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

The State of Illinois, specifically the Illinois Department of Revenue for Cook County, is seeking maintenance and support services for an IBML ImageTracDS 1210 scanner located in the Chicago Operations Division. The contract covers a two-year term from July 1, 2025 to June 30, 2027, and requires a vendor to provide comprehensive technical support for the scanner system. Key deliverables include four quarterly on-site preventative maintenance inspections annually, necessary repairs, provision of all required parts and labor, and on-call technician support with a four-hour response time. The vendor must be a certified IBML seller or authorized reseller and must utilize IBML for all maintenance requirements. Mandatory qualifications include the ability to perform maintenance on complex document imaging systems, provide telephone and email support during standard business hours, and comply with background check requirements for on-site technicians. The solicitation was posted on March 12, 2025, with a response deadline of March 17, 2025, and will be processed electronically through the BidBuy platform (Bid #46922) in accordance with CPO Notice 2023.12, which mandates electronic submissions only.

The procurement appears to be structured as a small purchase contract with specific set-aside considerations, including restrictions on subcontracting. According to the Small Business Set-Aside Subcontract Language, if awarded to a small business, no more than 49% of the total contract value can be subcontracted to non-program businesses. Additional compliance requirements include adherence to IRS Publication 1075 standards for handling sensitive tax information, with strict confidentiality and security protocols. Vendors must complete the Standard Illinois Certifications (v.23.1), which encompasses 33 specific certification requirements covering legal, financial, and operational compliance. While specific contract value details are not explicitly stated, the contract is for maintenance services of a specialized scanner system, suggesting a targeted, technical procurement. The vendor must demonstrate comprehensive technical capabilities, including expertise with IBML imaging systems, ability to provide rapid response maintenance, and compliance with state and federal regulatory standards.