Xerox Maintenance Rationalization Questions and Answers April 2020.docx
DOCX document 20 KB Posted
- Attached to
- Sole Source - Xerox Maintenance FY20 (26 months)
- Solicitation number
- 20-448DOIT-INFOT-B-14405
- Issued by
- Sangamon County, Illinois
About this file
This document is a question and answer session related to a sole source contract between the State of Illinois and Xerox Corporation for Xerox printer maintenance services. The 26-month sole source contract is intended to replace a previous 2-year sole source contract awarded in 2018 at a lower cost. The current contract includes a higher estimated cost to account for potential increases in printing volumes, but the actual projected cost is close to the previous 2-year contract if volumes do not exceed the limits. The contract will cover maintenance, including service and consumable items, for a list of specified printers, some of which will be replaced by a separate solicitation for new printers.
The key pricing terms provide an 8.5% discount to the state as long as the contract is for more than one year, which is an improvement over the 7% discount in the previous contract. The state indicates it is accountable for the contract but the vendor is responsible, and cluster CIOs and agency CIOs will provide support as needed. The state asserts it made efforts to obtain the best possible pricing for this sole source contract, though details on the specific negotiation process are limited.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Notice of WebEx Hearing Details~1.docx | DOCX document | |
| Sole Source Hearing Details Form Xerox B14405.pdf | ||
| SSJF for B-14405~3.pdf | ||
| SSJF Part II for B-14405~1.pdf |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Xerox Maintenance Rationalization April 2020
Questions/Answers:
1. The 2-year sole source the agency asked for and received in 2018 was substantially less money than this one. Please explain.
1. Response: The estimate was on the higher side just in case State of Illinois where to exceed current printing volumes over the next two years. We are increasing the volume limits on some of the printers to try and keep this from occurring. The actual run cost on the 26 months if volumes do not exceed our limits will be around $2.25 million which is close to what was estimated back in 2018 for current 2 year contract.
2. In the “provide a description of the supplies or services required” the “* this older printer will be replaced by new printer solicitation in progress” comments are referring to which solicitation exactly
1. Response: B-10900, if necessary, we can just do a change order later if the maintenance contract gets executed prior to the new printer purchase occurs. The costs will not change in terms of maintenance and usage for these printers as they will replace the older printers. The older printers become decommissioned and actual are trade in on the new ones anyway.
3. Under Section II, the reasoning provided for the 2-year term should include more information. In the past Xerox has provided 7% without any guarantee that those savings will be provided for this multi-year sole source isn’t enough.
Response: Xerox is giving us an 8.5% discount as long as the contract is more than one year, which is better than what we have received in the past.
4. Under Section VI, number 2, the list is just for the machines that would need maintenance. The question also calls for a detailed description of the specifications required to satisfy the need. I would assume maintenance of the listed machines would at least need to me mentioned.
Response: Maintenance includes service as well as consumable items (other than paper) necessary to allow the printers to function.
5. Under Section VI, number 7, the explanation provided only references former cost savings. What efforts were made to get the best possible price for this sole source?
Response: The State is accountable, but the vendor is responsible (per RACI matrix). Cluster CIOs and Agency CIOs will provide needed support and engage business users as needed.
File details come from the government source that posted it. Updated .