DQ1 AADA 2019-0374 - Microfilm Scanners and Software.pdf

DQ1 AADA 2019-0374

Microfilm Scanners and Software

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STATE OF COLORADO

DOCUMENTED QUOTE

Date: January 3, 2019 DQ1 AADA 2019-0374

Return all

Sealed Bids to:

Department of Personnel & Administration

1525 Sherman 5th Floor

Denver, CO 80203 Larry Ryan

DQ Opening

Date: January 15, 2019 DQ Closing Time:

3:00p.m.

(MST)

Per the attached specifications, terms and conditions

F.E.I.N.: Payment Terms:

(Minimum of Net 45) Delivery Date:

Authorized

Signature:

Typed/Printed Name:

Title:

Company Name:

Address:

City: State: Zip:

Phone Number: Fax Number:

Contact for

Clarifications:

Title:

Phone Number: Fax Number:

E-mail Address:

The purpose of the coversheet is to fully identify respondents so they may be considered, to quickly identify the costs and billing terms, and other basic information. Submit this coversheet (completed and signed), price page(s), supporting descriptive/technical literature for substitutes where applicable, and other enclosures requested or relevant to this solicitation. In the interest of minimizing processing time and economizing our resources, unrelated or unsolicited material submitted with offers will not be considered or retained on file. Vendors are to complete the presented format.

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IMPORTANT: The following information must be on the outside of the Bid Return Envelope or included with the

Electronic Bid:

Bid Number -Opening Date and Time

Please be advised that mailed or delivered bids will be accepted directly in the Department of Personnel &

Administration (DPA) Contracts and Procurement Office (See bid cover page for address). Submit electronic bids (e-mail) to larry.ryan@state.co.us . Bidders are advised to utilize delivery verification for e-mail bids. Faxed documents will not be considered. Bidders are urged to read the solicitation document thoroughly before submitting a bid. Bidders are required to submit Federal Employer Identification Number (F.E.I.N.) prior to payment from the State of Colorado.

The State respects the environment and desires to do business with vendors who share this concern. Accordingly, the vendor who is awarded this solicitation agrees that, wherever required, all reports, catalogs, correspondence, or other submittals will be made on recycled paper with copying on both sides of the pages. (Recycled paper meaning not less than 50% of the total weight consisting of secondary and post-consumer waste, and not less than 10% total weight consisting of post-consumer waste.)

In accordance with Procurement Code, CRS 24-103-207.5 titled - Purchasing Preference for Environmentally

Preferable Products; bidders responding to this solicitation may seek to qualify for the preference and governmental bodies conducting this solicitation shall award a contract to a bidder who offers environmentally preferable products subject to the conditions in the Code and Procurement Rules.

Bidders are advised that no bid responses shall be submitted on an electronic device with a value of fifty ($50.00) dollars or more. Any bid submitted on an electronic device with a value of fifty ($50.00) dollars or more shall be considered as non-responsive. All non-responsive bids shall be removed from any further award consideration.

Low Tie Bids: Low tie bids shall be decided in accordance with the provision of C.R.S., Section 24-103-202.5, as it currently exists or is hereafter amended, which give a preference to resident bidders. Any bidder who wishes to be considered a "resident bidder" for purposes of the tie bid procedure provided in C.R.S., Section 24-103-202.5 shall include with their bid proof that he/she meets the definition of resident bidder as set forth in either C.R.S., Section

24-103-101(6)(a) or C.R.S., Section 24-103-101(6)(b).

The Department of Personnel & Administration (DPA) reserves the right to reject any or all proposals, to waive informalities and minor irregularities in proposals received, and to accept any portion of a proposal or all items proposed if deemed in the best interest of the State

This solicitation is published using the Colorado Operations Resource Engine (CORE). Solicitation documents and information are posted on VSS. VSS, vendor registration information, CORE and other information may be accessed at https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService . As an alternative to the link provided, vendors may search on Colorado.gov/VSS.

Vendors must be registered in VSS in order to be eligible for award. Vendors are strongly encouraged to complete the VSS registration process prior to submitting their bid response and to provide a copy of their

W9 with their bid response to prevent delays in the award.

Service-Disabled Veteran Owned Small Business (SDVOSB)

HB14-1224/C.R.S. 24-103-211 sets a Service-Disabled Veteran Owned Small Business goal of at least 3% of all contracts by dollar value be awarded to SDVOSBs who must be incorporated or organized in Colorado or they must maintain a place of business or have an office in Colorado and who are officially registered and verified as a mailto:larry.ryan@state.co.us https://codpa-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService

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SDVOSB by the Center of Veteran Enterprise within the US Department of Veterans Affairs

(www.vip.vetbiz.gov).

DPA shall give a certified SDVOSB a 5% preference in response to any DQ, IFB, or RFP published. SDVOSBs need to submit documentation of SDVOSB certification issued through the US Department of Veterans Affairs in their response to a solicitation. Certification can be received through the Center for Veteran Enterprise website (see above link)

1. Bid Information and Bid Process

1.1 Purpose:

The State of Colorado, Department of Personnel and Administration (DPA), Colorado State Archives Program is seeking the purchase and installation of two (2) each ScanPro 2200 Microfilm Scanners or Approved Equal scanners, to include specified software packages and maintenance.

1.2 Schedule of Activities:

All Times are Mountain Standard Time / Mountain Daylight Time (MST/MDT)

(1) DQ Notice Published on VSS January 3, 2019

(2) Prospective Bidder Written Inquiry Deadline January 9, 2019, 3:00 P.M. MST/MDT

(3) Responses to Written Inquiries Published on VSS January 10, 2019 (estimated)

(4) Bid Submission Deadline January 15, 2019 3:00 P.M. MST/MDT

(5) Purchase Order Contract Award January 17, 2019 (estimated)

All dates above are preliminary and are subject to revision by the State.

1.3 Contact Information

The sole point of contact concerning this Documented Quote is the Contract and Procurement Unit for the Colorado

Department of Personnel and Administration. All communication must be done through the DPA Contracts and

Procurement Office, Attention: Larry Ryan, Purchasing Agent, 303-866-3752 office, email larry.ryan@state.co.us or mail or deliver to the address stated on the DQ cover sheet.

1.4 Contract

The successful bidder will be awarded and issued a State Purchase Order with DPA. The contract will incorporate parts of this solicitation, published addenda, and the response of the awarded vendor. Except as modified herein, the standard State Purchase Order Terms and Conditions included in this Documented Quote (Exhibit B) shall govern this procurement and are hereby incorporated by reference.

Bidders shall specify any payment terms, delivery terms, order minimums and/or delivery restrictions or conditions.

The State shall review any vendor proposed terms and/or conditions and shall reserve the right to accept or reject any or all at the State’s sole discretion. The failure of the bidder to note any special condition or exception shall be deemed a waiver of any such condition or exception. Any service agreements, privacy forms or other documents which the State must agree to prior to doing business with your company must be submitted with the signed bid.

Unless otherwise noted, pricing shall include all bidder costs and shall be quoted “F.O.B Destination”.

Bidders are advised that any condition or exception taken to the requirements of this solicitation may be grounds for rejection of their bid as non-responsive.

http://www.vip.vetbiz.gov/ mailto:larry.ryan@state.co.us

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1.5 Contractual Obligations

Any additional terms and conditions proposed by the vendor must be submitted with their offer in order to be considered. The terms and conditions on any offeror(s) time sheets, invoices, or other forms, including but not limited to indemnification, limitation of liability, or cancellation fees, shall be void and of no effect against the

State of Colorado or any of its employees. The offeror(s) and State’s rights and obligations shall be solely governed by the terms and conditions of the contract. Any employee’s signature on offeror(s) forms shall be effective only to establish receipt of services.

1.6 Term of Purchase Order Contract

The term of the Purchase Order Contract resulting from this solicitation shall be from the effective date of the

Purchase Order through June 30, 2019.

1.7 Definitions

“Archives” means Colorado State Archives Program

“CORE” means Colorado Operations Resource Engine

“Colorado PERA” means Public Employee Retirement Association of Colorado.

“Contract” means State of Colorado Purchase Order Contract.

“DCS” means the Division of Central Services.

“DPA” means the Department of Personnel and Administration.

“DQ” means Documented Quote.

“F.O.B. Destination” means Free On Board Destination - seller pays for transportation to destination.

“Pricing Sheet” means Exhibit A – Pricing Sheet.

“Purchase Order” means State of Colorado Purchase Order.

“Procurement Code” means CRS Title 24 Government - State, Articles 101 to 112.

“State” means State of Colorado.

“VSS” means Vendor Self Service

1.8. Written Inquiries

Offerors may make email or written inquiries concerning this DQ to obtain clarification of requirements. Inquiries that are submitted by FAX will not be accepted. No inquiries will be accepted after the date and time indicated in the Schedule of Activities. The DPA Contracts and Procurement Unit prefers that all inquiries be sent by electronic mail with the DQ number in the subject to larry.ryan@state.co.us.

Address Written Inquiries to:

Larry Ryan

DPA Contracts and Procurement Unit

1525 Sherman Street 5th Floor

Denver, Colorado 80203

It is incumbent upon the bidder to monitor VSS at the link provided for response(s) to offerors’ inquiries (if required). Responses will be available for bidder review in a timely manner prior to the bid closing to allow prospective bidders time to complete and submit their bids. Offerors should not rely on any other statements, either written or oral, that alter any specification or other term or condition of the DQ during the open solicitation period.

Offerors should not contact any other State office or individual regarding this DQ or this project

1.9 Approved Equal Process

(a) Bidders proposing equal equipment to that specified in Section 2. Specifications and Scope of Work must complete and submit Attachment 3 – Approved Equal Request Form by the Prospective Bidder

Written Inquiry Deadline as stated in Section 1.2 Schedule of Activities subsection (2).

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(b) To be considered as an approved equal, the proposed equal equipment must demonstrate on the completed

Attachment 3 – Approved Equal Equipment Request Form that each listed specification is met or exceeded by the proposed equal equipment including available warranties. The State will review the completed and submitted Approved Equal Equipment Request Form provided with any bidder request for approved equal equipment and will either approve or deny the request at the State’s sole discretion based on the best interests of the State.

(c) The State reserves the right to require additional information from bidders regarding bidder Requests for

Approved Equal equipment as needed to support the determination by the State regarding the approval or rejection of bidder request. However, bidders may not be afforded the opportunity to provide additional information and may be eliminated based on their initial submission at the State’s sole discretion. Bidders are required to provide any information requested by the State within twenty-four (24) hours of the State’s written request to the bidder. Bidders who do not provide the requested information within the twenty-four (24) period may be disqualified from consideration for award as non-responsive at the State’s sole discretion.

(d) The State will publish all Requests for Approved Equal Equipment and the Approved Equal Equipment

Request Form for each request with the State’s approval or rejection of the request on VSS with the Responses to Written Inquiries.

(e) Only bid responses proposing the equipment specified in Section 2. Specifications and Scope of Work or proposing equipment that has been approved by the State per the Approved Equal Process will be considered for award. Bid responses proposing equipment that is not as specified in Section 2.

Specifications and Scope of Work or equipment that has not been approved through the Approved Equal

Process will not be considered.

1.10 Doing Business in Colorado

A vendor wanting to do business in Colorado must register with the Colorado Secretary of State in accordance with Colorado Revised Statute (CRS) 7-90-801. The link for the Colorado Secretary of State’s web site is: http://www.sos.state.co.us/ .(Recommend going to the Alphabetical Index to access Colorado Business

Express for services for new and existing businesses and FAQ for frequently asked questions. A copy of the business entity’s Articles of Incorporation and/or Bylaws may be requested by the State.

1.11 Federal E-Verify and Colorado Department of Labor and Employment Program Effective May 13, 2008, Contractors who enter into a public contract for services with Colorado State agencies must participate in either the federal E-Verify program, or the newly created Colorado Department of Labor and

Employment Program (Department Program). The option to enroll in the new Department Program instead of E-

Verify was created by Colorado State Senate Bill 08-193, which amended the Public Contracts for Services and

Illegal Alien Laws, 8-17.5-101 and CRS, C.R.S.

1.12 Vendor Disclosure Statement

In compliance with CRS 24-102-206, Contractor Performance outside the United States or Colorado, the awarded vendor will be required to disclose information on where services will be performed under the contract.

1.13 Federal Employer Identification Number (F.E.I.N.)

Bidders are required to submit their F.E.I.N. prior to contract, or purchase order issuance, or payment from the

State of Colorado. A W-9, Taxpayer Identification form provided by the State may be required. Vendors are strongly encouraged to provide a copy of their W-9 with their bid response (see Attachment 1 for W9 Form).

1.14 Independent Contractor

The contractor shall perform its duties arising out of this solicitation as an Independent Contractor, and not as an employee. Neither the contractor nor any agent or employee of the contractor shall be or shall be deemed to be an

Page | 6 of 10 employee of the State. The contractor acknowledges that the contractor and its employees are not entitled to unemployment insurance benefits unless the contractor or a third party provides such coverage, and that the State does not pay for or otherwise provide such coverage. The contractor shall have no authority to bind the State to any agreements, liability or understanding except as may be expressly set forth in the Purchase Order. The contractor shall provide and keep in force, workers’ compensation and unemployment compensation insurance coverage in the amount required by law, and shall be solely responsible for the acts of the contractor, its employees and agents.

1.15 PERA

The State of Colorado DPA / Colorado State Archives program is a Colorado PERA affiliated employer. Vendor shall comply with Colorado Senate Bill 06-235 and CRS §24-51-1101(2) and with PERA rules regarding contributions for PERA retirees. DPA is requiring the vendor to notify DPA's Accounting Office at 303.866.3904 within fifteen (15) calendar days from the date of this contract if the services provided are being or are to be performed by a PERA retiree.

1.16 Insurance

The Standard Insurance Requirements for Contractors Providing Services to the State of Colorado applies (see

Attachment 2).

1.17 Demonstrated Performance Ability, Reference Requirements

Bidders must be able to demonstrate the ability to provide the requested commodities. Bidders shall meet all requirements of Section 2.6 Vendor Qualifications. Bidders shall submit two references for provision of commercial products and services of similar size, scope and complexity of work. Do not use the Colorado

Department of Personnel and Administration as a reference. Bidders shall have experience providing the commodities and services as described in the specifications and requirements of this DQ. The State may require additional information of the apparent successful offerors to determine their ability to perform. This information may include, but is not limited to previous experience of company; years in business; quality and condition of equipment and financial condition.

Current Reference

Legal Name of the Business:

Legal Business Address:

Contact Name and Title:

Contact Phone Number:

Period of Service: mm/yy to mm/yy:

Previous Reference

Legal Name of the Business:

Legal Business Address:

Contact Name and Title:

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Contact Phone Number:

1.18 Vendor’s Prior Services to DPA: One of the elements of this solicitation’s evaluation criteria will be the vendor’s past performance for DPA. This includes services and/or delivery of goods as well as any warranty work or replacements. The State reserves the right to consider vendor for this project. If the vendor has not previously provided services and/or goods to DPA specifically, then bidder is to write “none” in the blocks below.

Last Occurrences of Vendor’s Services Provided to DPA

Service Provided:

Contracted Amount

Service Provided

Contracted Amount

1.19 Electronic Copy and Document Format

Proprietary/confidential information must be submitted on a separate disk and be clearly marked as such.

Documents should be single sided on recycled paper, and easy to copy/scan (no bound material, minimize use of tabs and clips, etc). Paper should be white or extremely light paper and no dark backgrounds. Enhance images for pages with a poor image quality. The original hard copy in all cases is the official record.

1.20 Modifications

All modifications shall be in writing and posted to VSS. Vendors are responsible for checking VSS prior to the opening date and time for solicitation modifications.

1.21 Public Opening of Bids

Only the names of offerors submitting bids will be read at the bid opening.

1.22 Bidder Response Format

Submit one copy of the bid properly marked.

1.23 Bidders must comply with and submit the following item(s) in order and clearly labeled:

(a) Signed cover sheet.

(b) Completed bid response form - Exhibit A – Pricing Sheet

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(c) Any and all other information as requested herein.

1.24 Performance Outside the State of Colorado and/or the United States

[Not applicable if Contract Funds include any federal funds] 24-102-206: Following the effective date of issuance of a Purchase Order or State Contract, Contractor shall provide written notice to the State, in accordance with §16 (Notices and Representatives), within 20 days of the earlier to occur of Contractor’s decision to perform, or its execution of an agreement with a Subcontractor to perform, Services outside the State of Colorado and/or the United States. Such notice shall specify the type of

Services to be performed outside the State of Colorado and/or the United States and the reason why it is necessary or advantageous to perform such Services at such location or locations. All notices received by the State pursuant to this §8.C shall be posted on the Colorado Department of Personnel & Administration’s website. Knowing failure by

Contractor to provide notice to the State under this §8.C shall constitute a material breach of this Contract.

1.25 General Product Specification Information

Items offered must be new (not used, remanufactured, refurbished, rebuilt, etc.) and are not to contain components that are not newly manufactured, unless specifically stated otherwise in the bid specifications. Items are to come in original, unopened manufacturer's packaging. The manufacturer's warranty and any offered rebates, as applicable, shall be included.

2. Specifications, Requirements, and Scope of Work

2.1 Vendor Requirements

(a) Vendor shall be a factory authorized reseller for the ScanPro2200 Microfilm Scanner.

(b) Vendor shall be a factory authorized support provider for the requested software and equipment.

(c) Vendor shall provide unlimited phone support from 8 a.m. to 5 p.m. MST and email support for the software at no additional cost.

(d) Vendor shall provide a toll-free phone number as well as a regular phone number for Help Desk

Support.

(e) Vendor shall provide an email address for Help Desk Support.

2.2 Microfilm Scanner Requirements

(a) The State is specifying the ScanPro 2200 Microfilm Scanner or Approved Equal Scanners to support the Colorado State Archives Program goal for obtaining the clearest possible image of poor quality microfilms utilizing a microfilm scanner with the specified minimum megapixels of image capture and specified processing speed to efficiently support the high volume of microfilm to be processed by the Program

(b) Scanner shall be equipped with a camera capable of capturing a minimum of 6.6 megapixels of optical data per image.

(c) Scanner shall provide software selectable resolution, minimum 150 to 1200 dpi, 256 grayscale, bi-tone

(B&W).

(d) System software must be embedded in the scanner and support full scanner functionality.

(e) Scanner shall be equipped with Power Scan 2200 software or approved equal software. No additional software will be required to achieve full specified functionality.

(f) Scanner shall provide the ability to scan 35 mm, 16 mm microfilm rolls, microfilm rolls, microfiche and aperture cards.

(g) Scanner shall be equipped with a minimum of one (1) USB port capable of supporting USB3, USB2, and USB1 Front port on scanner compatible with USB3/2/1

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(h) Scanner must provide the capability for software upgrades without requiring the replacement of the physical machine.

(i) Scanner shall be capable of saving a minimum of the following scan formats:

a. PDF & TIFF

b. Single and multipage

c. JPEG

(j) Scanner shall provide an on screen magnifier (selectable 7x to 32 x zoom)

(k) Scanner shall provide the capability to scan and print only the image that is viewed in the magnifier.

(l) Scanner shall provide focus lock technology that maintains the images in focus while optically zooming in/out.

(m) Scanner shall be new in the box and unopened, no used or factory refurbished scanners will be accepted.

(n) Purchase to include one complete set of manuals, electronic copy is acceptable

(o) All peripherals required enabling units to be fully operational (cables, etc.) must be included

(p) Delivery and installation to be included at no additional cost to the state

(q) Manufacturer warranty of one year for parts.

2.4 ScanPro2200 Microfilm Scanner Equipment Maintenance

(a) Maintenance and repair services shall be provided by manufacturer certified technicians.

(b) Vendor will provide written confirmation of manufacturer certification for service technicians prior to award.

(c) Dispatched technician must have and use manufacturer’s diagnostic testing software to perform on-site evaluation of equipment repairs needed.

(d) Vendor will not subcontract work unless prior written approval is obtained from the State’s representative.

(e) Vendor shall use OEM or Manufacturer approved parts. Vendor will need prior approval for installation of used, refurbished, or parts outside of OEM or Manufacturer approved parts.

(f) Vendor maintenance shall provide onsite support including all emergency calls, labor, parts, travel, phone support for software and hardware.

(g) Onsite support to include all parts and labor costs (excluding consumables) for software and hardware shall be provided through the maintenance agreement.

(h) The agreement shall include all labor, travel charges, lodging if applicable, mileage, gas and operating expenses, testing, and incidental charges related to the repair service.

(i) The State will pay the agreed cost of the maintenance agreement and will not be responsible of any additional costs.

(j) Vendor shall provide all current available software and firmware updates.

(k) Vendor to provide unlimited Help Desk Support available via phone and email Monday through

Friday, 8a.m. to 5p.m. MST/MDT, holidays excepted.

(l) Vendor shall provide software updates to include any and all version updates, service packs, and patches for software maintenance releases within the same version.

(m) Vendor shall be required to work with participating vendors including those for software applications to resolve service issues.

(n) Maintenance and repair shall be performed during standard business hours from 8 a.m. to 5 p.m.

Monday through Friday, holidays excepted.

(o) Maintenance agreement to include minimum of two (2) scheduled preventative onsite maintenance calls per year

(p) Initial call back from the Vendor is required by phone within two (2) hours of initial call for repair.

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(q) Service call to be started within 24 hours from initial phone call to the vendor, weekends and holidays excepted.

(r) Scanners will be located at 1313 Sherman Street Room 120, Denver CO 80203. All maintenance services shall be performed at this address.

(s) Maintenance Agreement shall be effective upon installation of the scanner and acceptance by the

State.

(t) Maintenance pricing shall be effective for two (2) years following installation and acceptance.

2.5 Training

(a) Vendor shall provide a minimum of two (2) hours of operator training with the installation of the scanner and software. Training costs to be included in the cost of the scanner. Operator training must include at a minimum the following (1) Introduction to scanner (2) Review of Resources (3) Scanner

Orientation (4) Microfilm journey through the transport (5) Software configurations (6) Replacement of consumables (7) Maintenance (8) Troubleshooting (9) Service Issues

2.6 Delivery Terms and Location

(a) Delivery shall be no later than (2) two weeks after receipt of Purchase Order (ARO).

(b) Shipping shall be FOB Destination to the State Archives Location.

2.7 State Archives Location

Colorado State Archives Program

1313 Sherman Street Room 120

Denver CO 80203

2.8 Acceptance

(a) The scanners shall include a three-year manufacturer’s warranty to be effective upon installation, configuration, testing and acceptance of the scanners.

(b) Acceptance shall be provided by the State Archives Program in the form of Attachment 3 –

Acceptance Certificate.

2.9 Warranty

(a) The scanners shall include a three-year manufacturer’s warranty to be effective no more than one (1) week prior to the acceptance of the scanners.

(b) The State of Colorado Archives Program shall be named as the owner of the warranty.

(c) The awarded Contractor will complete the warrant paperwork and submit the warranty on the behalf of the Colorado State Archives Program prior to acceptance.

(d) The warranty shall be effective prior to the written acceptance of the scanners by the State Archives

Program.

(e) An executed written copy or digital copy of the warrant shall be provided to the State Archives

Program prior to or at the time of acceptance.

(f) Provision of an executed warranty is a condition of acceptance.