Department
Library
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of the lowest responsible bidder - Fulton County Library System, #20ITB126212K-BKJ, Microform Scanners for the Central Library Renovation, part of the Library Capital Improvement Program, Phase II (FCLS-CIP), in the amount of $18,080.00 with E-Image Data Corp., to provide and install three (3) microform scanners equipment and training required for the Phase II, Central Library renovation project. Effective upon issuance of a Notice to Proceed for a period for 230 calendar days or until completion as determined by the County. (APPROVED UPON ADOPTION OF THE CONSENT AGENDA)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Sections 102-373, all competitive sealed bids of more than $49,999.99 shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Arts and Libraries
Commission Districts Affected
All Districts ☐
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☒
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background The Fulton County Library System requests approval of the lowest responsible bidder to provide, deliver and install three (3) Microform Readers/Scanners required for the Phase II, Central Library renovation project.
Scope of Work: This contract provides the purchase and installation to required Microform Scanner equipment for Central Library. This equipment item was not available on Statewide Contracts previously approved by the Board of Commissioners for the purchase of furniture, fixtures and equipment for this facility.
The Microform Scanner will, at a minimum, meet the following specifications and requirements:
1. Imaging
a. 26 megapixel camera
b. USB 3.0 interface
c. Full color
d. 600 dpi resolution
e. 7X to 105X optical zoom magnification
2. Light Source
a. White LED
3. Film Carrier
a. Motorized
b. Automatic film advancement
c. Automatic cropping
d. Automatic straightening
4. Compatible film types
a. Microfiche
b. Ultra-fiche
c. 3M cartridges
d. Color film slides
e. 16/35mm roll film
f. Micro-opaque
5. File output (single/multiple)
a. PDF
b. TIFF
c. JPEG
d. PNG
6. File output (single)
a. OCR
b. PDF
7. Printing (single click)
a. Compatible with print on demand systems
b. Compatible with printing to Canon MFP’s
8. Training
a. 8 hrs. of onsite training
9. Warranty
a. 3-year factory warranty including parts and labor
10. Software
a. Software updates for life of product
In addition to providing the equipment, the vendor agrees to furnish all necessary personnel, materials, equipment, machinery, tools, apparatus and means of transport required to complete onsite installation and programming of the procured equipment and conduct staff training in accordance with the bid specifications.
Community Impact: This request involves the renovation of the Central Library. The successful and renovation of this library will impact communities throughout the County.
Department Recommendation: The Department of Real Estate and Asset Management on behalf of the Fulton County Library System recommends approval of the lowest responsible bidder to provide and install three (3) microform scanners equipment and training required for the Phase II, Central Library renovation project.
The County received and evaluated two (2) bid responses to the solicitation. The recommendation was based on bidder’s per unit costs for each product and services which consists of Microform Scanners, equipment installation, and training to include $1,000.00 Owner-Controlled Contingency for total base bid amount to determine the lowest responsible bidder.
After careful review of the two (2) bid responses, we recommend E-Image Data Corp. for submitting the lowest responsible base bid amount to provide and install three (3) Microform Scanners equipment and training required for the Phase II, Central Library renovation project.
Project Implications: The cost of the requested service will be will be funded using Library Bond Funds; therefore, it will not impact the County or Library operations.
Community Issues/Concerns: None that the Department is aware of
Department Issues/Concerns: None that the Department is aware of.
Contract Modification No, this is a new procurement.
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $18,080.00
Prime Vendor: E-Image Data Corp.
Prime Status: Non-Minority
Location: Hartford, WI
County: Washington County
Prime Value: $18,080.00 or 100.00%
Total Contract Value: $18,080.00 or 100.00%
Total M/FBE Value: $-0-
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Bid Tabulation Sheet
Exhibit 2: Contractor Performance Report
Contact Information (Type Name, Title, Agency and Phone)
title
Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
title
No
Previous Contracts
title
No
Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$18,080.00 |
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TOTAL: |
$18,080.00 |
Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
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☐ |
Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
573-650-6500-L011- Library Bond Capital Phase 2, Library, Central Library- $18,080.00
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Key Contract Terms |
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Start Date: 10/20/2021 |
End Date: 9/30/2022 |
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Cost Adjustment: |
Renewal/Extension Terms: |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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10/20/2021 |
9/30/2022 |