Justification of Single Source.pdf
PDF 548 KB Posted
- Attached to
- Bookeye 4 Scanner in the Memory Lab
- Solicitation number
- 18210-26
- Issued by
- Florida
About this file
This is a Justification for Single Source procurement document submitted by the City of Jacksonville's Library Department to the Finance & Administration Department, Procurement Division. The request seeks approval for an eighth-year maintenance contract for a Bookeye 4 V1A-C35 Color Scanner, with the contract request dated August 27, 2026, for fiscal year 2027. The maintenance services include technical support, repair, and software/hardware updates necessary to preserve the manufacturer's warranty and ensure continued operation of the scanner used by the Library's Digitization Department to scan and digitize photographs, yearbooks, and historical documents for the Library's Special Collections and online Digital Collections. No specific contract term, renewal options, or response deadlines are detailed in the document.
The procurement is designated as a single source award to DLSG at Image Access, Inc., identified as the only vendor authorized by the manufacturer to perform maintenance and repairs on the Bookeye 4 scanner while maintaining warranty coverage. Market research conducted by Stephanie Miller confirmed that no alternative vendors are authorized by the manufacturer to service this equipment, making competitive bidding ineffective. The document references a 2025 Maintenance Service Agreement and includes a conflict of interest attestation confirming no actual, potential, or perceived conflicts exist with the recommended vendor. Specific pricing information and funding sources are not provided in this justification document.
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Other files
| File | Type | Posted |
|---|---|---|
| 18210-26_SUPPLIER.pdf | ||
| Memo.pdf | ||
| Image Access Service Agreement.pdf | ||
| 7-1-24 Protest Procedures.pdf | ||
| Quote.pdf |
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Text version
FINANCE & ADMINISTRATION DEPARTMENT, PROCUREMENT DIVISION
Justification for Single Source, effective 09/2023 Page 1
5. Summary of Market Research
[Provide a description of the market research performed, how it was performed, by whom, and market research results. Please spell out acronyms.]
[ Stepahanie Miller performed market research. Digital Library Systems group at Image Access is the only maintenance and repair vendor authorized by the manufacturer for the Bookeye 4 Color Scanner through which the warranties can be maintained. Any other vendor who would bid to provide maintenance for the Bookeye scanner would have to be authorized to repair the DSLG Bookeye scanner and maintain the warranty by the manufacturer. ]
6. Conflict of Interest (Must Check)
√ By checking this box, I affirm that there are no actual, potential, or perceived conflicts of interest with the entity in which I am requesting a single source award. Conflict of Interest shall be interpreted consistent with Chapter 112, Florida Statutes.
7. Other Documentation (Check and attach all that apply)
√ Supplier Quote
JUSTIFICATION FOR SINGLE SOURCE (JSS)
Pursuant to the City of Jacksonville Procurement Code§ 126.206 & § 126.312, when requesting a purchase from a vendor subject to the referenced sections, please complete this form to justify your request and submit to Procurement with applicable attachments.
1. Requesting Agency: Library
2. Nature and/or description of the requirement being requested.
Identify each item, component or service being procured. (Attach quote/proposal):
Why does the city need these particular goods or services?
Eighth year maintenance for the Bookeye 4 V1A-C35 Color Scanner, providing technical support, repair, and software/hardware updates critical to maintaining the warranty of the Bookeye Scanners. The Bookeye 4 scanner is used by the Digitization Department to scan and digitize photographs, yearbooks, and other historical documents for the Library’s Special Collections Department to make those materials available through our online Digital Collections and to aid in preserving local history. Maintaining this scanner ensures that the Library is able to carry on vital work for the public that we serve.
3. Provide a detailed justification as to why the requested goods/services can only be efficiently and effectively procured through the recommended Single Source vendor:
DLSG at Image Access, Inc. is the only vendor authorized by the manufacturer to perform maintenance and repair on the Bookeye 4 scanner which maintains the warranty on this machine and provides ongoing technology maintenance and service support to keep it running at optimum levels to perform the work needed by the Library.
4. Date of Request 8/27/2026
FINANCE & ADMINISTRATION DEPARTMENT, PROCUREMENT DIVISION
Justification for Single Source, effective 09/2023 Page 2
√ Single Source Memo signed by Director
√ Other [2025 Maintenance Service Agreement ]
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