Travel Exhibit Kit

The Illinois Secretary of State is soliciting bids for a Travel Exhibit Kit for the Illinois State Archives through a Basic Ordering Agreement (BOA) under $50,000. The Illinois Department of Corrections is the using agency for this procurement, classified as a Small Purchase with fiscal year 2026 state funding. The primary deliverable consists of 30 units of high-speed duplex desktop document scanners capable of scanning at least 70 pages per minute (140 images per minute) at 200/300 dpi with 600 dpi optical resolution. The scanners must feature an automatic document feeder with a minimum 100-sheet capacity, support mixed-size and mixed-weight documents ranging from 20-465 g/m, handle long document scanning up to 240 inches, include ultrasonic multi-feed detection, and be rated for high-volume daily use of at least 10,000 pages per day. Required connectivity includes USB 3.0 or higher and ethernet with TWAIN and ISIS driver support compatible with standard Windows operating systems. Delivery must be completed within two weeks of the fully executed contract date to the ICI Central Warehouse in Lincoln, Illinois, with deliveries restricted to Monday through Friday, 9:00 a.m. to 3:00 p.m. The bid opening is scheduled for February 20, 2026, at 11:00 a.m. CST, with submission preferred via the BidBuy system. Pricing must be quoted on a per-unit basis with all extensions and totals displayed, net of all trade or quantity discounts, and F.O.B. destination with transportation and handling costs included and paid by the contractor.

No specific set-aside designations or restrictions on the types of organizations that can respond are identified in the procurement documentation. No incumbent vendors, current contractors, or existing infrastructure requiring integration are listed. The contract term begins upon signature of both parties and extends through June 30, 2026, with invoices for supplies required to be submitted no later than July 31 of the applicable fiscal year. The State reserves the right to award the bid in whole or in part and to order additional quantities at the awarded price for 15 days after contract execution. Partial orders will not be accepted, and a signed BOA with bid information is required prior to award, with the fully executed BOA signed by both parties must be in place before products are shipped. The contract value is anticipated to fall under $50,000 based on the BOA designation, though the exact budget range is not explicitly stated in the procurement documents.