TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 6, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Issue purchase order and enter into an agreement with Bradford Systems Corporation for Contract 25-RFP-17, Scanning Services, in an amount not to exceed $470,773.62, Account 101-15000-612090, Requisition 1637006
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Bradford Systems Corporation for scanning services.
This request for proposal Contract 25-RFP-17 is to provide scanning to USB flash drives with a resolution requirement of 600 dpi, as well as pickup and delivery services to designated District facilities.
Contract 25-RFP-17 was advertised on April 17, 2025. Bid proposals were received on June 27, 2025, from the following six (6) firms: Bradford Systems Corporation, Canon U.S.A, Inc., Chicago Records Management, Cross Rhodes Print & Technologies, Microsystems, Inc., and MJS Design & Build.
The six proposals were reviewed and evaluated by a panel consisting of one member each from Procurement, General Administration, and Maintenance & Operations. Proposals and presentations were rated on project understanding, compliance with the scope of work, approach to the work, technical competence, and cost of services.
From the six firms evaluated by the District, Bradford Systems Corporation is the recommended vendor. Bradford Systems demonstrated a clear understanding of the project aligned with the District’s needs, fully complied with the scope of work-particularly regarding resolution requirements-showed a strong commitment to exceptional customer service, and submitted a bid approximately 34.2% below the original not-to-exceed value. In addition, the firm made good-faith efforts to meet the Affirmative Action goals established for this RFP and properly submitted the required commitment forms and waiver request form.
For Contract 25-RFP-17, the established Affirmative Action goals were 20% Minority Business Enterprises (MBE), 10% Women Business Enterprises (WBE), and 3% Veteran Business Enterprises (VBE). Bradford Systems Corporation exceeded the MBE goal by committing to 26.5% participation through Veterans in Staffing and met the full 3% VBE goal through the same firm. The firm committed to 3.19% WBE participation through MDI Transportation and was granted a partial waiver for the remaining portion of the WBE goal. The Diversity Section reviewed and approved Bradford Systems Corporation’s participation plan and waiver request, confirming that the firm has met the requirements of Appendix A and Appendix V.
The agreement is scheduled to begin on January 1, 2026, and terminate on December 31, 2028.
Bradford Systems Corporation is registered to do business in, and is in good standing with, the State of Illinois.
Inasmuch as Bradford Systems Corporation demonstrated a clear understanding of the District’s needs and fully complied with the scope of work, it is recommended that the Director of Procurement and Materials Management be authorized to issue them a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act, in an amount not to exceed $470,773.62.
The estimated expenditures for 2026, 2027, and 2028 are $150,000.00, $156,924.54, and $163,849.08, respectively. Funds are being requested in Account 101-15000-612090 and are contingent upon the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Shellie A. Riedle, Administrative Services Officer, CO:VA
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Precious Brady-Davis, Chairperson, 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 6, 2025
Attachment