R-324277 UPP CO Xerox signed.pdf

Change Order Request for Participation or Piggyback Contract

State of Illinois Chief Procurement Office General Services Change Order Request for Participation or Piggyback Contract v.25.1 Page 1 of 2

Section I - General Information

Requesting Agency DoIT - Innovation and Tech

Project Title JPMC PB Xerox Multi Functional Devices maint. srvc

Name of Cooperative NAPSO Name of Vendor Xerox, Inc.

Initial Term of Agency Contract 10/22/2024 - 07/31/2026 Initial Value 30,000,000.00

Purchase Method Participation Agency BidBuy PO# 25-448DOIT-INFOT-P-71153 Agency Change

Order Req #

27-448DOIT-ADMIN-

R-324277

Section II - Change Order Information

1. Provide the original contract description:

The original contract description is as follows, "DolT Intends to establish a statewide master contract via the Cooperative Purchase for State Participant for the purchase or lease of Digital Photocopy/Fax/Scanner/Printer (To be referred to as MFD Equipment), accessories, and supplies on an as needed basis. This contract is needed to supply the State of Illinois with MFD Equipment. DolT Intends to establish a Joint Purchase Master Contract (JPMC) that may be used by all governmental units and qualified not-forprofit agencies authorized to use statewide contracts In the State of Illinois."

2. Provide a detailed description and explanation for the change required:

This is to update the Illinois price work book for Xerox and extend the contract by 1 year. The original contract off the NASPO is expiring on 07/31/2026. NASPO has done a one year renewal on the original contract and The State of Illinois is following suit, by entering into an extension.

Xerox is a main manufacturer that can supply large multi-functional copiers to the State of Illinois (SOI) as well as repair them as needed.

The State of Illinois has a large footprint with Xerox and in the past three years over 225 orders have been placed off the JPMC contract.

Additionally, they are the only manufacturer of high volume printers for the SOI's print shops. There are still multi-year lease agreements with Xerox in place. Xerox also has a good working relationship with their BEP vendor, Revere Consulting Group. The SOI has been using Xerox, according to Bidbuy, since 2016 and continuing to utilize Xerox would provide the least amount of disruption to the state agencies and its citizens.

This is a JPMC with no maximum value, but there has been approximately $17,129,562.97 amount spent against the contract over the last 18 months, so the agency would estimate the aggregate value of orders over this one year extension period to be $11,419,708.65.

This estimated value of the extension term is purely for public transparency and does not represent a guaranteed or minimum spend throughout the extension term.

3. The completion date will be extended, shortened or remain the same.

3.1 Revised Completion Date 07/30/2027

4. The Cost will be increased, decreased or remain the same.

4.1 Revised cost Indef Qty; see above.

5. The circumstances said to necessitate this change was not reasonably foreseeable at the time the contract was signed.

Yes No The change is germane to the original contract as signed.

Yes No

State of Illinois Chief Procurement Office General Services Change Order Request for Participation or Piggyback Contract v.25.1 Page 2 of 2

APPROVAL SIGNATURES

Agency Purchasing Officer Approval I know and understand the contents of this Change Order Request and attest that all statements are true and correct.

APO Signature

Printed Name Chris Brinkmeyer Date 06/11/2026

State Purchasing Officer Recommendation Based on my review of the provided information, I agree with the requested change(s) for the following reason(s):

this current JPMC has been widely-used by DoIT and other agencies, stateside. Extending this contract avoids any disruptions in those service and allows for the continuation of monthly invoicing for the underlying lease agreements, all at a competitive price.

SPO Signature

Printed Name Joshua Sergent Date Jun 12, 2026

Unified Procurement Program Review and Recommendation Based on my review of the provided information, it is in the best interests of the State to allow the requested change(s) to the existing contract for the following reason(s):

it allows for the continued usage of, and invoicing for, these widely-deployed and integrated equipment and services that are required to conduct state business and serve its citizens.

UPP Representative's Signature

Printed Name Andrew Hennig Date Jun 12, 2026

Chief Procurement Officer Approval Based on my review of the provided information, I determine it is in the best interests of the State to allow the requested change(s) to the contract for the following reason(s):

allows to continue to use of the contract for much equipment currently being used to conduct state business.

Chief Procurement Officer's Signature

Printed Name Ellen H. Daley Date Jun 15, 2026

State of Illinois Chief Procurement Office General Services Change Order Request for Participation or Piggyback Contract v.25.1 Page of Section I - General Information Section II - Change Order Information

1. Provide the original contract description:

2. Provide a detailed description and explanation for the change required:

3. The completion date will be

4. The Cost will be

5. The circumstances said to necessitate this change was not reasonably foreseeable at the time the contract was signed.

The change is germane to the original contract as signed.

APPROVAL SIGNATURES

Agency Purchasing Officer Approval I know and understand the contents of this Change Order Request and attest that all statements are true and correct.

State Purchasing Officer Recommendation Based on my review of the provided information, with the requested change(s) for the following reason(s):

Unified Procurement Program Review and Recommendation Based on my review of the provided information, in the best interests of the State to allow the requested change(s) to the existing contract for the following reason(s):

Chief Procurement Officer Approval Based on my review of the provided information, I determine in the best interests of the State to allow the requested change(s) to the contract for the following reason(s):

6.5.0.20190320.2.935878.932721

Xerox is a main manufacturer that can supply large multi-functional copiers to the State of Illinois (SOI) as well as repair them as needed. The State of Illinois has a large footprint with Xerox and in the past three years over 225 orders have been placed off the JPMC contract. Additionally, they are the only manufacturer of high volume printers for the SOI's print shops. There are still multi-year lease agreements with Xerox in place. Xerox also has a good working relationship with their BEP vendor, Revere Consulting Group. The SOI has been using Xerox, according to Bidbuy, since 2016 and continuing to utilize Xerox would provide the least amount of disruption to the state agencies and its citizens.

This is a JPMC with no maximum value, but there has been approximately $17,129,562.97 amount spent against the contract over the last 18 months, so the agency would estimate the aggregate value of orders over this one year extension period to be $11,419,708.65. This estimated value of the extension term is purely for public transparency and does not represent a guaranteed or minimum spend throughout the extension term.