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Docutopia demonstrates large-format digitization system; commissioners raise procurement concerns
Summary
Docutopia founder Reid Blackburn demonstrated a mobile system to digitize curled maps and large drawings and proposed a $74,980 contract plus a 40-hour services block; commissioners praised the technology but urged more vetting and reference checks before proceeding with a purchase or sole-source justification.
Docutopia owner Reid Blackburn demonstrated a mobile large-format imaging system to Cascade County commissioners and recommended a purchase to digitize the clerk/recorder's delicate maps and drawings.
Blackburn said the unit uses a negative-air suction platen and high-fidelity Canon optics to hold curled maps flat for imaging. "We have a negative air system that suctions the documents flat," he told commissioners, adding the system was developed as a U.S.-made prototype and priced with a turnkey services package. He said the proposed package includes the hardware, a 40-hour onsite block for delivery, installation and training, and post-delivery services; the bid packet lists a total cost of $74,980 and a lifetime warranty on the build of the unit.
Commissioners asked about prior clients and operational support. When asked how many counties had purchased the unit, Blackburn said the product was at launch and that Cascade County would be among the earliest production clients. He noted prior imaging work in other counties and gave examples of before-and-after images produced on the machine. "We can usually do several hundred of these maps per day," he said, describing the company's train-the-trainer approach combined with on-site imaging during the included services block.
Several commissioners expressed procurement caution. One commissioner said the county had not found a direct market alternative and raised the possibility of a noncompetitive procurement if a true sole-source circumstance existed; another said being the first production client can be ‘‘either a wonderful experience ... or it can be a catastrophic nightmare" and suggested obtaining more references and technical review before committing. Staff recommended pulling the item for further review and additional vendor references and configuration checks.
The presentation closed without a formal vote; commissioners instructed staff to perform further due diligence, check references, and return with a more detailed procurement recommendation.
The next step in the process is for county staff to review Docutopia's specifications with IT, complete reference checks, and provide procurement counsel about whether a noncompetitive award can be justified or whether a formal competitive solicitation is required.
