245019 Supplemental Information Letter No. 1.pdf

This document is a Supplemental Information Letter issued by the City of Salem, Oregon's Department of Finance Services Contracts & Procurement regarding Bid No. 245019 for Microfilm and Scanning Services. The City is requesting bids for microfilming "as-built" utility drawings, partition plats, and subdivision plats, with the successful bidder required to provide two copies of the microfilmed documents, including an original and one duplicate, to be mounted in color-coded aperture cards. The estimated annual volume is 165 plans per month, and 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. 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. 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.