Production Scanners and Software Licenses Excel Worksheet RFQ-2021-R-023.xlsx

XLSX spreadsheet 57 KB Posted Feb 17, 2021

Attached to: Production Scanners and Software Licenses Federal contract opportunity
Solicitation number: RFQ-2021-R-023
Issued by: United States Senate

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File	Type	Posted
Production Scanners and Software Licenses Contract Clauses RFQ-2021-R-023.docx	DOCX document	Feb 17, 2021
Production Scanners and Software Licenses Addendum to Commercial Agreements RFQ-2021-R-023.pdf	PDF	Feb 17, 2021
Production Scanners and Software Licenses Instructions RFQ-2021-R-023.pdf	PDF	Feb 17, 2021

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Attach A Scanner Specifications

	The table below lists the “Requirements” for the Production Scanners ("Scanners"). The Vendor shall indicate if the Production Scanners proposed meets or exceeds these requirements. The Vendor is also encouraged to propose additional or optional features to the proposed system and include descriptions of those features in the comments column and specify if features exceed the listed requirements. All prices quoted shall remain valid until April 1, 2021.		Meets/
Exceeds	Standard (S)/ Option (O)	COMMENTS:

(Vendor shall provide details on any requirement exceeded by the proposed Production Scanner below or if "Meets/Exceeds" or "Standard(S)/Option(O)" does not apply.)

REQUIREMENTS
Specifications - Production Scanners:
1	Specify scan rate with with number of pages per minute at a minimum of 300 DPI mode. (color)
2	Capable of outputting 600 by 600 Dots Per Inch images. (mono and color)
3	Provides automatic Feeder/Elevator technology holding between 500 -1000 sheets.
4	Provides front or rear side imprinter to print important tracking information while scanning.
5	Capable 300 dpi and 600 dpi (bitonal and color) even with all imaging features turned on.
6	Capable of loading any diverse mix of documents – including fragile and

extra thick originals while scanning (from business cards to 11" x 17").

7	Provides rescans and post image processing (auto image rotation and skew detection).
8	Provides optical character recognition (OCR) and intelligent document recognition (IDR) options.
9	Provides barcode reading capability that delivers data to the scan application (metadata/indexing/document separation).
10	Provides Touchscreen display panel to easy navigate the scanner features.
11	Capable of outputting compression (CCITT Group IV; JPEG or uncompressed output).
12	Provides warning or noise (pressure level) sounds to detect jams, doubles, etc…
13	Provides one-piece integrated scanner with electrical adjustable height option for standing or sitting while scanning.
14	Please see Optional Features Tab to provide details on additional/optional features.

Electrical Requirements:
2	Vendor will provide color calibration using our current Apogee/Wasatch RIP system and provide onsite user training in calibrating the Flatbed Printer system using various techniques and or equipment.
3	Installation, Initial Test and Training
4	Vendor shall perform a site survey at the U.S. Senate and include pricing for all necessary hardware, tilt-n-go mechanism, if necessary for an inside delivery.
5	Flatbed Printer shall be able to pass through a doorway 66 inches wide with a maximum 82 inches height. The operational footprint area has a firm restriction width of 180" with a 132" depth.
	Vendor shall deliver, install and set-up, and initial test the Flatbed Printer system at the U.S. Senate site. Delivery date and time for installation and set-up, and initial test shall be mutually agreed upon and coordinated between the vendor and the Senate COTR. Vendor will be responsible to remove all skids, crates and other packing materials after delivery.
1	Must comply with UL and Energy Star Standards.
2	Vendor shall provide electrical specifications, an electrical diagram, features and components about the scanner.
3	Voltage: AC 120/230 V ( 50/60 Hz )
Installation, Initial Test and Training:
1	Vendor shall perform a site survey at the U.S. Senate and provide a site plan with all necessary power requirements. The site plan will depict the placement of the machine and correspond power outlets, network connections, etc.
2	Vendor shall deliver, install and set-up, and initial test the scanner at the Senate site. Delivery date and time for installation and set-up, and initial test shall be mutually agreed upon and coordinated between the vendor and the Senate's COTR.
3	Vendor shall provide a detailed checklist of the scanner properly performing each function, as well as the proper operation of additional features that the scanner may perform upon delivery. This is to verify the proper operation of the scanner prior to the start of the Senate's 30-day acceptance testing period.
4	Vendor shall provide onsite training to (12) operators (8:00 AM - 9:30 PM) on all the functions of the scanner includes the safety, maintenance, electrical features and operating interface.

The training schedule shall be mutually agreed upon between Vendor and the Senate. All training shall be completed prior to the start of the Senate's 30-day acceptance testing period.

Acceptance Testing:
1	Senate will provide written notification to Vendor of the successful installation of the equipment, completion of training, and the receipt of all documentation from the Vendor. This written notification will signify delivery of the scanner to the Senate for the start of the Senate's 30-day acceptance testing period.
2	Acceptance of the scanner by the Senate will be determined by the fulfillment of the requirements to the satisfaction of the Senate. Acceptance testing by Senate personnel will emphasize the operational, functional and reliability factors of the scanner under load or while being fully utilized. Acceptance testing ends when the scanner has met the standards of performance by operating for a period of thirty (30) consecutive business days (8:00 AM to 9:30 PM) without failure or downtime of any kind. The scanner, for purposes of acceptance testing, is defined as all components and equipment which consist of the scanner. [Note: Failure downtime is a period of time in which the scanner is not reliably operable due to intermittent or consistent failure so that any component or portion of the scanner can not be used, or that those components or portions of the scanner will not operate in accordance with the scanner specifications.
3	If the scanner had a failure downtime within 30 days of the start of acceptance testing period, the Vendor shall, at its own expense, fix and/or replace any defective part or parts of the scanner (including the entire unit if necessary). The acceptance testing period shall begin again after the unit has been fixed and/or the replacement of the designated parts. If the scanner had another failure downtime within the next 30 consecutive days of the re-start of acceptance testing period, the Senate may reject the scanner entirely and terminate the contract for default. The Vendor shall return all payments if any had been made to Vendor; and liability, if any, made up until the point of rejection; and release the Senate from all future payments. The Vendor shall not remove the scanner until a suitable replacement unit is installed and functioning in accordance with the scanner specifications.
3	Maintenance, Technical and Training Support
Documentation:
1	Vendor shall provide two (2) bound copies of the user manual.
2	All documentation shall be provided to the Senate COR prior to the start of the 30-day acceptance testing period.
Maintenance, Technical and Training Support:
1	Scanner Solution operational down-time beyond 6 hours is unacceptable to the Senate. Vendor shall provide One (1) Year Maintenance and Technical Support which shall include but not be limited to:
2	Technical telephone support and troubleshooting from 8:00am -5:00 pm
3	Two (2) business hour on-site service response time during business hours, 8am-5pm, Monday - Friday.
4	Technical services and support to be provided by vendor certified technicians.
5	All service calls identified as recurring problems will automatically be escalated by the Vendor.
6	All labor, materials and/or parts furnished by Vendor.
Warranty: Vendor shall submit its Warranty together with the RFQ
1	Vendor shall warrant that the scanner shall be free from defects in materials and workmanship for a period of one (1) year. The Warranty shall commence on the day after the equipment has been accepted by the Senate (See "Acceptance Testing" section above). The Warranty shall be for all labor, equipment, materials and/or parts furnished by Vendor. If the unit proves defective during the warranty period, the Vendor shall:
2	Repair the scanner by means of telephone support or on-site service at no charge for materials, parts and/or labor,
3	Replace the scanner with a comparable unit at no charge, or
4	Remove the scanner at no charge, and return all payments made to the vendor, less a reasonable allowance for usage.
Consumables:
1	Vendor shall provide a list of corresponding consumables with prices of its proposed scanner and of its optional features. Use Consumables Tab

&"Arial,Bold"Attachment A - List of Requirements - Production Scanner &"Arial,Bold"2021-R-023 Production Scanner

&9&T, &D &9Page &P of &N

Attach B Software License

	The table below lists the “Requirements” for the Capture and Scan Licenses ("Software Licenses"). The Vendor shall indicate if the Capture and Scan Licenses proposed meets or exceeds these requirements. The Vendor is also encouraged to propose additional or optional features to the proposed system and include descriptions of those features in the comments column and specify if features exceed the minimal requirements. All prices quoted shall remain valid until April 1, 2021.		Meets/
Exceeds	Standard (S)/ Option (O)	COMMENTS:

(Vendor shall provide details on any requirement exceeded by the proposed Capture and Scan License below or if "Meets/Exceeds" or "Standard(S)/Option(O)" does not apply.)

REQUIREMENTS
Capture and Scan License Specifications:
1	Supports Windows 10, Win 2016 or Win 2019 (32 & 64 bit).
2	Supports TWAIN, ISIS and WIA drivers.
3	Offers automatic document and batch separation based on the barcode, change in barcode value, patch code, page count, blank page, and user-defined OCR zones.
4	Integrates with the Kodak Capture Pro.
5	Offers output, color, and b/w images in different file formats and to multiple storage locations.
6	Offers dual-stream scanning, enables scanning to continue during the imaging processing.
7	Provides automatic batch processing to eliminate the need to manually start output processing.
8	Offers API configuration for integrators to customize scan workflows.
9	Provides the ability to customize toolbars and window screens. Please specify the amount of layout screens can be displayed.
10	Offers batch/document/page explorer for a complete overview of batch content to enable easy navigation and efficient post-scan editing.
11	Offers image rotation. Please specify the rotation degrees.
12	Offers automatic deskewing, quality adjustments, and intelligent controls to streamline scan processes.
13	Offers image manipulation, Magnify/Zoom/Pan images, splitting, cropping and deleting images per range, as well as inserting pages into a scanned batch.
14	Supports index based on barcoding, including two-dimensional (2D) barcodes; zonal OCR, with data capture in over 100 languages.
15	Offers character substitution to correct common OCR errors and remove unwanted characters automatically.
16	Offers drop-down lists to facilitate specific value data entry.
17	Offers drag-and-drop OCR for easy, accurate entry of more extended data fields such as addresses.
18	Outputs a XML or Text index file. Please specify file types.
19	Supports zoom zones to focus in on the portion of the image that contains vital data.
20	Supports data capture from any page in a multi-page document.
21	Provides confidential information blanking (redaction).
2
3
4
5

22	Offer user profiles for job-access security and data-integrity protection with an individual user and group identification. Grants privileges by individual feature or category.
23	Retains batches after output for reprocessing as needed.
24	Scans to traditional file-formats, including TIFF and JPEG plus comprehensive PDF options, including unlimited searchable PDFs (in any language), PDF-A, and compressed PDF (PDF-MRC) at no additional cost. Please specify DPI resolution.
25	Scans directly to e-mail as well as to a wide range of document management and content management applications.
26	Offer user profiles for job-access security and data-integrity protection with an individual user and group identification.

&"Arial,Bold"Attachment A - List of Requirements &"Arial,Bold"RFQ- Production Scanner

&"Arial,Bold"Attachment A - List of Requirements &"Arial,Bold"2011-R-040 Color Digital Press

&"Arial,Bold"Attachment A - List of Requirements &"Arial,Bold"RFQ-2017-046 Production Scanner

&"Arial,Bold"Attachment A - List of Requirements &"Arial,Bold"RFQ-2019-037 Production Scanner

&"Arial,Bold"Attachment A - List of Requirements &"Arial,Bold"RFQ- Production Scanner

&"Arial,Bold"Attachment B - List of Requirements - Capture and Scan Licenses &"Arial,Bold"2021-R-023 Software Licenses

&9&T, &D &9Page &P of &N

Optional Features Vendor-Provided Details Please list below:

1	Specific additional scanner features, such as, Perfect Page Technology, etc….
2	Specific Double-Feed Detection (number of zones)
3	Specific Dots Per Inch for Optical Resolution
4	Specific the recommended daily volume
5	Specific recommended PC configuration

Pricing Table

SAA Request for Quotation	2021-R-023
PRICING TABLE

1) The U.S. Senate Office of the Sergeant at Arms (SAA) requests a quotation for the products or services specified below. THE ENTIRE REQUEST FOR QUOTATION (RFQ) CONSISTS OF THIS PRICING TABLE, INSTRUCTIONS & SUBMISSION REQUIREMENTS, CONTRACT CLAUSES, AND ADDENDUM TO COMMERCIAL AGREEMENTS (IF APPLICABLE).

2) The Offeror shall provide a quotation for the products or services listed below on a Firm-Fixed-Price basis. Shipping shall be on a F.O.B. Destination basis, United States Senate, Washington, DC 20510, and Offeror shall identify separately any shipping/handling charges.

3) Offeror shall state below if quotation is Open Market, or subject to a GSA Schedule/NASA SEWP/Other GWAC.

4) Price quotes shall be valid until April 1, 2022.

	5) The SAA reserves the right to reject Offeror’s quotation if not compliant with the INSTRUCTIONS & SUBMISSION REQUIREMENTS of this RFQ.
						All prices are shown in USD
	Line Item #	Manufacturer /
Part Number	Description	Unit of Measure	Quantity	Unit Price	Total Price
			BASE YEAR - XX/XX/XXXX to XX/XX/XXXX
	0001		Production Scanners		4		$0.00
	0002		Software Licenses		2		$0.00
	0003						$0.00
	0004						$0.00
	0005						$0.00
				SUB-TOTAL			$0.00
			OPTION YEAR 1 - XX/XX/XXXX to XX/XX/XXXX
	1001		Maintenance for Production Scanners		4		$0.00
	1002		Maintenance for Software Licenses		2		$0.00
	1003						$0.00
	1004						$0.00
	1005						$0.00
				SUB-TOTAL			$0.00
			OPTION YEAR 2 - XX/XX/XXXX to XX/XX/XXXX
	2001		Maintenance for Production Scanners		4		$0.00
	2002		Maintenance for Software Licenses		2		$0.00
	2003						$0.00
	2004						$0.00
	2005						$0.00
				SUB-TOTAL			$0.00
			OPTION YEAR 3 - XX/XX/XXXX to XX/XX/XXXX
	3001		Maintenance for Production Scanners		4		$0.00
	3002		Maintenance for Software Licenses		2		$0.00
	3003						$0.00
	3004						$0.00
	3005						$0.00
				SUB-TOTAL			$0.00
			OPTION YEAR 4 - XX/XX/XXXX to XX/XX/XXXX
	4001		Maintenance for Production Scanners		4		$0.00
	4002		Maintenance for Software Licenses		2		$0.00
	4003						$0.00
	4004						$0.00
	4005						$0.00
				SUB-TOTAL			$0.00
			TOTAL
				TOTAL			$0.00
	MANDATORY VENDOR INFORMATION:
	Company Name:
	Open Market/GSA/NASA SEWP:
	TAX ID NO.:
	DUNS or Unique Entity Identifier :

Signature:

Printed Name/Title/Date:

Trade-In Equipment

Equipment model and features	Serial Number	Volume	Trade-In Value
Kodak Scanner i1860	45706350	6,352,176
Kodak Scanner i1860	45706665	7,090,136

&"Arial,Bold"&12Attachment E:

Potential Trade In Equipment &"Arial,Bold" Color Digital Press System

References

Offeror Name

Offeror POC Phone / Email

	Reference 1
A	Client / Customer
	POC
	Address
	Email
	Phone

B Contract number:

C Period of performance:

D Description of service provided (enter below):

	Reference 2
A	Client / Customer
	POC
	Address
	Email
	Phone

B Contract number:

C Period of performance:

D Description of service provided (enter below):

	Reference 3
A	Client / Customer
	POC
	Address
	Email
	Phone

B Contract number:

C Period of performance:

D Description of service provided (enter below):

&"Arial,Bold"&11Attachment E:

Past Performance Reference &"Arial,Bold"&11 Digital Color Press System

Sheet1

File details come from the government source that posted it. Updated Feb 17, 2021.