Renewal entered into with:
Vendor: Watts Copy Systems
Amount: An estimated $32,000
Renewal: 2nd of 3, 7/1/2008 through 6/30/2009
Pricing Changes: None
Service/Product Changes: None
Comments: In reviewing the bid document, JM805 Copiers for UIS Campus, for the Fiscal Year 2009 renewal, a mistake was discovered in the original posting and subsequent renewals posted for this bid. The actual initial period listed in the bid is July 1, 2004 through June 30, 2007 with three one-year renewal periods. Throughout the entire six year period of the bid, there were to be no increase in prices.
The original posting of the bid stated the initial period as July 1, 2004 to June 30, 2005 with three one- year renewal periods. No price increases have been posted.
The full intent of the original contract has been maintained throughout the bid period. The vendor has signed a renewal letter that was sent to them from the Purchasing Department for three years, possibly assuming that was our regular process. According to the bid submitted by the vendor the initial period is for three years with three potential renewals, a total potential six year contract.
Two renewals have been exercised (fiscal year 2008 and now fiscal year 2009) with one renewal remaining (fiscal year 2010).
The University award process may be delayed up to thirty days as this award goes through a state approval process.