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FROM
CITY OF MAR. FL0190A
INTER -OFFICE MEMORANDUM
Annie Perez, CPPD
Director, Procurement
Richard McLaren Ai—
Senior Procurement Contracting Officer
DATE: July 26, 2017
s-;L� .
SUBJECT:
Sole Source for Scan Pro
Scanners from Broward Microfilm,
REFERENCES Inc.
ENCLO$URE : Sole Source Package
An investigation was conducted to determine if Broward Microfilm, Inc. ("BMI") is the Sole Source
distributor of ScanPro Scanners ("Scanners") for the Southeastern United States, manufactured
by e-Imagedata Corp.
The City's Building Department ("BD") is seeking a viable resource to equip its department with
Ultra High Resolution microfilm scanners to convert their critical microfilm to digital before these
become illegible due to acetate decay. BD currently has one of the referenced scanners, and the
scanner has proven to be reliable and effective, However, for the volume of documents required
to be preserved additional scanners are required.
Accordingly, pursuant to Section 18-02 (a) (1) of the Code of the City of Miami, it is recommended
that the requirements for competitive bidding be waived, and these findings be approved: BMI,
located at 4080 SW 30th Avenue, Fort Lauderdale, FL 33312-6820, is the sole source distributor
of the Scan Pro Scanners for the Southeastern United States, manufactured by e-Imagedata
Corp., and approving the purchase of the Scanners from BMI for BD, for an initial purchase price
of approximately $25,000.
APPROVED BY:
Annie Perez, CPPO
Chief Procurement Officer
DATE: �-
MARKET RESEARCH
Contract No.: Current Term: New
L Expiration Date:
Title: Ultra High Resolution Microfiche Scanner
Procurement Contracting Officer:
Richard McLaren
Recommendation:
Sole Source Contract
[] Solicit Competition
Access Contract
Other
Background:
The Department of Procurement ("Procurement") has been asked to research the purchase of three Ultra
High Resolution Microfilm Scanners for the Building Department ("PD")_ The BD is currently using a Scan
Pro 3000 ("ScanPro") scanner to digitize microfilm documents, and prevent them from becoming illegible due
to acetate decay. The ScanPro has proven to be very reliable and effective.
Research Conducted:
Market Research was conducted by Procurement using the internet to source comparable microfilm
scanners, and the below scanners were identified as being comparable: however, of the three, ScanPro has
the highest megapixel resolution specifically engineered for high volume jacketed microfilm.
STimaging manufactures an ST View+iScan III Microfiche Scanner, resolution 14 megapixel.
http:/!yiway.stimaging.com/oroducts/.
NextScan manufactures a FlexScan 400 Microfiche Scanner, resolution 15.5 megapixel.
hto:/,rft va,v.rexlscan caml+roc-contentl,gloadsf`2016!11!ns flex -pan data -sheet Final 3-imaoes.pdf.
e-Imagedata Corp. manufactures the ScanPro 3000, resolution 26 megapixel. http://e-
ima_qedata.com/Resolutions.html,
Comparable Contracts:
No competitively solicited contracts were found for these services.
Recommendation:
ScanPro has the highest resolution, fastest speed and is specifically engineered for high volume jacketed
microfilm. Through testing Procurement learned that this high resolution is critical to use the digitized image
with needed detail, ScanPro comes with a three year warranty which is three (3) times more than the
competition_ BD has done testing on this unit with Broward Microfilm, Inc. (`BMI"), the sole source
Southeastern United States distributor for e-Imagedata Corp,
Therefore Procurement recommends approving the sole source finding and the purchasing these ScanPro
units for BD from BMI.
Procurement Contractii
Procurement Contractir
Director/Asst. Director:
Date.
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Date: M1
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