1-ITB 25-038 Digital Images to Microfilm Specifications.pdf

Jackson County, Missouri Invitation to Bid No. 25-038

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking a Twelve (12) Month Term & Supply Contract with Two (2) Twelve

(12) Month Options to Extend for the furnishing of Digital Images to Microfilm for use by the Recorder of Deeds Office. Specifically, the County needs grantor/grantee indexes digital images from1873-1886 microfilmed.

1.2 Although exact usage cannot be determined, the County estimates it will spend $20,000.00 annually on Digital Images to Microfilm.

1.3 Jackson County, Missouri Invitation to Bid No. 25-038 has a response deadline of 2:00 p.m., CST on September 30, 2025.

1.4 Bids must be submitted electronically through the Jackson County Bonfire Portal at http://jacksongov.bonfirehub.com. Bids submitted by any other method will not be accepted.

1.5 All submissions must be uploaded to the Bonfire website by 2:00 pm September 30, 2025. Failure to do so will result in the rejection of your submission, as the software does not accept late entries. However, if you submit your proposal early, you can edit it up until the 2:00 pm deadline.

1.6 If bid documents are obtained by the Bidder from a source other than Bonfire, it will be the

Bidder's responsibility to verify all due dates and pertinent information (Response Deadline, Questions Deadline, Intent to Bid Deadline, Addendums) in the Bonfire Portal.

1.7 Jackson County, Missouri reserves the right to split the contract award, therefore, do not submit a bid if your bid is all or nothing.

1.8 If needed, other Jackson County, Missouri Departments may utilize this Term and Supply Contract.

1.9 Jackson County reserves the right to request clarifications on any bid.

2.0 QUESTION PROCEDURE

2.1 All Questions regarding this Invitation to Bid shall be communicated electronically through the Jackson County

Bonfire Portal via the Opportunity Q&A on the Invitation to Bid. All questions must be received on the Bonfire Portal by 5:00 p.m. CST on September 23, 2025.

2.2 All answers to questions will be published via Addenda/Amendment to the Invitation to Bid on the Jackson County Bonfire Portal. It is the Bidders responsibility to check the Bonfire Portal for Addenda.

2.3 Bidders and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must follow this procedure. Bidders or their agents may not contact any other County staff regarding matters covered by this Invitation to Bid during the solicitation and evaluation process. Inappropriate contact is grounds for REJECTION of the Bidder’s submission.

3.0 BIDDING REQUIREMENTS

3.1 All work performed under this Contract shall be performed in the Greater Kansas City Metropolitan Area. If the Bidder is not located in the Greater Kansas City Metropolitan Area, documentation on company letterhead MUST be submitted with your bid response detailing how your company would perform the work detailed herein.

3.2 If the Bidder is located in the Greater Kansas City Metropolitan Area, on company letterhead provide company name and address and submit with your bid.

3.3 Jackson County, Missouri Invitation to bid No 24-073 has an Intend to Bid response deadline of 12:00 pm (noon) CST on September 30, 2025.

4.0 AWARD REQUIREMENTS

4.1 Certificate of Insurance: The Successful Bidder will be required to submit to the Purchasing Department a Certificate of Insurance meeting or exceeding the positions of Item 15 “General Conditions” and Exhibit A included herein within ten (10) business days after receiving Notification of Award. The Certificate of Insurance must be received by the County prior to the commencement of any work on this contract.

4.2 Exempt Entity: Jackson County, Missouri is an exempt entity under Section 144.062 Revised Statutes of Missouri.

Upon the request of the Successful bidder, Jackson County will issue a project specific Missouri State Sales Tax.

Exemption Certificate to the Successful bidder and their named subcontractors to be utilized during the performance of this Contract. The certificate must be requested prior to the purchase of any goods, supplies, materials and/or equipment. Under no circumstances will this certificate be backdated to cover goods, supplies, materials, or equipment already purchased.

4.3 W-9 Form: The Successful Bidder must provide a complete IRS W-9 Form for this Contract.

4.4 Other Licenses: The Successful Bidder must provide, upon written request, evidence of current required Federal, State, and Local Occupational Licenses.

4.5 Dedicated Email addresses: All Purchase Orders, Award Letters and other information will be issued to awarded Bidders via email. It is the Bidders responsibility to provide two (2) email addresses for their company with their bid. It shall also be the responsibility of awarded Bidders to keep the County updated on any changes to their email addresses during the term of any resulting contract.

4.6 Insurance and Indemnification: The Successful Bidder shall indemnify, defend and save harmless the County against all damages to persons and property which may arise out of the work included in the performance of this Contract, including all claims for personal injuries and property damage and all losses, costs, attorney’s fees or judgements which may arise out of any claims against the County. The Successful Bidder shall purchase and maintain as a minimum such insurance as described in Exhibit A of this Invitation to Bid. The Successful Bidder shall file with the County such Certificate of Insurance as described in Exhibit A and within the time specified in Exhibit A.

5.0 SPECIFICATIONS

5.1 Bidder must be able to render images to 35mm microfilm reels.

5.1.1 Reduction ratio is 12:1.

5.1.2 Gelatin silver halide emulsion | polyester-based | 4 mil or thicker (i.e., no ―thin film) processed to a silver Gelatin black-and-white photographic image.

5.1.3 LE-rating (―life-expectancy‖ rating) of 500 years – usually expressed as ―LE-500‖.

5.1.4 35mm width.

5.2 Leader and trailer is blank film found at the beginning and end of a reel. The leader and trailer each must be a minimum of four feet long.

5.3 Test Pattern Target.

5.3.1 Resolution is a test that measures whether the film captured the fine detail or clarity of the document.

5.3.2 Both a resolution test pattern target and a target containing the reduction ratio used must be present on the film, or the measurement cannot be taken.

5.4 The Successful Bidder(s) may increase prices only when the increase applies to the General Public and are stated officially in writing to Jackson County, Missouri. Price increase shall not take effect against the County until the Successful Bidder(s) has verified the fulfillment of this condition to the reasonable satisfaction of the County’s Purchasing Department. No price increases will be allowed for the first six (6) months of any resulting Contract.

5.5 No Fuel Surcharges are allowed during the first six (6) months after award of this contract. Thereafter, fuel surcharges will only be allowed when the increase applies to the general public and after the Successful Bidder(s) has submitted supporting documentation to the Finance and Purchasing Department.

5.6 The Successful Bidder shall not substitute any ordered item without the prior approval of the ordering department.

Unauthorized substitutions shall not be acceptable. If an item has been discontinued, the Successful Bidder shall contact the ordering department to advise them of the discontinued item and suggest comparable replacement item. The ordering department must approve any replacement item.

5.7 The Successful Bidder shall deliver COMPLETE orders only to the County Department. No partial orders will be shipped unless requested by the County.

5.7.1 All shipped orders are to be FOB Destination, Inside Delivery Only. Bidder pays all freight.

5.7.2 All orders shall be labeled with the Purchase Order Number and be packaged adequately to assure safe handling, proper delivery, and acceptable conditions.

5.7.3 All orders shall be labeled with the Purchase Order Number and be packaged adequately to assure safe handling, proper delivery, and acceptable conditions

5.8 All work performed under this Contract must be covered by a Purchase Order. Under no circumstances will work be performed that is not authorized in advance by a Purchase Order. Any work performed that is not covered by a purchase order will be at the Contractor’s risk and expense.

5.8.1 It is the intent of Jackson County to email all purchase orders on this Contract.

6.0 EVALUATION PROCESS

6.1 All bids that are responsive to the General Conditions, Specifications, and other provisions of this Invitation to Bid will be evaluated.

6.2 An Evaluation Committee made up of Jackson County, Missouri Personnel will evaluate bids and make recommendations. Jackson County, Missouri shall be the sole judge of the bids submitted and its decisions shall be final.

7.0 ATTACHMENTS

7.1 Attachment A – Purchasing Forms to be downloaded, filled out and submitted with bid:

7.1.1 Term and Supply Contract Page

7.1.2 Affidavit

7.1.3 Certificate of Compliance

7.1.4 Statement of Contractor’s Qualifications

7.1.5 Acknowledgment of Receipt of Addenda

7.1.6 Bidder’s Quotation Sheet

7.1.7 Exhibit F – Bidder’s Exceptions

7.2 Attachment B – General Purchasing Information to be read prior to submitting your bid:

7.2.1 General Conditions

7.2.2 Exhibit A – Insurance

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8.0 REQUIRED SUBMITTALS

8.1 The following information and/or forms MUST be submitted with your response to this Invitation to Bid:

8.1.1 Term and Supply Contract Page

8.1.2 Affidavit

8.1.3 Certificate of Compliance

8.1.4 Statement of Contractor’s Qualifications

8.1.5 Acknowledgement of Receipt of Addenda

8.1.6 Greater Kansas City Metropolitan Area Information Memo (per section 3.0 - on company letterhead)

8.1.7 Bidder’s Quotation Sheet

8.1.8 Exhibit F – Bidder’s Exceptions

8.1.9 Dedicated Email Addresses (per section 4.5, on company letterhead)

8.2 Failure to include any of the items listed in this Section may result in the REJECTION of your submitted bid.