Crane Small purchase-Sole Source signed.pdf

This is a Small Purchase with Sole Source or Immediate Need Conditions document issued by the Office of the Secretary of State, Budget & Fiscal Management Department of Illinois. The obligation number is 27DM013006, and the contract is awarded to Crane Imaging Solutions Inc, the sole vendor capable of providing the required services in the immediate area.

The contract covers cleaning, maintenance, and repair services for microfilm imaging machines that were upgraded by the agency in FY24. Services include all service calls, travel, labor, and service parts necessary to maintain operational equipment. The estimated contract value is $3,314.00. The sole source justification is based on the fact that Crane Imaging Solutions provided the initial system upgrade and is the only qualified technician in the immediate geographic area capable of servicing these specialized machines. The agency has used this vendor for similar services within the past five years. The contract is necessary to prevent operational disruptions to the microfilm department, which provides time-sensitive documentation for administrative hearings and FOIA requests. The vendor offers an 8-hour turnaround time for service calls, whereas the next nearest technician is located in Missouri and may require weeks to respond.