Bid No. 245019 Microfilm and Scanning Services

The City of Salem, Oregon is seeking bids for Microfilm and Scanning Services under Bid No. 245019, targeting the microfilming of "as-built" utility drawings, partition plats, and subdivision plats for Marion County. The procurement requires the successful bidder to provide two copies of microfilmed documents, including an original and duplicate, mounted in color-coded aperture cards, with the City providing electronic image files in TIFF format. The estimated annual volume is 165 plans per month, and the initial contract term is one year, from July 1, 2024 to June 30, 2025, with options to renew for up to four additional one-year terms. Key deliverables include unit pricing for first silver originals and duplicates, with a maximum 14-calendar day turnaround time, and optional pricing for a 7-calendar day turnaround. Bidders must comply with nondiscrimination and recycled materials policies, provide proof of required insurance coverage, and be prepared for potential reciprocal preference for non-resident bidders. The bid is due by April 24, 2024, at 11:00 AM local time, with evaluation likely focusing on pricing, turnaround time, and compliance with specified requirements.

The solicitation does not specify explicit set-aside designations or restrictions on organizational types that can respond to the bid. The Services Agreement indicates a non-exclusive contract, meaning the City is not obligated to assign a specific volume of work and can engage multiple service providers at its discretion. No incumbent vendors are identified in the documentation, and no specific infrastructure or technology integration requirements are highlighted beyond the provision of electronic image files via FTP. While a precise award value is not specified, the annual volume of 165 plans per month suggests a potential moderate-scale contract. The City's approach appears flexible, allowing for competitive pricing and service options, with the primary focus on accurate, timely microfilming and scanning services for municipal documentation. Interested vendors should carefully review the detailed requirements in the bid documents and prepare comprehensive proposals that meet the City's technical and procedural specifications.