IDFPR Records Microfilm Initiative SP Solicitation doc.docx

www.idfpr.illinois.gov

JB PRITZKER

Governor

MARIO TRETO, JR.

Secretary

GOAL:

IDFPR intends to execute a small purchase procurement for supplies and services to progress a microfilming initiative as part of its multi-year Strategic Records Project and maintain compliance with the State Records Act. IDFPR and the awarded Vendor will have their own list of responsibilities to properly execute this initiative. Please read the Supplies and/or Services Required section for more details.

SUPPLIES AND/OR SERVICES REQUIRED:

IDFPR Responsibilities:

1. DFPR will designate the first number for the numbering of microfilm rolls for the agency. Microfilm rolls will be numbered consecutively thereafter.

2. DFPR will designate the appropriate title, content and retention schedule information for the microfilm forms and labels.

3. DFPR will provide the template for the microfilm START target.

4. DFPR will provide the template for the microfilm END target.

5. DFPR or the Scanning Vendor will transmit the files in a secure manner to be determined by mutual agreement to the Vendor for transfer to microfilm.

Vendor Responsibilities (Must satisfy all requirements below to qualify):

1. Vendor will designate a secure electronic location for the upload of digital images from either DFPR or the Scanning Vendor.

2. Vendor will write images to 16 mm microfilm in accordance with the State requirements contained in 44 Ill. Admin. Code 4400. https://www.ilga.gov/commission/jcar/admincode/044/04404400sections.html

3. The Vendor will use negative films.

4. Film stock must be silver halide, permanent type polyester-based film that meets the specifications of ANSI/AIIM MS23 and the processing of the film must meet the standards set in 44 Ill. Admin. Code 4400.60. https://www.ilga.gov/commission/jcar/admincode/044/044044000000600R.html

5. Each frame must be exposed and processed so that every line and character on the document appears on the microfilm with sufficient clarity to permit reproducibility through three successive generations of reproduction.

6. The background photographic densities must be appropriate to the type of documents being filmed as listed in 44 Ill. Admin. Code 4400.60(d). https://www.ilga.gov/commission/jcar/admincode/044/044044000000600R.html

7. Vendor must use the numbering and the templates for labeling and START and END targets provided by DFPR.

8. Each film roll must include high density targets on 8.5 X 11 inch bond paper.

9. The roll number START target must be in characters readable without magnification and contain the department’s name, title of record series, inclusive date(s), and the retention schedule number.

10. The END target must include the retention schedule number, roll number, tile of record series, beginning and end dates of files, camera operator’s certificate and signature and a technical target for measuring resolution.

11. Vendor will deliver completed microfilm to the designated DPFR staff person at 320 W. Washington St., Springfield, IL within 21 business days of receipt of the digital image files or by mutual agreement.

12. Vendor must label reels as specified by DFPR with the reel number, first and last record, and any other information requested to be included.

13. Vendor must refilm any images not approved by DFPR because of defect at no additional cost to the department.

14. Vendor must store DFPR’s electronic files securely and in accordance with State law to ensure the inability to access by unauthorized parties.

15. Vendor must delete all copies of DFPR’s electronic files within 5 business days of being notified in writing that the designated DFPR representative has validated the microfilm reels.

PRICING:

A contract will be awarded to the Vendor that provides the lowest total cost based on the pricing table calculations below. The quantities and total cost are estimated and only utilized to determine the lowest cost responsive and responsible Vendor for award. The total value of this awarded contract will not exceed $100,000 during its term. The term of the awarded contract is estimated to start in July of 2022 and shall expire on June 30, 2023.

Please complete the COST column per procedure listed in the pricing table below. Additional services, such as storage, delivery, pick-up, drop-off, etc. shall be calculated into the line items listed in the pricing table below. Additional services will not be billed separately or accepted. If a Vendor does not provide a cost for every procedure listed, that Vendor’s bid will not be accepted.

INVOICING:

Invoicing will be provided on a monthly basis. The awarded Vendor will be provided the IDFPR invoicing contacts when an agreement is finalized.

BID DUE DATE: 07/18/2022 11:00AM Central Time

Please complete the contact information below and return to the IDFPR Agency Purchasing Officer or upload the completed bid to BidBuy Bid# B-30791

Vendor Name:

Vendor Contact:

Vendor Email/Phone:

Vendor Signature:

555 West Monroe Street, 5th Floor Chicago, Illinois 60661 ∙ (888) 473-4858 ∙ TTY (866) 325-4949 320 West Washington Street, 3rd Floor Springfield, Illinois 62786 ∙ (888) 473-4858 ∙ TTY (866) 325-4949 image1.jpeg