scanning system Revised see attached specification file.

The State of Maine's Division of Purchases is soliciting bids for a scanning and tracking system with a due date of June 29, 2010. This is a single-unit procurement posted June 28, 2010 with no stated contract value or term.

The scope consists of a central base unit with six portable scanners and holsters designed to create a paperless mail tracking and delivery management solution. The portable scanners must capture written signatures with manual name entry capability and display delivery information including time entered, time delivered, mail type, delivery person ID, location codes, piece counts, and delivery status (delivered, attempted, refused, or incorrect address). The system requires real-time wireless interfacing between portable units and the base station, with archiving capability for a minimum of three years and the ability to generate reports filtered by delivery location, date, and mail type. Five scanner units will be housed at one primary location with a shared charging and storage station; the sixth unit will operate at a separate location with a standalone charger and must support remote updates from the base computer without physical transport to the main office. The system must provide web-based access to track delivery status by tracking number, allow scanning of "Received at Office" status from handheld devices during high-volume periods, and differentiate mail types by barcode. Both the base unit and portable scanners must support print capability.

Bidders must submit separate unit prices for each item, with pricing delivered to destination and inclusive of applicable discounts, excluding Federal and Maine State Sales and Use Taxes. Sealed bids must be received by the Division of Purchases in Room 119 of the State Office Building in Augusta, Maine prior to the closing date and time. In cases of tied bids, preference is given to in-state bidders or those offering commodities produced or manufactured in Maine. The State reserves the right to reject any or all bids and award to the lowest responsible bidder providing the best value, with consideration given to quality, conformity with specifications, delivery dates, and ultimate cost. Bidders must clearly identify physical dimensions of both the main unit and portable scanners, electrical requirements, and charging specifications.