Emergency Final Costs for Xerox Maintenance Emergency

The state of Illinois is seeking final cost information for an emergency procurement of Xerox hardware maintenance and support services for the Department of Innovation and Technology (DoIT). DoIT is responsible for maintaining the state's mainframe and high-volume print operations, which produce an average of 15 million images per month for various state agencies. The original emergency contract term was from February 1, 2018 to April 30, 2018 at an estimated cost of $249,079.44. However, the final total cost of the emergency contract was $300,702.74 over the full term. The emergency procurement was necessary to maintain manufacturer warranties and ensure the continued reliability and stability of critical print operations, including the production of medical cards, child care payments, and payroll materials. The procurement was funded through the Illinois Technology Management Revolving Fund, as there was no existing state contract available to meet the immediate maintenance needs.

This emergency procurement did not have any set-aside designations or restrictions on the types of organizations that could respond. Xerox was selected as the vendor because they require all maintenance and repairs to be performed by Xerox-certified technicians, and their maintenance agreement provides a 4-hour response time and use of Xerox diagnostic software. There is no information provided about any incumbent vendors or current contractors, nor any existing infrastructure or technology that requires integration. The contract value was $300,702.74 over the full term from February 1, 2018 to April 30, 2018.