| Bowe Bell/Howell Mailing Machine Maintenance |
| Program Summary |
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| Description |
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Identification
| Reference Number: | 22014654 |
| Title: | Bowe Bell/Howell Mailing Machine Maintenance |
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| Agency Reference Number: | 09-C-18 |
| Agency: | DES - Employment Security |
| Purchasing Agency: | DES - Employment Security |
| Purchasing Agency SPO: | Barry Isaacson |
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| Status: | Published |
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Overview
| Description and Specifications: |
| This is a Sole Source Contract Award to Bowe Bell & Howell for DES' Mailing Machine Maintenance, to enable DES to continue timely and efficiently mailing of unemployment insurance checks. |
Key Information
| Notice Type: | Sole Source |
| Published: | 04/08/2008 |
| Notice Expiration Date: | 04/22/2008 |
| Sole Source Only Justification: | This is a sole source procurement with Bowe Bell & Howell for mailing machine repair and maintenance of IDES' Bowe Bell & Howell mailing equipment.
IDES uses this maintenance contract and continues to need the service provided by the maintenance contract, in order for IDES to mail high volumes of unemployment checks and direct deposit statements to our customers, in accordance with required processing deadlines. During the last calendar year 2008 we processed and mailed an estimated 24,902,000 unemployment checks and direct deposit statements.
For FY 2008, a twelve month contract was executed between Bowe Bell & Howell and IDES for this contract. This contract was procured as a sole source.
Bowe Bell & Howell is the manufacturer of the inserting and mailing equipment, and as such, has factory trained technicians and original equipment manufactured (OEM) parts for the equipment. There are no third parties approved or supported by the manufacturer to perform maintenance services on Bowe Bell & Howell equipment within the State of Illinois. Due to the patent on Bowe Bell & Howell equipment, accessories, replacement parts and services it is paramount consideration to the trade secret service on Bowe Bell & Howell diagnostic software.
Research was performed by Knowledge Management Research Response confirming no third parties approved to perform the maintenance on this equipment.
Bowe Bell & Howell has specified that it does not support any third party service provider in the Illinois, nor do they provide prints for the equipment covered by this agreement, training or any other support to third party providers. CMS Knowledge Management has confirmed that only Bowe Bell & Howell services its mail equipment.
Bowe Bell & Howell charges a "list" price that most of its customers are paying for this service. The current annual list price for the maintenance on this equipment is about $127,600.00. The price is usually increased by 10% each year, last year the list price was about $ 116,000.00. The price offered to IDES is generally $ 2,000.00 to $ 3,000.00 less.
If IDES does not contract with Bowe Bell & Howell for this maintenance contract, the equipment covered by this contract would still require preventive maintenance, without which service level issues will result. BBH would provide service at a time and material rate. Those rates are substantially higher than the contract rates. For both emergency services and preventive maintenance calls, IDES would have to wait for a technician to respond from other areas of the state. Preventive maintenance may not be able to be scheduled at the most opportune time, for IDES check processing.
Late issuance of the unemployment checks for our customers and direct deposit statements will lead to lack of compliance with federal mandates and increased workloads for staff at local offices to answer inquiries from unemployment program customers. |
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| Accordance with Admin Rule: | Compatibility of equipment, accessory, parts, or service is paramount consideration |
| Professional & Artistic: | No |
| Small Business Set-Aside: | No |
| Relevant Category: | General Services |
| Total Amount of Award: | $125,600.00 (Total Dollar Value Only/Includes Any Renewal Options) |
| Estimated/Actual Value Description: | This is an estimated total dollar value for Bowe Bell & Howell Mailing Machine Maintenance. |
| Length of Initial Term: | 12 |
| Contract Begin Date: | 07/01/2008 |
| Contract End Date: | 06/30/2009 |
| Renewal Terms: | N/A |
Bidder(s)
| Number of Responding Bidders: | 1 |
| Number of Unsuccessful Responsive Bidders: | 0 |
| Total Number Awarded: | 1 |
| Listing of All Bidders/Offerors Considered But Not Selected:
N/A |
Vendor(s) Selected for Award
Notice Contact
| Name: | Marilyn Faulkner-Fisher |
| Street Address: | 33 South State Street |
| | 10th Floor |
| City: | Chicago |
| State: | IL |
| Zip Code: | 60603 |
| Phone: | 312-793-9639 |
| Fax Number: | 312-793-4875 |
| EMail Address: | Marilyn.Faulkner@illinois.gov |
Class Code
| Class Codes: | | S410 Office Machine Repair and Maintenance Services |
Attachments
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