RFQ S-44300-00004655.pdf

Single Point of Contact (SPC): Email: geneva.f.degner@dhsoha.state.or.us Geneva Degner Phone: 971-208-4110 DHS/OHA Shared Services Fax: 1-503-378-4324 Office of Contracts & Procurement 635 Capitol St NE, Suite 350 Salem, OR 97301

REQUEST FOR QUOTE

RFQ # S-44300-00004655

* This is not an order. *

Send all questions and return Bid Sheet (pages 5 & 6) to the single point of contact (SPC) Geneva Degner at the contact information above by 3:00PM PST on Monday, November 14, 2022, via email, mail, OregonBuys or fax. (PDF via email or OregonBuys is preferred.)

This solicitation for quotes is an Intermediate Procurement per the Authority of ORS 413.033 and

OAR 137-047-0270.

1. Overview:

The Oregon Center for Health Statistics (OHA) is seeking quotes for the purchase of three (3) microfilm reader/printer/scanners which meet the specifications described in this RFQ to include 1-year full protection warranty and semiannual preventative maintenance and services.

OHA anticipates the award of one Purchase Order (PO) resulting from this RFQ to the lowest responsible bidder whose bid substantially complies with the requirements and criteria set forth in the RFQ.

Shipping will be FOB: Destination. Microfilm reader/printer/scanners will be delivered to and installed at the Portland State Office Building located at 800 NE Oregon Street, Suite 225, Portland, OR 97232.

To ensure the equipment will meet all requirements, OHA may require that proposed equipment be tested on a month-to-month rent or lease for at least two months with an agreement to either continue leasing or lease for a defined period of time and then purchase.

Bidder may submit bid/quote as hard copy via fax or mail or electronically as a PDF attachment by email to the SPC or through OregonBuys eProcurement System at https://oregonbuys.gov/bso/. If submitting by email, include the RFQ # in the subject line of the email. If submitting by fax or mail, include the RFQ # on the cover sheet or envelope.

Bids received after the closing date and time will not be opened or considered.

o Instructions for submission via OregonBuys are found at the following link:

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20So licitation%20Response.pdf o Type the RFQ number (S-44300-00004655) in the search bar at the top of the screen (Bid Solicitation) and click the magnifying glass icon to locate the RFQ; once located, click on the RFQ number to open.

o Follow the instructions in the above link to “Create the Quote”; in the Description field type “Bid for microfilm reader/printer/scanners”, click Save & Continue; click on the Items tab, click on the Item # in the far left column to open and enter your total bid price, click Save & Continue; click on the Terms & Conditions tab, click Yes, click Save & Continue; click the

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Attachments tab, click Add File, select the Bid document(s) from your computer and open to attach, type the name of the attachment where indicated, click Save & Exit after each document you attach. Once all documents are attached, click Save & Continue; click the Summary tab to review. Once the Bid (“Quote”) is submitted, Bidder cannot edit the document, however you may withdraw the bid/quote (instructions are included in the above link) for editing and resubmission at any time before the RFQ closing date and time. Click Submit Quote. The screen will refresh, leaving you on the Summary tab and the status will have changed from “In-progress” to “Submitted”. An email notification will be sent to the SPC when your Bid has been submitted.

Agency reserves the right to add additional goods or services in the future, if needed, up to a total aggregate not-to-exceed dollar amount of $150,000.00 (intermediate procurement threshold). Prices for additional goods or services, if any, will be negotiated by the parties.

2. Bid Requirements.

Bids must be submitted using the Bid Sheet contained within this RFQ document, although additional information may be attached.

Bidders must indicate any variances from the required specifications and features listed below.

Alternate Bids may or may not be considered at the sole discretion of OHA.

The equipment shall be new or rebuilt and the manufacturer’s model in current production, and shall comply with all performance specifications, including all functions, features and accessories as advertised or otherwise represented by the bidder and/or the manufacturer.

Equipment that is used, remanufactured or refurbished must function as new.

Bidder must be registered as a vendor in OregonBuys to participate in this RFQ opportunity.

The Bid Sheet must be signed by person(s) legally authorized to bind the Bidder to the Bid and the PO resulting from this RFQ. Digital signatures are accepted. A sample PO is attached.

By submitting a quote, Bidder understands and agrees to the terms & conditions of the PO.

Bidders shall provide a lump sum Bid amount for the equipment (including 1-year warranty) and semiannual preventative maintenance services (post warranty) that is all-inclusive of any freight/shipping, installation, training, instruction manuals, and any other associated costs or fees.

Bidder shall include a copy of their maintenance agreement (if applicable) with the Bid.

Bidder may include a brochure of the proposed equipment (optional).

Winning Bidder/Contractor must be registered with the Oregon Sectary of State (SOS).

https://sos.oregon.gov/business/pages/default.aspx

3. Specifications and Required Features:

Microfilm Reader/Printer/Scanner:

a) Must include automatic film loading from 16mm M-type cartridges.

b) Must include automatic negative/positive detection for silver or diazo 16mm microfilm.

c) Must include printed image resolution with a minimum of 600 dpi.

d) Must include zoom lens with a minimum range of 15x-27x. A larger range of 14x-30x is also acceptable, but any smaller range than 15x-27x will be rejected.

e) Must include large screen format for ease of use: 11”x17” minimum.

Mandatory Editing Features:

a) Manual or auto 90-degree rotation of image.

b) Auto skew correction.

c) Auto and/or manual centering of image on screen.

d) Auto and/or manual focusing of image.

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e) Manual border erasure for non-standard record sizes (framing kit) and automatic border erasure for standard sizes of images.

f) Automatic background erasure.

g) Operator must be able to control the size of the image to fit within 8.5”x11” vital-record certificate paper with printed border.

h) Manual control of image darkness or lightness to enhance image.

Mandatory Printer Specifications:

a) Must be able to print to either of two 8 .5” x 11” size paper trays.

b) Must be able to dependably print on intaglio banknote paper that has an engraved border and seal. Dependability may be tested in a trial service of the equipment.

c) Must print with enough heat to seal toner to paper to make a close to permanent image. Permanence of image will be tested in trial service of the equipment.

Mandatory Scanner Specifications:

a) User Interface: Intuitive Windows interface with customizable film selection.

b) Straighten and crop function.

c) Image focus even during optical zoom.

d) File formats: PDF, TIFF, JPEG and single page OCR.

e) Ability to specify the size of the printed or scanned document image.

f) Print seamlessly using presets to specific printer paper drawer with the required paper size.

g) Scan and save using preset file name, format, and path.

h) Scan and save to email securely using external or embedded email.

i) Digital zoom 5x to 1575x, read small text and examine fine details.

j) Selectable resolution: 150 dpi to 2000 dpi, 8-bit grayscale, 1-bit black and white.

k) Scan and print what is seen in the magnifier window.

l) AUTO-Review: perform a quality review of a newly processed roll of film by automatically moving from one image to the next and displaying each image for a customizable period of time.

m) Auto-adjusts brightness, contrast, straightens, and crop.

n) Digital image editing feature. Ability to select, adjust brightness, contrast, and redact as needed.

Equipment Testing

Agency may inspect and test the Goods and related Services (collectively, Goods). Agency may reject non-conforming Goods and require Contractor to correct them without charge or deliver them at a reduced price, as negotiated. If Contractor does not cure defects within a reasonable time, Agency may reject the Goods and cancel the PO in whole or in part.

To prevent the fraudulent altering of vital records, OHA may require that proposed Goods be tested on a month-to-month lease for approximately two months with an agreement to either continue leasing or lease for a defined period of time and then purchase. This trial period may be needed to determine that all sizes of certificates can be printed, that the quality of the images is sufficiently clear to make legal documents, and that the toner adheres properly to the paper sufficiently to deter the erasure of data and the altering of the record. Contractor shall provide a contact name and telephone number to OHA for scheduling equipment testing.

If OHA rejects the Goods for nonconformance, OHA will provide a Notice of Acceptance Revocation to the Contractor. Contractor shall immediately, at Contractor’s sole cost and expense, remove all trial Goods in OHA’s possession within seven (7) calendar days following the date of the notice. OHA may then offer a PO to the next lowest Bidder.

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Maintenance and Service

a) Contractor shall provide a minimum 12-month warranty that gives full protection against defects in design, materials or manufacture, and covering parts and labor.

b) Contractor shall provide semiannual Maintenance and Service for the useful life of the equipment for every part and component of the Microfilm Reader/Printer/Scanners to maintain the equipment in operating condition in accordance with the Original Equipment Manufacturer (OEM) specifications, or to return the Microfilm Reader/Printer/Scanner to operating condition in accordance with the specifications or both. If repairs on any part or component of the Microfilm Reader/Printer/Scanner is necessary at any time, Contractor shall install and test the substituted part or component, to the satisfaction of OHA, and shall remove the defective part or component from the facility.

c) Contractor shall provide a telephone number to OHA for trained and capable service technicians for troubleshooting problems remotely by phone, who can be reached during normal business hours. Contractor shall make these technicians available for telephone consultation to troubleshoot problems Monday through Friday from 8 AM - 5 PM, Pacific Standard Time. For operational problems or failures that cannot be solved remotely by phone or through verbal instructions, Contractor shall provide on-site repairs within 8 hours of the initial call for service.

As part of Maintenance and Service, if any component of the Microfilm Reader/Scanner/Printer fails; Contractor shall replace the defective component(s) at no cost to OHA within 1 business day of notification of such operational failure to Contractor.

Training

Contractor shall provide on-site training during the warranty period in the operation of the Microfilm Reader/Printer/Scanner. Training shall include instruction in all operational features, and how and when to contact a Service Technician. Contractor shall provide a minimum of 2 hours of training up to a maximum of 8 hours. Contractor shall include with the training two complete owner’s operation manuals, or access to such manuals online, covering all operational information.

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Bid Sheet

Company name:________________________________________________________________

Contact person: ______________________________ Email: ____________________________

Address:______________________________________________________________________

City, State, Zip:_______________________________________ Phone: ___________________

The prices quoted are all-inclusive of any parts, labor, freight/shipping, warranty, installation, training, instruction manuals, and any other associated costs or fees.

All pricing must be held firm for 90 days.

Equipment Manufacturer/Brand Name and Model #, includes 1-year full protection warranty Unit Price Quantity Extended $ Amount

$ X3 $

Semiannual Preventive Maintenance and Service (post warranty) cost per year, includes parts and labor

$ X3 $

Total Bid Price

Expected lead time for delivery & installation (days/weeks): ________________

The information below will not be used in determining the lowest bidder but may be used as a tie-breaker determination if identical bids are received.

Labor cost per hour for repairs not included in semiannual servicing: $_________ per hour

Service-Call flat fee, if any, in addition to hourly rate: $_________

Specify mark-up of parts over cost: ________%

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Any individual signing below hereby certifies they are an authorized representative of Bidder and that:

Bidder understands and agrees that OHA may test the Goods by renting or leasing the equipment for a period of at least two months (not to exceed 12 months) to confirm the quality and functionality of the Microfilm Reader/Printer/Scanners prior to purchasing to ensure the equipment meets all requirements. If OHA rejects and returns the Goods, the next highest Bidder will be offered a PO under the same conditions of acceptance.

Bidder understands and accepts the requirements of this RFQ and the terms and conditions of the attached sample PO.

Signer has knowledge regarding Bidder’s payment of taxes and by signing below certifies that, to the best of his/her knowledge, Bidder is not in violation of any Oregon tax laws.

Bidder does not unlawfully discriminate against any of Bidder’s employees in the payment of wages or other compensation for work of comparable character on the basis of an employee’s membership in a protected class. “Protected class” means a group of persons distinguished by race, color, religion, sex, sexual orientation, national origin, marital status, veteran status, disability or age.

Bidder and Bidder’s employees, agents, and subcontractors are not included on the government-wide exclusions lists in the System for Award Management (SAM) found at www.sam.gov

Bidder certifies that, to the best of its knowledge, there exists no actual or potential conflict of interest between the Bidder and the State of Oregon OHA.

Bidder certifies that all contents of this RFQ response are truthful and accurate and have been prepared independently from all other Bidders, and without collusion, fraud, or other dishonesty.

Bidder understands that any statement or representation it makes in response to this RFQ, if determined to be false or fraudulent, a misrepresentation, or inaccurate because of the omission of material information could result in a "false claim" subject to the Oregon False Claims Act, ORS 180.750 to 180.785 and to any liabilities or penalties associated with the making of a false claim under that Act.

Bidder understands that a quote submitted in response to this RFQ will be public record and is open to public inspection after a notice of award is posted in OregonBuys.

Authorized Signature Date

(Printed Name and Title)

DAS Procurement Services, Version 3.1 - June 28, 2019 Page 1 of 2

STATE OF OREGON

PURCHASE

ORDER (PO) NO.

PAGE

Agency PO Date Delivery Date Bid Number Requisition No.

Contractor Name and Address Bill To

Contractor FEIN BPO/Contract Number Agency Contact/Phone

Ship To FOB

Terms

Item Description Quantity U/M Unit Price Extended Amt.

Special Terms and Conditions: Sub Total

Freight

Total

This Purchase Order and the terms and conditions on page 2 constitute the entire agreement between the parties. There are no other understandings, agreements or representations, oral or written.

Authorized Agent/Approved Date Total

SAMPLE PO

DAS Procurement Services, Version 3.1 - June 28, 2019 Page 2 of 2

STATE OF OREGON –TERMS AND CONDITIONS

1. DELIVERY: Deliveries will be F.O.B destination, unless otherwise agreed.

Contractor shall pay all transportation and handling charges. Contractor is responsible and liable for loss or damage until final inspection and acceptance of the Goods. Contractor remains liable for latent defects, fraud, and warranties.

2. ACCEPTANCE: Agency may inspect and test the Goods and related Services (collectively, Goods). Agency may reject non-conforming Goods and require Contractor to correct them without charge or deliver them at a reduced price, as negotiated. If Contractor does not cure defects within a reasonable time, Agency may reject the Goods and cancel the PO in whole or in part. Title to the Goods passes to Agency in accordance with the Uniform Commercial Code, ORS chapters 71-79 (UCC), and this section does not affect or limit Agency's rights under the UCC.

3. PAYMENT: Agency shall pay Contractor within 30 days from (i) the date the Goods are delivered and accepted or (ii) the date the invoice is received, whichever is later. If Agency fails to pay within 45 days of such date, Contractor may assess overdue account charges up to a rate of 2/3% per month (8% APR) or the maximum rate allowed by law on the outstanding balance.

4. REPRESENTATIONS AND WARRANTIES: Contractor represents and warrants that:

Unless otherwise agreed, the Goods are new and unused, (and if applicable, the current model), free and clear of any liens or encumbrances, and carry full manufacturer warranties;

Contractor shall transfer all manufacturer warranties to the State;

Delivered Goods will comply with specifications and be free from defects in labor, material and manufacture;

Contractor owns or has the right to transfer or sell the Goods to Agency;

Contractor has the authority to enter into this PO and this PO is a binding obligation upon Contractor;

Contractor is an independent contractor and its provision of the Goods creates no potential or actual conflict of interest as defined in ORS 244;

Contractor shall comply with the tax laws of this state and all political subdivisions;

Contractor has no undisclosed liquidated and delinquent debt owed to the

State or any department or agency of the State, and All implied and express warranties under the UCC are incorporated in this

PO.

These representations and warranties are cumulative and are in addition to and not in lieu of any other representations or warranties found in this PO or the law.

5. TERMINATION:

The parties may terminate this PO by mutual agreement.

Agency may terminate this PO at any time upon written notice to Contractor.

Upon receipt of the written notice, Contractor shall stop performance, and Agency shall pay Contractor for Goods delivered and accepted.

Agency may terminate this PO at any time upon written notice to Contractor if Agency fails to receive funding, appropriations, or other expenditure authority.

Agency may terminate this PO for cause upon written notice to Contractor, if Contractor breaches any PO provision, including the representations and warranties related to liquidated and delinquent debt, or is declared insolvent.

Contractor shall be liable for all incidental and consequential damages resulting from its breach, including all damages as provided in the UCC.

Agency may terminate this PO if Contractor fails to comply with the tax laws of this state or any political subdivision or Contractor violates any warranties or certification related to compliance with the tax laws of this State and any political subdivision of this State.

6. REMEDIES: Any violation or breach of this PO entitles Agency to terminate this PO, to pursue and recover any and all damages that arise from the breach and the termination of this PO, and to pursue any or all of the remedies available under this PO, at law, or in equity, including but not limited to: termination of this PO in whole or in part; collection by administrative offset or garnishment, if applicable, or withholding amounts otherwise due and owing to Contractor without penalty. The remedies set forth in this Section 6 are cumulative.

7. HOLD HARMLESS: Contractor shall indemnify, defend and hold harmless the State and it agencies, their divisions, officers, employees, and agents, from all claims, suits or actions of any nature arising out of or related to the activities of Contractor, its officers, subcontractors, agents or employees under this PO.

8. GOVERNING LAW, JURISDICTION, VENUE: This PO is governed by and construed in accordance with the laws of the State of Oregon without regard to principles of conflict of laws. Any unresolved Dispute between Agency or and Contractor that arises from or relates to the PO shall be brought and conducted solely and exclusively within the Circuit Court of Marion County for the State of Oregon; provided, however, if a Dispute must be brought in a federal forum, then unless otherwise prohibited by law it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon.

CONTRACTOR HEREBY CONSENTS TO THE IN PERSONAM

JURISDICTION OF SAID COURTS. Nothing herein shall be construed as a waiver of the State of Oregon's sovereign or governmental immunity, whether derived from the Eleventh Amendment to the United States Constitution or otherwise or of any defenses to Claims, or as consent to jurisdiction the jurisdiction of any court.

9. ASSIGNMENT/SUBCONTRACT/SUCCESSORS: Contractor shall not assign, transfer, or subcontract rights (Subcontract) or delegate responsibilities under this PO in whole or in part, without the prior written approval of Agency.

This PO’s provisions are binding upon and inure to the benefit of the parties to the PO and their respective successors and assigns.

10. ACCESS TO RECORDS: Contractor shall maintain all accounting records relating to this PO according to Oregon Accounting Manual (OAM) and any other records relating to Contractor’s performance (“Records”) for 6 years from termination or as otherwise required. Contractor shall grant the State and its agencies, the Secretary of State, the federal government, and their duly authorized representative’s access to the Records, including reviewing, auditing, copying, and making transcripts.

11. COMPLIANCE WITH APPLICABLE LAWS: Contractor shall comply with all applicable federal, state and local laws, regulations, executive orders, and ordinances, as amended. Agency’s performance is conditioned upon Contractor’s compliance with, 279B.220, 279B.225, 279B.230, and 279B.235, as applicable.

All applicable Rules are incorporated by reference in this PO.

12. INSURANCE: Contractor shall obtain and maintain the following insurance coverage:

Workers’ Compensation: Contractor shall comply with ORS 656.017 and provide workers’ compensation coverage for subject workers, unless exempt under ORS 656.126(2). Contractor shall ensure that its Subcontractors, if any, comply with these requirements.

Commercial General Liability: Contractor shall provide and maintain insurance covering bodily injury and property damage, written on an occurrence basis in an amount of not less than $1,000,000 per occurrence.

The policy(ies) must name the State of Oregon as additional insured.

13. FORCE MAJEURE: Neither Contractor nor Agency may be held responsible for delay or default caused by events beyond its reasonable control.

Contractor shall make all reasonable efforts to remove or eliminate such a cause of delay or default and diligently pursue its performance under this PO.

14. SAFETY DATA SHEETS: As applicable, Contractor shall provide Agency with a Safety Data Sheet (SDS) for any Goods which may release, or otherwise result in exposure to, a hazardous chemical under normal conditions of use 29 CFR 1910.1200(g)(6)(iii). Contractor shall label, tag or mark such Goods.

15. RECYCLABLE PRODUCTS: Unless otherwise required, Contractor shall use recycled and recyclable products to the maximum extent economically feasible in the performance of the PO. These products shall include recycled paper, recycled PETE products, other recycled products (ORS 279A.010(1)(gg),(hh),(ii)), and other recycled plastic resin products.

16. AMENDMENTS: All amendments to this PO must be in writing, approved by Agency.

17. SEVERABILITY: If a court of competent jurisdiction declares any provision of this PO to be invalid, the other provisions and the rights and obligations of the parties remain in effect.

18. WAIVER: Agency’s failure to enforce any provision of this PO is not a waiver or relinquishment by Agency of its rights to such performance in the future or to enforce any other provisions.

19. AWARD TO FOREIGN CONTRACTOR: If Contractor is not registered to do business or has no office in the State of Oregon, Contractor shall promptly provide to the Oregon Department of Revenue and the Secretary of State Corporation Division all information required by those agencies relative to this PO. Agency may withhold final payment under this PO until Contractor has met this requirement.

20. TAX CERTIFICATION: Contractor hereby certifies under penalty of perjury:

(a) the number shown on this form is the correct Federal Employer Identification Number; (b) it is not subject to backup withholding because (i) it is exempt from backup withholding, (ii) it has not been notified by the IRS that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified Contractor that it is no longer subject to backup withholding;

and (c) it is not in violation of any Oregon tax laws.