Reference Number: 22035064
Request ID:15-89283
Date First Offered04/23/2015
Title:FY16 Xerox Docutech Maintenance

Agency Reference Number:REV16S9497
Agency:REV - Revenue
Purchasing Agency:REV - Revenue
Purchasing Agency SPO:Joel Meints

Status: Closed


Description and Specifications:

The Illinois Department of Revenue is giving notice of intent to award a contract as a Sole Source to Xerox Corporation. This contract is for annual maintenance on Revenue's Xerox Docutech 6180 and Xerox DigiPath PC Optical B to the original specifications with parts, labor, software, etc.

A hearing is scheduled for Wednesday May 6, 2015 at the Stratton Office Building, 401 S. Spring St., Room 511, Spring, IL 62706 and video conference at the Thompson Center, 100 W. Randolph, Suite 9-036, Chicago, IL 60601. Interested parties wishing to request a hearing or submit comments 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 Friday May 1, 2015 by 5:00 p.m. to:

Diana Boshell
712 Stratton Office Building
401 South Spring
Springfield, IL 62706
Phone: 217-524-7020
Fax: 217-558-1399

The hearing will be cancelled unless an interested party submits written comments or makes a written request for pulic hearing by Friday May 1, 2015, by 5:00 p.m. to the notice contact listed above.

If a public hearing is requested, the purshasing agency shall present testimony justifying the procurement method. Any interested party may present testimony for or against the awarding of a sole source contract. The purpose of the hearing will be to receive information from the public as to whether contract 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 the hearing. After consideration of the testimony, the Chief Procurement Officer may approve the purchasing agency's request to contract by the sole source procurement method.

NOTE: The start and end dates of this contract will depend on actual signature dates. The dates provided below are estimated for the purpose of the Illinois Procurement Bulletin hearing notice.

Key Information

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

Notice Expiration Date:06/02/2015
Sole Source Only Justification:Xerox is the only vendor in Springfield qualified and trained to service their printing systems. Xerox agrees to maintain Revenue's Docutech 6180 to the original machine specifications with parts, labor, software, etc. for a one year period of time. If Xerox is unable to maintain the equipment as described above, Xerox will replace the equipment with an identical product or, at Xerox's option, another product of equal or greater capability. If Revenue decides not to obtain this maintenance, it will void the "like for like" provision. All Xerox service guarantees would be voided, including the "like for like" provision. Also, included in the Full Service Maintenance Agreement is the annual cost of Software and Diagnostic Licenses which can be a large expense. Should we wish to discontinue their service and then wish to reinstate it, there is a cost for renovation of the equipment and for bringing it back to Xerox standards before resuming the FSMA.

This is the most economical procurement approach as it is the only way that we can properly maintain this equipment. If not kept under maintenance, Revenue would be forced to purchase new which is not affordable that at this time. Our return on investment is realized in the tax dollars collected as a result of the timely printing of the many documents and crucial tax forms as mandated by law.
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?:No

Relevant Category:IT

Total Amount of Award:$102,446.16 (Total Dollar Value Only/Includes Any Renewal Options)
Estimated/Actual Value Description:Estimated
Length of Initial Term:12
Contract Begin Date:07/01/2015
Contract End Date:06/30/2016
Renewal Terms:0


Number of Responding Bidders:1
Number of Unsuccessful Bidders:0
Total Number Awarded:1

Listing of All Bidders/Offerors Considered But Not Selected:
Source Selection:N/A

Vendor(s) Selected for Award
Vendor NameAmount of Award BEP Goal % DBE Goal %
Xerox Corporation$102,446.160%0%

Notice Contact
Name: Diana Boschell
Street Address:712 Stratton Office Building
401 S. Spring Street
Zip Code:62702
Phone: 217-524-7020
Fax Number:217-558-1399

Class Code

Class Codes:




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