ScanPro 2200 microfilm scanner or equal and maintenance

The State of Colorado, Department of Personnel and Administration, Colorado State Archives Program, issued Documented Quote (DQ1 AADA 2019-0374) soliciting the procurement of two ScanPro 2200 Microfilm Scanners or approved equal equipment, including specified software packages and maintenance services for the Denver County and Denver City jurisdictions. The scanners must be capable of scanning 35mm, 16mm microfilm rolls, microfiche, aperture cards, and 3M cartridges with specifications requiring a minimum of 6.6 megapixels of optical data per image, selectable resolution from 150 to 1200 dpi with 256 gray scale and bi-tone capabilities, multiple file formats (PDF, TIFF, JPEG) in single and multipage configurations, on-screen magnification between 7x and 32x zoom, focus lock technology during optical zooming, and 360-degree optical and digital image rotation capabilities at 90, 180, 270, and 360-degree angles. The required software must provide redaction and optical character recognition (OCR) capabilities with PDF output formatting and must be provided with the scanner to support full functionality without requiring additional software. Bidders must be factory authorized resellers and support providers offering unlimited phone support from 8 a.m. to 5 p.m. MST and email support at no additional cost, provide two hours of operator training at no additional cost, and deliver equipment within two weeks of purchase order receipt with FOB Destination pricing and a minimum Net 45-day payment term. The maintenance package must include two scheduled preventative onsite maintenance calls annually, phone callback within two hours, and service initiation within 24 hours for a two-year period following installation, and equipment must include a three-year manufacturer's warranty effective upon installation and acceptance. The original solicitation established a prospective bidder written inquiry deadline of January 9, 2019, with subsequent addenda extending the written inquiry deadline to January 22, 2019, and the bid submission deadline to January 29, 2019 at 3:00 p.m. MST/MDT; however, Addendum 4 cancelled the original solicitation effective January 21, 2019, with the State intending to reissue a separate solicitation using a different bid format.

Service-Disabled Veteran Owned Small Businesses (SDVOSBs) certified by the U.S. Department of Veterans Affairs receive a 5% preference on this procurement. All bidders must submit completed and signed cover sheets, pricing sheets (Exhibit A), technical literature for any substitute equipment, and two business references demonstrating experience with similar commercial products and services, along with proof of factory authorization status and compliance with federal E-Verify requirements or the Colorado Department of Labor and Employment Program. Bidders proposing equipment as approved equals to the ScanPro 2200 specification must complete the Approved Equal Request Form confirming that proposed scanners meet all detailed technical specifications, and such forms must be submitted by the prospective bidder written inquiry deadline. All contractors must maintain mandatory insurance coverage including Workers' Compensation and Employer's Liability Insurance, Commercial General Liability Insurance with minimum limits of $1,000,000 per occurrence and $1,000,000 general aggregate, and Automobile Liability Insurance with minimum combined single limits of $1,000,000 per accident, with the State of Colorado named as an additional insured on all liability policies. No specific pricing information or budget range is provided in the solicitation documents, as award value is contingent upon the competitive bidding process and the number of approved proposals received. Given the cancellation of the original procurement effective January 21, 2019, interested vendors should monitor the State's procurement system for the reissued solicitation using the updated bid format.