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REQUEST TO EXTEND THE TERM OF THE CONTRACT WITH CANON U.S.A., INC. (AS SUCCESSOR BY MERGER TO CANON SOLUTIONS AMERICA, INC.) FOR EQUIPMENT AND SERVICES DISTRICT-WIDE
SPECIFICATION NO. CITY-28364 FOR FIVE YEARS
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To: The Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
Pursuant to Chapter XI, Sections C.3.a, D.7.b.2 and D.7.b.3 of the Code of the Chicago Park District (the “Code”), the Director of Purchasing and the Director of Information Technology recommend, notwithstanding the lack of complete Economic Disclosure Statements, that the Board of Commissioners of the Chicago Park District (“Board”) authorize the General Superintendent or their designee to extend the contract (Specification No. CITY-28364 (the “Contract”) with Canon U.S.A., Inc. (as successor by merger to Canon Solutions America, Inc.) (the “Contractor”) for Equipment and Services District-Wide for five years.
II. Initial Award Information; Authorization
Date of Award: May 10, 2023 Board Meeting (authorizing a joint procurement under a City of Chicago contract)
Contractor Canon U.S.A., Inc. (as successor by merger to Canon Solutions America, Inc.)
Company Type: New York Corporation
Majority Interest: Canon Inc. 100%
Contract Period: The initial Contract period is through May 2026.
Contract Amount: Not to exceed $1,680,000 for the five-year extended term. Expenditures for services remain subject to annual appropriations and each year’s budget.
Scope of Services: Contractor will supply leased imaging equipment, supplies, maintenance, and support for the Chicago Park District headquarters and other park locations.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the extension agreement (the “Extension Agreement”). Authorize the General Superintendent or their designee to execute the Extension Agreement and the Secretary to attest as to the signing of the Extension Agreement and keep an original copy of the Extension Agreement on file. Pursuant to Chapter XI, Section D.7.b.2 of the Code, the Extension Agreement may extend the term of the Contract beyond that of the underlying City contract. Pursuant to Chapter XI, Section D.7.b.3 of the Code, the Extension Agreement may also amend the Contract to provide that (the underlying City contract notwithstanding) the Park District may continue to lease equipment from the Contractor to be serviced by the Contractor under the Contract through and including the fifth year of the five-year extended Contract term.
III. Performance to Date:
The Information Technology Department leases 110+ multifunctional devices districtwide including three high-volume, high-quality production printers being used by the Reprographics Center and one plotter currently located at the administration office. For the majority of the printers, the agreement includes the leasing of the devices with hardware support and maintenance as well as the coverage of supplies on demand. In the past we have utilized the devices past their life expectancy. These devices have been connected and powered 24 hours a day, seven days a week, for the past 7+ years and continue to perform reliably, showing a low percentage of service calls throughout the years.
IV. Current Expenditures:
Contract Start Date: May 2023
Contract End Date: May 2026
Contract Amount: $1,260,000
Payments to Date: $1,028,650.35 (81.638% as of 03/30/2026)
V. Current MBE/WBE Compliance
Current MBE: 0%
Compliance: WBE: 25%
Proposed MBE: 15%
Goals: WBE: 15%
For this proposed extension, the compliance goals are 15% MBE and 15% WBE participation.
VI. Explanation of Recommendation
The Director of Purchasing and the Director of Information Technology request the Board to authorize a five (5)-year extension of the Contract for a new Contract end date of 2031.
The Department of Information Technology requires Canon U.S.A., Inc. to supply leased imaging equipment, supplies, maintenance, and support for Park District headquarters and other park locations. Canon U.S.A., Inc. has been a valuable, responsive vendor who has delivered reliable and favorable results over the years.
Therefore, it is in the best interest of the Park District to extend the Contract for five (5) years.
VII. General Conditions:
1. Conflicts: No agreement authorized herein shall be legally binding on the Chicago Park District if
entered into in violation of the provisions of the Public Officer Prohibited Activities Act, 50 ILCS
105/0.01 et seq.
2. Ethics: The Extension Agreement shall contain a provision requiring compliance with Chapter III of the Code (“Governmental Ethics”).
3. Contingent Liability: Any agreement lawfully entered into for a period of more than one year
shall be executory only for the amounts for which the Chicago Park District may become liable in succeeding fiscal years pursuant to 70 ILCS 1505/17(i).
4. Economic Disclosure Statement (“EDS”): Contractor has submitted an EDS prior to submission to the Board. Section IV of Contractor’s EDS discloses a retained party but does not disclose the amount of that retained party’s fees as required by the EDS form. Contractor’s EDS also discloses that its 100% owner is Canon Inc. Canon Inc. has not submitted an EDS but has provided a copy of its most recent securities filing as contemplated by Rule 1(i) of the EDS rules issued by the General Counsel on February 17, 2026 pursuant to Chapter I Section D of the Code.