245019 Notice Intent to Award.pdf

This document is a Notification of Intent to Award for Bid No. 245019 MICROFILM AND SCANNING SERVICES issued by the City of Salem, Oregon's Administrative Services Department. The City is seeking bids for microfilming "as-built" utility drawings, partition plats, and subdivision plats, requiring the successful bidder to provide two copies of the microfilmed documents, including an original and one duplicate, to be mounted in color-coded aperture cards. The City will provide the electronic image files in TIFF or other standard format, and the estimated annual volume is 165 plans per month. The initial contract term is for one year from July 1, 2024 to June 30, 2025, with the option to renew for up to four additional one-year terms.

The bid requires unit pricing for first silver originals and duplicates, with a maximum 14-calendar day turnaround time, and bidders are also asked to provide pricing for a 7-calendar day turnaround time, which is for informational purposes only and not part of the award. The City will apply a reciprocal preference for non-resident bidders, and the successful bidder must comply with the City's nondiscrimination and recycled materials policies, as well as provide proof of required insurance coverage. The Services Agreement indicates this is a non-exclusive agreement, and the City is not obligated to assign any amount of work to the provider, allowing them to engage the services of other providers at their discretion.