Archive Writer

Pima County, Arizona is seeking to procure an Archive Writer for the Pima County Recorders Office through Invitation for Bid (IFB2500009023), with a solicitation focused on acquiring a sophisticated document imaging system. The archive writer must support multiple file formats including TIFF, JPG, and PDF, with capabilities for scanning 16mm and 35mm film at specific optical resolutions. Technical requirements mandate processing capabilities of 1200 images per hour and compatibility with Windows 10 and Windows 2012 Server environments. The initial contract term is one year with four optional one-year renewal periods, encompassing hardware, software, installation, training, and ongoing support. The bid is due on June 4th, 2025, at 10:00 AM local Tucson time, with a remote pre-bid conference scheduled for May 20th, 2025. Bidders will submit pricing through the BidNet solicitation portal, with the county potentially offering a 5% bid preference to Small Business Enterprise (SBE) certified firms for contracts not exceeding $500,000 per contract year.

The solicitation includes provisions for Small Business Enterprise (SBE) certification, potentially providing a competitive advantage for qualifying firms. Contractors must provide comprehensive insurance coverage and demonstrate compliance with state and federal regulations, with specific requirements for data control and confidentiality. The contract mandates a minimum of three years and a maximum of seven years of hardware and software warranty and support. Payment terms are established at net 30 days, offering predictable financial arrangements for the selected vendor. While no specific incumbent vendor is mentioned, the procurement suggests a strategic technology upgrade for the Pima County Recorders Office. The solicitation does not explicitly state a total contract value, but the specifications indicate a sophisticated technological investment with potential for significant implementation and support costs. Interested vendors should carefully review the complete bid documentation to ensure full compliance with all technical and administrative requirements.