Fdc Land Records Scanning

PARTI-GENERALINFORMATION
PARTI-GENERALINFORMATION
I.1IFB-001.1Purpose(Oct2006)
TheCommonwealthofPennsylvania(Commonwealth)isissuingthisInvitationforBids(IFB)tomeettheneedsof
DEPARTMENTOFCONSERVATIONANDNATURALRESOURCEStosatisfyaneedforFDCLandRecords
Scanning.
I.2IFB-005.1TypeofContract(Oct.2006)
IftheIssuingOfficeentersintoacontractasaresultofthisIFB,itwillbeaEstablishedPricecontractcontaining
theContractTermsandConditionsasshowninPartVofthisIFB.
I.3IFB-008.1BMandatoryPre-bidConference(Oct.2006)
TheIssuingOfficewillholdapre-bidconference. Thepurposeofthisconferenceistoprovideopportunityfor
clarificationoftheIFB. Biddersshouldforwardallquestionsbeforethepre-bidconference. Biddersmayalsoask
questionsattheconference. Inviewofthelimitedfacilitiesavailablefortheconference,Biddersshouldlimittheir
representationtotwoindividualsperBidder. Thepre-bidconferenceisforinformationonly. Anyanswers
furnishedduringtheconferencewillnotbeofficialuntiltheyhavebeenverified,inwriting,bytheIssuingOffice.
Failuretoattendthepre-bidconferenceshalldisqualifyaBidderfromconsiderationforthecontracttobe
awardedfromthisIFB,anditsbidwillbereturnedunopened. Thepre-bidconferencewillbeheldon
07/29/2026 at 11:00AMATTHERACHELCARSONSTATEOFFICEBUILDING,400MARKETSTREET,
HARRISBURG,PA17101 .
I.4IFB-009.1Questions(February2012)
AllquestionsregardingtheIFBmustbesubmittedinwritingtotheemailaddressoftheIssuingOfficerprovidedin
thesolicitation. Whilethereisnosettimelineforthesubmittalofquestions,questionsreceivedwithin48hours
priortothebidduedateandtimewillbeansweredatthediscretionoftheCommonwealth. Allquestionsreceived
willbeanswered,inwriting,andsuchresponsesshallbepostedtoeMarketplaceasanaddendumtotheIFB. The
IssuingOfficershallnotbeboundbyanyverbalinformationnorshallitbeboundbyanywritteninformationthatis
noteithercontainedwithintheIFBorformallyissuedasanaddendumbytheIssuingOffice. TheIssuingOffice
doesnotconsiderquestionstobeaprotestofthespecificationsorofthesolicitation.
I.5IFB-010.1AddendatotheIFB(Oct.2006)
IftheIssuingOfficedeemsitnecessarytoreviseanypartofthisIFBbeforethebidresponsedate,theIssuingOffice
willpostanaddendumtoitswebsiteatWWW.EMARKETPLACE.STATE.PA.US itistheBidder'sresponsibility
toperiodicallycheckthewebsiteforanynewinformationoraddendatotheIFB.
I.6IFB-011.1BSubmissionofBids-ElectronicSubmittal(May2011)
a. Bidsarerequestedfortheitem(s)describedintheInvitationForBidsandallthedocumentsreferencedinthe
form(collectivelycalledtheIFB). BiddersmustsubmittheirbidsthroughtheCommonwealth'selectronic
system(SRM).
b. ItistheresponsibilityofeachbiddertoensurethatitsBidisreceivedthroughtheelectronicsystempriorto
thedateandtimesetfortheopeningofbids("BidOpeningTime"). NoBidshallbeconsideredifitarrivesafter
theBidOpeningTime,regardlessofreasonforthelatearrival.
BidsthataretimelyreceivedpriortotheBidOpeningTimeshallbeopenedpubliclyinthepresenceofoneor
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morewitnessesatthetimeandplacedesignatedinthisIFBfortheBidopening.
c. Bidsmustbefirm. IfaBidissubmittedwithconditionsorexceptionsornotinconformancewiththeterms
andconditionsreferencedintheIFBForm,itshallberejected. TheBidshallalsoberejectediftheitemsoffered
bytheBidderarenotinconformancewiththespecificationsasdeterminedbytheCommonwealth.
d. TheBidder,intendingtobelegallyboundhereby,offersandagrees,ifthisBidisaccepted,toprovidethe
awardeditemsattheprice(s)setforthinthisBidatthetime(s)andplace(s)specified.
I.7IFB-024.1BidProtestProcedure(April2016)
TheBidProtestProcedureisontheDGSwebsiteat
http://www.dgs.pa.gov/Documents/Procurement%20Forms/Handbook/Pt1/Pt%20I%20Ch%2058%20Bid%20Protests.pdf
I.8IFB-025.1ElectronicVersionofthisIFB(Oct2006)
ThisIFBisbeingmadeavailablebyelectronicmeans. IfaBidderelectronicallyacceptstheIFB,theBidder
acknowledgesandacceptsfullresponsibilitytoinsurethatnochangesaremadetotheIFB. Intheeventofa
conflictbetweenaversionoftheIFBintheBidder'spossessionandtheIssuingOffice'sversionoftheIFB,the
IssuingOffice'sversionshallgovern.
I.9IFB-029.1Prices(Dec62006)
ThebidsubmittedbythesuccessfulBidderwillbeincorporatedintoanyresultingContractandtheBidderwillbe
requiredtoprovidetheawardeditem(s)atthepricesquotedinitsBid.
I.10IFB-031.1Alternates(Oct2013)
ABidderwhowantstoofferanalternatemustnotifytheIssuingOfficeinwriting,atleastfive(5)dayspriortothe
scheduledBidopening,thattheBidderintendstoofferanalternateinitsBid. An"alternate"isaproductthat
deviatesfromtherequirementsofthespecificationsinitscomposition,qualities,performance,sizedimension,etc.
ThewrittennotificationfromtheBiddermustincludeacompletedescriptionofthealternateandmustidentifythe
product'sdeviationsfromthespecifications. Uponreceiptofthenotification,theIssuingOfficewilldetermine
whetherthealternateisacceptable. IftheIssuingOffice,initsdiscretion,determinesthatthealternateis
acceptable,theIssuingOfficewillissueachangenoticetotheinvitationforbidsthatrevisesthespecifications. If
nochangenoticeisissuedrevisingthespecification,aBidofferingthealternatewillnotbeconsideredforaward.
IfanitemoritemsintheIFBaredesignated"nosubstitute,"thisprovisiondoesnotapplyandnoalternatemaybe
proposedbyabiddernorwillanyalternatebeconsideredbytheIssuingOffice.
I.11IFB-032.1NewEquipment(Nov2006)
Unlessotherwisespecifiedinthisinvitationforbids,allproductsofferedbyBiddersmustbenewor
remanufactured. A'new'productisonethatwillbeusedfirstbytheCommonwealthafteritismanufacturedor
produced. A'remanufactured'productisonewhich: 1)hasbeenrebuilt,usingneworusedparts,toacondition
whichmeetstheoriginalmanufacturer'smostrecentspecificationsfortheitem;2)doesnot,intheopinionofthe
IssuingOffice,differinappearancefromanewitem;and3)hasthesamewarrantyasanewitem. Unless
otherwisespecifiedinthisinvitationforbids,usedorreconditionedproductsarenotacceptable. Thisclauseshall
notbeconstruedtoprohibitBiddersfromofferingproductswithrecycledcontent,providedtheproductisnewor
remanufactured.
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I.12I-IFB-033.1ModificationorWithdrawalofBid(Nov2006)
a. BidModificationPriortoBidOpening. Bidsmaybemodifiedonlybywrittennoticeorinpersonpriortothe
exacthouranddatespecifiedforBidopening.
1) IfaBidderintendstomodifyitsBidbywrittennotice,thenoticemustspecificallyidentifytheBidtobe
modifiedandmustbesignedbytheBidder.TheBiddermustincludeevidenceofauthorizationforthe
individualwhosignedthemodificationtomodifytheBidonbehalfoftheBidder.TheBidmodificationmust
bereceivedinasealedenvelope. ThesealedenvelopemustidentifytheassignedCollectiveNumberandthe
BidOpeningTime,andshouldstatethatenclosedintheenvelopeisaBidmodification
2) IfaBidderintendstomodifyitsBidinperson,theindividualwhowillmodifytheBidmustarriveintheBid
OpeningRoompriortotheBidOpeningTime,showapictureidentificationandprovideevidenceofhis/her
authorizationtomodifytheBidonbehalfoftheBidder. IfaBidderintendstomodifyitsBidinperson,the
Biddermaydosoonlyinthepresenceofanagencyemployee. (Theagencyemployeewillobservethe
actionstakenbytheindividualtomodifytheBid,butwillnotreadtheBidorthemodification).
b. BidWithdrawalPriortoBidOpening. Bidsmaybewithdrawnonlybywrittennoticeorinpersonpriortothe
exacthouranddatespecifiedforBidopening.
1) IfaBidderintendstowithdrawitsBidbywrittennotice,thenoticeshallspecificallyidentifytheBidtobe
withdrawnandshallbesignedbytheBidder. TheBiddermustincludeevidenceofauthorizationforthe
individualwhosignedthebidwithdrawaltowithdrawthebidonbehalfoftheBidder.Exceptasprovidedin
Subparagraphc,below,bidwithdrawalsreceivedaftertheexacthouranddatespecifiedforthereceiptof
Bidsshallnotbeaccepted.
2) IfaBidderintendstowithdrawitsBidinperson,theindividualwhowillwithdrawtheBidmustarriveinthe
BidOpeningRoompriortotheBidOpeningTime,showapictureidentificationandprovideevidenceof
his/herauthorizationtowithdrawtheBidonbehalfoftheBidder.
c. BidWithdrawalAfterBidOpening. BiddersarepermittedtowithdrawerroneousBidsafterBidopeningonlyif
thefollowingconditionsaremet:
1) TheBiddersubmitsawrittenrequestforwithdrawal.
2) TheBidderpresentscredibleevidencewiththerequestthatthereasonforthelowerBidpricewasaclerical
mistakeasopposedtoajudgmentmistakeandwasactuallyduetoanunintentionalarithmeticalerrororan
unintentionalomissionofasubstantialquantityofwork,labor,material,orservicesmadedirectlyinthe
compilationoftheBid.
3) TherequestforreliefandsupportingevidencemustbereceivedbytheIssuingOfficewithinthree(3)
businessdaysafterBidopening,butbeforeawardofthecontract.
4) TheIssuingOfficeshallnotpermitaBidwithdrawaliftheBidwithdrawalwouldresultintheawardofthe
contractonanotherBidofthesameBidder,itspartner,oracorporationorbusinessventureownedbyorin
whichthebidderhasasubstantialinterest.
5) IfaBidderispermittedtowithdrawitsBid,theBiddercannotsupplyanymaterialorlabororperformany
subcontractorotherworkagreementfortheawardedcontractor,withoutthewrittenapprovaloftheIssuing
Office.
d. FirmBid. Exceptasprovidedabove,aBidmaynotbemodified,withdrawn,orcancelledbyanyBidderfora
periodofsixty(60)daysfollowingthetimeanddatedesignatedforBidopening,unlessotherwisespecifiedby
theBidderinitsBid. IfthelowestresponsibleBidder,asdeterminedbytheIssuingOffice,withdrawsitsBid
priortotheexpirationoftheawardperiodorfailstocomplywiththerequirementssetforthintheIFBincluding
butnotlimitedtoanyrequirementtosubmitperformanceorpaymentbondsorinsurancecertificateswithinthe
requiredtimeperiod,theBiddershallbeliabletotheCommonwealthforallcostsanddamagesassociatedwith
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there-awardorre-bidincludingthedifferencebetweentheBidder'spriceandtheactualcostthatthe
Commonwealthpaysfortheawardeditems.
e. ClarificationandAdditionalInformation. AfterthereceiptofBids,theIssuingOfficeshallhavetherightto
contactBiddersforthepurposeofseeking:
1) ClarificationoftheBidwhichconfirmstheIssuingOffice'sunderstandingofstatementsorinformationinthe
Bidor;
2) Additionalinformationontheitemsoffered;providedtheIFBdoesnotrequiretherejectionoftheBidfor
failuretoincludesuchinformation.
I.13I-IFB-034.1RejectionofBids(Nov2006)
TheIssuingOfficereservestherighttorejectanyandallBids,towaivetechnicaldefectsoranyinformalityinBids,
andtoacceptorrejectanypartofanyBidifthebestinterestsoftheCommonwealtharetherebyserved.
I.14Submission-001.1RepresentationsandAuthorizations(February2017)
Bysubmittingitsproposal,eachOfferorunderstands,represents,andacknowledgesthat:
A. AlloftheOfferor'sinformationandrepresentationsintheproposalarematerialandimportant,andtheIssuing
Officemayrelyuponthecontentsoftheproposalinawardingthecontract(s). TheCommonwealthshalltreatany
misstatement,omissionormisrepresentationasfraudulentconcealmentofthetruefactsrelatingtotheProposal
submission,punishablepursuantto18Pa.C.S.4904.
B. TheOfferorhasarrivedattheprice(s)andamountsinitsproposalindependentlyandwithoutconsultation,
communication,oragreementwithanyotherOfferororpotentialofferor.
C. TheOfferorhasnotdisclosedtheprice(s),theamountoftheproposal,northeapproximateprice(s)or
amount(s)ofitsproposaltoanyotherfirmorpersonwhoisanOfferororpotentialofferorforthisRFP,andthe
OfferorshallnotdiscloseanyoftheseitemsonorbeforetheproposalsubmissiondeadlinespecifiedintheCalendar
ofEventsofthisRFP.
D. TheOfferorhasnotattempted,norwillitattempt,toinduceanyfirmorpersontorefrainfromsubmittinga
proposalonthiscontract,ortosubmitaproposalhigherthanthisproposal,ortosubmitanyintentionallyhighor
noncompetitiveproposalorotherformofcomplementaryproposal.
E. TheOfferormakesitsproposalingoodfaithandnotpursuanttoanyagreementordiscussionwith,or
inducementfrom,anyfirmorpersontosubmitacomplementaryorothernoncompetitiveproposal.
F. TothebestknowledgeofthepersonsigningtheproposalfortheOfferor,theOfferor,itsaffiliates,
subsidiaries,officers,directors,andemployeesarenotcurrentlyunderinvestigationbyanygovernmentalagency
andhavenotinthelastfouryearsbeenconvictedorfoundliableforanyactprohibitedbyStateorFederallawin
anyjurisdiction,involvingconspiracyorcollusionwithrespecttobiddingorproposingonanypubliccontract,
exceptastheOfferorhasdisclosedinitsproposal.
G. TothebestoftheknowledgeofthepersonsigningtheproposalfortheOfferorandexceptastheOfferorhas
otherwisedisclosedinitsproposal,theOfferorhasnooutstanding,delinquentobligationstotheCommonwealth
including,butnotlimitedto,anystatetaxliabilitynotbeingcontestedonappealorotherobligationoftheOfferor
thatisowedtotheCommonwealth.
H. TheOfferorisnotcurrentlyundersuspensionordebarmentbytheCommonwealth,anyotherstateorthe
federalgovernment,andiftheOfferorcannotsocertify,thenitshallsubmitalongwithitsproposalawritten
explanationofwhyitcannotmakesuchcertification.
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I. TheOfferorhasnotmade,underseparatecontractwiththeIssuingOffice,anyrecommendationstothe
IssuingOfficeconcerningtheneedfortheservicesdescribedinitsproposalorthespecificationsfortheservices
describedintheproposal.
J. EachOfferor,bysubmittingitsproposal,authorizesCommonwealthagenciestoreleasetothe
CommonwealthinformationconcerningtheOfferor'sPennsylvaniataxes,unemploymentcompensationand
workers'compensationliabilities.
K. UntiltheselectedOfferorreceivesafullyexecutedandapprovedwrittencontractfromtheIssuingOffice,
thereisnolegalandvalidcontract,inlaworinequity,andtheOfferorshallnotbegintoperform.
L. TheOfferorisnotcurrentlyengaged,andwillnotduringthedurationofthecontractengage,inaboycottofa
personoranentitybasedinordoingbusinesswithajurisdictionwhichtheCommonwealthisnotprohibitedby
Congressionalstatutefromengagingintradeorcommerce.
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PARTII-REQUIREMENTS
PARTII-REQUIREMENTS
II.1II-IFB-008.1bLobbyingCertificationandDisclosure-ElectronicSubmission.(Oct2006).
Withrespecttoanawardofafederalcontract,grant,orcooperativeagreementexceeding$100,000oranawardofa
federalloanoracommitmentprovidingfortheUnitedStatestoinsureorguaranteealoanexceeding$150,000all
recipientsmustcertifythattheywillnotusefederalfundsforlobbyingandmustdisclosetheuseofnon-federal
fundsforlobbyingbyfilingrequireddocumentation. OfferorsmustcompleteandreturntheLobbyingCertification
FormandtheDisclosureofLobbyingActivitiesForm,whichareattachedtoandmadeapartofthisIFB.The
completedandsignedLobbyingCertificationFormandtheDisclosureofLobbyingActivitiesFormshouldbe
submittedwiththeBidResponse. Commonwealthagencieswillnotcontractwithoutsidefirmsorindividualsto
performlobbyingservices,regardlessofthesourceoffunds.
II.2II-IFB-016.1Post-SubmissionDescriptiveLiterature(Dec2006)
TheCommonwealthmay,duringitsevaluationofthebids,requireanybiddertosubmitcuts,illustrations,
drawings,prints,testdatasheets,specificationsheetsandbrochureswhichdetailconstructionfeatures,design,
components,materialsused,applicabledimensionsandanyotherpertinentinformationwhichtheIssuingOffice
mayrequireinordertoevaluatetheproduct(s)offered. Therequiredinformationmustbesubmittedwithintwo(2)
businessdaysafternotificationfromtheIssuingOffice. Failuretosubmittherequiredinformationpriortothe
expirationofthesecondbusinessdayafternotificationshallresultintherejectionofthebidasnon-responsive.
II.3II-IFB-018.1bIranFreeProcurementCertificationandDisclosure-ElectronicSubmittal(November
2016)
Priortoenteringacontractworthatleast$1,000,000ormorewithaCommonwealthentity,abiddermust:a)certify
itisnotonthecurrentlistofpersonsengagedininvestmentactivitiesinIrancreatedbythePennsylvania
DepartmentofGeneralServices("DGS")pursuanttoSection3503oftheProcurementCodeandiseligibleto
contractwiththeCommonwealthunderSections3501-3506oftheProcurementCode;orb)demonstrateithas
receivedanexceptionfromthecertificationrequirementforthatsolicitationorcontractpursuanttoSection3503(e).
AllbiddersmustcompleteandreturntheIranFreeProcurementCertificationform,whichisattachedheretoand
madepartofthisIFB. ThecompletedandsignedIranFreeProcurementCertificationformmustbesubmittedwith
theBidResponse.
SeethefollowingwebpageforcurrentIranFreeProcurementlist:
https://www.dgs.pa.gov/Documents/Procurement%20Forms/ProposedIranFreeProcurementList.pdf
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PARTIII-SELECTIONCRITERIA
PARTIII-SELECTIONCRITERIA
III.1III-IFB-001.1aMandatoryResponsivenessRequirements(Oct2006)
Tobeeligibleforselection,abidmustbe:
a.TimelyreceivedfromaBidder;
b.ProperlysignedbytheBidder.
III.2III-IFB-006.1aMethodofAward(February2012)
ItistheintentoftheCommonwealthtomakeasingleawardofitem(s)listedintheIFBtothelowestresponsiveand
responsiblebidder.TheCommonwealthreservestherighttoawardbylineitemifitdeterminesthatitisinthebest
interestoftheCommonwealthtodoso.
III.3III-IFB-007.1Awards(May2011)
UnlessallBidsarerejected,andexceptasotherwiseprovidedbylaw,awardwillbemadethroughtheissuanceofa
contract/purchaseorderinaccordancewiththemethodofaward. UnlessotherwisespecifiedbytheIssuingOffice
intheIFBformtheCommonwealthreservestherighttoawardbyitemoronatotalBidbasis,whicheverisdeemed
moreadvantageoustotheCommonwealth. Incasesofdiscrepanciesinprices,theunitpricewillbebindingunless
theunitpriceisobviouslyinerrorandtheextendedpriceisobviouslycorrect,inwhichcasetheerroneousunitprice
willbecorrected. Asaconditionforreceiptofawardofacontract/purchaseorder,theBiddermustberegisteredin
theCommonwealthofPennsylvania'sVendorMasterfile. Inordertoregister,biddersmustvisitthePaSupplier
Portalathttps://www.pasupplierportal.state.pa.us/orcalltheCustomerSupportCenterat877-435-7363or
717-346-2676.
III.4III-IFB-008.1TieBids(Nov2006)
AlltiebidswillbebrokenbytheIssuingOffice.
III.5III-IFB-009.1PromptPaymentDiscounts(Nov2006)
Promptpaymentdiscountswillnotbeconsideredinmakinganaward. Ifpromptpaymentdiscountsareofferedby
anyBidder,however,theIssuingOfficewilltakeadvantageofsuchoffer.
III.6III-IFB-010.1OptionforSeparateCompetitiveBiddingProcedure(Nov2006)
TheCommonwealthreservestherighttopurchaseproductsorservicescoveredunderthisContractthrougha
separatecompetitivebiddingprocedure,wheneverCommonwealthdeemsitinthebestinterestofthe
Commonwealth. Therightwillgenerallybeexercisedonlywhenaspecificneedforalargequantityoftheproduct
orserviceexistsorwhenthepriceofferedissignificantlylowerthantheContractprice.
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PARTIV-WORKSTATEMENT
PARTIV-WORKSTATEMENT
IV.1IFB-001.1bStatementofWork(Nov2006)
TheCommonwealthisseekingbidstoprocuretheservicessetforthintheattacheddocumententitled"Statementof
Work."
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