Renewal of Maintenance contact of Xerox Copier D125 and Server

The State of Illinois, specifically the Office of the Secretary of State, has awarded a sole source procurement contract to Xerox Corporation for maintenance services of a D125 Copier/Printer and Freeflow Print Server located in the Quick Copy Center. The contract, identified as 26-350SOS-COMM3-P-85276, covers a one-year period from August 19, 2025, to August 18, 2026, with an annual contract value of $10,740.00. The maintenance agreement includes a Supply Maintenance-Cost Per Copy Plan for the D125 Copier/Printer at $845.00 per month and a Freeflow Print Service component at $50.00 per month.

The procurement is classified as a small purchase with sole source conditions, necessitated by Xerox being the exclusive maintenance service provider for the specific equipment. The contract ensures continued operational capability of the existing printing infrastructure, with the agency planning to maintain the current machine until a replacement decision is made. The procurement documents indicate no anticipated excess print costs and include provisions for streamlined contract renewal through multiple submission channels such as online, email, fax, and US mail.