RFQ349_Attachment 1 - BNO-Kodak i5250 Scanners.docx

RFQ349

ATTACHMENT 1 – REQUIREMENTS & SPECIFICATIONS

KODAK i5250 SCANNERS

GENERAL INFORMATION

1. Purpose Idaho Transportation Department is requesting Quotes from qualified Vendors for the purchase and delivery of Kodak i5250 Scanners accordance with the specifications provided.

2. Solicitation Contact The contact for this RFQ is:

Name: Kirk Anderson, Contract Officer Email: Kirk.Anderson@itd.idaho.gov (preferred method of contact)

3. Restrictions on Communications From the issue date of this RFQ, until a contract/purchase order is awarded or the RFQ is cancelled, vendors and their representatives are prohibited from communications (written or verbal) regarding this RFQ with the ITD staff, other than the ITD RFQ Lead. Any communications (written or verbal) with ITD staff other than the RFQ Lead may result in the submitting vendor being found Non Responsible and Non Responsive.

4. Requirements and Specifications See Sections 1 and 2.

5. Quote Your Quote may be submitted electronically via IPRO powered by Luma or email (see below for additional details). ITD will not be accepting manual submissions for this solicitation. Your Quote must include the Required Submittals listed below and be received prior to the deadline established in IPRO.

Electronic Submission:

IPRO – Enter your pricing in IPRO POWERED BY LUMA and upload all Required Submittals.

Email:

Send an email to the Solicitation Contact (see Section 2) and attach all Required Submittals.

6. Required Submittals:

Attachment 2 – Price Sheet Attachment 3 – Signature Page

(See Section 1 and 2 – Requirements and Specifications)

7. Award

7.1 Award will be made to the lowest total cost Quote deemed to be the responsive and responsible as provided on Attachment 2 – Price Sheet and Items Section in IPRO.

7.2. The State reserves the right to evaluate or make an award in the best interest of the State.

Though it is not mandatory to submit your Quotation electronically via IPRO, all vendors participating in a solicitation issued through IPRO must establish an account in the IPRO system (even if submitting a quote outside of IPRO). It is free to establish an account and only takes a few minutes of your time

SECTION 1 - REQUIREMENTS

Brand Name Kodak i5250 Scanners “brand name only”; no proposed “equivalent” will be considered.

Warranty Warranty must be for a minimum period of one (1) year after Acceptance. Warranty must include all parts, labor, and freight to replace a defective warranted item. All warranty work must be complete within thirty (30) calendar days after receipt of notice from ITD.

Authorized Distributor Bidders must be an authorized Kodak Company distributor for the Kodak i5250 Scanners being offered and are responsible for all warranty requirements. An authorized distributor shall be defined as a company or organization that has a written agreement with the manufacturer to sell or service its products. Bids from Contractors who are not an authorized distributor by Kodak Company shall not be considered.

Maintenance and Support The Contractor shall support an ongoing network service and provide ongoing maintenance, support, upgrades, and troubleshooting.

Acceptance Documenting Acceptance - ITD’s Contract Monitor will be responsible for documenting Acceptance, in writing, using Attachment 4 - Deliverable Acceptance Form. This document will be emailed to the Contractor’s Contract Manager and ITD’s Contract Manager as proof of Acceptance and approval to proceed with the invoicing procedures and required in Section 9, Invoicing.

Documenting Non-Compliance - ITD’s Contract Monitor will be responsible for documenting non-compliance, in writing, using Attachment 5 - Contract Discrepancy Notice. This document will be emailed to the Contractor’s Contract Manager, providing details for each discrepancy that require corrective action. Invoicing must not occur until non-compliance has been corrected.

Correcting Non-Compliance - After receipt of the Contract Discrepancy Notice, the Contractor’s Contract Manager must respond, using the document, explaining how and when each discrepancy will be corrected. All discrepancies must be corrected and brought back into compliance with the Contract within thirty (30) calendar days after receipt of the notice from ITD. If the Contractor does not correct the discrepancies within this timeframe, ITD reserves the right to take further remedial action as detailed in Section 5, Remedial Action.

Remedial Action In addition to any remedies available to the State under law or equity, the State may at its sole discretion require one (1) or more of the following remedial actions if any of the service does not conform to the Contract requirements: 1) require the Contractor to take corrective action to ensure that performance conforms to the Contract requirements, 2) require the Contractor to subcontract all or part of the Contract at no additional cost to the State, 3) withhold payment or require payment of actual damages caused by the Discrepancy, 4) terminate the Contract pursuant to Section 6, Termination of Contract, in addition to any remedies imposed by the State.

If ITD must perform or hire a separate contractor to perform any of the Contract’s requirements, which is the responsibility of the Contractor under the terms of the Contract, ITD may withhold the actual cost to ITD from the Contractor’s payment(s).

Termination of Contract

7.1. For Cause - See Section 2, Termination, of the State of Idaho Standard Terms and Conditions.

7.2. For Fiscal Necessity – See Section 27, Termination for Fiscal Necessity, of the State of Idaho Standard Terms and Conditions.

7.3. For Convenience – Either party may terminate this Contract for its convenience at any time upon providing its written notification at least ninety (90) calendar days prior to the desired termination date.

7.4. The Contractor’s sole obligation must be to complete the delivery of any Orders placed prior to receiving (or providing) a written notice of termination. ITD’s sole responsibility must be to pay for Orders placed prior to receiving (or providing) a written notice of termination.

Delivery The Contractor must deliver two (2) Kodak i5250 Scanners, FOB Destination, freight prepaid and allowed to the location below, ninety (90) days after award, or as coordinated with ITD’s contact for delivery. Contractor will be responsible for the delivery and set up of the scanners (including transferring Kodak CapturePro from the old scanners to the new).

Invoicing The Contractor must submit its invoice within thirty (30) calendar days of acceptance to the billing contact identified on the Contract. Invoices submitted prior to acceptance, or without the required information listed below, will be returned to the Contractor for correction and resubmission. The following information must be included with each invoice:

Purchase Order Name and Number Invoice Number and Date Contractor Contact Information Itemization of Property delivered and accepted – description, quantity, unit of measure, unit price, and total invoice amount.

Invoices must be submitted to: DMVAP@itd.idaho.gov

Payment Payment will be made in accordance with Idaho Code 67-2302 https://legislature.idaho.gov/statutes after receipt of the Contractor's itemized invoice and is accepted by ITD. Total payments under this Contract shall not exceed the Total Price provided on Attachment 2 - Price Sheet unless otherwise modified in an amendment to the resulting Contract.

SECTION 2 – SPECIFICATIONS

Kodak i5250 Scanners

1.1. Throughput: two hundred/three hundred (200/300) Dots Per Inch (DPI), bitonal & color) i5250: one hundred and fifty (150) three hundred ppm/(300) Images Per Minute (IPM);

1.2. Daily Volume: Unlimited;

1.3. Scanning Technology: Charged Coupled Device (CCD);

1.4. Resolution: six hundred (600) DPI Optical; one hundred/one hundred and fifty/two hundred/two hundred forty/three hundred/four hundred/five hundred/six hundred (100/150/200/240/ 300/400/500/600) DPI;

1.5. Feeder/Elevator: Automatic seven hundred and fifty (750)-sheet elevator, four (4) continuous feed settings; one hundred, two hundred and fifty, five hundred, seven hundred and fifty, (100, 250, 500, 750) sheet batches;

1.6. Connectivity: USB 2.0 Certified, USB 3.0 compatible;

1.7. Electrical Requirements: one hundred ten volts (110V);

1.8. Power Consumption: i5250: Sleep Mode: less than three and five tenths (<3.5) watts; Running: less than two hundred and fifteen (<215) watts; Standby: less than five tenths (<0.5) watt;

1.9. Acoustical Noise (operator position sound pressure level): i5250: Standby mode: less than thirty-nine (<39) Weighted Decibel (dB(A)); Scanning at less than three hundred 300 DPI (<56 dB(A));

1.10. Dimensions: i5250: Height: forty-three and four tenths (43.4) cm seventeen and one tenth (17.1 in.), Width: sixty-nine and three tenths (69.3) cm twenty-seven and three tenths (27.3 in.), Depth: fifty-one (51) cm twenty and one tenth (20.1 in.) with tray closed, sixty-five and three tenths (65.3) cm twenty-five and seven tenths (25.7 in.) with tray open;

1.11. Weight: i5250 one hundred and twenty-seven (127) lbs;

1.12. Supported Operating Systems: Microsoft WINDOWS and;

1.13. Bundled Software: TWAIN, ISIS, WIA Drivers.