FY24 Bell and Howell Machine Inserter Maintenance and Repair - Small Purchase Sole Source Conditions

The State of Illinois is seeking a vendor to provide preventative maintenance and software support services for three Mailstar 500 mail inserter machines located at the Illinois Department of Revenue's Willard Ice Building in Springfield, IL. The contract will be for a 6-month period from July 1, 2023 to December 31, 2023 and will require the selected vendor to conduct periodic preventative maintenance inspections, provide unlimited repair and emergency visit services, and support the Advanced User Interface (AUI) software for the machines. The vendor must have two service technicians available within 50 miles of the facility and be in tax compliance with Illinois. Pricing will be submitted through the state's BidBuy procurement system, and the total payments under the contract shall not exceed a maximum amount to be determined. There are no renewal options available, and subcontractors are not allowed. The state reserves the right to have the awarded vendor utilize the state's FedEx shipping account for any necessary parts delivery.

The procurement is designated as a Small Purchase with Sole Source Conditions, limiting the competition to vendors with the required qualifications and experience to maintain the specific Mailstar 500 equipment. There is no information provided about any set-aside requirements or incumbent vendors. The total contract value is also not disclosed, but the State has indicated that funding will be provided through its general operations budget.