Bookeye 4 Scanner in the Memory Lab

The City of Jacksonville, Florida is issuing a single-source purchase order for annual maintenance of a Bookeye 4 Scanner located in the Memory Lab, with proposals due October 2, 2026. This is a non-competitive procurement — Image Access, Inc. (DLSG) is the sole authorized vendor for Bookeye 4 maintenance under manufacturer authorization, and competitive bidding is ineffective because no alternative vendors are authorized to service the equipment while preserving warranty coverage.

The scope encompasses annual maintenance, technical support, repair, software and hardware updates, system diagnostics, and parts replacement for a Bookeye 4 V1A-C35 Color Scanner. The equipment is used by the Library's Digitization Department to scan and digitize photographs, yearbooks, and historical documents for Special Collections and the Library's online Digital Collections. The equipment is located at 3435 University Boulevard North, Jacksonville, Florida 32277.

This represents the eighth year of the maintenance contract. Market research confirmed that only the manufacturer's authorized distributor can perform required maintenance and repairs. The justification cites no actual, potential, or perceived conflicts of interest with the recommended vendor.

The procurement is classified under NIGP 920.30 (Image Processing and Conversion Services). The buyer is Dasha Herrin (DHerrin1@coj.net). The award will be issued as a purchase order. Protest procedures under City of Jacksonville Code (effective July 1, 2024) apply; protests challenging solicitation specifications must be filed within 10 business days of posting or 48 hours after a pre-bid conference, whichever is earlier, and addressed to the Chief of Procurement at 214 N. Hogan Street, 8th Floor, Jacksonville, Florida 32202, or dustinf@coj.net.