26IT103020 RFQ - on-site maintenance on seven (7) kodak archive writers.

The Illinois Secretary of State is soliciting a Request for Quote (RFQ) for on-site hardware maintenance services for seven Kodak archive writers located in the Howlett Building. The procurement (ID: 26IT103020) seeks a qualified vendor to provide comprehensive maintenance, including Win10 software upgrades, software configuration, software training, preventative maintenance, and calibration for these digital scanners. The contract term spans from 07/01/2025 to 06/30/2027, with potential renewal options for up to three additional years. Vendors must offer same-day, on-site service Monday through Friday between 9:00 AM and 5:00 PM CST, with a four-hour response time for service calls and a toll-free tracking system for trouble tickets. The equipment includes three Kodak 4800 models and three Kodak i9820 models, each requiring a minimum of two preventative maintenance visits annually. Evaluation criteria will focus on responsiveness, maintenance capabilities, and pricing, with the contract awarded to the lowest responsive and responsible bidder. The proposal submission deadline is June 19, 2025, with vendors required to provide detailed maintenance specifications and immediate replacement of worn parts.

The RFQ does not explicitly specify set-aside designations or restrictions for disadvantaged enterprises. The solicitation covers six specific Kodak digital scanners with serial numbers ranging from 10413841 to 12356212, all located within the same facility. While the exact budget range is not specified, the comprehensive nature of the maintenance contract suggests a significant investment in equipment preservation and operational efficiency. The Illinois Secretary of State reserves the right to accept or reject any bid, indicating flexibility in the procurement process. The contract encompasses not just hardware maintenance but also software upgrades and training, suggesting a holistic approach to equipment management. The total contract value and maximum payments will be determined during the evaluation process, with all costs including parts, travel, and preventative maintenance to be included in the vendor's comprehensive quote. No information is provided about incumbent vendors or existing contractual arrangements for these archive writers.