Color Engineering HP Plotters Statewide-Sole Source

The State of Illinois, through the Illinois Department of Transportation (IDOT), is seeking to purchase 13 existing HP XL-5100 Plotter/Scanners that are currently installed statewide. IDOT has been leasing these plotters for the past 5 years and now needs to purchase them outright to continue providing various engineering functions, including printing construction plans, drainage investigation exhibits, and meeting requirements for federal public hearings. IDOT has determined that MasterGraphics, the current vendor, is the sole source capable of providing the existing equipment at a discounted price of $187,200, as opposed to the estimated $468,000 cost of removing and replacing the plotters. IDOT conducted market research and found this price to be fair and reasonable. The purchase will be funded through state appropriated funds, and IDOT intends to pursue a competitive bid for future maintenance of the equipment.

The sole source procurement method is being used due to the specialized nature of the existing equipment and the impracticality of removing and replacing the plotters. IDOT previously competitively bid this procurement through an Invitation for Bid (IFB) 5 years ago, with MasterGraphics being the lowest responsive and responsible bidder. IDOT has determined that MasterGraphics is the only vendor that can provide the existing equipment at a discounted rate, as the plotters have been fulfilling critical business needs for the past 5 years. The sole source hearing will be canceled unless an interested party submits written comments or a request for a public hearing by November 24, 2023.