IFB- Microfilm Scanners

The Texas State Library and Archives Commission is seeking qualified vendors to supply two microfilm scanners, along with all necessary components, software, and related accessories, for the Sam Houston Regional Library and Research Center. The scanners must meet strict technical specifications including support for 16mm and 35mm roll film and microfiche in both positive and negative formats, a minimum optical resolution of 300 DPI, and the ability to view, scan, print, and export digital images in TIFF, PDF, and JPEG formats with OCR capability. Each system must include a monitor, keyboard, mouse, all required cables, and licensed scanning software compatible with Microsoft Windows, and must be capable of scanning multiple frames in sequence. Delivery, installation, setup, and basic operator training are required as part of the base contract, with optional extended warranty and maintenance services available for up to four years total, including one initial year and three possible one-year renewals. All pricing must be firm and fixed, with unit costs inclusive of shipping, handling, fuel surcharges, delivery fees, tariffs, and all associated charges under FOB Destination terms, meaning the vendor retains ownership and responsibility until the equipment reaches TSLAC’s facility in Texas. Bids are due by June 25, 2026, at 2:00 PM Central Time, and must be submitted exclusively via a designated electronic upload link. Responses must include a completed and signed Solicitation Coversheet and Pricing Worksheet, organized in the same order as the IFB requirements, with all documentation clear, legible, and complete. Bids that fail to meet minimum specifications, lack required certifications, or do not comply with submission protocols will be disqualified. The award will be made based on best value as determined by Texas Government Code 2155.074, with lowest responsive bid among qualified vendors being the primary factor, though tie-breaking preferences favor products from Texas-based entities, service-disabled veterans, energy-efficient goods, and items produced by persons with disabilities. Payment terms are net 30 days after delivery, installation, and formal acceptance by TSLAC, and invoices must include the purchase order number, itemized products, quantities, and pricing, submitted only to the specified accounts payable address or email. The contractor must be authorized to support the equipment, provide all necessary resources, coordinate deliveries during business hours, and comply with Texas law and the Public Information Act, with all executed contracts subject to public posting. Non-compliance with representations, delivery deadlines, or contractual obligations may