Procurement of a Specialized Book Scanner for the Archives and Privacy Division

The Government of Ontario, through the Ministry of Public and Business Service Delivery and Procurement, is soliciting bids for the procurement of a specialized, purpose-built book scanner for the Archives of Ontario in Toronto. The project scope includes the supply, delivery, installation, configuration, and training for a system designed for the non-destructive digitization of fragile, rare, and bound archival materials. Key technical requirements specify that the scanner must be capable of handling materials up to A1 size and must feature a V-shaped or adjustable book cradle to ensure the safe handling of historically significant records. The contract is anticipated to start on December 14, 2026, with a primary term of one year and a possible one-year extension at the province's discretion. Award selection is based on a three-stage evaluation process: a pass/fail assessment of mandatory requirements, a points-based technical evaluation requiring a minimum score of 75 out of 100, and a final commercial pricing evaluation. Bidders must submit their responses via the Ontario Tenders Portal in separate technical, commercial, and qualification envelopes. All pricing must be provided in Canadian funds, inclusive of all overhead and duties, with HST itemized separately. Additionally, the successful bidder must comply with the Occupational Health and Safety Act and provide necessary insurance coverage as outlined in the agreement.