Sole Source 26IT103009 Xerox Nuvera Maintenance and Usage

The Illinois Secretary of State's Information Technology Department is pursuing a sole source procurement for maintenance and usage coverage of two Xerox Nuvera 288 printers through contract 26IT103009. The procurement is specifically for comprehensive monthly service and image allowance spanning the agency's 25 office departments, with a critical objective of maintaining large bulk printing capabilities for renewal postcards and driver's license mailings. The contract term is set for July 1, 2025 through June 30, 2026, with a corresponding sole source hearing scheduled for July 2, 2025, at 2:00 pm in Springfield, Illinois. Interested parties must submit written comments or hearing requests by June 30th at 12:00 pm to Katherine Tople via email at ktople@ilsos.gov or phone at 217-782-8892. The procurement process will involve a public hearing to evaluate the appropriateness of the sole source contract award in accordance with the Illinois Procurement Code, with the Chief Procurement Officer making the final determination after considering all testimony.

The contract appears to have no specific set-aside designations or restrictions on responding organizations. Xerox Corporation is the sole vendor for this procurement, with a historical relationship demonstrated through previous maintenance contracts ranging from $20,707.96 in 2017 to a projected $130,000 for the 2024-2025 period. The current procurement has an estimated contract value of $150,000, to be funded through State Appropriated Funds. The agency emphasizes that continuous maintenance is critical to prevent operational disruptions, particularly for bulk mailing processes. Xerox will provide maintenance services for the two Nuvera 288 printers currently in use, with pricing based on previous contract rates. The procurement is justified by the agency's long-standing use of these specific printers and the need to maintain uninterrupted printing capabilities across their operational departments.