Xerox Duplex Combo Scanners and Visioneer OneTouch Software

The Illinois Secretary of State is conducting a competitive procurement for Xerox Duplex Combo Scanners and Visioneer OneTouch Software through an Invitation for Bid (IFB) with solicitation number 26IT103037. The procurement seeks to acquire 320 scanners and software licenses in FY25, increasing to 650 units in both FY26 and FY27, with a contract term extending through June 30, 2027. The solicitation requires new equipment with a three-year hardware warranty and 12-month software support, including version updates, upgrades, and technical support. Evaluation criteria will focus on the lowest total cost, with the contract to be awarded in whole to a single vendor. All bids must include comprehensive pricing for equipment, shipping, and software costs, and must be submitted electronically through the BidBuy system by the due date of August 5, 2025. The State reserves the right to test scanners before final award and maintains flexibility for vendors to substitute equivalent equipment if current models become end-of-life during the contract period. Electronic submissions must be in formats compatible with Microsoft Office or Adobe Reader.

The procurement does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. The solicitation includes standard state vendor disclosure and certification requirements, with compliance expected for various state and federal regulations. No incumbent vendor is identified in the documents, and the procurement appears to be a refresh of existing technological infrastructure. While no precise budget range is specified, the scale of the procurement suggests a significant investment, with 650 scanner and software license units planned for FY26 and FY27. The contract includes provisions for potential price adjustments, but only in a downward direction, which could provide potential cost savings for the agency. The total contract value is not explicitly stated, but the comprehensive nature of the procurement—including hardware, software, warranty, and support—indicates a substantial technological investment by the Illinois Secretary of State. The contract is subject to the availability of appropriations and does not include automatic renewal options, with a maximum total contract term not to exceed ten years.