Archival and Image Processing Machines

Clackamas County Records Management is seeking bids for the procurement of three archival and image processing machines through Invitation to Bid (ITB) #2024-120. The county requires one 16/35mm microfilm scanner, one archive writer, and one film processor, along with associated software support for the Records Management department. The equipment will be used to perform archiving, create security microfilm, and digitize archival film for county departments and neighboring county agencies. The machines must meet specific technical requirements, including a microfilm scanner capable of 100-600 dpi with true optical resolution, scanning up to 1,400 pages per minute at 200 dpi, an archive writer with 133 megapixel resolution for 16mm black/white and grayscale film, and a film processor for 16 and 35mm cassettes. The bid was issued on January 14, 2025, with proposals due on February 3, 2025, at 2:00 PM PST. The project includes a minimum of three days of onsite installation and training, with bid pricing required to be FOB Destination and inclusive of all taxes, tariffs, delivery costs, charges, subscriptions, and software services.

The procurement does not specify any specific set-aside designations or restrictions on responding organizations. The county is replacing three existing refurbished machines that are 10-20 years old and have reached end of life. The winning bid from Crowley Micrographics Inc. was $161,600, which was significantly lower than the competing bid of $289,170 from Aaron J Burkel dba Analogue Imaging LLC. Required insurance includes Commercial General Liability of $1,000,000 per occurrence with $2,000,000 aggregate and Automobile Liability of $500,000 per occurrence. The Notice of Intent to Award Contract initiates a seven-day protest period during which unsuccessful bidders may file protests in accordance with Local Contract Review Board Rule C-047-0740. The contract start date is listed as to be determined, and unsuccessful bidders may review the procurement file at the County's Oregon City address by appointment.