Records Scanner Software MST SP Solicitation FINAL~1.pdf

555 West Monroe Street, 5th Floor Chicago, Illinois 60661 ∙ (888) 473-4858 ∙ TTY (866) 325-4949

320 West Washington Street, 3rd Floor Springfield, Illinois 62786 ∙ (888) 473-4858 ∙ TTY (866) 325-4949

TO: Interested Bidders FROM: Brandon Purcell, Illinois Department of Financial and Professional Regulation

(“IDFPR”) – Agency Purchasing Officer (“APO”) EMAIL: FPR.Procurement@illinois.gov; Brandon.Purcell@illinois.gov

DATE: 11/08/2021

RE: Records Office Scanner, Software, and Maintenance, BidBuy Bid# B-25861

GOAL:

IDFPR intends to execute a small purchase procurement for a ST ViewScan 4 digital microfilm/microfiche scanner system (“scanner”), the ST ViewScan 4 Premium Software (“software”), and a five (5) year maintenance and support agreement for the scanner and software. The scanner, software, and maintenance and support small purchase will be executed for IDFPR’s Records Office located in our Springfield, IL headquarters. IDFPR is also requesting delivery and installation of the scanner and software along with providing instruction/guidance materials on scanner and software operations.

REQUIRED SERVICES AND/OR PRODUCTS of Records Office scanner, software, and maintenance:

1. ST ViewScan 4 digital microfilm/microfiche scanner system:

• Compact desktop system for enhanced live-image view and immediate high resolution scan of positive and negative microform images.

• USB port on the base of the unit to allow flexibility in PC placement.

• Motor Control buttons on the physical unit in addition to screen icons.

• 5” x 7” large glass area to easily accommodate aperture cards, opaque, & microfiche film sizes

• Easy load design that provides visibility of the film positioning and eye-readable fiche titles.

• Capture to always visible Image Bin to dramatically simplify the work process.

• Secure Public Email mode

• Secure Staff Private Email mode

• Ability to lock the best position of camera for capture from 35mm or 16mm operation

• Multiple Output options from one scan without rescanning.

• Fast image refresh no fuzzy image after moving, no frustration when browsing.

• Fast Digital Zoom In/Out plus ability to toggle between full-page view and any zoom level.

• Target Area Enhance from Captured Image Review Bin.

• Auto apply of higher resolution to all selected images before save.

• Auto apply of higher resolution to all selected images before print.

• Set, Save and Restore Settings for various film types without being an Admin.

www.idfpr.com

JB PRITZKER

Governor

MARIO TRETO, JR.

Acting Secretary mailto:FPR.Procurement@illinois.gov mailto:Brandon.Purcell@illinois.gov

320 West Washington Street, 3rd Floor Springfield, Illinois 62786 ∙ (888) 473-4858 ∙ TTY (866) 325-4949

• Annotation software included to add highlights, text, certification notation to film images

• Easily captures irregular sized areas from film images

• Software that allows multiple clippings to be assembled onto a single page

• Option to display User defined Copyright or other notice prior to scanning.

• Customer customizable, Kiosk Style, Start Screen with user profiles.

• Background Send from manufacturer provided Email server option.

• Admin control automatically enabled by Microsoft Windows Authority Levels rather than guest access password.

• One Click EasySave Multipage PDF and Multipage TIFF without having to prearrange a folder for them.

• Quiet start up, operation, with no fan or fan noise

• Microsoft Office Tool Bar “look and feel.” Shorter learning curve, avoiding the need for constant support from staff to

• instruct users in operations.

• 14MP Monochrome and Color camera with USB 3 Connection

• 7X to 105X Optical Zoom, with exclusive Digital Auto Zoom™ to region of interest. No need to wait for slow, noisy manual

• zoom and refocus. No need to create a magnify window.

• High Resolution exceeding 300 dpi at document, higher resolutions selectable

• Microfilm (16/35mm Rolls); microfiche; aperture cards; and micro opaque

• Use Reports for period and total scan count, and distribution count for all forms of output.

• Automated scanning processes and OCR available

• Instructional video/help integrated into software showing how to use features as needed

• ST = White LED Lamps, Lifetime warranty

• Camera Imager: 14.3 megapixels

• Maximum Optical Data Capture: 57 MP

• Maximum Single Image Size: 1GB

• Image Type: Full Color, plus Monochrome Black & White and Grayscale

• Connectivity: USB 3.0

• Reduction Zoom Range: 7X – 105X

• File compression: Raw compression, .JPEG compression, .JPEG 2000

Compression

• User controls level of compression: Lossless Compression. Maximum Quality, High Quality, Medium Quality, Maximum Compression

• File saving solutions: Standard PDF Documents, Newer Archival Standard

Compliant PDF Documents, PDF Documents with Searchable Text (Requires ST

OCR), Image and text files that conform to Online Data Base, bit size, compression, color, black and white levels, dpi resolutions, and other standards, More Common JPEG Photo formats, Web design compatible and other digital photo types including PNG and JPEG 2000

2. ST ViewScan 4 Premium Software:

320 West Washington Street, 3rd Floor Springfield, Illinois 62786 ∙ (888) 473-4858 ∙ TTY (866) 325-4949

• Compatible with Windows 10 Operating System.

3. Five (5) Year Maintenance and Support of scanner and software:

• Covers all hardware needs, cleanings, repairs, and replacements on the ST

ViewScan 4 digital microfilm/microfiche scanner system during the five (5) year coverage period.

• Covers all software needs, repairs, replacements, patches, fixes, and updates of the ST ViewScan 4 Premium Software during the five (5) year coverage period.

• Includes onsite and over the phone technical assistance of the scanner and software.

• Coverage begins once the scanner and software are delivered and installed at

IDFPR’s Records Office.

4. Delivery and installation of the scanner and software at IDFPR’s Records Office:

320 W. Washington St. – 2nd Floor

Springfield, IL 62786

5. Onsite training instructions/guidance on how to operate the scanner and software:

• Training will be provided by the vendor to the IDFPR Records Office staff after delivery and installation.

Must meet all itemized specifications in the table below to qualify. Bidders shall submit a resume of the resource assigned to perform the responsibilities listed in this solicitation.

It is preferred that the resume appear similar to the table below to make verification easier.

A phone interview may be conducted with the resource if further verification is required.

# VENDOR / PRODUCT SPECIFICATIONS

Meets (Yes or No)

Provide one (1) ST ViewScan 4 digital microfilm/microfiche scanner system

Insert text here

2 Provide one (1) ST ViewScan 4 Premium Software Insert text here

Provide five (5) Year Maintenance and Support of scanner and software, invoiced on an annual basis at the beginning of the annual coverage period.

Insert text here

Delivery and installation of the scanner and software at IDFPR’s Records Office

Insert text here

Provide onsite training instructions/guidance on how to operate the scanner and software

Insert text here

320 West Washington Street, 3rd Floor Springfield, Illinois 62786 ∙ (888) 473-4858 ∙ TTY (866) 325-4949

MILESTONES AND/OR DELIVERABLES: Vendor will be anticipated to perform work and/or execute the following:

1. Provide a delivery and installation date to IDFPR’s Records Office post-contract execution.

2. Provide an onsite training to IDFPR’s Records Office staff post-delivery and installation.

3. Provide routine/on-call maintenance and support of the scanner and software during the requested five (5) year coverage period.

These services will be performed starting at the completion of an awarded contract and expire after five (5) years.

TRANSPORTATION AND DELIVERY: N/A – Expenses are not allowed.

SUBCONTRACTORS: N/A – Subcontractors are not allowed.

If a Bidder has a question regarding the requirements, please submit a clarification question to the APO prior to the bid deadline. An addendum will be published in BidBuy for all Bidders to view.

Please complete the YES or NO columns per REQUIREMENT listed in the table below.

REQUIREMENT YES NO

Do you agree to satisfy all requirements listed above?

If you mark YES for all requirements, please complete the PRICING section to calculate your

TOTAL BID COST.

PRICING:

A contract will be awarded to the Vendor that meets all the requirements and provides the lowest TOTAL COST on the pricing table below. The total value of this contract is estimated and not-to exceed $100,000.00 during the contract term. The term of the awarded contract will start at the completion of an awarded contract and expire after five (5) years.

COST

Scanner and Software $ Insert Cost Here Delivery and Installation $ Insert Cost Here

Onsite Training $ Insert Cost Here

Annual Maintenance and Support – Year 1

$ Insert Cost Here

Annual Maintenance and Support – Year 2

$ Insert Cost Here

Annual Maintenance and Support – Year 3

$ Insert Cost Here

320 West Washington Street, 3rd Floor Springfield, Illinois 62786 ∙ (888) 473-4858 ∙ TTY (866) 325-4949

Annual Maintenance and Support – Year 4

$ Insert Cost Here

Annual Maintenance and Support – Year 5

$ Insert Cost Here

Total Cost $ Insert Total Cost Here

INVOICING:

The Vendor shall submit the following invoices to IDFPR. Invoices shall be approved by IDFPR’s Records Officer during the term of the awarded contract.

1. Invoice 1: Scanner and Software

2. Invoice 2: Delivery and Installation of scanner and software at IDFPR’s Records

Office in Springfield, IL.

3. Invoice 3: Onsite Training (if applicable)

4. Invoices 4-8: Annual maintenance and support costs, 5 total invoices, one per year during the five (5) year coverage period.

DUE DATE: 11/15/2021 10:30AM Central Time Please complete the contact information below and return to the IDFPR Agency Purchasing Officer or upload the completed bid to BidBuy Bid# B-25861

Vendor Name: Insert text here

Vendor Contact:

Insert text here

Vendor Email/Phone:

Vendor Signature:

COVID-19 PROTECTIONS: In response to the COVID-19 pandemic, Governor J.B.

Pritzker issued Executive Order 2021-22 and 2021-23. These Executive Orders mandate certain contractors shall use face coverings, have COVID-19 vaccinations, or undergo testing for COVID-19 when in indoor public places, Health Care Facilities, Schools, Institutions of Higher Education, and State-owned and operated congregate facilities. Vendor shall adhere to the requirements of these Executive Orders as applied by the Agency. The Agency may also implement vaccination or testing requirements that exceed those in the Executive Orders.

The Executive Orders may be found at:

• 2021-22 https://www.illinois.gov/government/executive-orders/executive-order.executive-order-number-22.2021.html

• 2021-23 https://www.illinois.gov/government/executive-orders/executive-order.executive-order-number-23.2021.html https://www.illinois.gov/government/executive-orders/executive-order.executive-order-number-22.2021.html https://www.illinois.gov/government/executive-orders/executive-order.executive-order-number-22.2021.html https://www.illinois.gov/government/executive-orders/executive-order.executive-order-number-23.2021.html https://www.illinois.gov/government/executive-orders/executive-order.executive-order-number-23.2021.html