SP with Sole Source: Laserfiche software, TKB

The Illinois Department of Insurance (IDOI) is conducting a small purchase procurement with sole source justification for Laserfiche enterprise content management software from TKB Associates, Inc. The contract period runs from July 1, 2026 through June 30, 2027, with a posting date of March 4, 2026 and a due date of March 12, 2026. The procurement encompasses 186 Named User licenses for Laserfiche RIO Records Management Edition, annual support and maintenance, Quick Fields Core modules, Scan Connect 10 Pack, and SDK annual support. The deliverable is a complete software licensing and support package that will enable IDOI to maintain its enterprise content management capabilities following the dissolution of a previous joint purchase agreement with the Illinois Department of Financial and Professional Regulation. The sole source justification exists because TKB Associates, Inc. is identified as the only viable vendor capable of providing the required Laserfiche software and support services to maintain system continuity and protect IDOI's existing infrastructure investment. No alternative vendors, competitive bidding process, or evaluation criteria for competing proposals are applicable given the sole source procurement structure.

This procurement is restricted to TKB Associates, Inc., as the sole source vendor has been identified and justified for this software licensing renewal. No set-aside designations, disadvantaged enterprise provisions, or opportunities for competing vendors are applicable under the sole source procurement framework. TKB Associates, Inc. is the incumbent contractor, having provided Laserfiche software and support services to IDOI under a previous joint purchase agreement with another state agency. The quoted renewal investment is $34,784.45, reflecting a 10% discount applied to the itemized licensing and support costs and representing the cost for IDOI to transition from a joint account to an independent licensing arrangement. Standard Terms and Conditions for General Services contracts apply, requiring TKB Associates to maintain general commercial liability insurance of $1,000,000 per occurrence and $2,000,000 annual aggregate, comply with prevailing wage requirements, and maintain audit-accessible records for three years or five years if federal funds are used. Payment must be received by August 14, 2026 to avoid reinstatement fees, with invoices due by July 31 following the service period in accordance with the Illinois Prompt Payment Act.