ESBD_526056_1781189934455_IFB 306-26-0321 Microfilm Scanner.pdf

INVITATION FOR BID

IFB # 306-26-0321

Microfilm Scanners-Texas State Library and Archives Commission

NIGP Class/Items: 575-51, 575-76, 204-87

Schedule of Events Solicitation Posted Date: 06/11/2026 Vendor Questions Due: 06/18/2026; 4:00 PM CT

Answers Posted to ESBD: 06/19/2026 Bid Due Date: 6/25/2026; 2:00 PM CT

Expected Contract Award Date: July 2026

Purchasing Department, Room # 309 1201 Brazos Street Austin, TX 78701

ATTENTION: It is the responsibility of interested parties to periodically check the Electronic State Business Daily (ESBD) website for updates to the solicitation before submitting a response. The Respondent’s failure to periodically check the ESBD will in no way release the selected Vendor from addenda or additional information that may result in additional costs to meet the requirements of the solicitation.

Texas State Library and Archives Commission IFB # 306-26-0321 Microfilm Scanners-Texas State Library and Archives Commission

Table of Contents Section I

General Information 1 Introduction 2 Background 3 TSLAC Purchasing Contact and Prohibited Communication 4 Solicitation Method and Intent 5 Contract Term 6 Estimated Quantities 7 Adding New Products/Services to Contract After Award 8 Price Adjustments 9 Modification of Contract Terms and/or Amendments 10 Definitions 11 Additional Terms and Conditions

Section II Products and Specifications

1 Requested Products 2 Delivery and Acceptance 3 Contractor Responsibilities:

4 TSLAC Responsibilities 5 Qualifications and Experience 6 Invoice and Payment

Section III Response Instructions

1 Schedule of Events 2 Inquiries 3 Response Submission 4 Response Content and Requirements 5 Texas Public Information Act 6 Evaluation and Award

Section IV General Terms and Conditions

Appendix A Solicitation Coversheet

Appendix B Pricing Worksheet

1 Proposed Product(s) and Cost

2 Payment Terms

SECTION I

GENERAL INFORMATION

1 Introduction

The Texas State Library and Archives Commission (TSLAC) seeks bids from qualified vendors to provide microfilm scanner, related components, optional maintenance agreements, and extended warranty coverage in accordance with the specifications outlined in this Invitation for Bids (IFB).

The equipment shall be delivered to Texas State Library and Archives Commission, Archives and Information Services (ARIS) Division, at Sam Houston Regional Library and Research Center (SHC), 650 FM 1101, Liberty, Texas 77575.

2 Background

TSLAC provides access to historical state records for public and agency use. To support this mission, we are procuring a microfilm scanners and related components that will enable continued viewing, scanning and preservation of microfilm and microfiche collections. This ensures researchers and Texas alike have continued access to these records.

3 TSLAC Purchasing Contact and Prohibited Communication

3.1. Contact: All requests, questions, and other communications about this solicitation shall be made in writing through the e- Procurement portal or to TSLAC’s Purchasing Department, addressed to the following assigned Purchasing Team Member:

Primary Contact: Fred Huber, Procurement Specialist Texas State Library and Archives Commission Attn: Purchasing Department, Room #309 1201 Brazos Street Austin, TX 78701 Email: fhuber@tsl.texas.gov Phone: 512/936-2774

Secondary Contact: Email: purchasing@tsl.texas.gov Phone: 512/463-5487

3.2. Prohibited Communications: Upon posting of this solicitation, TSLAC, its representative(s), or partners will not answer questions or otherwise discuss the contents of this solicitation with any potential Respondents or their representative(s), except for the written inquiries described in Section III, Subsection 3. Respondents or their representatives may not ask questions about the solicitation by phone or in person, and any such attempts will not be recognized as valid inquiries.

Failure to observe this restriction may disqualify any subsequent response to this solicitation. Respondent may rely only on written statements issued through or by TSLAC’s Purchasing Team. This restriction does not preclude discussions between affected parties to conduct business unrelated to this solicitation.

4 Solicitation Method and Intent

4.1. The IFB solicitation allows qualified respondents to submit a bid for the goods and/or services specified in this solicitation. Additional documentation may be requested to address the minimum requirements of this solicitation, qualifications, experience, and other factors that will be employed to ensure the successful fulfillment of the specified goods and/or services set forth herein. TSLAC will review, compare, and evaluate responses to determine the vendor who meets the minimum requirements and provides the lowest bid.

4.2. TSLAC intends to identify one qualified vendor and award one contract for the products and/or services included in this solicitation based on the response that presents the best value and best meets the business needs of TSLAC.

4.3. TSLAC reserves the right to make an award based on low line-item bid, low total of line items, or in any other combination that will service the best interest of the State and to reject any bid items at the sole discretion of the State.

mailto:purchasing@tsl.texas.gov

The State also reserves the right to accept or reject all or any part of any bid, waive minor technicalities, and award the bid to best serve the interests of the State.

4.4. TSLAC reserves the right to add or delete services from awarded contracts during the contract period without re-solicitation as new technologies emerge, or the business needs of TSLAC change. The additions or deletions will be mutually agreed upon with a written amendment to the contract.

5 Contract Term

5.1. Initial Contract Term: The initial contract begins upon award and continues through the successful delivery, inspection, and acceptance of all products as specified. The contract term ends upon final payment.

5.2. Included Warranty: The equipment shall include the manufacturer’s standard warranty following acceptance.

5.3. Optional Maintenance and Extended Warranty: Optional maintenance agreement and/ or extended warranty coverage may be awarded for an initial one-year term following expiration of the included warranty. TSLAC may renew the optional maintenance agreement and/ or extended warranty for up to three (3) additional one-year periods, subject to mutual written agreement.

5.4. Termination: The contract shall terminate upon full performance unless otherwise extended or renewed in accordance with terms.

5.5. Amendments: The contract may be amended in writing by mutual consent of the parties.

6 Estimated Quantities

6.1. Estimated Quantities: TSLAC anticipates purchasing two (2) microfilm scanners, with delivery expected within 30 days after receipt of the purchase order.

6.2. Optional Coverage: If awarded, optional maintenance agreements and/or extended warranties will be for one-year increments, with the potential to renew annually up to three times. Any optional coverage will be requested if needed, subject to available budget.

7 Adding New Products/Services to Contract After Award

7.1. Where found to be in the best interest of TSLAC, the contract may be amended in writing to add products or services within the original scope.

7.2. After award, additional products/services of the same general category may be added. TSLAC will send a formal written request for a quote.

7.3. TSLAC Purchasing Department will execute a written amendment for additional services. No additional products or services shall be performed without a fully executed contract amendment.

8 Price Adjustments

8.1. Price Decreases: Price decreases may be offered by the Contractor at any time during the contract term. Any approved price decrease shall be passed on to TSLAC.

9 Modification of Contract Terms and/or Amendments

9.1. The terms and conditions of the contract shall govern all transactions under the Contract.

9.2. The Contract may only be modified or amended upon mutual written agreement of Texas State Library and Archives Commission’s Purchasing Department and the Contractor.

9.3. Terms and conditions that do not conflict with the Contract and are acceptable to the Contractor(s) may be added to the Contract as an appendix and given effect. No additional term or condition added in the Contract can conflict with or diminish a term or condition of the Contract. In the event of a conflict between the Contract and the Contractor’s terms and conditions, the TSLAC Contract terms shall control.

10 Definitions

Term Definition Addendum A modification of the specifications for the solicitation issued by TSLAC Agency Refers to the Texas State Library and Archives Commission, an agency of the State of Texas ARIS Acronym for Archives and Information Services Division ARO Acronym for After Receipt of Order Central Time Either Central Standard Time or Central Daylight Time, whichever is occurring in Austin, TX

Contractor Refers to the Awarded Vendor resulting from this solicitation; Vendor and Contractor may be used interchangeably.

ESBD Refers to the Electronic State Business Daily, the website used to post solicitation opportunities and contract awards by Texas State Agencies Extended Warranty Coverage provided beyond the manufacturer’s standard warranty period for repair or replacement of eligible equipment components.

FOB Free on Board Destination; Shipment term indicating that the seller assumes ownership and liability for goods being transported until the point where the product(s) have reached their final and correct destination

Invitation for Bid Formal solicitation method that requests bids from eligible vendors

Maintenance Agreement Optional support coverage that may include technical support, software updates, repair services, or preplacement parts during the contract term.

Microfilm Scanner A system capable of viewing, scanning, printing, and digitally exporting images from microfilm and microfiche media.

PO Acronym for purchase order Respondent Refers to an individual, company, or organization that submits a response to a procurement solicitation Response Refers to the formal bid in response to this solicitation SHC Sam Houston Regional Library & Research Center, located at 650 FM 1011, Liberty, TX

77575. A facility owned by the Texas State Library and Archives Commission.

State Refers to the State of Texas and any state agency identified herein Subcontractor A person who contracts with a vendor to work, supply commodities, or contribute to completing work for a governmental entity as defined in Texas Government Code 2251.001 TIFF Tagged image file format used for storing digital images.

TSLAC Acronym for the Texas State Library and Archives Commission

11 Additional Terms and Conditions

These terms and conditions apply to the solicitation:

11.1. Terms and Conditions Attached to Response – Any terms and conditions attached to a Response will not be considered unless specifically referred to and incorporated into the Response.

11.2. Texas Bidder Affirmation – Respondent certifies that if a Texas address is shown as the address of the Respondent on this Response, Respondent qualifies as a Texas Bidder as defined in Section 2155.444(c) of the Texas Government Code.

11.3. Vendor Representations - References to the “representations” of the Contractor include, without limitation, all representations, warranties, guarantees, certifications, and affirmations of the Contractor when submitting a response to this solicitation. By submitting a response, the contractor makes all of the representations included in the solicitation and agrees that all representations are material, true, and correct. Respondent acknowledges that TSLAC relies upon Respondent’s representations when awarding a contract. The Contractor must promptly notify TSLAC if any representations are no longer true or correct. A contractor who does not promptly notify TSLAC is subject to remedies, including termination.

11.4. Non-State Entities Participation in Awarded Contract(s) – Texas law authorizes other non-State entities (e.g., local governments, including counties and school districts) to piggyback on contracts resulting from this solicitation. The

Contractor should consider proposing discounts and other terms that take into account such higher volumes and other expanded opportunities that could result from the eventual inclusion of other entities.

Non-state entities may use the resulting contracts by furnishing the Contractor with an internal purchase order or contract referencing the TSLAC contract number. The Contractor will not deliver or provide related services until it receives a purchase order generated by the non-state entity.

The Contractor must notify TSLAC at contractmanagement@tsl.texas.gov when a non-State entity uses the active awarded contract resulting from this solicitation.

mailto:contractmanagement@tsl.texas.gov

SECTION II

PRODUCTS AND SPECIFICATIONS

1 Requested Products

TSLAC is soliciting bids for the purchase, delivery, installation, and optional maintenance of two (2) microfilm scanners and related components for the Sam Houston Regional Library and Research Center (SHC).

The Contractor shall provide the following products and optional services:

1.1. Reference Brand Examples:

The following reference manufacturers and models are provided for descriptive purposes only to identify the type and quality of equipment required.

Examples: e-ImageData ScanPro 350, ST Imaging ViewScan 4, or TSLAC-approved equivalent.

1.2. Requested Product(s):

1.2.1. Two (2) microfilm scanners meeting or exceeding the minimum specifications identified in this IFB.

1.2.2. Related components, accessories, software, cables, and materials necessary for operation of the equipment.

1.2.3. Delivery, installation, setup, and basic operations training.

1.2.4. Optional extended warranty coverage.

1.2.5. Optional maintenance and support services.

1.3. Specifications

1.3.1. The microfilm scanner shall support viewing, scanning, printing, and digital image export capabilities.

1.3.2. The microfilm scanner shall support 16mm and 35mm roll film and microfiche formats.

1.3.3. The microfilm scanner supports positive and negative film formats.

1.3.4. The microfilm scanner shall provide a minimum optical resolution of 300 DPI or greater.

1.3.5. The microfilm scanner shall provide image rotation, zoom, pan, and image enhancement features, including automatic brightness adjustment, cropping, and image correction.

1.3.6. The microfilm scanner shall support digital image export in TIFF, PDF, and JPEG formats.

1.3.7. The microfilm scanner shall support OCT capability for searchable document output.

1.3.8. The system shall support efficient scanning operations, including the ability to scan multiple images and frames in sequence.

1.3.9. The microfilm scanner shall include scanning software and all licenses necessary for operation.

1.3.10. The microfilm scanner shall include a monitor, keyboard, mouse, and all cables necessary for operation.

1.3.11. The microfilm scanner shall support USB and/or network file export capability.

1.3.12. The microfilm scanner shall operate in a Microsoft Windows environment.

1.3.13. Equipment provided shall be new equipment only. Refurbished, Remanufactured, or pre-market equipment will not be accepted.

1.3.14. All equipment shall include the manufacturer’s standard warranty.

1.3.15. All components necessary for proper operations shall be included, even if not specifically identified in these specifications.

1.4. Optional Services:

1.4.1. Maintenance Agreement (Optional): Respondents may include optional maintenance agreement information and associated pricing for TSLAC review. Maintenance services may include technical support, software updates, repair services, replacement parts, and related support necessary for the continued operation of the equipment.

1.4.2. Extended Warranty (Optional): Optional extended warranty coverage may be requested beyond the manufacturer’s standard warranty period.

1.5. Alternate Products: Alternate brands of comparable quality and similar compatibility may be considered. If an alternate product is offered, the Respondent shall provide product specifications and supporting documentation with the response for TSLAC review of the proposed product.

2 Delivery and Acceptance

2.1. Freight Charges: Shipping shall be Free on Board (FOB) Destination; therefore, unit prices must include all shipping, handling, and fuel surcharges, delivery fees, tariffs, and associated charges.

2.2. Delivery Schedule: Delivery shall be made within thirty (30) calendar days after receipt of purchase order unless otherwise approved by TSLAC.

2.3. Delivery Delays: If a delay is foreseen, the Contractor shall give written notice to TSLAC and must keep TSLAC advised at all times of the order's status. Default in promised delivery days after receipt of order (ARO) without acceptable reasons, or failure to meet specifications, authorizes TSLAC to purchase goods and/or services under this contract elsewhere and to cancel the delayed order without penalty. TSLAC may charge any increased costs for the new procurement, including re-solicitation costs, to the Contractor.

2.4. Delivery Coordination: Contractor shall coordinate the delivery date and time with the designated TLAC point of Contract. Delivery shall be made during normal business hours unless otherwise approved by TSLAC.

2.5. Compliant Products: Delivery does not occur until the Contractor delivers product in full compliance with the specification to TSLAC FOB destination, unless delivery is specifically accepted, in whole or in part, by TSLAC.

Products determined by TSLAC to be non-compliant with the specification may be rejected.

2.6. Acceptance: All equipment orders will be subject to inspection and testing by TSLAC upon delivery and installation.

Acceptance inspection and testing will not take more than five (5) working days after delivery and installation. TSLAC will notify the Contractor within this time frame of any equipment not delivered in full compliance with the purchase order specifications. Contractor Responsibilities

3 Contractor Responsibilities:

3.1. Contractor shall provide products and services in accordance with the requirements and specifications identified in this

IFB.

3.2. Contractor shall provide all labor, equipment, materials, software, accessories, licenses, and components necessary for proper delivery, installation, and operation of the equipment.

3.3. Contractor shall coordinate delivery, installation, and setup activities with the designated TSLAC point of contact.

3.4. Contractor shall provide basic operational training at the time of installation.

4 TSLAC Responsibilities

4.1. TSLAC shall designate a point of contact for delivery coordination and installation scheduling.

4.2. TSLAC shall inspect equipment provided under the resulting contract for compliance with the requirements and specifications identified in this IFB.

5 Qualifications and Experience

5.1. Responded shall have experience providing products and services similar to those identified in this IFB.

5.2. Respondent shall be authorized to sell, service, or support the proposed equipment.

5.3. TSLAC reserves the right to request additional product information, references, or supporting documents during the review process.

6 Invoice and Payment

The invoice and payment procedures identified in Section IV, General Terms and Conditions, shall apply to the resulting contract.

6.1. Contractor shall submit invoices only after delivery, installation, and acceptance of the equipment unless otherwise approved by TSLAC.

6.2. Contractor to submit invoices to:

Texas State Library and Archives Commission Attn: Accounts Payable PO Box 12516 Austin, Texas 78711 Phone: (512) 463-5471 or e-mail: AP@tsl.texas.gov

6.3. Invoice shall include the purchase order number, description of products provided, quantities, and pricing. must include:

6.4. Payment terms shall be net thirty (30) days after receipt of a correct invoice and acceptance of products and services in accordance with the Texas Prompt Payment Act.

mailto:AP@tsl.texas.gov

SECTION III

RESPONSE INSTRUCTIONS

1 Schedule of Events

TSLAC intends to proceed according to the following schedule. These dates represent a tentative schedule of events. TSLAC reserves the right to change the dates in the Schedule of Events upon written notification to prospective Respondents through posting an Addendum on the ESBD.

Event Date/Time Solicitation Posted Date: 06/11/2026 Vendor Questions Due: 06/18/2026; 4:00 PM CT

Answers Posted to ESBD: 06/19/2026 Bid Due Date: 6/25/2026; 2:00 PM CT

Expected Contract Award Date: July 2026

It is the responsibility of interested Respondents to check the ESBD for all updates and changes.

Note that TSLAC is closed on the following dates and will not be available: https://www.tsl.texas.gov/holiday-closings. Refer to the agency calendar for more details on agency closures.

2 Inquiries

2.1. Clarifications: All questions or requests for clarification of this solicitation must be submitted in writing through the e- Procurement portal or via the assigned TSLAC Purchaser’s email. Questions will be collected by the due date specified in Section III, Subsection 1. Questions should be submitted in the following format:

2.1.1. For emailed questions, the subject line must state “Questions concerning Solicitation # 306-26-0321”

2.1.2. Reference the Section number, Subsection number, and page number on the solicitation

2.1.3. Question

2.2. Deadline: Questions must be submitted no later than the date and time listed in Section III, Subsection 1 above.

2.3. Answers to Questions: TSLAC will post all questions and answers on the ESBD no later than the date listed in Section III, Subsection 1 above. It is the Respondent’s responsibility to view these questions and answers; TSLAC is not required to send a notification email when the Addendum is posted.

3 Response Submission

TSLAC has implemented a temporary process to accept electronic responses to this solicitation.

3.1. Submission Instructions:

3.1.1. Respondent shall upload response content using the following link:

https://tslac.app.box.com/f/9c5fc9b4c7d44cb9a46e01c49f13b4eb

3.1.2. Respondents will have the ability to upload their submissions up to the Response Due Date and Time.

3.1.3. Emailed, telephone, or faxed. Responses will not be considered.

3.1.4. The date and time of the last document uploaded will be used to document a Respondent’s compliance with the Response due date and time on the solicitation.

https://www.tsl.texas.gov/holiday-closings https://tslac.app.box.com/f/9c5fc9b4c7d44cb9a46e01c49f13b4eb

4 Response Content and Requirements

Below is a summary of the required and requested information for the Bid (Response). Responses submitted without this information may be considered non-responsive. TSLAC reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the State.

4.1. General Response Format:

4.1.1. Bidder shall submit a complete Bid Response.

4.1.2. Bidders should organize their Bid Response in the same order as the requirements contained in the IFB.

4.1.3. All documents submitted as part of the Bid Response must be clear, legible, and complete.

4.1.4. TSLAC may reject a Bid Response that is incomplete, non-responsive, or fails to comply with the requirements of this IFB.

4.2. Required Response Content:

Bidder must submit the following information and documentation as part of its Bid Response:

4.2.1. Completed and signed Solicitation Coversheet.

4.2.2. Completed Pricing Sheet.

4.2.3. Manufacturer’s product specifications and descriptive literature, and other documentation demonstrating compliance with the minimum specifications identified in this IFB.

4.2.4. Warranty information.

4.2.5. Estimated delivery timeframe after receipt of order.

4.2.6. Completed and signed addenda, if applicable.

4.2.7. Identification of any exceptions or deviations to the requirements of this IFB.

4.3. Additional Response Content:

Bidder may submit supplemental information that the Bidder believes would assist TSLAC in reviewing the Bid Response.

4.4. Response Requirements:

4.4.1. Bid Responses must comply with the requirement and specification identified in this IFB.

4.4.2. TSLAC must receive bid responses on or before the Bid Due Date and Time identified in this IFB.

4.4.3. Late Bid Responses will not be considered.

4.4.4. TSLAC may reject a Bid Response that is incomplete, non-responsive, or fails to comply with the requirements of this IFB.

5 Texas Public Information Act

Responses will be subject to the Texas Public Information Act (PIA), as outlined in Texas Government Code, Chapter 552, and may be disclosed to the public upon request. Some information in responses may be exempted from required public disclosure under the PIA, such as trade secrets and certain commercial or financial information. Respondents are responsible for reviewing the PIA and understanding how it applies to any information submitted in response to this solicitation.

The Office of the Attorney General (OAG) is responsible for determining whether information is confidential and not subject to disclosure under the PIA.

Respondents are advised to consult with their legal counsel regarding disclosure issues that may arise from this procurement process and to take precautions to safeguard trade secrets and other proprietary information.

If the Response to this solicitation contains information that the Respondent claims is confidential and not subject to release under the PIA, the Respondent must prepare and submit the following information with the original Response to the solicitation. Any information not marked as confidential will be released under the PIA if requested.

5.1. In compliance with Texas Government Code §2261.253, all executed contracts by TSLAC will be posted on the TSLAC website, but certain confidential information may be redacted. All responses to the solicitation and any communication with TSLAC are subject to the PIA requirements. The full text of the PIA is available at:

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm.

6 Evaluation and Award

6.1. Withdrawal of Bid Response: A bid Response may be withdrawn by written notice at any time before award. An email to the purchasing Team member identified in Section 1, subsection 2, will be acceptable as written notice for withdrawal.

6.2. Administrative Review: TSLAC will review Bid Responses to determine compliance with the requirements, specifications, and submission requirements identified in the IFB. Failure to meet the minimum requirement or submit the required information and documentation may result in a Bid Response being declared non-responsive. TSLAC reserves the right to reject any or all Bid Responses and waive minor technicalities and informalities in the best interest of the State.

6.3. Disqualification of Bid Responses: A Bid Response may be disqualified if the Bidder fails to comply with the requirements of this IFB or submits a Bid Response determined to be non-responsive.

6.4. Evaluation and Award: TSLAC will evaluate Bid Responses and may award a contract to the Bidder whose response is determined to provide the best value to the State in accordance with Texas Government Code 2155.074.

TSLAC reserves the right to request clarification of any Bid Response.

TSLAC reserves the right to award a contract to a single Bidder or multiple Bidders, which is determined to be in the best interest of the State.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm

SECTION IV

GENERAL TERMS AND CONDITIONS

This IFB consists of the solicitation document, specifications, attachments, addenda, and the applicable Texas State Library and Archives Commission (TSLAC) General Terms and Conditions identified below, all of which are incorporated into this IFB by reference and apply to this solicitation and any resulting contract or purchase order issued by TSLAC. By submitting a Bid Response, Bidder acknowledges and agrees to comply with the applicable terms, conditions, requirements, and instructions contained in the referenced documents.

TSLAC General Terms and Conditions:

TSLAC General Terms and Conditions -Rev 04/2026 (PDF)

TSLAC LSTA Contract Terms and Conditions:

TSLAC LSTA Terms and Conditions (PDF)

TSLAC Invoicing Instructions:

TSLAC Invoicing Instructions (PDF) https://www.tsl.texas.gov/sites/default/files/public/tslac/admin/tandc/General%20Terms%20and%20Conditions_2026.pdf https://www.tsl.texas.gov/sites/default/files/public/tslac/admin/tandc/General%20Terms%20and%20Conditions_2026.pdf https://www.tsl.texas.gov/sites/default/files/public/tslac/admin/tandc/General%20Terms%20and%20Conditions_2026.pdf

APPENDIX A

SOLICITATION COVERSHEET

Bidder shall complete and sign this document and submit it with its Bid Response by the due date and time specified in this IFB. Failure to submit or sign this contract may result in the Bid Response being determined non-responsive.

TSLAC Purchasing Contact Delivery Format & Address Due Date

Fred Huber Procurement Specialist Phone: (512) 936-2774 Email: fhuber@tsl.texas.gov https://tslac.app.box.com/f/9c5fc9b4c7d44cb9a46e01c49f13b4eb

June 25, 2026; 2:00

PM CT

Bidder Information

Bidder Name: Vendor Name

Phone Number:

Address:

VetHUB Status, if applicable:

City, State, Zip:

DUNS No:

Email:

Texas ID No (TIN):

Federal EIN:

The Texas ID Number is the Payee Identification Number assigned and used by the Texas Comptroller of Public Accounts to process payment for goods or services. Enter this number in the field above. If this number is unknown, Bidder should request the Application for Texas Identification Number form (AP-152) available through the e-Procurement portal. The completed form must be submitted with the Response.

Bidder should enter the Federal Employer Identification number (EIN) in the field above. In an effort to minimize identity theft, every company MUST have an Employer Identification Number (EIN) before the contract is awarded. For information on obtaining an EIN, call the IRS at (800) 829-4933 or visit https://www.irs.gov/businesses/small-businesses-self-employed/employer-id-numbers.

Preferences

In case of tie bids, one or more preferences described in Texas Government Code § 2155, Subchapter H, and listed below will be used to make an award. Tie bids which cannot be resolved by applications of one or more preferences shall be made by drawing lots.

☐ Products of persons with mental or physical disabilities ☐ Energy Efficient Products

☐ Rubberized Asphalt Paving

☐ Goods produced or offered by a Texas respondent that is owned by a service-disabled veteran who is a Texas resident

☐ Goods produced in Texas or offered by other Texas respondents not owned by a Texas resident service-disabled veteran

☐ Goods, including agricultural products, produced or grown in Texas

☐ Goods, including agricultural products, offered by Texas respondents

☐ Goods, including agricultural products, produced or grown in other states of the United States

☐ Texas vegetation native to the region

☐ Services offered by a Texas respondent that is owned by a service-disabled veteran who is a Texas resident

☐ Services offered by other Texas respondents that are not owned by a Texas resident service-disabled veteran https://tslac.app.box.com/f/9c5fc9b4c7d44cb9a46e01c49f13b4eb https://fedgov.dnb.com/webform/ https://www.irs.gov/businesses/small-businesses-self-employed/employer-id-numbers

Preferences

☐ Commercial production company and advertising agency located in Texas

☐ Purchase products or materials produced in Texas

☐ Recycled, remanufactured, or environmentally sensitive products

☐ Recycled oil and lubricants

☐ Products or services produced in an economically depressed or blighted area

☐ Products of facilities on formerly contaminated property

☐ Vendors that meet or exceed air quality standards (state or federal environmental standards)

☐ Foods of higher nutritional value

By signature herein, the Bidder certifies that they have reviewed and agree to comply with the applicable certifications, representations, terms, and conditions identified in Section IV of this IFB.

Business Ownership: Pursuant to Texas Family Code § 231.006(c), Bid Responses must include the names and social security numbers of each individual with at least 25% ownership of the business entity submitting the Bid Response. If no individual owns or controls 25% or more of the business entity, enter “None”.

Vendors that have pre-registered this information on the CMBL have satisfied this requirement. If not pre-registered on the CMBL, complete the following:

Name Social Security Number % of Ownership

The person signing this document must have the authority to bind the Bidder in a contract.

Signature Date

Printed Name and Title

APPENDIX B

PRICING WORKSHEET

Company Name: Vendor Name

1 Proposed Product(s) and Cost

Bidder must include details of any costs not identified by the agency that are necessary to satisfy the requirements of this IFB. All pricing must be firm, fixed pricing and include all products and related services necessary to provide the requested products identified in this solicitation. Bidder may update the quantity or unit of measure in the Price worksheet, if necessary, to accurately reflect the products or services offered.

No. Item Description

Manufacturer Model / Part No.

Quantity Unit of Measure

Unit Price Extension ARO Delivery Days

1. Microfilm Scanner

2 EA

2. Extended Warranty/ Maintenance

1 YR

Optional Accessories, software, or other related components for the proposed Microfilm scanner system.

3.

4.

5.

TOTAL $ $

2 Payment Terms

The agency has specified a payment schedule per Section II of this IFB. However, the agency may consider a different payment schedule provided the Bidder includes a written justification or offers a discount associated with the proposed payment schedule.

Any approved payment schedule will be incorporated into the final contract or purchase order.

If no alternate payment schedule is proposed, the Agency will use the payment schedule identified in this IFB.

Justification: