1-Microfilm Contract RFQ 2026.pdf

Rev 8/2021

COUNTY OF BUCKS

REQUEST FOR QUOTE

Microfilm Contract

Quote No.PUR00826

Due Date: July 24, 2026 at 12 Noon.

Microfilm Contract PUR00826

SPECIAL CLAUSES

CDC and PA DEPARTMENT OF HEATLH GUIDELINES Vendors are given notice that the employees of the company awarded this contract is required to follow all CDC guidelines and all PA Department of Health guidelines regarding social distancing and the wearing of face masks while on County property.

ASSIGNMENT OF ANTITRUST CLAIMS

The Vendor and the County recognize that in actual economic practice, any overcharge by the Vendor’s supplier(s) resulting from any violation of state or federal antitrust laws is, in fact, borne by the County. Therefore, the Vendor assigns to the County any and all causes of action that may exist now or which may arise in the future that the Vendor may have against any party under all state and federal antitrust laws for the products or services that are subject of this contract, and as to any products or services that are otherwise related to the products or services that are the subject of this contract. The Vendor hereby certifies that that the above causes of action are lawfully owned and that no previous assignment of the same has been made, nor has the same heretofore been attached or pledged in any manner whatsoever.

FALSE CLAIMS ORDINANCE

Does not apply to this quote.

Vendor is aware that knowingly presenting or causing to be presented a false claim for payment or approval to the County may subject Vendor to damages, attorneys’ fees, and costs pursuant to county of Bucks Ordinance No. 163 and other applicable laws. Upon the Count’s request, Vendor shall complete and submit a County of Bucks certified claim form or else forfeit the claim. The Falso Claims Ordinance can be found at https://www.buckscounty.gov/DocumentCenter/View/1711/Ordinance-Number-163-PDF

INSURANCE REQUIREMENTS

Does not apply to this quote.

The vendor awarded this contract is required to provide a Certificate of Insurance that contains a minimum of the following coverage and limits:

1. Commercial General Liability - (policy to include premises and operations, products / completed operations and blanket contractual liability- the contractual section of the coverage must cover this agreement) Limits apply on a per project / per location basis.

Each Occurrence Limit $1,000,000.

General Aggregate Limit $2,000,000.

Products and Completed Operations Aggregate Limit $2,000,000.

2. Automobile Liability - to include owned, non-owned and hired vehicles:

Combined Single Limit $1,000,000.

3. Excess (Umbrella) Liability coverage is to be in an umbrella form. Any restrictions or limitations in coverage should be specified on the certificate of insurance- Each Occurrence $1,000,000.

Aggregate Limit $1,000,000.

4. Workers Compensation Statutory and Employer's Liability:

Bodily Injury by each Accident $ 100,000.

Bodily Injury by Disease- each Employee $ 100,000.

Bodily Injury by Disease- Policy Limit $ 500,000.

5. A Waiver of Subrogation in favor of the County of Bucks, its Board of Commissioners, employees, directors, officers, departments, and divisions applies under all policies where permitted by law.

6. When it applies, Additional Insured shall read:

The County of Bucks, its Board of Commissioners, employees, directors, officers, departments and divisions shall be included as additional insured on Liability Policies on a primary and non-contributory basis with respect to the work performed for this contract: Microfilm Contract

7. Cancellation Clause- must read:

Should any of the above-described policies be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions.

8. Certificate Holder- County of Bucks Board of Commissioners, Attn: Office of the Controller, 55 East Court Street, Doylestown, PA 18901.

GENERAL INFORMATION

The intent of this quote is to contract for reproduction of documents on archival microfilm for the department of Bucks County Domestic Relations located at 100 North Main Street, Doylestown PA 18901.

This unit cost contract shall start on or about August 3, 2026 will run until December 21, 2026. The total cost of the contract, including any extensions, cannot exceed the bid threshold of $24,499.99. The quantities shown below are the facility’s estimated usage for the initial contract period. The County reserves the right to increase or decrease quantities according to actual usage and does not guarantee orders for any specific amounts or item(s). Orders will be delivered FOB. Any award from this quote will be made to the lowest responsive, responsible vendor for the reproduction of documents on archival microfilm.

Quotes on forms other than what is provided herewith will be rejected. The County will neither review nor consider signing any additional documentation requested by the successful Vendor. Vendors who are working from a quote package obtained from any source other than PennBid may be working from an incomplete set of documents. The County assumes no responsibility for a quote’s errors, omissions, or misinterpretations resulting from a vendor’s use of an incomplete quote package.

Any questions and / or clarifications shall be directed to PennBid up to four business days before the due date. Addendums will be issued as needed to address questions / clarifications received; the final addendum will be issued by 5:00 pm two business days prior to the due date.

The County is exempt from Federal Excise Taxes and Pennsylvania Sales Taxes (except for construction), as a political subdivision of the Commonwealth of Pennsylvania. Prices shown in the quote shall exclude such Federal and State Tax amounts. A PA Tax Exempt Certificate will be provided to the successful vendor upon request.

Any vendor who has demonstrated poor performance during a current or previous agreement with the County may be considered as an unqualified source and their quote may be rejected. The County reserves the right to exercise this option as is deemed proper / necessary.

The Purchasing Director of Bucks County reserves the right to reject any or all quotes or parts thereof, or to award in whole or in part as deemed to be in the best interest of the County.

Any information offered that is not already specifically included in this packet is considered unofficial unless received in the form of a written Addendum. Verbal instructions are not binding on either the County or Vendor.

The County is interested in purchasing items Made in the USA. Vendors are asked to indicate whether the items quoted are Made in the USA or not and are encouraged to provide an Alternate quote by copying the pricing pages and submitting Alternate pricing if they wish to quote both Made in the USA and products made elsewhere.

The County of Bucks reserves the right to reject any and all quotes and also reserves the right to waive any informality in the quotes received.

Cooperative Purchasing In accordance with 62 Pa.C.S.A §1902, the County is able to piggyback purchase from contracts that have been bid by other public entities. These piggyback contracts contain cooperative purchasing language or have been bid by other public entities in conjunction with a cooperative purchasing program. As such, contractors are encouraged to offer piggyback contract pricing based on the County’s scope of work and technical specifications and must follow the piggyback contract guidelines and discounts if applicable and favorable to the County. If a contractor wishes to submit a piggyback contract proposal, the contractor must include in their response, any and all documentation and the website location, so that the County may determine whether or not it is able to use the contract being offered. Failure to provide both a contract number and website to verify the contract may result in disqualification of the quote.

SPECIFICATIONS

These specifications are intended to describe the Microfilm Contract as described herein with no standard equipment deleted. Any reference to a Manufacturer’s Name or Model is SOLELY to establish the minimum standard for the equipment listed. The County encourages quotes for Equal products. When “or Equal” manufacturers or models are quoted, the vendor must identify which items are “Equal” and provide cut sheets or complete documentation so proper evaluations can be made.

General:

ALL documents must stay in the Commonwealth of Pennsylvania. Bidders must provide the address of the facility where the work will be done in their RFI response.

All microfilming services must meet or exceed all AIIM and ANSI standards and comply with the standards set forth in Pennsylvania’s Municipal Records Manual, approved December 16, 2008 and any subsequent updates.

Document preparation will include (but is not limited to) removal of staples, clips, etc., unfolding, folding and taping documents in order to ensure a quality image.

To encourage efficient completion of filming at the vendor’s location, it is required that materials removed for microfilming be processed and the film be 100% complete and in the County’s possession prior to the expiration of this contract.

Pennsylvania Historical and Museum Commission (PHMC) resolution requirements must be met.

The PHMC guidelines read: “6.4 Resolution. A minimum resolution of 90 lines per millimeter shall be obtained regardless of reduction ratio used or the type of camera used, and the 4.0 pattern shall be resolved.”

Qualifications of Bidders:

Must have three references where the bidder is performing or has performed microfilm creation services within the last five years. References must be provided with response and must include complete contact information (Agency, person’s name, title, phone number).

Must be in business a minimum of five years and not utilize any outside contractors for filming services.

Original Documents must not leave the State of Pennsylvania when being worked on.

Must be an approved Kodak microfilm processing lab and monitored for Methylene Blue Testing.

SCOPE OF WORK

Domestic Relations

While this contract is intended to be used for any County department if needed, the immediate need is to microfilm Court Documents for the Domestic Relations Section approximately 82 bankers’ boxes containing approximately 220,000 documents.

Data entry will include (but not be limited to) creation of target cards using case number/ name received from data provided by the County. A list of cases which should be in the boxes will be provided by the County. Each case contains the parties’ names, a case number, a docket number and the date closed.

This file is currently in .pdf format. It can be formatted in a number of ways in order to enable the successful bidder to use data as a target page between cases. The list may contain instances of missing files (cases reopened after initial closure). A missing file target should be placed and those cases identified as such in the box contents label.

Microfilming will include providing diazo duplicate reels in addition to the original silver copy, using 215’ reels. Original and duplicate developed film should be in white acid free boxes. The diazo duplicate reel shall be returned in a plastic box. Each box, original and duplicate must have labels identifying the contents of the boxes. A record acceptable to the Department which identifies the contents and quality readings of the film must be provided. A reduction ratio of 32:1 or 40:1 is preferred. The number of reels is to be estimated by the bidder. Microfilming must be done within industry standards with adequate space between images maintained in order to enable a full-size letter size copy of each image to be printed. The intent of the longer reel requirement is to minimize the number of reels required. The diazo duplicate reel does not have to be loaded into an ANSI cartridge. Some of the documents will need to be captured in duplex.

Courier service is included in the pricing and will include the pick-up of a designated number of boxes and return of microfilm. The number of boxes per trip may be determined by the turnaround time and the vendor’s distance from the pick-up location. The occasional return of original files during conversion will be necessary. When these files are needed, they must be received by the person making the request within 24 hours of when the request made. Only the return of the physical file is acceptable.

Vendor will retain the original filmed documents until receipt of the County’s acceptance of image quality and content. All errors are the responsibility of the vendor to correct at no additional charge. At that time, vendor will return the documents as directed and provide developed film to the County.

Provide a separate price for shredding services per box. If shredding services are desired, and used, a certification of destruction is required. All shredding must be done on the vendor’s premises after the County has provided approval and clearance to shred the microfilmed documents.

Interested companies may inspect a sample case file in the Domestic Relations office at 100 N. Main St, Doylestown PA 18901. Please call Luther Anderson at 215-348-6848 to schedule a time to inspect.

No questions are to be asked during this inspection and none will be answered. All questions must be submitted through PennBid and will be answered as part of a public addendum posted on PennBid. All sample inspection visits must be completed prior to the deadline for questions.

Domestic Relations Documents will be located at the following location:

• Domestic Relations Office 100 N. Main St Doylestown PA 18901

The successful vendor must provide Employee’s Confidentiality / Non-Disclosure Agreement(s).

The County will provide the awarded vendor with the Employee’s Confidentiality / Non-Disclosure Agreement(s) for signature. Work cannot begin until the County has received the signed Agreements.

The successful vendor must meet with a representative from the Domestic Relations Section to discuss the microfilming process prior to the first document pickup.

ATTACHMENT B