Reference Number: 22032549
Request ID:14-82373
Date First Offered01/13/2014
Title:Amended Maintenance Agreement - Resident Tech

Agency Reference Number:B & H SS
Agency:DHS - Human Services
Purchasing Agency:DHS - Human Services
Purchasing Agency SPO:Christopher Flynn

Status: Closed


Description and Specifications:
Late in FY13, the Office of Business Services within the Department of Human Services ("OBS" and "DHS", respectively) obtained from the Illinos Office of the Comptroller ("IOC") two inserters – a Mailstar 500 and an Enduro. These inserters were no longer being utilized by IOC, but provided OBS with increased mail processing capacity with no purchase cost for the equipment. DHS seeks to amend its existing maintenance contract with Bell & Howell to add maintenance coverage on this equipment and address any breakdown or interruption in production adversely affecting the operating capacity of OBS' Mail Processing Unit ("MPU"). Prior to obtaining these inserters from IOC, the MPU was at maximum operational capacity of 25.7 million pieces of mail annually. The addition of the two inserters increased the capacity of the MPU by a minimum of 40,000 pieces per day (over 9 million pieces annually). Along with the increased capacity, the two inserters provide greater flexibility within the MPU for scheduling jobs and in the event of other equipment breakdowns.

A hearing is scheduled for January 29, 2014 at 2:00 p.m. at Stratton Building, Room 511, 401 S. Spring St., Springfield Illinois 62706 and at Suite 9-035, James R. Thompson Center, 100 W. Randolph St., Chicago, Illinois 60601. A sole source contract will be awarded on that date and the hearing will be canceled, unless an interested party submits a written request for public hearing by January 27, 2014.

If a public hearing is requested, the purchasing agency shall present testimony justifying the procurement method. Any interested party may present testimony for or against the sole source determination as described in this notice. The purpose of this hearing will be to receive information from the public as to whether award by sole source is appropriate and in accordance with the Illinois Procurement Code. Formal rules of evidence will not apply. Hearings may be recorded in order to aid in the production of minutes. Parties may submit written comments in lieu of attending the hearing. Written comments will be afforded the same weight as oral comments received at hearing.

Interested parties wishing to submit comments or request a hearing must do so in writing and submit their request to the Notice Contact. Request for a public hearing by an interested party or written comments shall be made by January 27, 2014 to the Notice Contact: Diana Boshell, 712 Stratton Office Building, 401 S. Spring, Springfield, IL 62706; E-mail: diana.boshell@Illinois.Gov; Phone: 217-524-7020.

A sole source contract where a hearing was requested by an interested party may be awarded after the hearing is conducted with the written approval of the Chief Procurement Officer.

Key Information

Notice Type:Sole Economically Feasible Source
Notice Stage:
Hearing Notice of Decision Upheld

Notice Expiration Date:02/12/2014
Sole Source Only Justification:Bell & Howell is a sole-source provider for this system – no other Vendor can provide parts, installation, and service within the current configuration of the MPU. In order to increase operating capacity with a different vendor, the MPU would need to purchase new proprietary equipment from an alternate source, costing the State of Illinois the purchase price of new equipment in addition to securing a new maintenance agreement with the alternate vendor as the sole source for those machines only. The Bell & Howell equipment in question was secured from the IOC at no cost to DHS/OBS.
Accordance with Admin Rule:< Compatibility of equipment, accessory, parts, or service is paramount consideration, < Critical changes to existing contract are necessary and best accomplished by contract holder

Professional & Artistic:No
Small Business Set-Aside:No

Does this solicitation contain a BEP or DBE requirement?:No

Does this solicitation contain a Veteran requirement?:

Relevant Category:Equipment

Total Amount of Award:$148,409.00 (Total Dollar Value Only/Includes Any Renewal Options)
Estimated/Actual Value Description:
Length of Initial Term:5
Contract Begin Date:02/03/2014
Contract End Date:06/30/2014
Renewal Terms:1


Number of Responding Bidders:1
Number of Unsuccessful Bidders:0
Total Number Awarded:1

Listing of All Bidders/Offerors Considered But Not Selected:
Source Selection:N/A

Vendor(s) Selected for Award
Vendor NameAmount of Award BEP Goal % DBE Goal %
Bell & Howell$148,409.000%0%

Notice Contact
Name: Diana Boshell
Street Address:712 Stratton Office Building
401 S. Spring
Zip Code:62706
Phone: 217-524-7020
Fax Number:217-557-9044

Class Code

Class Codes:S410 Office Machine Repair and Maintenance Services


NIGP Commodity/Service Code:


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