Reference Number: 22031226
Request ID:13-79576
Date First Offered06/10/2013
Title:FY 14 Xerox DocuTech Maintenance

Agency Reference Number:FPR14-XD
Agency:FPR - Department of Financial and Professional Regulation
Purchasing Agency:FPR - Department of Financial and Professional Regulation
Purchasing Agency SPO:Maye Kelsey

Status: Closed


Description and Specifications:
DFPR is seeking to renew a maintenance contract for a Xerox DocuTech 6180 and its attachments/accessories. This is a sole source request. DFPR currently has a "Full Service Maintenance Agreement" (FSMA) with Xerox which, if continuously maintained, allows full guarantee for equipment to perform up to original specifications or to replace with like-for-like, equal or better, equipment at no additional charge to the Department. If there is a break in service and/or contracts with a third party, the FSMA will be void.

The DocuTech 6180 was purchased in FY04 for $506,105. In the current fiscal climate, it would be cost prohibitive to purchase a new machine. Preventive maintenance and repairs are essential for keeping the equipment/accessories up and running.

A hearing is scheduled for:

Date and time: Wednesday, June 26, 2013, 2:00 p.m.
Location: 511 Stratton Office Building, 401 S. Spring St. Springfield, IL 62706 and James R. Thompson Center (JRTC) - Suite 9-035, 100 W. Randolph Chicago, Illinois

A sole source contract will be awarded on that date and the hearing will be cancelled, unless an interested party submits a written request for public hearing by Monday, June 24, 2013.

If a public hearing is requested, the purchasing agency shall present testimony justifying the procurement method. Any interested party may present testimony for or against the sole source determination as described in this notice. The purpose of the hearing will be to receive information from the public as to whether award by sole source is appropriate and in accordance with the Illinois Procurement Code. Formal rules of evidence will not apply. Hearings may be recorded in order to aid in the production of minutes. Parties may submit written comments in lieu of attending the hearing. Written comments will be afforded the same weight as oral comments received at hearing.

Interested parties wishing to submit comments or request a hearing must do so in writing and submit their request to the Notice Contact. Request for a public hearing by an interested party or written comments shall be made by Monday, June 24, 2013 to the Notice Contact: Diana Boshell, 712 Stratton Office Building, Springfield, IL 62706 E-mail:; phone 217-524-7020.

A sole source contract where a hearing was requested by an interested party may be awarded after the hearing is conducted with the written approval of the chief procurement officer.

Key Information

Notice Type:Sole Source
Notice Stage:
Hearing Notice of Decision Upheld

Notice Expiration Date:07/09/2013
Sole Source Only Justification:This is a sole source request as only Xerox parts can be used on Xerox equipment. Involvment of a third party would void the FSMA guarantee.
Accordance with Admin Rule:< Compatibility of equipment, accessory, parts, or service is paramount consideration

Professional & Artistic:No
Small Business Set-Aside:No

Does this solicitation contain a BEP or DBE requirement?:No

Does this solicitation contain a Veteran requirement?:

Relevant Category:General Services

Total Amount of Award:$70,000.00 (Total Dollar Value Only/Includes Any Renewal Options)
Estimated/Actual Value Description:$70,000 /estimated value for one year.
Length of Initial Term:12
Contract Begin Date:07/01/2013
Contract End Date:06/30/2014
Renewal Terms:0


Number of Responding Bidders:
Number of Unsuccessful Bidders:
Total Number Awarded:

Listing of All Bidders/Offerors Considered But Not Selected:
Source Selection:<Select Source Method>

Vendor(s) Selected for Award
Vendor NameAmount of Award BEP Goal % DBE Goal %
Xerox Corporation$70,000.000%0%

Notice Contact
Name: Philina King
Street Address:100 W. Randolph Street
9th Floor
Zip Code:60601
Phone: 312-793-7346
Fax Number:312-814-2238

Class Code

Class Codes:S410 Office Machine Repair and Maintenance Services


NIGP Commodity/Service Code:


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