Bookeye Book and Newspaper Scanner Maintenance Agreement

Project Description: Hillsborough County intends to recommend the award of a sole source procurement to Image Access, Inc. d/b/a Digital Library Systems Group (Image Access), in the amount of $27,610.00, effective March 1, 2026, through February 28, 2029, for the continued maintenance and service of the existing Bookeye scanners (models BE4 V2 and BE5 V2A ) and the renewal of the Opus FreeFlow software that is integrated with the scanners located at the C. Blythe Andrews, Jr., Public Library. Image Access developed and owns the worldwide rights to production digitization software sold under the Opus Freeflow Lite, Opus Freeflow, and Opus Freeflow meta data names. Opus software products are sold exclusively through their direct sales organization, the Digital Library Systems Group, a division of Image Access Inc. Opus FreeFlow software is integrated with the existing proprietary BookEye 4 V2 and BookEye 5 V2A scanners and is fully compatible with Bookeye and WideTek Scan2Net technology for high-speed data and image transfer. These scanners and related software will continue to benefit the citizens of Hillsborough County by providing the ability to duplicate original historic images and documents from this area, making this preserved and valuable information more accessible to the public, researchers, and historians. The Image Access field technicians are the only certified and trained technicians authorized for service and maintenance of the existing scanners to keep warranty and in accordance with factory guidelines. This procurement is being made in accordance with Section 3-205(2)(e) and Section 3-208(1)(f) of the County’s Procurement Policy as it pertains to the continued maintenance of existing equipment and the renewal of existing software and support services, which are being provided by the original equipment manufacturer (OEM) or an authorized agent. These services are only reasonably available through Image Access, the sole authorized provider for the required support and maintenance. The County reserves the right to extend the time period further, adjust the scope of services in response to changing conditions and updated requirements, and increase the resulting award accordingly.
Contractors who believe that they can provide software and services that are substantially and materially the same as those identified in the attached order form must submit clear and convincing information to support a challenge to the intended award. Challenges to this notice must be received no later than the Close Date of the Sole Source Project and must be submitted using the “submission” section in EUNA Procurement, formally known as Bonfire, for this particular procurement. After this date, an award will be made. The County will review properly submitted challenges (responses) to determine whether bona fide competition exists.