Signed Intent to Award letter Chartwells.pdf

This is a Signed Intent to Award letter from Marion County, Oregon, regarding image scanning services for back-file conversion (RFQ FI1076-22). The procurement involves transforming approximately 300,000 pages of paper documents into digital files for various county departments, with potential for significant future expansion. The services required include secure document pickup, document preparation, double-key data entry, and scanning at a minimum 300 DPI resolution. Responses were due by 2:00 PM PST on March 8, 2022. The County reserved the right to award contracts to multiple vendors. The selected vendor(s) will deliver scanned files and indexing data weekly and maintain firm pricing for one year, with potential contract extension up to five years based on funding availability. The letter indicates an intent to award; however, the specific award date and vendor name are not provided in the available documentation.

The evaluation criteria focused on price and vendor capability to meet county requirements, with preference given to vendors capable of managing multiple document pickups and ensuring secure document handling. The County will make monthly payments following invoice approval, with no reimbursable expenses specified. The contract includes provisions for termination for convenience or breach with specified payment terms. No incumbent vendors are mentioned, and the procurement does not specify explicit set-aside designations, allowing both in-state and out-of-state vendors to submit proposals. Original paper documents must be returned after scanning, and monthly invoicing is required for services performed. The initial project scope of 300,000 pages suggests significant contract value, though exact budget ranges are not detailed. The County anticipates potential future expansion of scanning services across additional departments, which could increase total project volume beyond initial estimates.