Xerox Nuvera Maintenance Sole Source Justification Form Part One.pdf

Sole Source Justification Form

Version 7.01 Page 1 of 5

Bulletin Reference Number 27-350SOS-ITSOS-B-52503

Requesting Agency/University Illinois Secretary of State

Sole Source Justification Form - Part I Section I - General Information

Department/Bureau/Section: Information Technology

Need Identified Date: Apr 3, 2026 Supply/Service Need By Date: Jul 1, 2026

Project Title: Xerox Nuvera 288 Maintenance and Usage

Vendor: Xerox Corporation

Provide a description of the supplies or services required: Maintenance coverage/support of Xerox Nuvera machines

Value: Estimated Value of Initial Term, this Change Order or Amendment: 150,000

Will this Sole Source amend a Professional or Artistic Services contract? Yes No

*Sole Source may not be used for amendments for Professional or Artistic Services if the amendment would increase the value by more than 5% of the initial award or extend the term by more than 60 days.

Type: New Sole Source

Section II - Proposed Term

One-Time Purchase Term Contract

Estimated Contract Begin Date: Jul 1, 2026

Estimated Contract End Date: Jun 30, 2027

Number of Potential Renewals:

Length of Each Renewal in Months:

Total Value of All Renewals:

If a Term Contract, does the term, including renewals, exceed 12 months? Yes No

Section III - Funding Source Select the type of funding to be used (Check all that apply): State Appropriate Funds Federal Funds Other (Explain):

Section IV - Sole Source Justification

This purchase is economically only available from a single source primarily because it is: (If "Other" explain in one sentence)

Items are Copyrighted or Patented and the Items are Only Available from the Holder

Are there secondary justification(s) for this sole source? Yes No

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Bulletin Reference Number 27-350SOS-ITSOS-B-52503

Requesting Agency/University Illinois Secretary of State

Section V - Purchase History

Has the Agency or University Purchased these supplies or services in the past? Yes No

Term Term From Term To Value Description Contract Number Type

1 Jul 1, 2025 Jun 30, 2026 150,000 XEROX NUVERA MAINT/USAGE TX1645 AND TX1915 26IT103009 Sole Source

2 Jul 1, 2024 Jun 30, 2025 130,000 XEROX NUVERA MAINT/USAGE TX1645 AND TX1915 25IT103024/18IT0260 Sole Source

3 Jul 1, 2023 Jun 30, 2024 118,755.09 XEROX NUVERA MAINT/USAGE TX1645 AND TX1915 25IT103024/18IT0260 Sole Source

4 Jul 1, 2022 Jun 30, 2023 107,443.31 XEROX NUVERA MAINT/USAGE TX1645 AND TX1915 25IT103024/18IT0260 Sole Source

5 Jul 1, 2021 Jun 30, 2022 48,860.83 XEROX NUVERA MAINT/USAGE TX1645 18IT026011 Sole Source

6 Jul 1, 2020 Jun 30, 2021 55,231.44 XEROX NUVERA MAINT/USAGE TX1645 18IT026011 Sole Source

7 Jul 1, 2019 Jun 30, 2020 63,492.26 XEROX NUVERA MAINT/USAGE TX1645 18IT026011 Sole Source

8 Jul 1, 2018 Jun 30, 2019 64,910.21 XEROX NUVERA MAINT/USAGE TX1645 18IT026011 Sole Source

9 Jul 1, 2017 Jun 30, 2018 20,707.96 XEROX NUVERA MAINT/USAGE TX1645 18IT026011 Sole Source

If more than 10, or if other comments, explain:

Section VI - Business Rationale

1. Provide a detailed explanation of the need for the supplies or services:

ILSOS requires maintenance, monthly service, and image allowance the Xerox Nuvera 288 printers currently in use in our Information Technology Department. Service on this equipment must be performed by Xerox in order to validate issues, coverage, repair, and warranty of Xerox hardware.

2. Provide a list and describe in detail the specifications required to satisfy the need:

Printers are responsible for large bulk printing of mailings for the citizens of the State of Illinois for Renewal postcards, driver's license mailings and other large printing jobs for the agency.

3. Provide detail explaining the justification selected in Section IV to explain why the requested supplies or services are the only ones available that can satisfy the agency or university requirements?

These critical printers have been in place for many years with Information Technology to provide the processing for all 25 office departments. The products these printers produce are crucial to the Illinois citizens in order to provide a seamless operation to use the services of the Secretary of State's Office. In order to keep these machines up and running, Xerox maintenance and monthly service are required to expedite any issues, downtime and repairs.

4. What are the unique features of the supplies or services that are not available in any other product or by any other vendor? Provide specific quantifiable factors/qualifications:

At this time, there is no alternative vendor that could provide these services. They would have to be authorized by Xerox to work on the Xerox machines, their pricing would be in addition to Xerox's, and they may not be able to meet the coverage requirement times if a situation arises with hardware that is operational 24 hours per day. The maintenance is on Xerox equipment and Xerox-trained engineers validate the issue, coverage, repair, warranty of the hardware

5. Has the Agency or University considered alternative supplies or services to satisfy their need? Yes No

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Bulletin Reference Number 27-350SOS-ITSOS-B-52503

Requesting Agency/University Illinois Secretary of State

5a. If no, why weren't alternatives evaluated?

Due to the timeline and nature of the coverage, ILSOS is going directly to Xerox to ensure proper coverage on the Xerox equipment in the environment as Xerox requires authorized trained engineers to ensure all agency services continue without interruption.

6. Are there resellers or distributors?

Yes No N/A

7. What efforts were made to get the best possible price (i.e. did the agency/university negotiate) and how did you determine the price for this purchase is considered fair and reasonable?

Xerox previously had these services on a master contract, but they are no longer under contract. Xerox has been able to give ILSOS competitive rates throughout the years.

8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?

Yes No

9. What will be the financial or other impact to the State if this sole source is not approved and a competitive bid is required?

ILSOS will lose coverage of its agency mission critical hardware maintenance of Xerox machines. If these machines are not operational, ILSOS would lose the ability to print bulk mailings for the agency.

10. Is there any additional information you would like to add to justify this sole source?

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Bulletin Reference Number 27-350SOS-ITSOS-B-52503

Requesting Agency/University Illinois Secretary of State

Section VII

Requesting Department Representative

Requesting Department Signature Required

I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed.

Date Apr 3, 2026

Printed Name Kelly Mehring E-mail Address kmehring@ilsos.gov

Phone Number 217-843-4060

State Agency Bureau/Division Head or University Purchasing Director Approval and Signature Required

I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed. (All prior form fields will lock once this e-signature is completed)

E-mail Address

Phone Number Date

Printed Name

Agency Bureau/Division Head or University Purchasing Director and Not a Designee

SPO Approval and Signature Required

I have reviewed and understand the contents of this Sole Source Justification and agree with the State Agency or University determination.

I have reviewed and understand the contents of this Sole Source Justification and do not agree with the State Agency or University determination. As a result, the State Agency or University must explore other sourcing methods to satisfy their need.

State Purchasing Officer Signature Phone Number Date May 13, 2026

Printed Name David Littrell E-mail Address dlittrell@ilsos.gov

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Bulletin Reference Number 27-350SOS-ITSOS-B-52503

Requesting Agency/University Illinois Secretary of State

Sole Source Justification Form - Part II Section I - General Information

Project Title

Vendor

Initial Date of Procurement Bulletin Posting

Was a Sole Source hearing held per 30 ILCS 500/20-25?

Yes - Complete Section II and III below (Section II will only be visible when this option is selected)

No - Section II not required, go to Section III below Section III - CPO Approval and Signature Required

Based on my review, I authorize the Agency/University to proceed in accordance with the published Notice referenced above.

Based upon my review, I authorize the Agency/University to proceed with the following Changes.

Based on my review, the Agency/University is not authorized to proceed with this sole source as presented and my recommendation is that it be cancelled.

Other

CPO Signature CPO Phone

Printed Name Date

CPO E-mail

Version 7.01 Page of Sole Source Justification Form - Part I Section I - General Information Will this Sole Source amend a Professional or Artistic Services contract?

If yes, what was the original contract value?

*Sole Source may not be used for amendments for Professional or Artistic Services if the amendment would increase the value by more than 5% of the initial award or extend the term by more than 60 days.

Section II - Proposed Term If a Term Contract, does the term, including renewals, exceed 12 months?

If yes, provide a detailed justification including any economic benefit received for agreeing to a multi-year term:

Section III - Funding Source Select the type of funding to be used (Check all that apply):

Section IV - Sole Source Justification Are there secondary justification(s) for this sole source?

Section V - Purchase History Has the Agency or University Purchased these supplies or services in the past?

Term Term From Term To Value Description Contract Number Type Section VI - Business Rationale

1. Provide a detailed explanation of the need for the supplies or services:

2. Provide a list and describe in detail the specifications required to satisfy the need:

3. Provide detail explaining the justification selected in Section IV to explain why the requested supplies or services are the only ones available that can satisfy the agency or university requirements?

4. What are the unique features of the supplies or services that are not available in any other product or by any other vendor? Provide specific quantifiable factors/qualifications:

5. Has the Agency or University considered alternative supplies or services to satisfy their need?

5a. If yes, name the alternative vendors whose supplies or services were evaluated:

5b. If yes, what were the alternatives for each vendor and why were they unacceptable? Be specific with regard to features, characteristics, requirements, capabilities and compatibility:

5c. Explain how the market evaluation was conducted?

*This evaluation is to determine available options within a market. If the evaluation is to determine quality or best suited option, this is not the appropriate source selection. Under no circumstances shall the evaluation consist of testing alternative options. These activities must be conducted in a competitive transparent environment (i.e. IFB or RFP).

5a. If no, why weren't alternatives evaluated?

6. Are there resellers or distributors?

7. What efforts were made to get the best possible price (i.e. did the agency/university negotiate) and how did you determine the price for this purchase is considered fair and reasonable?

8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?

8a. If yes, please provide details regarding future obligations and/or needs:

9. What will be the financial or other impact to the State if this sole source is not approved and a competitive bid is required?

10. Is there any additional information you would like to add to justify this sole source?

Section VII Requesting Department Signature Required I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed.

State Agency Bureau/Division Head or University Purchasing Director Approval and Signature Required I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed. (All prior form fields will lock once this e-signature is completed) SPO Approval and Signature Required Sole Source Justification Form - Part II Section I - General Information Was a Sole Source hearing held per 30 ILCS 500/20-25?

Section II - Sole Source Hearing Details The State posted to the Illinois Procurement Bulletin a description of the State's need, the justification for the sole source decision, and information regarding the opportunity to submit comments and testify at a public hearing. Notice of the hearing was also posted outside of the hearing room 48 hours prior to the hearing.

The public hearing was conducted for the purpose of receiving testimony regarding the sole source determination. The Hearing Officer recommends the following:

The following relevant documents are attached:

Section III - CPO Approval and Signature Required 9.0.0.2.20101008.1.734229

Technology to provide the processing for all 25 office departments. The products these printers produce are crucial to the Illinois citizens in order to provide a seamless operation to use the services of the Secretary of State's Office. In order to keep these machines up and running, Xerox maintenance and monthly service are required to expedite any issues, downtime and repairs.

Q4Answer: At this time, there is no alternative vendor that could provide these services. They would have to be authorized by Xerox to work on the Xerox machines, their pricing would be in addition to Xerox's, and they may not be able to meet the coverage requirement times if a situation arises with hardware that is operational 24 hours per day. The maintenance is on Xerox equipment and Xerox-trained engineers validate the issue, coverage, repair, warranty of the hardware