NOTICE OF PROPOSED SOLE SOURCE PROCUREMENT

REQUEST FOR INFORMATION (RFI)

SALT LAKE COUNTY

Notice: #REC130929

The Division of Contracts and Procurement has received a request to purchase from a “sole source” vendor. If, for any reason, any party does not agree that this sole source purchase is applicable, please email the contact person for Salt Lake County Contracts and Procurement Division prior to the “Comments Due Date:” indicated below:

Title: FlexScan Microfilm Scanner

SOLE SOURCE JUSTIFICATION

Sole source procurement is appropriate when goods or services are only available from a single vendor; when the most important consideration is the standardization or compatibility of equipment, materials, technology, software accessories, replacement parts, or service; where transitional costs are unreasonable or cost prohibitive; or if it otherwise qualifies under County Ordinance 3.20.030.

The services requested under this procurement are a Sole Source standardization to utilize When to Work software in Parks and Recreation to be compatible with what other Salt Lake County agencies are using.

Proposed Standardization Provider: NextScan

Notice Start Date: May 5, 2026

Comments Due Date/Time: May 112h, 2026, before 1:00pm Mountain Time

Estimated Costs: $79,402.00

Contact Person: Matt Bass email address: mabass@saltlakecounty.gov

Materials Provided to Salt Lake County The County is a governmental entity subject to the Utah Governmental Records and Access Management Act (GRAMA), Utah Code Section 63G-2-101 et seq. All documents submitted in response to this RFI will be treated as protected records under GRAMA Section 63G-2-305(7). Please be advised that documents submitted in response to this RFI will become public records upon execution of a contract directly relating to the subject of this request or in the event the County does not enter into a contract which directly relates to the subject matter upon the expiration of two years from the date of issue of this RFI. Trade secrets and commercial information will not be disclosed provided that you have properly compiled with Utah Code Section 63G-2-305 and Utah Code Section 63G-2-309.

DO NOT RESPOND THROUGH UTAH PUBLIC PROCUREMENT PLACE

SEND COMMENTS DIRECTLY TO CONTACT PERSON!

BACKGROUND

http://library.municode.com/HTML/16602/level2/TIT3REFI_CH3.20PUPR.html#TIT3REFI_CH3.20PUPR_3.20.030PRNORECOPR mailto:mabass@saltlakecounty.gov

Explain in detail why the service or product is only available from a single supplier:

This purchase is the result of a proposal we made to the Smart Government Fund. In our search for the equipment we needed, we were unable to find another supplier for equipment that would accomplish what we need. We worked with Maren Slaugh in Records Management (in fact, the equipment will be transferred to Records Management division once our digitization project is complete) and Mark Miller in IT to find this equipment. Smart Government Fund granted our request based on the attached quote.

Our former redundancy for county land records going back to the mid-19th century was backing up all records onto microfiche and microfilm and storing them in the granite vault in Little Cottonwood Canyon, with duplicates stored in the vault in our government center office. Up until 2025, the State of Utah was doing those conversions from paper to fiche/film. As a backup record source, however, microfilm and microfiche have become unworkable as none of our fiche/film readers work nor are they repairable or replaceable (film and fiche are no longer used, so the equipment to read them has become obsolete). In early 2025, the State's fiche/film ability ended as they encountered equipment failure that was also unrepairable and not replaceable.

With the move to Midvale, we will be losing the custom-built vault in the north building that has stored decades of hard-copy maps as well as duplicates of more than a century's records on film/fiche. The only solution we could see was converting all these records into digital records, requiring a method of converting both film/fiche and paper records into digital. NextScan is the only company we found that has equipment that can do that.

Describe in detail what is unique about this product/service to justify a sole source:

As described above, we were unable to find another company that produced any equipment that would meet our very specific needs. That said, there are companies that will do the process for us.

Could the good or service be reasonably modified to allow for competition? Explain in detail:

No. As previously mentioned, microfilm and microfiche have become obsolete, and we could not locate any equipment that converts that very old technology into digital records until we found NextScan.

Explain the market research performed to make the sole source recommendation:

Working with Maren Slaugh and Mark Miller, our Business Analyst (Elizabeth Davis) searched extensively using all contacts from both county employees mentioned as well as Utah State Archive personnel. And Google, of course.

List the names of suppliers contacted, contact person and summary of their response:

We found another company selling NextScan equipment (Microfilm World) and didn't bother to get a price from them since we had a quote from their source.