FY20 Bell and Howell Machine Inserter Maintenance

The state of Illinois, through the Department of Revenue, is seeking proposals for a one-year maintenance and repair contract for three Bell and Howell mail inserter machines and associated Advanced User Interface (AUI) software located in the agency's mail room. The scope of work includes providing periodic preventative maintenance inspections, unlimited repair and emergency visits, and support for the AUI software. Vendors must submit quotes for the preventative maintenance visits, hourly rates for out-of-hours repair visits, and an annual cost for the Priority Unlimited Service maintenance package. The winning vendor will be selected based on the lowest total quote for maintenance and repair of the specified equipment. Pricing terms include a vendor cost-plus-10% approach for replacement parts, with written cost estimates required prior to any repairs. All quoted prices must be valid for 60 days and include shipping/handling. The Department reserves the right to reject all offers. Vendors must meet certain requirements, including being in tax compliance with Illinois and having two service technicians available within 50 miles. The contract term is for the remainder of Fiscal Year 2020, from July 1, 2019 or the date of execution through June 30, 2020.

The procurement does not appear to have any set-aside designations or restrictions on the types of organizations that can respond. The provided information does not indicate any listed incumbent vendors or current contractors, nor does it specify any existing infrastructure or technology that requires integration. The total award value or budget range is also not provided in the available documentation.