TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 16, 2026
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Executive Director
Title
Authority to decrease purchase order with Canon Solutions America, Inc. for maintenance and supplies of multifunctional photocopier devices and printers in an amount of $204,596.16, from an amount of $579,513.04, to an amount not to exceed $374,916.88, Account 101-27000-612810, Purchase Order 3116827
Body
Dear Sir:
On December 2, 2021, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with Canon Solutions America, Inc. for maintenance and supplies of multifunctional photocopier devices and printers under the City of Chicago contract 157717, in an amount not to exceed $991,683.97. The contract expired on May 30, 2026.
As of July 2, 2026, the attached list of change orders has been approved.
Original Contract Amount $991,683.97
Date of Board Approval 12/2/2021
Cumulative Change Order (2/01/2024) ($412,170.93)
% Change of Original Contract Value (41.56%)
Current Contract Value $579,513.04
Requested Increase or Decrease ($204,596.16)
New Contract Value $374,916.88
% Change of Current Contract Value (35.30%)
Total % Change of Original Contract Value (62.19%)
This decrease is due to the expiration of the underlying City of Chicago contract 157717.
This change order is in compliance with the Illinois Criminal Code since the change is due to circumstances not reasonably foreseeable at the time the contract was signed and is in the best interest of the District.
It is hereby recommended that the Board of Commissioners authorize the Director of Procurement and Materials Management to execute a change order to decrease the purchase order in an amount of $204,596.16 (35.30% of the current contract value), from an amount of $579,513.04, to an amount not to exceed $374,916.88.
Funds will be restored to Account 101-27000-612810.
Requested, Sean T. Kelly, Director of Information Technology, STK:JR:uu
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 July 16, 2026
Attachment