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Home My WebLink AboutResolutions - 2026.04.30 - 42878 AGENDA ITEM: Exception to Purchasing Policy – Contract Extension with IdentiSys Inc. for Concealed Pistol License (CPL) Card Printers, Maintenance, and Consumables DEPARTMENT: Clerk/Register of Deeds MEETING: Board of Commissioners DATE: Thursday, April 30, 2026 6:00 PM - Click to View Agenda ITEM SUMMARY SHEET COMMITTEE REPORT TO BOARD Resolution #2026-6504 Motion to approve the contract exception submitted pursuant to Section 2400.6 of the Oakland County Purchasing Policy and authorize the extension of the existing contract, including a contract with IdentiSys Inc. for the Clerk/Register of Deeds – County Clerk Division through March 16, 2027 for Concealed Pistol License (CPL) card printers, maintenance, and consumables. ITEM CATEGORY SPONSORED BY Exception to Purchasing Policy Gwen Markham INTRODUCTION AND BACKGROUND For the Vital Records Division of the Clerk/Register of Deeds department, IdentiSys Inc. supplies the printers, maintenance and consumables that create Concealed Pistol License (CPL) cards. The contract expired 3/16/26 but has over one year of maintenance services remaining for the printers included in the contract. It would be better use of county resources to issue a full request for proposals for these services after the maintenance warranty expires in May 2027. IdentiSys is the only vendor of custom CPL foil card stock approved by the Michigan State Police and includes. Accordingly, IdentiSys also has a contract with the Michigan Association of County Clerks to provide the unique card stock to all the County Clerk offices. Additionally, IdentiSys is the only entity authorized to sell and service the CPL card printers (Entrust Sigma ID3 printers, CD880 printers) and provide the corresponding supplies. FISCAL IMPACT: No Budget Amendment Needed Committee members can contact Barbara Winter, Policy and Fiscal Analysis Supervisor at 248.821.3065 or winterb@oakgov.com or the department contact persons listed for additional information. CONTACT Jennifer Howden Frederick Miller, Deputy Clerk Register of Deeds ITEM REVIEW TRACKING Aaron Snover, Board of Commissioners Created/Initiated - 4/30/2026 AGENDA DEADLINE: 04/30/2026 6:00 PM ATTACHMENTS 1. 009027_02 Identisys Inc - signed 2. Bid Exception Form COMMITTEE TRACKING 2026-04-23 Finance - Recommend to Board 2026-04-30 Full Board - Adopt Motioned by: Commissioner Gwen Markham Seconded by: Commissioner Christine Long Yes: Ann Erickson Gault, Marcia Gershenson, Robert Hoffman, Brendan Johnson, Karen Joliat, Christine Long, Penny Luebs, Gwen Markham, William Miller III, Angela Powell, Robert Smiley, Michael Spisz, Linnie Taylor, Philip Weipert, David Woodward (15) No: Charles Cavell, Kristen Nelson (2) Abstain: None (0) Absent: Michael Gingell, Yolanda Smith Charles (2) Passed AMENDMENT OF CONTRACT 009027 Page 1 Rev September 2023 Clerk KJW AMENDMENT OF CONTRACT 009027 AMENDMENT 02 AMENDMENT DATE: March 4, 2024 This AMENDMENT OF CONTRACT (hereafter this "Amendment") is made and entered into by and between the Contractor named and identified below, (hereafter “Contractor”) and the COUNTY OF OAKLAND (hereafter “County”) whose address is 2100 Pontiac Lake Rd, Waterford, MI 48328. CONTRACTOR ADDRESS Identisys Inc 7630 Commerce Way Eden Prairie, MN 55344 Vendor Number: 07156 The County and Contractor agree and acknowledge that the purpose of this Amendment is to modify as provided herein and otherwise continue the present contractual relationship between the Parties as described in their current contract with the same contract number as above. In consideration of the extension of the mutual promises, representations, assurances, agreements, and provisions in the Contract and this Amendment, the adequacy of which is hereby acknowledged by the Parties, the County and Contractor hereby agrees to amend the current Contract as follows: 1.0 The County and Contractor agree that any and all defined words or phrases in the current Contract between the parties will apply equally to and throughout the amendment. 2.0 The Parties agree that any and all other terms and conditions set forth in the current Contract between the Parties shall remain in full force and effect and shall not be modified, excepted, diminished, or otherwise changed or altered by this Amendment except as otherwise expressly provided for in this Amendment. 3.0 Description of Change: 3.1 The Contract Expiration Date is changed from 02/28/2024 to 03/16/2026. 3.2 The Not to Exceed (NTE) amount is increased by $20,162.00 - As per QUOTATION # 2024-13760 AMENDMENT OF CONTRACT 009027 Page 2 Rev September 2023 For and in consideration of the mutual assurances, promises, acknowledgments, warrants, representations, and agreements set forth in the Contract and this Amendment, and for other good and valuable consideration, the receipt and adequacy of which is hereby acknowledged, the undersigned hereby execute this Amendment on behalf of the County, and Contractor and by doing so legally obligate and bind the County and Contractor to the terms and conditions of the Contract and this Amendment. THE CONTRACTOR: SIGN / DATE: Identisys Inc THE COUNTY OF OAKLAND: SIGN / DATE: Scott N. Guzzy, CPPO, MBA, Purchasing Administrator cmk Jeff C. Gould (Mar 4, 2024 15:10 EST) Jeff C. Gould Scott Guzzy (Mar 4, 2024 16:13 EST) IdentiSys, Inc. 7630 Commerce Way Eden Prairie, MN 55344 888-437-9783 QUOTATION # 2024-13760 ISSUANCE DATE: 02/20/2024 EXPIRATION DATE: 03/21/2024 PREPARED FOR Jennifer Howden Oakland County Clerk 1200 N. Telegraph Rd., Pontiac, Michigan, 48341 248-858-2944 howdenj@oakgov.com PREPARED BY Jeff Gould IdentiSys, Inc. 7630 Commerce Way Eden Prairie, MN 55344 248-765-1673 Jeff_Gould@identisys.com QTY DESCRIPTION UNIT PRICE TOTAL PRICE 3 IdentiSys Evolis Primacy 2 SE Duplex Card Printer with 3yrs IdentiSys FullCare $ 3,250.0000 $ 9,750.00 3 FullCare Onsite Printer Change Out - Setup, Configuration, End User Training - INCLUCED $ 0.0000 $ 0.00 3 Yr1 FullCare Onsite Warranty and Preventative Maintenance Plan - INCLUDED $ 0.0000 $ 0.00 3 Yr2 FullCare Onsite Warranty and Preventative Maintenance Plan - INCLUDED $ 0.0000 $ 0.00 3 Yr3 FullCare Onsite Warranty and Preventative Maintenance Plan - INCLUDED $ 0.0000 $ 0.00 224 YMCKOK Full Color/Black Back Ribbon Kit - 200 Prints $ 50.5000 $ 11,312.00 3 TRADE IN CREDIT on CD880's $ -300.0000 $ -900.00 SUB TOTAL $ 20,162.00 GRAND TOTAL $ 20,162.00 Comments Thank you for the opportunity to do business with you. This is an option to upgrade to 3 new printers with fresh 3yr FullCare coverage. The Primacy2 SE is a proven platform, and the SE version was just recently released, so it will be supported for quite some time. Financially it makes sense to make this change: Ribbon Cost Ribbon pricing now on these new printers is down to 25 cents per card, compared to 37 cents per card on your current printer. You'll save $5,328 on the 1st year supplies on an annual volume of 44,800 cards. FullCare/Maintenance Costs This also gives you three more years of FullCare Onsite Warranty and Preventative Maintenance coverage, until 2027. As it stands now, you are FullCare covered until April 1st, 2024. Annual FullCare renewals at that point are estimated to be $750 until April 2025, and $775 until April 2026, and $800 until 2027. This is on a per printer basis. You'll save around $4,500 on maintenance through April 2027 by making this change. Brand New Hardware, Zero Card Counts You'd have 3 brand new printers with zero miles on the odometers! Link to our page on the 2 SE Printers: Evolis Primacy 2 SE Duplex ID Card Printer (identisys.com) Link to the cutsheet for the 2 SE Printers: primacy-2-se.pdf (identisys.com) Terms & Conditions Upon accepting this quote, customer is subject to IdentiSys Terms of Use and Sale. IdentiSys does not accept any terms and conditions attached to a customer’s purchase order. To find a complete list of IdentiSys’ terms, please go to http://www.identisys.com/terms-of- use-and-sale/ Pricing above does not include applicable taxes, shipping or handling. F.O.B. Shipping Point. No returns, unless deemed a defective product or error by IdentiSys. All approved returns require an RMA#. Standard Payment Terms: Invoice Due Upon Receipt with credit application approval. Payment by credit card after the order is invoiced may result in a 3% fee Customer Acceptance Signature 1611828290297_s_ph REV 201/01/2FME Return to Agenda PURCHASING DIVISION CONTRACT EXCEPTION REPORT EXCEPTION: NOT COMPETITIVELY BID DEPARTMENT: DIVISION MANAGER: PHONE #: CONTRACT ADMIN: PHONE #: DOCUMENT #: DURATION OF SERVICES: PURCHASE AMOUNT: VENDOR NAME: SERVICES / COMMODITY: THE ABOVE SECTION WILL HOLD 500 CHARACTERS. ATTACH ADDITIONAL PAGE IF NEEDED DESCRIPTION OF SERVICE OR PRODUCT:Provided By Using Department THE ABOVE SECTION WILL HOLD 900 CHARACTERS. ATTACH ADDITIONAL PAGE IF NEEDED REASON FOR EXCEPTION:Provided By Using Department THE ABOVE SECTION WILL HOLD 900 CHARACTERS. ATTACH ADDITIONAL PAGE IF NEEDED I ACKNOWLEDGE THIS EXCEPTION REPORT IS BEING SUBMITTED TO THE FINANCE COMMITTEE DATE SIGNED BY DIRECTOR OR ELECTED OFFICIAL PRINT NAME AND TITLE BUYER: REPORT DATE: REPORT TITLE:3/30/26 Clerk/Register Jennifer Howden 248-858-2944 Identisys For the County Clerk Division of the Clerk/Register of Deeds department, Identisys supplies the printers, maintenance and consumables for printers that create Concealed Pistol License (CPL) cards. For the County Clerk Division of the Clerk/Register of Deeds department, Identisys supplies the printers, maintenance and consumables for printers that create Concealed Pistol License (CPL) cards. There are multiple reasons for the exception. The contract that recently expired still had one year left of maintenance for our three printers, the date in the email states the expiration is 5/12/27 (see email with attached sales invoice). It would be better use of resources to bid these services after the maintenance warranty expires. Additionally, I have been made aware in the past that Identisys is the only Michigan State Police approved vendor for the card stock. I have been unable to locate the documentation that reflects the sole-source, but have asked the State Police to forward to me when they can. Identisys also has a contract with the Michigan Association of County Clerk's to provide the card-stock to the County Clerk offices (see attached). On top of this, Identisys has provided a Letter of Confirmation from Entrust (attached) that states, "IdentiSys, along with its LINSTAR, CAPTURE TECHNOLOGIES, and GEBCO divisions, is the only partner authorized to sell and service Entrust Sigma ID3 printers, CD880 printers, and corresponding supplies pursuant to the terms of its Reseller agreement with Entrust" Identisys Inc CON00009027 3/16/27 /s/ J. Howden 3/30/26 Jennifer Howden, Chief Deputy County Clerk REV 2011/01/25 Guideline for Submissions Description of Services or Product: Your description must contain sufficient details to clearly describe the service or product purchased without the reader needed to conduct additional research or questions to clarify. Your description needs to be clear and to the point. Reason for Exception: Your reason must convey any unusual or unique circumstances that prevented your department / division from utilizing established purchasing policies and procedures. Were there any mandates, restrictions or time table requirements? Incomplete descriptions or reasons will be returned to the submitting department / division for additional details. Department / Division Representative: A department / division representative is expected to attend the Finance Committee meeting to answer any questions the committee may have.