Title
AUTHORIZATION TO ENTER INTO A CONTRACT FOR EQUIPMENT AND SERVICES FROM THE CITY OF CHICAGO CONTRACT
WITH CANON SOLUTIONS AMERICA, INC.
Body
To: The Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
It is recommended that an order be entered authorizing the General Superintendent and CEO or her designee to participate in the City of Chicago Contract 157717 dated June 1, 2021 with Canon Solutions America, Inc. for imaging equipment and services. Pursuant to Chapter XI, Section D. 7 of the Code of the Chicago Park District (CPD), the Deputy Director of Purchasing may participate in another governmental entity’s contract when doing so is in the best interest of the CPD. The amount of imaging equipment leased annually will depend upon requirements and shall not exceed budget appropriations for the applicable year.
II. Award Information
Contractor: Canon Solutions America, Inc.
225 West Washington Street
Suite 600
Chicago, Illinois 60606
Company Type: Corporation
Year Incorporated: 1974
Majority Interest: Canon U.S.A. 100%
Contract Period: 36 months (through May 31, 2026)
Contract Amount: Not to exceed $1,260,000 for the entire term.
Scope of Services: Contractor will supply leased imaging equipment, supplies, maintenance, and support for the CPD headquarters and other park locations.
Affirmative
Action Goals: The Minority and Women-Owned participation goals are established in the City of Chicago contract. A Goals Modification Request was granted by the City, and the goal is 15% Women Business-Owned Enterprise participation.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in any written agreement. Authorize the General Superintendent to execute the Agreement and the Secretary to attest to the signing of the Agreement and keep an original copy of the Agreement on file.
III. Budget and Financial Information
Budget Classification: Operating
Fiscal Year: 2023 - 2026
Source of Funds: 001.8230.8230.626020.00001.01.01.00001
IV. Procurement Information
Per the Chicago Park District Code, Chapter 11, Section D. 7(a)(i), when it is in the best interest of the CPD, the Deputy Director of Purchasing may use Cooperative Purchasing to join in another governmental entity’s contract.
In 2021, the City of Chicago (“City”) advertised a Request for Proposal (RFP) for Multifunction Devices (MFDs), Printers, and Related Services; evaluated proposals received and determined the Contractor to be qualified to perform the Services.
V. Explanation
There are 110 multifunctional devices districtwide that require service maintenance and supplies; many of these devices are of varying age and beyond useful life needing replacement. These multifunctional devices are being used to scan, print, fax, and photocopy documents in various sizes. Included are three high-volume, high-quality production printers being used by the Reprographics Center and one plotter currently located at the administration office. The production printers deliver the CPD’s custom printing needs ranging from business cards, posters, flyers, and booklets in color and black and white printed on various paper stock.
The CPD is currently on a limited extended lease. The administration building currently has 14 multifunctional devices that we highly recommend be upgraded for the move to the new headquarters. Canon has been a valuable, responsive partner who has delivered reliable and favorable results over the years. Accordingly, participating in this contract will allow the CPD to continue to benefit from economies of scale and, therefore, is in the best interest of the CPD.
V. General Conditions
1. Conflicts: The agreement shall not be legally binding on the Chicago Park District if entered into in violation of the provisions of 50 ILCS 105, the Public Officer Prohibited Activities Act.
2. Ethics: The Chicago Park District’s Ethics Code, Chapter III of the Code of the Chicago Park District, shall be incorporated into and made part of the agreement.
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 Park District may become liable in succeeding fiscal years pursuant to 70 ILCS 1505/17(i). The agreement shall contain a clause that any expenditure beyond the current fiscal year is subject to appropriation in the subsequent fiscal year budget.
4. Economic Disclosure Statement (“EDS”): Contractor has submitted a full and complete EDS.