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Public Higher Education Bulletin

Western Illinois University
SoleSource #S012420

Announcement of a Sole Source Purchase

This procurement has been cancelled
Published Thursday June 11, 2020
Pursuant to the sole source hearing recommendation from CPO Ben Bagby.
The hearing has been modified
Published Wednesday June 3, 2020
Please find attached the sole source hearing recommendation from CPO Ben Bagby.
The Chief Procurement Officer for this procurement is now Ben Bagby.
The State Purchasing Officer for this procurement is now Catherine Bradbury.
First published Tuesday, May 12, 2020
The University intends to award a contract for Managed Multifunction Device Buyout & Maintenance to Ricoh USA Inc, St Louis, MO, for an estimated $140,000.
The University has a need to maintain and buyout the existing fleet of multi-function devices (MFDs) already on WIU's campus. This is needed to significantly reduce costs, maintain the existing fleet of managed MFDs at or above the existing service levels, own the MFD fleet at contract end, and avoid a large, one-time expenditure. The end result of this extension and buyout would reduce costs significantly over the 24-month period. The university, on information and belief, has concluded that only one vendor can meet its need or can meet the need economically. That vendor is Ricoh USA Inc. The university has provided detailed justification to support its conclusion as shown on the attached Sole Source Justification Form. Although the university has presented this as a sole source procurement, we are seeking competitive information from firms with the capability of meeting the university?s need (even if performed in a manner different from what has been presented) to contact us and provide sufficient information to show the need can be met. If we receive that information, the Chief Procurement Officer will offer a public hearing to consider the matter. Hearing information is described below.
The University has determined that this purchase is only economically available from this source because the University does not have the financial resources to source a new replacement fleet of MFDs for the entire WIU campus.

For instructions on how to obtain a comprehensive purchase description, disclosure or contract forms, contact:
Lora Lidaywa
Western Illinois University
Sherman Hall 227
1 University Circle
Macomb, IL 61455
Phone: (309) 298-1819
FAX: (309) 298-1927
Chief Procurement Officer - Ben Bagby
State Purchasing Officer - Catherine Bradbury

We will hold a public hearing at the date, time and location specified below, if we receive a request to testify regarding the sole source determination. We will also hold a hearing if any vendor submits a signed statement showing the capability to provide the stated supplies/services at or below the amount indicated.

The public hearing allows any interested party the opportunity to testify for or against the sole source determination as described in this notice. The purpose of the hearing is to receive information from the public in a reasonable manner. Formal rules of evidence will not apply. The hearing officer will produce minutes of the hearing and may record it in order to aid in the production of the minutes. After conclusion of the hearing we will decide whether the sole source determination was appropriate.

We must receive any request to testify and any vendor statement no later than the registration date and time indicated below. If we do not receive a timely request or statement, we will not hold the hearing. We reserve the right to cancel the procurement prior to any scheduled hearing. Please confirm the status of the hearing with the Hearing Contact.

Hearing Details

May 27, 2020
9:00 AM
Stratton Building
Room 511
401 S. Spring Street
Springfield, IL

Hearing Contact:
Catherine Bradbury
Phone:(217) 993-2327
Additional Information: All sole source hearings under the jurisdiction of the Chief Procurement Officer for Higher Education will be conducted by tele-conference only until the in-person option is reinstated.
Potential participants are requested to call ahead to verify location and get directions. Date, time, and location are subject to change and/or cancellation. It is the responsibility of potential participants to confirm these details prior to attendance.

Registration Deadline:
May 22, 2020
Register with:
Catherine Bradbury
Phone:(217) 993-2327

The State of Illinois has a policy to encourage prospective vendors to hire qualified veterans, minorities, females, persons with disabilities and ex-offenders.

Bulletin Navigation

To obtain documents, log on:
Sole Source Justification
  • S012420.pdf (763 KB)
Sole Source Justification Part 2
  • S012420Part2.pdf (31 KB)
  • wiusolesourcedetermination.pdf (68 KB)
Other Public Documents
  • S012420MFDfeatures.xlsx (12 KB)
  • S012420MFDusage.xlsx (33 KB)