Large Format Scanner (FI960-21)

Marion County, Oregon, is seeking proposals for a large format scanner through Request for Proposals (RFP) FI960-21, with the procurement open to Marion County and the City of Salem. The primary objective is to acquire a large format scanner with specific technical requirements, including a minimum scan area of 25" x 36", optical resolution of at least 600 Pixels Per Inch (PPI), and 48-bit color depth. The procurement encompasses the scanner hardware, associated software, delivery, installation, training, and ongoing maintenance and support services for a five-year contract period, with potential extension up to 10 years. Proposers must submit comprehensive documentation, including a Proposal Form, Reference Form, and Cost Proposal Submission Form. The evaluation criteria will assess scanning ability, handling of fragile originals, ergonomics and mobility, software capabilities, maintenance and support, and cost, with each category weighted up to 20 points. Proposals are due by 2:30 p.m. on November 3, 2021, with an anticipated contract start date of November 2021, and the County reserves the right to award the contract based on the best overall value rather than the lowest price.

The RFP does not specify explicit set-aside designations or restrictions on respondent types, suggesting the opportunity is open to all qualified vendors. No information is provided about incumbent vendors or existing infrastructure requiring integration. The Cost Proposal Submission Form requests pricing for the primary scanner, with optional pricing for software add-ons, software and security updates, maintenance services, additional support services, and extended warranty options. While specific budget ranges are not disclosed, the comprehensive pricing structure indicates flexibility for vendors to propose various configuration and service levels. The procurement includes a sample purchase order that outlines standard terms and conditions, covering aspects such as inspection, delivery, payment, warranties, indemnification, and compliance with applicable laws. Vendors must also complete a Trade Secret Form and a Certification Regarding Debarment, Suspension, and Other Responsibility Matters, demonstrating their operational integrity and compliance with public contracting regulations.