IFB Archive Writer~1.pdf

Bid Solicitation #S000000098

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number:

S000000098 Solicitation Issued:

February 28, 2022

Description: Archive Writer

Department: Arkansas Department of Parks, Heritage, and Tourism

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: March 22, 2022 Bid Opening Time: 2:00 P.M., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Julia Shackelford Buyer’s Direct Phone Number: 501-371-6079

Email Address: Julia.shackelford@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ mailto:Julia.shackelford@arkansas.gov https://www.transform.ar.gov/procurement/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) on behalf of the Arkansas Department of Parks, Heritage, and Tourism (hereinafter referred to as the “Agency”) to obtain pricing for an SMA 51, or equivalent, Archive Writer.

Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link:

https://arkansas-gov.zoom.us/j/88934559543?pwd=R2FxUkNXUFBXdkhnbkEwaU1rQ0VHZz09 Meeting ID: 889 3455 9543 Meeting Password: 448575

Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by 3:00 p.m., Central Time on or before March 14, 2022.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on March 16, 2022. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

https://arkansas-gov.zoom.us/j/88934559543?pwd=R2FxUkNXUFBXdkhnbkEwaU1rQ0VHZz09

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “Business Days” means Monday through Friday, 8:00 a.m. to 5:00 p.m. Central Time, excluding State Holidays. A list of Arkansas State Holidays can be found at the following link:

https://www.sos.arkansas.gov/news/state-holiday-calendar/

C. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

D. “Requirement” means something required.

E. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

F. “Shall” and “Must” mean the imperative and are used to identify requirements.

G. Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

I. The terms “Invitation For Bid”, “IFB” and “Solicitation” are used synonymously in this document.

1.5 CONTRACTOR RESPONSIBILITIES AND REQUIREMENTS

A. The Contractor shall provide on-site installation of the Archive Writer.

B. The Contractor shall provide a one-time, on-site training on the Archive Writer. Dates and times for on-site training will be agreed upon by the Agency and Contractor.

C. The Contractor shall provide all software applications needed to operate the Archive Writer.

D. The Contractor shall provide all future upgrades to the software over the service life of the Archive

Writer at no additional charge to the Agency.

E. The Contractor shall provide warranty and maintenance to cover all parts and labor with onsite repairs for 5-years from date of delivery.

1. The cost of the warranty and maintenance will be paid in full for the first 5-years after delivery and installation and should be included for all 5-years. After the initial 5-years, the agency will have the option to extend the warranty and maintenance on a yearly basis.

F. The Contractor should list the brand and model they are bidding on (See Bid Response Packet) and provide the product data specification sheets with their bid response.

G. The Contractor should provide a minimum of three (3) customer references, with their bid submission, in which the Contractor has performed a job similar in size and scope, preferably a state archives or

State or Federal government agency located in the United States of America.

https://www.sos.arkansas.gov/news/state-holiday-calendar/

1.6 PRODUCT SPECIFICATIONS

A. The Contractor shall provide an SMA 51, or equivalent, Archive Writer that is designed to convert digital files to microfilm and to include the following minimum specifications:

1. An 8K monitor: 7680 x 4320 pixels/33.1 MP.

2. A 35mm landscape mode removable camera head and a 35mm portrait mode removable camera head.

3. Capable of operating on a 110VAC power.

4. Capable of printing to 16mm and 35mm microfilm in landscape and portrait mode with a film capacity up to 1000-feet.

5. Capable of writing 4100 images per hour (Simplex) or 8200 images per hour (Duplex) to 16mm microfilm.

6. Capable of accepting and writing to high-resolution microfilm in black/white (bitonal), grayscale or color.

7. Capable of accepting all standard silver halide microfilm and must not require the use of proprietary microfilm.

8. Capable to accept and write to microfilm common image file formats including TIFF Compressed/Uncompressed (single/multi), PDF (single/multi), JPEG and others with no file size restrictions.

B. The Contractor shall provide a dedicated PC workstation that is configured to support output speeds and file formats as detailed above. The system must include all software applications needed to operate the Archive Writer. The software must include the following minimum features:

1. Fade in of blips, up to three (3) levels.

2. Fade in of start target, end target, index target, and others.

3. Data check before filming.

4. Continuous filming function for 1000-feet rolls with automatic job separation.

5. Adjustable shutter speed.

6. Creation of log file after filming.

7. Individually programmable size of steps between frames.

8. Adjustable exposure control.

9. Negative and positive output available through polarity reversal.

10. Must not digitally manipulate the image file.

1.7 DELIVERY REQUIREMENTS: FOB DESTINATION, FREIGHT/SHIPPING PAID

A. Contractor shall contact Julienne Crawford at 501-682-6978 or julienne.crawford@arkansas.gov within 24-hours before delivery of the Archive Writer.

B. Contractor shall provide all transportation expenses for FOB Destination, inside delivery of the Archive Writer to the location as specified in 1.8 Delivery Location.

1. Delivery location is on the second floor of One Capitol Mall.

2. Contractor will have access to the loading dock at One Capitol Mall.

C. Contractor shall notify the Agency of any anticipated delays or plant shutdowns that will affect the delivery requirement.

D. Contractor shall be responsible for any loss or damage that occurs during shipping, prior to the order being received by the Agency. All orders must be properly packaged to prevent damage during shipping.

E. The Agency requests delivery within thirty (30) Business Days after receipt of order.

1. If this delivery schedule cannot be met, the Contractor shall state the alternate number of Business Days required to place the equipment in the Agency’s designated location. (See Bid Response Packet.)

2. Failure to state the number of Business Days in the Bid Response Packet, obligates the Contractor to complete delivery by the Agency's requested timeframe. Extended delivery dates may be considered when in the best interest of the state.

1.8 DELIVERY LOCATION

A. Contractor shall deliver the Archive Writer to the following location:

Arkansas Department of Parks, Heritage, and Tourism Arkansas State Archives One Capitol Mall, Room 2B-215 Little Rock, AR 72201 mailto:julienne.crawford@arkansas.gov

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a firm contract to a single Contractor.

B. The anticipated start date for any resulting contract will be immediately upon award, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor based on an All or None total basis.

B. Prospective Contractor shall bid on all items. Should a Prospective Contractor fail to price all items, the Prospective Contractor’s bid may be rejected.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response in ARBuy. Pricing must be proposed in U.S. dollars and cents.

d. Completed Proposed Subcontractors Form, if applicable.

e. Completed Exceptions Form, if applicable.

2. The following items, which must be submitted prior to a contract award to the Prospective

Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

2.4 PRICING

A. Prospective Contractor shall enter all pricing in the ARBuy portal only.

B. Prospective Contractor shall include all costs in their bid price that is associated with fulfilling the Requirements of this IFB including but not limited to the following:

1. FOB Destination, inside delivery, shipping and freight paid.

https://arbuy.arkansas.gov/

2. Trip charges.

3. 5-year warranty and maintenance from date of delivery.

4. Software application

5. Software upgrades.

6. On-site repairs.

7. On-site training.

8. On-site installation.

C. If any cost is not identified by the successful Contractor but is subsequently incurred in order to achieve successful operation, the Contractor shall bear this additional cost.

D. To allow time to review bids, discounts must be valid for ninety (90) days following the bid opening.

E. DO NOT submit any ancillary information not related to actual pricing.

2.5 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section of this IFB.

2.6 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Services Contract by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Standard Services Contract can be viewed on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.6.A and 2.6.C.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/