Requestion for Quote.pdf
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- Attached to
- SP with Sole Source: Laserfiche software, TKB
- Solicitation number
- 26-446DOI-FINAD-B-51372
- Issued by
- Illinois
About this file
This file contains a Request for Quote email correspondence and renewal proposal between the Illinois Department of Insurance (IDOI) and TKB Associates, Inc. regarding Laserfiche enterprise content management software. IDOI is requesting an individual quote for Laserfiche licensing to cover the contract period of July 1, 2026 through June 30, 2027, as the previously joint purchase agreement with the Illinois Department of Financial and Professional Regulation (IDFPR) will no longer be in effect. The quote encompasses 186 Named User licenses for Laserfiche RIO, Records Management Edition annual support, Quick Fields Core modules, Scan Connect 10 Pack, and SDK annual support. The request was submitted on December 8, 2025, with an expedited timeline needed due to the anticipated 4-5 month State Purchasing Office approval process for sole-source procurement. IDOI indicated a preference for a two-year contract term if possible to reduce administrative burden and maintain service continuity.
The renewal proposal dated December 19, 2025, provided by TKB Associates quotes a total investment of $34,784.45 for IDOI's independent account, reflecting a 10% discount applied to the itemized licensing and support costs. The pricing is based on the specific license counts and modules currently used by IDOI under the previous joint agreement. Payment must be received by August 14, 2026 to avoid reinstatement fees, with the current LSAP plan expiring June 30, 2026. IDOI acknowledged that transitioning from the joint purchase arrangement to an independent account would result in increased costs, necessitating sole-source approval from the State Purchasing Office. TKB Associates indicated that potential changes to the repository infrastructure, SQL database management, or image relocation may require additional professional services, though final determination was deferred pending further discussion.
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From: jbreitbarth@tkbassociates.com To: Shrestha, Neha Cc: Underwood, Michael; Ouzidane, Amin Subject: [External] RE: Request for Individual Quote and Account for IDOI: Laserfiche Date: Friday, December 19, 2025 10:23:52 AM Attachments: image001.png image002.png Est_2761_from_TKB_Associates_Inc._21132.pdf
Hi Neha, Attached is the Laserfiche renewal proposal assuming IDFPR is not going to renew their part, and DOI would assume the agreement independently with the licensing they currently have. Not sure if this change would require any professional services with the moving of the repository, SQL database, or images as they currently reside if IDFPR is no longer apart of this but we can determine that later. Let me know if there are any questions.
Happy Holidays!
Jerry Breitbarth Document Management Specialist
TKB Associates, Inc.
9459 Enterprise Drive Mokena, IL 60448
(708) 478-4100 office (708) 478-4167 fax E-mail: jbreitbarth@tkbassociates.com Website: www.tkbassociates.com
Website: www.laserfiche.com "Laserfiche creates simple, elegant enterprise content management solutions"
From: Shrestha, Neha <Neha.Shrestha2@Illinois.gov> Sent: Thursday, December 18, 2025 11:04 AM To: jbreitbarth@tkbassociates.com Cc: Underwood, Michael <Michael.Underwood@Illinois.Gov>; Ouzidane, Amin <Amin.Ouzidane@Illinois.gov> Subject: Request for Individual Quote and Account for IDOI: Laserfiche
Hi Jerry, mailto:jbreitbarth@tkbassociates.com mailto:Neha.Shrestha2@illinois.gov mailto:Michael.Underwood@Illinois.Gov mailto:Amin.Ouzidane@Illinois.gov http://secure-web.cisco.com/1m7p6PbM8jqOYhKz_eQR_uLRJnE0Q48kcKbMADgowA6z-Gi6ogWG3KSWvJ7K1t1jDSy3ff-t_RzUl-xtxpiqje1EYbURQaCqJvbXHUOArc_-M0ZjAUlvMK6iZOHPKymQ6m3DI174hLJbWcU1UbwxbXnqAk5UMpeZK_Iu89slgjdhcdRoTfCc7Rb0kh_kev6Z-edrnB4bbiGLH0khhgiRLBiGagfe3Y6CnvEFna8o8xSgNmiPrRMliqbUPQhlSgYhzNcEVVNfHZAwZPk90UvnpBwGPHGur9WE31AbU5L_L5VFAI10ocoC3sFraVUmrNv1Fldyddkzw5U6SQB6acpFfDAYWV_7dgKHYkJL1RDkbd8I3LsyRlH9QAsgitZ8d9XJz4RrfJiYJ3g4Hkyaezi6Qj-NTwqoB8His0igYLceUFU0/http%3A%2F%2Fwww.linkedin.com%2Fin%2Fjerrybreitbarth mailto:jbreitbarth@tkbassociates.com http://secure-web.cisco.com/1DfM3BeA7pDV9xo4l0XHeJQSQBOyULvD1ytEMJZgGsgwUz05_R4XyKkv3mL8VEBZXzXnIq-nysMhsr752tA3KaBLV5AV2mC7RS5nYErWKpdB6DPBzQe1UymO2dRIpea2FdtTB0tgdmh_D5z2cEZ1_pSOFVXU2Obd_HbCjEz4BhAslZrGhOoEMwK7plJt57GYI_z2EdlX19EZdgDz0QUqvjY1XlNxbgNUUZy8XsaI3h6YqeE0zE7axF42H8c0-RaAVEZtRqYvy9X8rZUNJj7vfxo9tBDKkF1qoDf8_rqGaAubqA6wX39nWOOy_LM2rUHa66nmnmRngZ-gkUhH5Eol5-Win0l2ImqSEVqyCJ-WDDKAvgsfR0uibtPvMnpxQgeszY04eHbtWqPKESdjynPgtuQbycnWMNjjjUUUakckckxA/http%3A%2F%2Fwww.tkbassociates.com%2F http://secure-web.cisco.com/1lc99hgOt0gYeaEQ5MDVZJyzpQqN1p8DQtPV3YfwL9s924obzfNMiRmxzpGPlgA3uTrldt33tWy7JopkW-oYS3LsNBAIiZPTXAQVJHcnyYh2ko-4mzjSH1c1KLWFq3KspjAhWlFZonuGZyut1D9JPtx_LKSQRoQebCWTBt202safNjSCvM5Z6D43JfZ84ahrYgKYDVtcRaKZZ52M6bbqTUWCi9mjzGJ8lk-fShpl2vbYmumZ4VOElQt9mSZZQYnXian1A6d_lR2uZKSoTMlnKe7sJIqWleZ1RYz-9OhmCAe04iABXB3dnfVDGZgw13sihOpfIiXSJPIdik_IWBeBWrdpGd2xfV-JdNVyKfHDuhgojayK7sUzoYWAkQdKI6WpMzxt-TAvL6Zd6taBdSYqZPi9dhxBHTQyX4jCwrQGsa5Y/http%3A%2F%2Fwww.laserfiche.com%2F
Proposal Date
12/19/2025
Estimate #
Name / Address
Illinois Dept. of Financial & Prof Reg Attn: Neha Shrestha 320 W. Washington Springfield, IL 62767
9459 Enterprise Drive Mokena, IL 60448
Terms Rep
JB
Notice of Maintenance and Support Renewal
Phone #
708-478-4100
Fax #
708-478-4167
Please visit our Web Site at www.tkbassociates.com
Item Description Qty Cost Total
ENFB ENF01 Laserfiche RIO 100-199 Named User - Annual LSAP 186 177.50 33,015.00 ERMB ERMB RIO Laserfiche Records Management Edition - Annual Support 186 17.75 3,301.50 QC1B C1B - RIO Laserfiche Quick Fields Core - Quick Fields and Validation packages for Bar Code, Real-Time Lookup and Zone OCR - Annual Support 1 1,102.50 1,102.50
SC10B SC10B RIO Laserfiche Scan Connect 10 Pack - Annual Support 2 201.75 403.50 TKB TKB RIO Laserfiche SDK - Annual Support 1 826.90 826.90 Discount 10% Discount -3,864.95 -3,864.95
Total Investment DOI LSAP 34,784.45
Total Investment 34,784.45
Laserfiche LSAP to extend from 07/01/2026 to 06/30/2027. Payment MUST be received by 08/14/2026 as not to incur reinstatement fees. Your current LSAP Plan Expires 06/30/2026 Sales Tax Exempt 0.00% 0.00
I hope you are doing well.
As you are aware, IDFPR is evaluating alternative solutions and may discontinue participation in the joint purchase in the upcoming contract year.
Given the uncertainty of IDFPR’s future participation and our internal procurement timelines, IDOI needs to proceed independently and begin the contract process now. Regardless of whether IDFPR continues with Laserfiche or transitions to another solution, IDOI intends to move forward with Laserfiche under a separate, individual account.
Accordingly, we are requesting an individual quote for IDOI that reflects:
Our specific license counts and usage Any applicable tools or modules currently used by IDOI Pricing based on an independent account (not a joint purchase)
We understand that pricing may increase without the joint agreement. Please note that any increase in cost will require IDOI to obtain State Purchasing Office (SPO) approval for a sole-source procurement. This approval process typically takes approximately 4–5 months due to multiple review and approval steps. For this reason, receiving an individual quote as soon as possible is critical to avoid service disruption.
Please let us know if you need any additional information from our side to prepare the quote.
We appreciate your cooperation and look forward to continuing our partnership.
Thank you for your time and support.
Thanks, Neha Shrestha Contract and Procurement Manager
Illinois Department of Insurance 320 West Washington St., 4th Floor Springfield, IL 62767 http://secure-web.cisco.com/1LOL4K7ZVuJJ0jFz6fl5kaS2UAbTtr0vEg7CPicmfiU2193hbd71hC9GYl_WCxjRUhOa_xV0ukaQGIW26Olbb1gSdp9HgRiu3ZcXHc2eF8CotkyxOwDeFt-iWoMwJCUK635ttiNgeHj8iZxMn3qbbHGqBeWSU9AG1gR9DzEm9zZJ2v-NmauBAVVdNsPGyN7silRuYETaX9o4aeS71I4wrdQWTOYZB0IPfrG7UqsFBU7hA93KOTAQGh7DFi-TePoanO8Vwvdux6M3JTDOgLDxfzOdSbDAA58l99JFF8aJTWLCZQk4V4jYB5eVVQvMSDEaz8J1ewMGN5P8i4n54vVwMM7d8WTnB4ElymJkBs6cIkJV_I4l0LHK6FVyyps7YmH73g9Iq7v86mQWWmZ6cH0xi0tujaW0kLwzN_uQ4UAxFedM/http%3A%2F%2Finsurance.illinois.gov%2F
C: 217-720-1513 O: 217-524-0401 Neha.shrestha2@illinois.gov
From: jbreitbarth@tkbassociates.com <jbreitbarth@tkbassociates.com> Sent: Thursday, December 11, 2025 2:41 PM To: Shrestha, Neha <Neha.Shrestha2@Illinois.gov> Subject: [External] RE: Request for Updated Pricing Estimate for FY26
Hi Neha, I have not heard anything with regards to this email since our conversation on Monday so just sitting tight here. Just let me know when you need my help.
Jerry Breitbarth Document Management Specialist
9459 Enterprise Drive Mokena, IL 60448
(708) 478-4100 office (708) 478-4167 fax E-mail: jbreitbarth@tkbassociates.com Website: www.tkbassociates.com
Website: www.laserfiche.com "Laserfiche creates simple, elegant enterprise content management solutions"
From: Shrestha, Neha <Neha.Shrestha2@Illinois.gov> Sent: Monday, December 8, 2025 8:54 AM To: jbreitbarth@tkbassociates.com Subject: Request for Updated Pricing Estimate for FY26 Importance: High
Hi Jerry, I hope you are doing well.
I wanted to reach out regarding our Laserfiche licensing for the upcoming year. As of now, it appears that IDFPR will not be participating in a joint purchase for the coming cycle. Since we mailto:Neha.shrestha2@illinois.gov mailto:jbreitbarth@tkbassociates.com mailto:Neha.Shrestha2@Illinois.gov http://secure-web.cisco.com/158g5mLnFuFH910sS3aKSTyyyTeFphxDdlDNS9XE8AsDSqJWdsQbeZH8rtyQaoJ6PgwTy-IhMdYiA-Ijn90jBt6qEUXq3c1xsMFqwk1xK0MNjPY3g2S17n8P0eEwXBHmVUZyypxOV_tiEflXnjpvgTdNjAJdo3GUoG1FowTmS4y1vkoyvPnx1zFiv_jhKaiwWgSDwopdAoiStggJwOUHRLsdKgeRJUR2MQMcU_I4qWFTIQbzmEU4IatHWBi0c7I_TKouoMxzjbPP7NC9PJl4uAyRsEMv7R2yi1j4IgqSPbRiaHZPF5TvI23bvo6x9TeWfzwbJueG9JqnBRQxPdYtzD8_RWp1nNtKO3V5D5RUPB75O66S_Wnlt9ptVin8U76Xzjdn3VKFziYDzg0sTtee4Kz3M1BLTR1xI9o6fS7NfMm8/http%3A%2F%2Fwww.linkedin.com%2Fin%2Fjerrybreitbarth mailto:jbreitbarth@tkbassociates.com http://secure-web.cisco.com/1LuvXR4J6aamiLsqNEif0n2zGhvZHBt2LrUUo0CTqYE3AcBmedT8qkbhgR4wD_aW2WNahHUrP9pyjFvxOfjemj6PVxZGc7XR_s26GdnIi_vtQo5QhXtT5Pcyb2JirHEQG-eOzx-tjSjlBwX6c_xyPblH8YvI6Nr1wASmefuR5N4JKNdHrz29gKP7HpyUKV3dlS7wivax9chTCAUdDNPzLoVwkH9ehHRA8wogeqHVN0Z8VnrGpuS0whEiJZ3T99--fRFQkMjD-cYxtMfIVDYLR-DEIGp8dURA7ZR9kTw9CYQFVWuM4ZzNvJeLpxbuL94VoJi8maNTI-bY-BM20cf8iP2aogC624Z7qAb65MUXn0hk8G_MnrHjOIsiTDi2IwiEsgE5YeRlOq2qUqlmLiQBCiw/http%3A%2F%2Fwww.tkbassociates.com%2F http://secure-web.cisco.com/17DDAztTWy_HQFFXswIY7wDuHtVD_Fg_Ei5wPN3F0UmvIzU_kAdZxYKrvQAMMQCZrB3ZeRtxC2lTYC9Kb7_4y2ledUklsq3rY04UhzD63P0xtPcmDS_aych05ZQ40Jr5i8YOj8ulDUeMkJmngyDqChhYj2ijRdQbsLL2ELtd0lfxSTXZJnNQWey0Ullrz8aoHtKuMuUzYtf1IVDbGHccUaoCUbbygr_FJNJrh-6OXZCIczsjR5OdZkqj0DXgNbAR_ZNUDCDGh80HoiugcGE5vYYssHzOAcko3Mt3mn6JxyLnjZjzywMg9rKXK_bBtMUJFcf8PdF1NO--cWhxJOH3dVT_SmUq_gvgF6qy1_LeWgyhyEXMH0pD3cp7XGz0A2U1ZGTYTw1RXkUIuprS-apTwMhuhsu-trhO2tMuOuJIPINM/http%3A%2F%2Fwww.laserfiche.com%2F mailto:Neha.Shrestha2@Illinois.gov have historically benefited from the joint pricing structure for the past several years, we anticipate that this change may impact our renewal cost.
We value our long-standing relationship with you and with Laserfiche, and we are interested in continuing with the software. However, with the removal of the joint purchase model, we are reviewing our options to ensure we make the most cost-effective decision moving forward.
Before we begin evaluating alternatives, could you please provide us with an estimated annual cost for Laserfiche for FY26 based on our agency being the sole purchaser? We understand you may not have exact numbers yet, but even a ballpark estimate would help us plan and compare appropriately.
Additionally, we would like to know whether a two-year contract term would be possible instead of a standard one-year term. Since the contracting process takes the same amount of time regardless of the term, extending the contract would help us reduce administrative burden and maintain continuity.
Thank you in advance for your assistance. We appreciate your support and look forward to reviewing the updated pricing.
Thanks
Neha Shrestha Contract and Procurement Manager
Illinois Department of Insurance 320 West Washington St., 4th Floor Springfield, IL 62767 C: 217-720-1513 O: 217-524-0401 Neha.shrestha2@illinois.gov
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