Photo Scanning Government Bids & RFPs

Invoices shall be submitted in arrears in accordance with: b. upon acceptance of items

The contractor warrants and implies that the items delivered under this contract are merchantable and fit for use for the particular purpose described in this contract.

The government will make the award to the lowest price technically acceptable offer.

Equipment shall be delivered within 30 days of contract award. The anticipated period of performance is September 1, 2026, to August 31, 2027.

Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform (IPP). Specific invoice requirements are detailed in the contract payment clause.

A 1-year warranty is required upon delivery of the equipment.

The government will award to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the government, price and other factors considered.

Offerors must demonstrate a thorough understanding of the effort required and capability to meet all requirements. Past performance is a significant evaluation factor.

Failure to comply with contract terms, including those related to sexual assault and harassment prevention, may result in contract termination, suspension of payments, or debarment.

Protests must be served on the contracting officer by obtaining written and dated acknowledgment of receipt within one day of filing with the GAO.

Failure to follow instructions regarding quote format and content, inclusion of caveats or exceptions, or using AI-generated content may result in disqualification.

Submittals will be accepted until 3:00 PM on September 4, 2026. Respondents shall be responsible for delivery of the submittal to the Purchasing Department before the due date and time.

The city's standard payment terms are Net 30, meaning payment is due in 30 days upon receipt and acceptance of items ordered and a valid invoice.

The contractor shall warrant that all items/services shall conform to the proposed specifications and be free from defects in material, workmanship, and title for a period of not less than twelve (12) months beginning with the date of acceptance.

Proposals will be evaluated and ranked based on functional requirements (30%), technical integration (25%), security compliance (20%), cost (15%), and references/experience (10%). The city reserves the right to select the proposal that is determined to be in the best public interest.

Vendors must be experienced and qualified, demonstrating adequate financial resources, ability to comply with delivery schedules, satisfactory records of performance and integrity, and otherwise be qualified and eligible for an award.

The document does not explicitly detail penalties for specific breaches, but it does mention that failure to comply with certain requirements, such as insurance or cure notices, can lead to contract termination or other remedies available at law or in equity.

An optional pre-proposal meeting will be held virtually on August 6, 2026, at 10:00 AM Central Time.

The document does not explicitly require sample submissions as part of the initial proposal, but it does request a sample printed citation and examples of how photos or GPS coordinates are stamped onto records.

The document does not specify a deadline for challenges or objections to the RFP itself, but questions regarding the solicitation should be directed in writing by August 14, 2026.

Proposers not adhering to submission instructions may be disqualified. Nonresponsive proposals, including those not timely submitted or failing to meet material terms and conditions, will not be considered.

The due date for bids is August 5th, 2026, at 2:00 PM local time. The time and date stamped by the datetime clock in the purchasing services office shall determine the official due date and time regarding this bid.

Payment terms are not explicitly stated, but New Mexico Tech may not issue full advance payment unless goods/services have been delivered and accepted, or an exemption applies. Pursuant to NMSA ****, ****, NMI MT may not issue full advance payment for the purchase of goods, services, or construction unless the goods or services have been delivered, accepted, and certified, or unless an exemption under **** applies.

Unless otherwise specifically stated by the bidder, all equipment, materials, supplies and workmanship furnished or installed are warranted to be free of defects and shall agree to replace solely at his her expense any and all defective equipment, parts, etc. within a one 1 year period after the date of acceptance of the items and or installation by New Mexico Tech. Warranty of materials and equipment: Unless otherwise specifically stated by the bidder, all equipment, materials, supplies and workmanship furnished or installed to be free of defects and shall agree to replace solely at his her expense any and all defective equipment, parts, etc. within a one 1 year period after the date of acceptance of the items and or installation by new mexico tech unless otherwise agreed to in writing at the time of award.

Award shall be made on the basis of the lowest price quoted, quality and delivery being equal. Method of award: Award shall be made on the basis of the lowest price quoted, quality and delivery being equal.

Before award, the buyer must be satisfied that the bidder has appropriate technical experience, financial status, sufficient facilities and staff, capacity to provide supplies/replacement parts, and has satisfactorily fulfilled other contracts of this nature. Bidder qualifications: Before the award of any contract, the new mexico tech buyer shall be satisfied that the bidder involved, 1 has appropriate technical experience, 2 has a financial status to meet obligations incidental to complete any resulting contract or order, 3 has sufficient funds and sufficient appropriations and adequate facilities and staff to provide delivery, training and warranty service as required, 4 has the capacity to provide supplies or replacement parts as needed and 5 has satisfactorily fulfilled other contracts orders of this nature.

The document does not explicitly detail penalties for non-compliance, but mentions that failure to comply with instructions may result in a bid being declared nonresponsive, and late bids will be rejected. Failure to comply may result in the submitted bid being declared nonresponsive.

It may be necessary to test samples or have a demonstration to make an award. All samples, when required, shall be furnished free of expense to New Mexico Tech. Submissions of samples drawings literature: It may be necessary to test samples or have demonstration to make an award. All samples, when required, shall be furnished free of expense to new mexico tech.

Failure to comply with instructions, specifications, terms and conditions may result in the bid being declared nonresponsive. Failure to provide required items in bid submittals may result in rejection of bid. Failure to comply may result in the submitted bid being declared nonresponsive.