ESBD_526056_1781896348982_26-0321_Addendum 1_Q&A 061926.pdf

Purchasing Department | 1201 Brazos Street | Austin, TX 78701

ADDENDUM

Addendum No: 01 Date: June 19, 2026 Solicitation No: 306-26-0321

Solicitation Title: Microfilm Scanners- Texas State Library and Archives Commission

Response Deadline: 06/25/2026 at 2:00 PM CT

TSLAC Purchasing Contact: Fred Huber; 512-936-2774; fhuber@tsl.texas.gov

Purpose of Addendum: Questions and Answers

Except as provided herein, all terms and conditions of the solicitation document remain unchanged and in full force and effect. The following are the specifications of the solicitation. This Addendum may be attached to and form a part of the referenced solicitation document and any resulting awarded contract and may be considered in your Response.

Question electronically submitted Question #1: 1.3.7: The microfilm scanner shall support OCT Capability for searchable document output.

Question: This should be OCR and not OCT, correct?

Answer: Yes. This is a typographical error. The requirement should read "OCR" rather than "OCT". See updated IFB

Question #2: 1.3.10. The microfilm scanner shall include a monitor, keyboard, mouse, and all cables necessary for operation Question: Will the Library provide the PC as per recommended specifications? What size Monitor is required? Do the keyboard and mouse have to be Bluetooth or wired?

Answer: TSLAC will provide the host computer, monitor, keyboard, and mouse required for operation of this microfilm scanner. Respondents shall provide the microfilm scanner and all related components, accessories, software, licenses, cables, and materials necessary for the proposed solution to operate with the agency-provided workstation environment.

Question #3: The microfilm scanner we provide comes fully assembled. Can the software installation and training be performed remotely?

Answer: Remote installation and remote basic operational training are acceptable, provided the proposed solution satisfies the delivery, installation, setup, and training requirements identified in the IFB.

Question #4: Do we have to be a registered vendor in Texas to participate in this opportunity? Or can we register if we are the chosen vendor?

Answer: A vendor is not required to be registered with the State of Texas in order to submit a Bid Response.

However, the successful Bidder must meet all State of Texas vendor setup and payment requirements prior to contract award and payment processing.

Question #5: Will we have the opportunity to demonstrate the scanner to facilitate the evaluation process?

Answer: No. Demonstrations are not required as part of this IFB. TSLAC will evaluate Bid Responses based on the requirements, specifications, and documentation submitted in response to the IFB.

Question #6: Reference Section II, Subsections 1.2.3 and 3.4, Pages 8 and 9. The solicitation requires delivery, installation, setup, and basic operations training. Will TSLAC require on-site installation and on-site operator training, or are remote installation and remote training acceptable?

Answer: Remote installation and remote basic operational training are acceptable, provided the proposed solution satisfies the delivery, installation, setup, and training requirements identified in the IFB.

Question #7: Reference Section II, Subsection 1.3.8, Page 8. This subsection requires the scanner to support efficient scanning operations, including the ability to scan multiple images and frames in sequence. To propose a solution that supports efficient digitization of the agency's microfiche collections, please confirm whether this requirement includes automated, unattended microfiche scanning, in which the system advances across all frames on a fiche and captures them in sequence without an operator manually repositioning each frame.

Answer: No. Section II, Subsection 1.3.8 does not require automated unattended microfiche scanning.

Proposed solution must support efficient scanning operations; however, automated unattended microfiche scanning may be offered as an additional feature. Respondent may identify and price optional features, accessories, or related services in Appendix B, Pricing Worksheet.

Question #8: Reference Section II, Subsection 1.3.10, Page 8. This subsection states the microfilm scanner shall include a monitor, keyboard, mouse, and all cables, but does not reference a host computer. Please clarify whether TSLAC intends the vendor to furnish a host computer as part of the system, or whether TSLAC IT will provide the computer, monitor, keyboard, and mouse, as is common practice where a microfilm scanner connects to a workstation supplied by the customer's IT department. All components of the proposed scanner are included in the bid and connect to the host computer. If the vendor is expected to provide the computer, will a standard Windows workstation meeting the scanner manufacturer's recommended specifications satisfy this requirement?

Answer: TSLAC will provide the host computer, monitor, keyboard, and mouse required for operation of this microfilm scanner. Respondents shall provide the microfilm scanner and all related components, accessories, software, licenses, cables, and materials necessary for the proposed solution to operate with the agency-provided workstation environment.

Question #9: Reference Section I, Subsection 4.3, Page 4, and Appendix B, Page 17. Will optional maintenance and extended warranty pricing under Appendix B line 2 be included in the price comparison used for award, or evaluated separately from the base equipment pricing?

Answer: Pricing submitted for Appendix B, Line 1 (microfilm Scanner) and Line 2 (Extended Warranty / Maintenance) will be considered as part of the TSLAC evaluation. Pricing submitted for optional maintenance and support services and an additional product or service identified in Appendix B may be evaluated separately and considered based on the agency’s operational needs and available funding.

Respondents are to acknowledge receipt of this addendum by signing this document. The signed document must be included with your Response.

Respondent Signature Date

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