Xerox D35 Scanners with extended 3-year warranty

The Illinois Secretary of State is soliciting competitive bids for the procurement of Xerox D35 Scanners with an extended three-year warranty through Invitation for Bid (IFB) B-51880. The procurement agency seeks qualified vendors to supply an estimated 400 new scanner units distributed across a three-year contract period: 100 units by June 30, 2026, 150 units during the fiscal year ending June 30, 2027, and 150 units during the fiscal year ending June 30, 2028. All scanners must be new equipment delivered FOB Destination to the Secretary of State offices at 501 South 2nd Street, Room 574, Howlett Building, Springfield, Illinois 62756. Award will be made to the responsive and responsible bidder submitting the lowest total price based on firm line-item pricing submitted through the BidBuy electronic bidding system. Bids must be submitted no later than April 28, 2026. The contract term extends through June 30, 2028, with no renewal options available, though the total contract term including any extensions cannot exceed ten years. Bidders must maintain General Commercial Liability insurance of $1,000,000 per occurrence and $2,000,000 annual aggregate, Auto Liability insurance of $1,000,000 per occurrence, and Workers' Compensation Insurance as required by law.

Vendors may qualify for minority contractor, women-owned, disadvantaged, veteran-owned, or disability-owned business enterprise designations under applicable Illinois statutes, though no specific set-asides are identified in the procurement documents. All responding vendors must complete comprehensive disclosure forms, including the Vendor Disclosure form (version 24.1) if not registered in the Illinois Procurement Gateway or the IPG Active Registered Vendor Disclosure form if currently registered, with failure to submit rendering bids non-responsive. Vendors with 15 or more employees must provide Illinois Department of Human Rights Public Contract Numbers or proof of application submission. For contracts valued over $100,000, vendors must complete Financial Disclosures and Conflicts of Interest forms disclosing ownership information, lobbyist registrations, and existing or pending state government contracts. A minority contractor initiative fee of $15 is required for any awarded contract of $1,000 or more and will be deducted from the first payment issued. No specific incumbent vendor information is provided in the solicitation documents, and the contract may be partially or wholly funded with federal funds, with the percentage and dollar amount to be disclosed upon notice of intent to award.