FI960-21 - Request for Proposal.pdf

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MARION COUNTY

REQUEST FOR PROPOSALS:

FI960-21 - LARGE FORMAT SCANNER

OregonBuys Bid# S-C25102-00000952

Release Date: October 13, 2021

Proposals Due Date: 2:30 p.m. on November 3, 2021

Refer Questions to:

Toby Giddings Phone number: (503) 588-5047 tgiddings@co.marion.or.us

Submit Proposals to:

PO_Contracts@co.marion.or.us

Electronic copies of this RFP and attachments, if any, can be obtained from the OregonBuys website www.oregonbuys.gov and view either of the opportunity numbers listed above.

mailto:tgiddings@co.marion.or.us http://www.oregonbuys.gov/

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Table of Contents

1. Introduction

2. Background

3. Contract Term

4. Schedule of Events

5. Scope of Work

6. Pre-Proposal Conference

7. Instructions to Proposers

8. Contract Form

9. Evaluation

10. Award Notice and Acceptance Period

11. Protest and Appeals

12. Terms and Conditions

13. Attachments and Exhibits

14. Proposal Submission Checklist for Proposers

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1. INTRODUCTION

Marion County Clerk’s Office (County) is currently seeking a large format scanner. The County is seeking proposals from individuals, firms, teams or consultants, hereafter called “proposer(s),” with demonstrated experience in providing these types of goods and services, and proposes to engage the successful Proposer for providing, delivering, and installing a large format scanner, including all related hardware and software as well as training and ongoing maintenance and support.

All firms submitting proposals are referred to as proposers in this document; after negotiations, the awarded Proposer will be designated as Contractor.

2. BACKGROUND

Located in the heart of the Mid-Willamette Valley, Marion County has a population of 347,818, stretches from the Willamette River to the Cascade Mountains and encompasses nearly 1,200 square miles. Marion County has 20 cities, including the Oregon’s capital, Salem. The Marion County government organization is headed by an elected Board of Commissioners and has 15 departments, seven departments of which are headed by elected officials.

The County does not have a viable method of scanning its large deed books or plat maps for digital archiving. Outside vendors have previously been used for this purpose, but the cost of these services is prohibitive and the majority of county records have not been digitized. A solution is needed that can allow the scanning of these large format records internally.

The County is seeking an archival-quality scanner to support its mission of safely preserving the county’s records. This scanner will keep the original documents’ archival quality while allowing the digital version of the materials to be used for research and analysis. In addition, digitizing these records will reduce risk for disaster recovery and Continuity of Operations Planning.

Many of the archive records to be scanned are large formats and in fragile condition. The solution will need to allow them to be scanned without causing too much stress on the originals.

Additionally, large county plat maps need to be scanned at a high color depth, and a high optical resolution is required to preserve the finer details.

3. CONTRACT TERM

The Contract is anticipated to start in November, 2021. The Contract term shall be for 5 year(s).

The parties may agree to extend the term of the Contract up to a maximum of 10 years.

4. SCHEDULE OF EVENTS

EVENT DATE

Questions and Clarifications due to the contact on the cover page of the RFP no later than 4:00 p.m.

October 18, 2021

Answers to questions posted on OregonBuys website October 21, 2021 http://www.co.marion.or.us/BOC/about.htm#cities

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RFP Protests Period Ends 7 calendar days prior to RFP Closing

Proposals are due no later than 2:30 p.m. at the email address listed on the cover page of the RFP. Late submittals will not be accepted.

November 3, 2021

OregonBuys Notice of Intent to Award (approximate) November 10, 2021

Notice of Intent to Award Protest Ends 7 days from Notice of Intent to Award

Contract Execution (approximate) November 23, 2021

The County reserves the right, at its sole discretion, to adjust this schedule as it deems necessary.

5. SCOPE OF WORK

Proposers responding to this RFP must be capable of performing the following tasks and services:

Providing, delivering, and installing a large format scanner, including all related hardware and software as well as training and ongoing maintenance and support.

6. PRE-PROPOSAL CONFERENCE

There will be no pre-proposal conference for this RFP.

7. INSTRUCTIONS TO PROPOSERS

Proposals are due at the County no later than the time and date set forth in the Section 4:

Schedule of Events. Proposals will be considered time-stamped and received by the County when they are received in the email inbox listed on the cover page. To assure that your Proposal receives priority treatment, please mark the email subject line as follows:

FI960-21 Large Format Scanner

Proposers must include their name and address and contact information in the body of the email.

It is the Proposer’s responsibility to ensure that proposals are received prior to the stated submission deadline and email address. Pursuant to MCPCR 20-0460, The county shall not consider late offers, withdrawals or modifications, except as permitted in sections 20-0470 or 20- 0261.

The proposal must include information responsive to items (a) through (h) set forth below. The proposal may not exceed a total of 25 single-sided, 8.5” x 11” numbered pages. Proposals shall be Microsoft 2003 compatible or searchable Adobe format and shall not be more than 50MB.

The cover letter, resumes and other required documents are excluded from the total page count.

Resumes must be included in an appendix to the proposal. Proposers must complete and submit Attachment 1: Proposal Form.

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Proposers must include the following as part of their proposal:

a. Cover Letter. The proposal must be submitted with a cover letter describing the proposer’s interest and commitment to the proposed project. The letter must include the name, title, address and telephone number of the individual to whom correspondence and other contacts should be directed during the selection process. The person authorized by the proposer to negotiate a contract with the County must sign the cover letter.

b. Scanner Minimum Requirements. Confirm that the proposed scanner meets or exceeds the following minimum requirements:

i. Scan area of at least 25” x 36”

ii. Optical Resolution of at least 600 Pixels Per Inch (PPI)

iii. 48-bit color depth

iv. Book cradle

v. Includes delivery, installation, training, warranty, and support services

c. Scanning Ability and Quality. Large county plat maps need to be scanned at a high color depth, and a high optical resolution is required to preserve the finer details. For the scanner being proposed, describe:

i. The optical resolution capabilities of your solution and why this scanner is the best option for meeting the County’s archiving needs.

ii. How the scanner minimizes or eliminates gutter shadow

d. Working with Fragile Originals. Many of the archive records to be scanned are large formats and in fragile condition. Describe how your solution allows for scanning without causing too much stress on the originals.

e. Ergonomics and Mobility. It is important for the scanner to provide ergonomic options that allow the user to work at ease. Some examples of this are reduction of harsh lighting and the ability to load books and turn pages easily. This scanner will be placed in an area that has windows and is subject to changes in ambient lighting. Describe how your solution meets the following:

i. The scanner needs to adapt to small changes in ambient lighting throughout the day without requiring lengthy re-adjustments.

ii. The scanner must be semi-mobile, to the extent that County staff can move the scanner within a room without the need for technical service.

f. Software.

i. Describe the software provided with the scanner and any optional add-ons.

ii. How often are software and security updates provided, and is there a cost associated with them?

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iii. Can software updates and maintenance be conducted remotely?

g. Maintenance, Support, and Warranty

i. Explain the recommended service intervals and typical maintenance procedures.

ii. Will maintenance be included in the service contract or warranty?

iii. What is the cost of a typical maintenance service, and is this cost all-inclusive?

iv. What support services are included with the initial purchase?

v. Please provide the terms and cost of additional support services.

vi. Please provide the length and terms of the initial warranty period.

vii. Are there options for extending the warranty? What are the terms and cost?

h. Cost Proposal. The Cost Proposal shall include the total dollar amount requested to provide the goods and services listed above. Proposer must submit Cost Proposal using Attachment 4: Cost Proposal Submission Form.

i. References. Provide at least three (3) references (names, email addresses and current phone numbers) from recent projects similar in scope and size. Include a brief description of each project associated with the reference, and the role of the respective team member(s) who would be assigned to the project. Proposer must submit references using Attachment 3:

Reference Form.

j. Proposed Maintenance and Support Agreement. Proposer shall submit a word version of their proposed maintenance and support agreement.

8. CONTRACT FORM

By submitting a proposal, proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Purchase Order (Exhibit 1). Proposer shall review the attached Purchase Order and note exceptions. Unless proposer notes exceptions in its proposal, the County intends to enter into a Purchase Order with the successful proposer substantially in the form set forth in Purchase Order (Exhibit 1). It may be possible to negotiate some provisions of the final Purchase Order; however, many provisions cannot be changed. Proposer is cautioned that the County believes modifications to the standard provisions constitute increased risk and increased cost to the County. Therefore, the County will consider the Scope of requested exceptions in the evaluation of proposals.

Any proposal that is conditioned upon the County’s acceptance of any other terms and conditions may be rejected. Any subsequent negotiated changes are subject to prior approval of the County’s Legal Counsel.

In the event that the parties do not reach mutually agreeable terms, the County may terminate negotiations and commence negotiations with the next highest-ranking proposer.

9. EVALUATION

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a. Minimum Responsiveness. In order to be responsive, each proposal will be reviewed for minimum responsiveness. Failure to meet minimum responsiveness may result in rejection of the proposal. Each proposal must comply with Section 7: Instructions to Proposers and include the following to be considered minimally responsive:

[ ] Cover Letter [ ] Scanning Ability and Quality [ ] Working with Fragile Originals [ ] Ergonomics and Mobility [ ] Software [ ] Maintenance, Support, and Warranty [ ] Proposed Maintenance and Support Agreement [ ] Attachment 1: Proposal Form [ ] Attachment 3: Reference Form [ ] Attachment 4: Cost Proposal Submission Form

b. Evaluation Committee. A County Evaluation Committee (CEC) will evaluate all responsive proposals. The CEC will be composed of County staff and other parties that may have relevant expertise or experience. The CEC will score and recommend proposals in accordance with the evaluation criteria set forth in this RFP. Evaluation of the proposals shall be within the sole judgment and discretion of the CEC.

c. Categories. The evaluation criteria and their respective weights are as follows:

CATEGORIES MAXIMUM POINTS POSSIBLE

Scanning Ability and Quality 20

Working with Fragile Originals 20

Ergonomics and Mobility 15

Software 15

Maintenance, Support, and Warranty 15

Cost 15

Total 100

d. Demonstrations. Proposers may need to provide a demonstration. The determination as to the need for demonstrations, evaluation criteria, the location, order and schedule of the interviews is at the sole discretion of the County. The evaluation panel may include representatives from the County and other agencies, but the specific composition of the panel will not be revealed prior to the demonstrations. The proposer must bear all presentation costs incurred to attend.

e. Best Value. The County will select the proposal that presents the best value and is most advantageous to the County and the public. Accordingly, the County may not necessarily award the proposer with the lowest price proposal if doing so would not be in the overall best

FI960-21 Page 8 of 10 interest of the County. The County reserves the right to expand or reduce the proposed scope of work during the contract negotiations based on budget constraints and to award to a single or multiple proposers.

10. AWARD NOTICE AND ACCEPTANCE PERIOD

a. After the evaluation of proposals and final consideration of all available pertinent information, the County will either reject all proposals or issue a written notice of intent to award the contract. The notice shall identify the apparent best evaluated proposal and the notice shall be provided to all proposers submitting a timely proposal. The notice shall not create any rights, interests, or claims of entitlement in the apparent best evaluated proposer.

b. The apparent best evaluated proposer should be prepared to enter into a contract with the County which shall be substantially the same as the Purchase Order in Exhibit 1 to this RFP.

Notwithstanding, the County reserves the right to add terms and conditions, deemed to be in the best interest of the County, during final contract negotiations.

c. If a proposer fails to promptly sign and return the contract drawn pursuant to this RFP and final contract negotiations, the County may cancel the award and award the contract to the next best evaluated proposer.

11. PROTEST AND APPEALS

A proposer may protest the award of a contract or the intent to award a contract, whichever comes first, if the conditions set forth in ORS 279B.410(1) are satisfied. The protest must be submitted via email to the Contracts and Procurement Manager at cschlag@marion.or.us within seven (7) days after issuance of the notice of intent to award the contract. Please mark the email subject line “Protest for FI960-21 Large Format Scanner”.

All letters of protest shall clearly identity the reasons and basis for the protest. The Contracts and Procurement Manager will issue a written disposition in a timely manner as set forth in ORS 279B.410(4), which shall include the reason for the action taken and the process for appealing the decision. A proposer must file a written protest with the County and exhaust all administrative remedies before seeking judicial review of the County’s contract award decision.

12. TERMS AND CONDITIONS

a. The Marion County Public Contracting Rules, found at http://www.co.marion.or.us/FIN/Pages/contracts.aspx, govern this RFP.

b. RFP Amendment, Cancellation and Right of Rejection.

i. The County reserves the unilateral right to amend this RFP in writing at any time by posting the addendum on the OregonBuys website. The County may extend the deadline for submission of proposals by written addendum. Proposers are responsible to view the website periodically for any addendum to the RFP. Proposers shall respond to the final written RFP, its exhibits and attachments, and all addenda. The mailto:cschlag@marion.or.us http://www.co.marion.or.us/FIN/Pages/contracts.aspx

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County also reserves the right, in its sole discretion, to reject any and all proposals or to cancel or reissue the RFP.

ii. The County reserves the right, in its sole discretion, to waive minor informalities in proposals provided such action is in the best interest of the County. Where the County waives minor informalities in proposals, such waiver does not modify the RFP requirements or excuse the applicant from full compliance with the RFP.

Notwithstanding any minor variance, the County may hold any proposal to strict compliance with the RFP.

c. Confidentiality. The County will retain a master copy of each proposal to this RFP, which becomes public record after the notice of intent to award unless the proposal or specific parts of the proposal can be shown to be exempt by law under ORS Chapter 192. If a proposer believes that any portion of its proposal contains any information that is a trade secret under ORS 192.311-431 or otherwise is exempt from disclosure under the Oregon Public Records Law, that proposer shall complete and submit the Attachment 2: Trade Secret Form and a fully redacted version of its proposal.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law and identifying the proposal as confidential, in whole or in part, as exempt from disclosure is not acceptable. County advises each proposer to consult with its own legal counsel regarding disclosure issues. If proposer fails to identify the portions of the proposal that proposer claims are exempt from disclosure, proposer has waived any future claim of non-disclosure of that information.

d. Proposer Responsible for Incurred Costs. The County shall not be liable for any expenses incurred by proposer in both preparing and submitting its proposal or contract negotiation process, if any.

e. Cooperative Purchasing. Pursuant to ORS 279A.205 thru 279A.215, other public agencies within the State of Oregon may use the purchase agreement resulting from this Request for Proposals unless the Proposer expressly notes in their proposal that the prices quoted are available to the County only. The condition of such use by other agencies is that any such agency must make and pursue contact, purchase order, delivery arrangements, and all contractual remedies directly with the successful Proposer; the County accepts no responsibility for performance by either the successful Proposer or such other agency using this agreement. With such condition, the County consents to such use by any other public agency within the State of Oregon.

13. ATTACHMENTS AND EXHIBITS

Attachment 1: Proposal Form Attachment 2: Trade Secret Form Attachment 3: Reference Form Attachment 4: Cost Proposal Submission Form Exhibit 1: Sample Purchase Order

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14. PROPOSAL SUBMISSION CHECKLIST FOR PROPOSERS

[ ] Cover Letter [ ] Scanning Ability and Quality [ ] Working with Fragile Originals [ ] Ergonomics and Mobility [ ] Software [ ] Maintenance, Support, and Warranty [ ] Proposed Maintenance and Support Agreement [ ] Attachment 1: Proposal Form [ ] Attachment 3: Reference Form [ ] Attachment 4: Cost Proposal Submission Form