REC130929 Nextscan Microfilm Scanner- Sole Source

Salt Lake County's Division of Contracts and Procurement has issued a Notice of Proposed Sole Source Procurement (REC130929) for the purchase of a FlexScan Microfilm Scanner/Digitizer from NextScan, posted on May 5, 2026, with comments due by May 11, 2026, before 1:00 PM Mountain Time. The procurement seeks to acquire specialized equipment capable of converting legacy microfilm, microfiche, and paper records into digital formats. The scanner will support Parks and Recreation operations and ultimately be transferred to the Records Management division upon completion of the digitization project. Key objectives include standardizing equipment across Salt Lake County agencies to ensure compatibility with the When to Work software currently utilized by other county departments. The county's market research, conducted through internal contacts, Utah State Archive personnel, and internet searches, identified NextScan as the only viable supplier capable of meeting their specific requirements for this specialized technology. No bidders' meetings or site visits are mentioned in the documentation, and interested parties must submit comments regarding the sole source designation directly to Matt Bass at mabass@saltlakecounty.gov.

This procurement is designated as a sole source/standardization purchase, restricting procurement to NextScan as the identified sole viable vendor. The county justifies this designation based on the specialized nature of microfilm and microfiche digitization equipment and the obsolescence of legacy reading equipment, combined with the need for standardization across county agencies utilizing When to Work software. No set-aside designations for disadvantaged enterprises or other organizational restrictions are mentioned in the available documentation. All submitted materials will be treated as protected records under the Utah Governmental Records and Access Management Act (GRAMA) until contract execution or two years from the RFI issuance date. The estimated contract value for this sole source purchase is $79,402.00, representing the budgeted amount for the FlexScan microfilm scanner and associated digitization capabilities required by Salt Lake County.