OWR Microfiche Scanner

The Illinois Department of Natural Resources (IDNR) Office of Water Resources is seeking to procure an advanced all-in-one microfiche/microfilm scanner and reader for its headquarters in Springfield, located within St. Clair County. The procurement requires a new, unused machine capable of reading multiple media formats including 16/35mm film, fiche, aperture cards, and micro-opaques. Technical specifications mandate a camera resolution of at least 26 megapixels, robust optical zoom capabilities, and full compatibility with Windows 10 and 11 operating systems. The machine must feature advanced software functionalities, including multi-level blip search, comprehensive image editing tools, and the ability to convert files to PDF, TIFF, and JPEG formats with network and cloud integration capabilities. Vendors must provide complete product literature, include all shipping costs in their bid, and the solicitation requires in-person training of a minimum of 3 hours on-site. The contract opportunity was posted on September 29, 2025, with proposals due by October 8, 2025, and the primary objective is to digitize existing microfilm records for improved preservation and accessibility.

While specific set-aside designations are not explicitly detailed in the provided documentation, the procurement follows the State of Illinois Chief Procurement Office General Services Standard Terms and Conditions (Version 23.2), which typically includes provisions for minority contractor initiatives. The standard terms require vendors to comply with prevailing wage laws and provide substantial insurance coverage, including $1,000,000 in general commercial liability. Vendors must submit bids that include a minimum one-year warranty covering parts and labor, along with a one-year software license and comprehensive user manual. Shipping will be conducted F.O.B., and alternative or "or equal" submissions are permitted, with the bidder bearing the burden of proving equivalency. The procurement allows for competitive bidding, with vendors required to demonstrate technical competence, provide comprehensive documentation, and meet the stringent technical specifications outlined in the solicitation. While no specific budget range is provided, the complexity of the required microfiche scanning system suggests a potentially significant investment in advanced archival digitization technology.