| Program Summary |
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| Description |
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Identification
| Reference Number: | 22015477 |
| Date First Offered | 06/27/2008 |
| Title: | DHS Mailing Equipment |
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| Agency Reference Number: | 223109 |
| Agency: | DHS - Human Services |
| Purchasing Agency: | DHS - Human Services |
| Purchasing Agency SPO: | Curtis Thompson |
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| Status: | Published |
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Overview
| Description and Specifications: |
| The Department of Central Management Services, Bureau of Strategic Sourcing and Procurement is giving notice of its intent to procure the following Pitney Bowes equipment: five each - DM900's, 58 each - DM550's and 62 each DM300's for rental for three years.
The basis for the Sole Economically Feasible Source procurement of this equipment is based on a compatibility issue with equipment currently in existence at the Department of Human Services. The procurement of equipment other than Pitney Bowes would jeopardize the ability for DHS to process mail up to 3/4" thick as allowed by the US Postal Service before a package becomes a parcel. Additionally, Pitney Bowes is the only vendor that markets equipment that will in-line process mail up to 5/8" thick.
Contract start date will be upon execution of contract, but no sooner than 7/11/2008. |
Key Information
| Notice Type: | Sole Economically Feasible Source |
| Published: | 06/27/2008 |
| Notice Expiration Date: | 07/11/2008 |
| Sole Source Only Justification: | The Department of Central Management Services, Bureau of Strategic Sourcing and Procurement, is giving notice of its intent to procure the following Pitney Bowes equipment: five each - DM900s, 58 each DM 550s and 62 each DM300s for rental for three years.
Further, none of the other vendors market products with a removable meter. To obtain postage refills, rate changes and system enhancements, they require a dedicated phone line or a wireless connection. DHS does not have the funding to install those dedicated phone lines. In addition, wireless is not totally secure and the inability to remove a meter eliminates the possibility of taking it to another site to process time-sensitive mail under the same appropriation funding source.
Finally, none of the other vendors offer true billing in arrears which the Agency switched to several years ago. Under our current format, we require the vendor to submit one monthly consolidated billing for all postage loads during the month and then allow 60 days from the date of the invoice to audit the billing and process payment before any interest accrues. All other vendors either require the use of an ACH Debit Account or a credit card (neither of which are allowed by the State) or start the interest from the date of the load.
Any vendor who believes it can meet all requirements of the Using Agency must submit a written letter demonstrating its qualifications and ability to perform in accordance with specifications and other requirements and at a price equal to or lower than the amount shown in this Notice. Any such challenge must be submitted in writing within 14 days of the date shown below and to the person identified below. Late challenges will not be considered. |
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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 |
| Does this solicitation include a BEP Requirement | No |
| Relevant Category: | Equipment |
| Total Amount of Award: | $1,645,848.00 (Total Dollar Value Only/Includes Any Renewal Options) |
| Estimated/Actual Value Description: | Agency Specific Contract |
| Length of Initial Term: | 36 |
| Contract Begin Date: | 08/01/2008 |
| Contract End Date: | 07/31/2011 |
| Renewal Terms: | 1-3 year renewal |
Bidder(s)
| Number of Responding Bidders: | 0 |
| Number of Unsuccessful Responsive Bidders: | 0 |
| Total Number Awarded: | 0 |
| Listing of All Bidders/Offerors Considered But Not Selected:
0 |
Vendor(s) Selected for Award
Notice Contact
| Name: | Cindy Krebs |
| Street Address: | 801 Stratton Bldg |
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| City: | Springfield |
| State: | IL |
| Zip Code: | 62706 |
| Phone: | 217-785-1638 |
| Fax Number: | 217-782-5187 |
| EMail Address: | Cindy.Krebs@illinois.gov |
Class Code
| Class Codes: | | 5081 Office Machines |
Attachments
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