FY27 Xerox 3YR Service

The State of Illinois Chief Procurement Office for General Services is soliciting a three-year Xerox copier and printer service agreement under small purchase with special conditions, with proposals due July 17, 2026.

The scope encompasses equipment lease, maintenance, supplies, and technical support for Xerox copiers and printers across authorized state agencies. The BOA establishes service levels, equipment specifications, maintenance response times, and supply delivery standards with unit costs and service rates that remain fixed throughout the three-year term. Funding derives from individual agency budgets that utilize services through the agreement framework.

Vendors must comply with all 34 certification requirements in the Standard Illinois Certifications document, which covers legal eligibility, financial standing, ethical conduct, labor practices, environmental compliance, and non-discrimination standards. Key mandatory certifications include non-delinquency on educational loans, absence of felony convictions within specified timeframes, non-participation in collusion or anti-competitive practices, drug-free workplace compliance, Illinois Use Tax collection and remittance, steel product sourcing adherence for public works, Illinois Department of Human Rights Act compliance, and prohibition on forced labor and child labor in foreign-made materials. Contractors and subcontractors on contracts exceeding one year must recertify by January 1 of each subsequent fiscal year. False certification or failure to maintain compliance during the contract term exposes vendors to contract voidance, suspension, debarment, denial of payment, civil fines, and criminal liability under the Illinois False Claims Act.

Under State of Illinois Standard Terms and Conditions (Version 23.2), vendors must maintain commercial general liability insurance of $1 million per occurrence and $2 million annual aggregate, plus worker's compensation insurance as required by law. The State retains exclusive ownership of all work product and intellectual property. Vendors must keep audit-ready records for three years (five years if federal funds are used) and cannot assign or subcontract without prior written State approval. The State may terminate for convenience with thirty days' notice or immediately for cause.