26IT103009 Xerox SSJF.pdf

This is a Sole Source Justification Form from the Illinois Secretary of State's Information Technology Department, seeking maintenance and usage coverage for Xerox Nuvera 288 printers. The contract is with Xerox Corporation for a term from July 1, 2025 to June 30, 2026, with an estimated value of $150,000. The form indicates this is a new sole source procurement for monthly service and image allowance for the Xerox Nuvera 288 printers currently in use across the agency's 25 office departments.

The purchase is justified as critical for the agency's operations, specifically for large bulk printing of mailings including renewal postcards and driver's license mailings. The agency has been using these printers for many years and requires continuous maintenance to prevent operational disruptions. The pricing is based on previous contract rates, with Xerox no longer under a master contract but able to provide competitive rates. The funding will come from State Appropriate Funds, and the agency notes that without this maintenance, they would lose the capability to print bulk mailings for the agency. The purchase history shows increasing contract values over the past several years, ranging from $20,707.96 in 2017 to $130,000 projected for 2024-2025.