2023-279_Bid_Tabulation_CO.pdf
PDF 147 KB Posted
- Attached to
- Digital Imaging
- Solicitation number
- 2025-182
- Issued by
- Collin County, Texas
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Bid Tabulation Summary
This is a bid tabulation document for Cooperative Quote 2023-279 Digital Imaging Services, comparing two bidders for Collin County's digital document conversion project. The project involves digitizing paper records across multiple county departments including the District Attorney's Office, Purchasing, Juvenile Probation, Sheriff's Office, and Public Works, in compliance with Texas Local Government Code Chapters 201-205 and Texas Administrative Code sections 7.71-7.9. The primary project scope includes scanning 1.6 million pages for the District Attorney at 300 dpi black and white, along with additional scanning services in greyscale and color formats at varying resolutions. Secondary projects encompass digitizing approximately 267,840 additional pages across other county departments. Services include document preparation at an hourly rate, document indexing, validation services, and delivery options via Laserfiche Brief Case or FTP transfer. The contract was awarded by Court Order 2024-199-02-26, with Record Consultants Inc. and CASO LLC dba ECM Today selected as vendors under Buyboard cooperatives 66122 and 71623, respectively.
Record Consultants Inc. submitted the lower overall bid at approximately $257,909 for combined projects (District Attorney lump sum of $218,059 plus secondary projects of $39,850), while CASO LLC dba ECM Today bid approximately $484,093 (District Attorney lump sum of $395,497 plus secondary projects of $88,596). Unit pricing varied significantly between bidders across all line items, with CASO LLC generally offering higher per-page scanning rates and document preparation costs. Record Consultants Inc. provided more competitive pricing on specialty services, including scanning pages larger than 8.5 x 14 and document indexing fields. Both bidders offered delivery options through Laserfiche Brief Case and FTP transfer services at differing rates per page or file delivery.
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Cooperative Quote 2023‐379 Digital Imaging Services Bid Tabulation
Line # Description QTY UOM Unit Cost Ext. Cost Unit Cost Ext. Cost
District Attorney Project: provide not to exceed cost based upon details including a breakdown by item to render project complete and operational. (refer to 5.18.1) 1 Lump‐Sum 19.4150$ 218,059.00$ 43.2000$ 395,497.00$
1.1 Cost per page for scanning at 300 dpi b/w 1,600,000 page 0.0590$ 94,400.00$ 0.0700$ 112,000.00$
1.2 Cost per hour for document preparation 3,200 hour 18.5000$ 59,200.00$ 40.0000$ 128,000.00$
1.3 Cost per page for scanning in greyscale 160,000 page 0.0650$ 10,400.00$ 0.0700$ 11,200.00$
1.4 Cost per page for scanning at 300 dpi color 160,000 page 0.0700$ 11,200.00$ 0.0600$ 9,600.00$
1.5 Cost per page for scanning at 600 dpi color 100 page 0.0800$ 8.00$ 0.0700$ 7.00$
1.6 Cost per page for scanning pages larger than 8.5 x 14 100 page 0.5500$ 55.00$ 2.5000$ 250.00$
1.7 Cost per document index field 18,400 each 0.0650$ 1,196.00$ 0.3500$ 6,440.00$
1.8 State price for Laserfiche Brief Case preferred option of delivery
1,600,000 each 0.0045$ 7,200.00$ 0.0050$ 8,000.00$
1.9 State price for FTP delivery of images and indexing 1,600,000 each 0.0020$ 3,200.00$ 0.0050$ 8,000.00$
1.10 Cost per page for contractor validation 1,600,000 page 0.0195$ 31,200.00$ 0.0700$ 112,000.00$
Projects referenced in 5.18 (Purchasing, Juvenile Probation, Sherriff's Office, Public Works, and others). Provide not to exceed cost based upon details including a breakdown by item to render project complete and operational. 1 Lump‐Sum 19.2650$ 39,849.84$ 43.0700$ 88,596.00$
2.1 Cost per page for scanning at 300 dpi b/w. 267,840 page 0.0590$ 15,802.56$ 0.0700$ 18,748.80$
2.2 Cost per hour for document preparation. 576 hour / box 18.5000$ 10,656.00$ 40.0000$ 23,040.00$
2.3 Cost per page for scanning in greyscale. 14,400 page 0.0650$ 936.00$ 0.0700$ 1,008.00$
2.4 Cost per page for scanning pages larger than 8.5 x 14. 8,640 page 0.5500$ 4,752.00$ 2.5000$ 21,600.00$
2.5 Cost per document index field. 3,312 each 0.0650$ 215.28$ 0.3500$ 1,159.20$
2.6 State price for Laserfiche Brief Case preferred option of delivery.
288,000 each 0.0045$ 1,296.00$ 0.0050$ 1,440.00$
2.7 State price for FTP delivery of images and indexing. 288,000 each 0.0020$ 576.00$ 0.0050$ 1,440.00$
2.8 Cost per page for contractor validation. 288,000 page 0.0195$ 5,616.00$ 0.0700$ 20,160.00$
Record Consultants Inc.CASO LLC dba ECM Today
Buyboard 661‐22 Buyboard 716‐23
Award by Court Order 2024-199-02-26
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