FY26-27 Maintenance and Support for IBML ImageTracDS 1210 - Chicago

The Illinois Department of Revenue is seeking maintenance and support services for an IBML ImageTracDS 1210 scanner located in its Chicago Operations Division. The contract, covering the period from July 1, 2025 to June 30, 2027, requires a vendor to provide comprehensive maintenance for one scanner with front and rear printers, including ImageTrac SoftTrac software and associated servers. Specific deliverables include four quarterly on-site preventative maintenance inspections annually, necessary repairs, software upgrades, and enhancements. The vendor must provide on-call technician support with a 4-hour response time between 8:00 AM and 5:00 PM Monday through Friday, along with telephone and email support. Vendor qualifications require certification as an IBML seller or authorized reseller, with direct utilization of IBML for all maintenance and support. The solicitation was posted on March 3, 2025, with proposals due by March 11, 2025, and submissions must be made electronically through BidBuy in accordance with CPO Notice 2023.12, which mandates electronic-only submission methods.

The contract appears to have no specific small business set-aside designation, though Illinois administrative code limits subcontracting to 49% for set-aside contracts. The vendor must comply with multiple certification requirements outlined in the standard Illinois certifications document, including adherence to environmental protection laws, Secretary of State registration, and compliance with the Drug Free Workplace Act. Insurance requirements include $1,000,000 per occurrence for general commercial and auto liability, plus mandatory workers' compensation coverage. While the exact contract value is not specified, the firm-fixed pricing suggests a structured budget for the two-year maintenance term. Additional compliance requirements include IRS Publication 1075 guidelines for handling sensitive information, which mandate strict confidentiality protocols, background checks for employees, and potential criminal and civil penalties for unauthorized information disclosure. No incumbent vendor is identified in the provided documentation, and the contract appears to be a direct replacement or continuation of existing maintenance services for the specified imaging equipment.