TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 16, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order to Canon Solutions America, Inc. for multi-function devices in an amount not to exceed $220,091.73, Account 101-27000-634810, Requisition 1609276
Body
Dear Sir:
Authorization is requested to issue a purchase order to Canon Solutions America, Inc. for multi-function devices. All systems and parts will be delivered by December 31, 2023.
The purpose of this purchase is to replace thirty-three (33) existing multi-function devices that are over seven years old. The new multi-function devices will provide copy, print, scan and fax capabilities to employees throughout the District. These devices will replace 51% of our existing fleet of multi-function devices in 2023. The life expectancy of a multi-function device is five years of normal usage. However, due to the reduction in utilization experienced during the pandemic we extended the life of our fleet by two full years.
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 contractor 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, Affirmative Action Ordinance Revised Appendix D and Appendix V are not applicable to the contract because it is primarily a furnish and deliver contract.
In view of the foregoing, it is recommended 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 $220,091.73.
Funds are available in Account 101-27000-634810.
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 16, 2023