practical opportunities for subcontracting.
Konica Minolta Business Solutions U.S.A., Inc. is registered to do business in, and is in good standing with, the State of Illinois.
Inasmuch as Konica understands the project based on the District’s needs, complies with the scope of work, demonstrates that they provide product support, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act, in an amount not to exceed $438,544.80, and execute any documents in furtherance thereof.
Funds for the 2024 expenditures in the amount of $29,237.00, are available in Account 101-15000-612330 and 612800. The estimated expenditures of $87,709.00; $87,709.00; $87,709.00, $87,709.00, and $58,471.80 for budget years 2025 through 2029 respectively are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Shellie A. Riedle, Administrative Services Officer, JRM:BA
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 August 8, 2024
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