Scanning REVISED.doc

This is a technical specification document for a scanning and tracking system to be procured by the State of Maine. The system consists of a central base unit with six portable scanners and holsters designed to create a paperless mail tracking and delivery management solution. The portable scanners must capture written signatures with manual name entry capability, display delivery information including time entered, time delivered, mail type, delivery person ID, location codes, piece counts, and delivery status (delivered, attempted, refused, or incorrect address). The system requires real-time wireless interfacing between portable units and the base station, with archiving capability for a minimum of three years and the ability to generate reports filtered by delivery location, date, and mail type. Five scanner units will be housed at one primary location with a shared charging and storage station, while the sixth unit will operate at a separate location with a standalone charger; the system must enable remote updates to the sixth unit from the base computer without requiring physical transport back to the main office.

The specification requires bidders to clearly identify the physical dimensions of both the main unit and portable scanners, electrical requirements, and charging specifications for the storage and charging stations. The system must provide agencies with web-based access to track delivery status by tracking number and allow scanning of "Received at Office" status from handheld devices during high-volume periods rather than requiring all entries through the main computer terminal. Additional requirements include print capability from both the base unit and portable scanners, differentiation of mail types by barcode, and a communication method to transmit information between the base computer and the remote sixth scanner unit, whether through a separate linked computer at the alternate location or other means. No pricing information, contract term, bid deadlines, or award details are specified in this technical requirements document.