IBML 27DM103013.pdf

This is a Small Purchase with Sole Source or Immediate Need Conditions form (Obligation Number: 27DM103013) issued by the Office of the Secretary of State, Budget & Fiscal Management Department of the State of Illinois. The purchase involves Imaging Business Machines, L.L.C. (IBML) as the sole vendor.

The purchase covers a hardware maintenance agreement for Raptor and TRP scanners with an estimated value of $28,701.40. IBML will maintain the equipment in good operating condition and provide services including labor, repairs, replacement parts (excluding consumables), adjustments, and monthly preventive maintenance such as testing, cleaning, lubrication, and adjusting of replacing parts as needed. The sole source justification is based on proprietary Intelliscan Universal Scanner Control software that is exclusively developed and supported by IBML, making IBML the only vendor capable of providing complete service for these scanners. The agency previously purchased the scanners from J & B Software in 2023, which subsequently sold the scanner manufacturing unit to IBML. The maintenance agreement is deemed necessary to maintain operational continuity, as equipment failure would require manual processing of mail remittance renewals and significantly delay registration sticker distribution and annual business reports.