Microfilm Scanner and Software

The State of Colorado, Department of Personnel and Administration, Division of Central Services, issued a Documented Quote (DQ) solicitation on March 22, 2016, for the purchase and installation of one ScanPro3000 Microfilm Scanner on behalf of Denver County and Denver City. The procurement seeks a complete microfilm scanning solution consisting of one ScanPro3000 Microfilm Scanner equipped with a UCC410 Universal Carrier and 7-54x lens, PowerScan 3000 software, Auto Scan Pro software upgrade, and Power Scan Productivity Suite software upgrade. The scanner must feature a minimum twenty-six megapixel camera with Standard and High Definition capabilities, focus lock technology, auto-cropping functionality, and an auto-adjust button for image optimization. Required deliverables include the scanner in new, unopened manufacturer packaging with a one-year manufacturer warranty for parts, a minimum of two hours of operator training, and one year of onsite maintenance provided by manufacturer-certified technicians with a two-hour initial callback response time and service initiation within 24 hours. Bidders must be factory-authorized resellers and support providers for ScanPro3000 equipment and must provide unlimited phone support from 8 a.m. to 5 p.m. MST and email support at no additional cost. The prospective bidder written inquiry deadline was March 24, 2016, at 1:00 p.m. MST/MDT, with bid responses due by March 30, 2016, at 3:00 p.m. MST/MDT, an estimated contract award date of March 31, 2016, and delivery required no later than April 15, 2016, with contract term extending through June 30, 2016.

Service-Disabled Veteran Owned Small Businesses (SDVOSBs) certified by the U.S. Department of Veterans Affairs receive a 5% preference in this solicitation. All bidders must be registered with Colorado Vendor Self Service (VSS) to be eligible for award and must submit their Federal Employer Identification Number (F.E.I.N.) and two references for similar commercial products and services along with a completed IRS Form W-9. The pricing sheet requires separate line item costs for the scanner, PowerScan 3000 software, combined software upgrades (Auto Scan Pro and Productivity Suite), and one year of onsite maintenance, with total price calculated as the sum of all line items. No incumbent vendors or budget range was specified in the solicitation documents. All purchase orders are subject to the State of Colorado's standard Purchase Order Terms and Conditions effective January 1, 2009, which establish payment terms of 45 days from receipt of acceptable products or services and invoice, require compliance with all applicable federal and state laws including E-Verify employment eligibility verification, and specify that all materials, software, and documents produced become the exclusive property of the State.