Sole Source: Xerox Nuvera 1645 and 1915 Maintenance

The Illinois Secretary of State is pursuing a sole source contract with Xerox Corporation for maintenance coverage and support services of Xerox Nuvera TX1645 and TX1915 printing machines, with an estimated contract value of $150,000 for a one-year term beginning July 1, 2026, and concluding June 30, 2027. The procurement is classified as a sole source acquisition, meaning no competitive bidding process or alternative vendor options are being considered. The required services include monthly preventive maintenance, emergency service calls, and image allowances necessary to maintain 24-hour operational capability of the equipment, which is critical to the agency's operations as these machines handle large-volume bulk printing of mailings for Illinois citizens, including driver's license renewal postcards and other essential high-volume print jobs serving all 25 office departments within the Secretary of State's office. The justification for sole source procurement is based on the proprietary nature of the Xerox Nuvera equipment and the manufacturer's exclusive ability to provide authorized maintenance and support services through Xerox-trained and authorized engineers who can validate coverage, repair, and warranty claims. No bidder conferences, site visits, or competitive solicitation processes are planned. The posting deadline for this opportunity is May 27, 2026, with State Purchasing Officer David Littrell having approved the sole source justification on May 13, 2026.

This procurement is restricted exclusively to Xerox Corporation as the sole authorized vendor, with no open competition or set-aside designations for disadvantaged enterprises or other organizational types. Xerox is the incumbent vendor, having maintained continuous contracts with the Illinois Secretary of State since July 2017, with documented annual purchase history ranging from approximately $20,708 to $150,000. The agency has reported that Xerox has provided competitive rates throughout the contract period and that alternative vendors would require Xerox authorization, incur additional costs, and may not meet the required coverage response times essential to maintaining 24-hour operational capability. The contract is funded through state appropriated funds, and the procurement is deemed critical to maintaining agency mission operations, as loss of maintenance coverage would eliminate the Secretary of State's ability to produce bulk mailings essential to citizen services. The estimated contract value is $150,000 for the initial one-year term.