SOLE SOURCE Xerox High Speed Printer Maintenance

The State of Illinois, through the Department of Innovation and Technology (DoIT), is issuing a sole source contract for the maintenance and volume print pricing of high-speed Xerox printers located at the Willard Ice Building in Springfield and the 33 South State location in Chicago. The contract will cover five specific Xerox printer models from July 1, 2024, through June 30, 2027, with a total estimated value of $2,000,000. DoIT has determined that Xerox Corporation is the sole provider that can satisfy the state's requirements, as the contract requires the use of certified Xerox technicians to maintain the warranty and service guarantees. The pricing is based on a NASPO contract, which provides nearly 20% lower rates than other negotiated terms, and the 3-year term will save an estimated $60,000 compared to annual increases.

The sole source procurement is due to Xerox's proprietary technologies, customizations, and certified technician requirements that ensure service guarantees and continued operations of critical printing systems supporting multiple state agencies. There are no set-aside designations or restrictions on the types of organizations that can respond, as this is a sole source contract. Xerox Corporation has been the incumbent provider for these services, with the most recent 2-year contract valued at $1,256,157. The state has determined that a competitive bid process is not feasible, as it would void the printer warranties and potentially disrupt critical state operations.