RFP-2024-066 - Document Restoration _ Preservation for the Broome County Clerk.pdf

REQUEST FOR PROPOSAL

Document Restoration & Preservation for the Broome County Clerk

RFP-2024-066

October 16, 2024

NEW YORK STATE, COUNTY OF BROOME

Jason T. Garnar, County Executive

BROOME COUNTY CLERK

Joseph Mihalko, County Clerk

IMPORTANT NOTICE – RFP/RFQ DISTRIBUTION

The County of Broome officially distributes solicitation documents through the Empire State Purchasing Group https://www.bidnetdirect.com/new-york/broome-county Copies from any other source are not considered official copies. Only those proposers who obtain solicitation documents from the Empire State Purchasing Group are guaranteed to receive addendum information, if such information is issued.

If you have obtained this document from a source other than the Empire State Purchasing Group, it is recommended that you obtain an official copy by registering with this service.

1. Invitation - Broome County, New York is inviting sealed proposals from qualified individuals for Non- Medicaid Care Services, detailed in the accompanying Request for Proposal (RFP). Proposals will be received until 2:00 p.m. local time on WEDNESDAY, November 13, 2024. Any proposal received after the time and date specified will not be considered.

2. Submittal of Proposals – ONE (1) ORIGINAL, ONE (1) COPY, AND ONE (1) E L E C T R O N I C C O P Y O N U S B M E D I A of the proposal shall be delivered or mailed with any required data, in a SEALED ENVELOPE, which shall be properly identified with the following required information:

1. RESPONDENT'S FULL NAME & ADDRESS

2. THE RFP TITLE (SEE ABOVE)

3. RFP NUMBER (COVER SHEET)

Submit proposals to: BROOME COUNTY DEPARTMENT OF PURCHASING 60 HAWLEY STREET, 4th FLOOR

EDWIN L. CRAWFORD COUNTY OFFICE BUILDING

BINGHAMTON, NEW YORK 13901

3. Inquiries – Any inquiries or requests for clarification regarding this RFP must be received by 4:00 p.m.

local time Monday October 28, 2024 . No oral interpretation or clarifications will be given.

Prospective proposers desiring further information or interpretations must make requests in writing by letter or e-mail. All inquiries together with Broome County’s response will be issued to all prospective proposers well in advance of the date for proposal submission. Requests for information should be addressed as follows:

To: Christopher Dziezdic, Broome County Clerk christopher.dziedzic@broomecountyny.gov Copy: Robin Laabs, Director, Department of Purchasing bcpurchasing@broomecountyny.gov

4. Form of Proposals - Proposals should be prepared in the format set forth in the accompanying documents, including a full description of the proposer’s plan of work, qualifications and resumes of key personnel. A non-responsive or incomplete proposal will be removed from consideration.

5. County’s Prerogatives - The county reserves the right to negotiate with any or all proposers; to reject any or all proposals, in whole or any part thereof; to re-solicit for proposals; and to waive any minor non-conformities in accordance with the county's determination of its own best interests.

6. Fees - The proposer’s response must clearly present the basis for the proposer’s compensation or fee structure for all services described in the proposal. If a particular service is “value added” the proposal shall so state. The fees shall include all ordinary operating expenses incurred by the firm. Extraordinary expenses incurred at the request of and with the consent of the county will be reimbursed.

INSTRUCTIONS TO RESPONDENTS

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7. Tax Exempt Entity - The County of Broome is a tax-exempt municipality; taxes are not to be included in any fee calculations.

8. Proposal Longevity - A proposal may be withdrawn at any time prior to the date specified as the closing date for acceptance; however, no proposer may withdraw or cancel a proposal for a period of ninety (90) days following the closing date for acceptance, nor shall the successful proposer withdraw, cancel or modify the proposal, after having been notified that the proposal has been accepted by the County, except at the request of the County or with the County's written consent.

9. Evaluation of Proposals - Proposals will be judged upon the proposer’s ability to provide services, which meet the requirements set forth in the accompanying documents. The County reserves the right to make such investigations as it deems necessary to determine the ability of the proposer to provide services meeting a satisfactory level of performance in accordance with the County's requirements.

10. Interviews – Interviews or presentations by one, several or all the proposers may be requested by evaluators if deemed necessary to fully understand and compare the proposers' capabilities. Site visits by the evaluators may be conducted if deemed necessary by the County. Under Broome County rules and regulations, the County Board of Acquisition and Contract or the County Legislature may be the awarding authority for this type of service, depending on the amount of the accepted proposal:

BOARD OF ACQUISITION & CONTRACT - UP TO $14,999

COUNTY LEGISLATURE - $15,000 AND OVER

However, the Legislature may be utilized for consideration of an award under $15,000 if it is deemed in the best interests of the County. A presentation by the proposer to committees of the Legislature and/or selected County Officials may be required prior to the recommendation and consideration of an award.

11. Contract Terms - At the time of the award by the County, the apparent successful proposer(s) must agree to a contract memorializing the terms and conditions which will govern the relationship and establish the obligations of each party. All proposers shall be aware that the contents of a successful proposal will be construed in favor of Broome County and that the final contract between the successful proposer and Broome County may incorporate by reference the County's RFP documents and the successful proposals and supporting submittals.

12. Proposer’s Conditions - Any conditions or expectations on the part of the proposer for performance by the

County must be set forth in the proposal. The County is not obliged to consider the proposer’s post-submittal terms and conditions. *** If any service is not included, or is available for an additional cost, the submittal shall clearly so state. ***

13. Choice of Law & Venue - The resulting agreement will contain language stating that the contract is performable in Broome County, New York, and shall be construed in accordance with the laws of the State of New York. If any legal action is brought in connection with the enforcement of the contract, exclusive venue shall lie in County of Broome, New York.

14. Proposer’s Preparation Costs - Any costs incurred by the proposer in responding to the RFP is at the proposer’s own risk and expense as a cost of doing business. All materials submitted with a proposal shall become property of Broome County and will not be returned to the proposer. The proposer is hereby notified that all submitted materials are subject to disclosure pursuant to the New York State Freedom of Information Law (New York Public Officer’s Law section 86 et seq.).

15. Deliverables – Although the specific deliverables are subject to negotiation the successful proposer will be expected to provide the required services as outlined in this proposal.

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16. Ex parte Contact – Proposer shall not contact any other county officials other than those referenced in this RFP or in accordance with the procedure outlined herein. Any proposer that violates the foregoing provision may be disqualified from consideration. Proposals shall be based solely on information provided in the RFP and any addenda thereto.

17. Minimum Qualifications - The County will not consider any proposals that do not meet the minimum qualifications defined in the specifications.

18. Standard Assurances - By submitting this proposal, the proposer agrees to comply with all of the Standard

Assurances that may be attached.

19. Cancellation - (A) Broome County reserves the right to cancel the contract if the bidder fails to fully comply with all insurance requirements at any time. or (B) Broome County reserves the right to cancel the contract in the event the bidder fails to take adequate corrective action within fifteen (15) days after receiving notice of default in any of the obligations under the contract; including, but not limited to, the failure to deliver on specified delivery date(s) or the delivery of non-conforming goods or services. In the event of a default and cancellation of the contract, the bidder shall be responsible for payment to Broome County of a sum equal to the additional contract costs to the County. The user Broome County Department head will communicate with the vendor/contractor's management office to resolve problems throughout the contract term.

Cancellation Due to Non-Appropriation of Funds/Leases - Broome County reserves the right to cancel the contract in the event that the County Legislature, during the enactment of the County Budget, fails or declines to appropriate money for the continuation of the funds/lease(s).

20. Term of Contract – The term of contract shall commence upon approval by the Broome County Legislature, notification of award, mutual execution of an agreement, and receipt of a satisfactory certificate of insurance.

Renewal will be at the sole discretion of Broome County. It is Broome County’s intention to contract for an initial two (1) year term with the potential of four (4) optional one (1) year renewals under the same terms and conditions with the potential to negotiate a mutually agreeable equitable adjustment in price.

21. Legal Compliance – Each proposer is responsible for full and complete compliance with all applicable laws, rules, regulations and licensing requirements imposed by any public authority having jurisdiction.

22. Proposer’s Insurance – The contractor must provide and maintain in force at all times during the term of the services contemplated herein insurance as described in the attached contract insurance specifications.

Appropriate evidence of such coverage, other than any required endorsements, is to be submitted as part of the proposal and included in the Appendix. The successful proposer will have twenty (20) days from the date of the notice of award to supply proof of application for any necessary policy endorsements.

23. Auditable Records – The successful contractor shall maintain such accounts and records in connection with its performance of services for the County as may reasonably be required by the County. The contractor shall, at any reasonable time during the term and for a period of one year following the completion of work under the contract, afford the County’s agents and auditors reasonable facilities and access for the examination and audit of its records pertaining to its performance and shall, upon request by the County, produce and exhibit all such records.

24. Non-Discrimination – The contractor shall not discriminate or permit discrimination in its operations or employment practices against any person or group on the grounds of race, color, creed, national origin, gender or handicaps and shall furnish evidence of compliance with provision when so requested by the County.

25. Contribution Statement and Gift Statement

A. Election Law Signed Statements: The county shall require a signed statement for any contract or agreement that requires formal bidding under the New York State General Municipal Law, the

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Broome County Charter or Local Law of Broome County that the professional business entity has not made a contribution within one calendar year immediately preceding the date of the contract or agreement which exceeded the permitted thresholds set forth in article 14 of the Election Law of the State of New York.

B. Gifts Signed Statement: The county shall require a signed statement for any contract or agreement that requires formal bidding under the New York State General Municipal Law, the Broome County Charter or Local Law of Broome County that discloses all gifts given, if any, by the bidding professional business entity to any officer or employee of the County of Broome.

26. Iranian Energy Sector Divestment

1. Contractor/Proposer hereby represents that said Contractor/Proposer is in compliance with New York State General Municipal Law Section 103-g entitled “Iranian Energy Sector Divestment”, in that said Contractor/Proposer has not:

a. Provided goods or services of $20 Million or more in the energy sector of Iran including but not limited to the provision of oil or liquefied natural gas tankers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of Iran; or

b. Acted as a financial institution and extended $20 Million or more in credit to another person for forty-five days or more, if that person’s intent was to use the credit to provide goods or ser-vices in the energy sector in Iran.

2. Any Contractor/Proposer who has undertaken any of the above and is identified on a list created pursuant to Section 165-a (3)(b) of the New York State Finance Law as a person engaging in investment activities in Iran, shall not be deemed a responsible bidder pursuant to Section 103 of the New York State General Municipal Law.

3. Except as otherwise specifically provided herein, every Contractor/Proposer submitting a bid/proposal in response to this Request for Bids/Request for Proposals must certify and affirm the following under penalties of perjury:

a. “By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief, that each bidder is not on the list created pursuant to NYS Finance Law Section 165-a (3)(b).”

Broome County will accept this statement electronically in accordance with the provisions of Section 103 of the General Municipal Law.

4. Except as otherwise specifically provided herein, any Bid/Proposal that is submitted without having complied with subdivision (a) above, shall not be considered for award. In any case where the Bidder/Proposer cannot make the certification as set forth in subdivision (a) above, the Bidder/Proposer shall so state and shall furnish with the bid a signed statement setting forth in detail the reasons therefore.

The County reserves its rights, in accordance with General Municipal Law Section 103-g to award the Bid/Proposal to any Bidder/Proposer who cannot make the certification, on a case-by-case basis under the following circumstances:

a. The investment activities in Iran were made before April 12, 2012, the investment activities in Iran have not been expanded or renewed after April 12, 2012, and the Bidder/Proposer has adopted, publicized and is implementing a formal plan to cease the investment activities in Iran and to refrain from engaging in any new investments in Iran; or

b. The County of Broome has made a determination that the goods or services are necessary for the County to perform its functions and that, absent such an exemption, the County of Broome would be unable to obtain the goods or services for which the Bid/Proposal is offered. Such determination shall be made by the County in writing and shall be a public document.

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27. Executive Order 177 regarding Anti-Discriminatory Policies and Practices

The New York State Human Rights Law, Article 15 of the Executive Law, prohibits discrimination and harassment based on age, race, creed, color, national origin, sex, pregnancy or pregnancy-related conditions, sexual orientation, gender identity, disability, marital status, familial status, domestic violence victim status, prior arrest or conviction record, military status or predisposing genetic characteristics.

The Human Rights Law may also require reasonable accommodation for persons with disabilities and pregnancy-related conditions. A reasonable accommodation is an adjustment to a job or work environment that enables a person with a disability to perform the essential functions of a job in a reasonable manner. The Human Rights Law may also require reasonable accommodation in employment on the basis of Sabbath observance or religious practices.

Generally, the Human Rights Law applies to:

• all employers of four or more people, employment agencies, labor organizations and apprenticeship training programs in all instances of discrimination or harassment;

• employers with fewer than four employees in all cases involving sexual harassment; and,

• any employer of domestic workers in cases involving sexual harassment or harassment based on gender, race, religion or national origin.

In accordance with Executive Order No. 177, the Bidder hereby certifies that it does not have institutional policies or practices that fail to address the harassment and discrimination of individuals on the basis of their age, race, creed, color, national origin, sex, sexual orientation, gender identity, disability, marital status, military status, or other protected status under the Human Rights Law.

Executive Order No. 177 and this certification do not affect institutional policies or practices that are protected by existing law, including but not limited to the First Amendment of the United States Constitution, Article 1, Section 3 of the New York State Constitution, and Section 296(11) of the New York State Human Rights Law.

28. Required Documents - Proposals received that do not include the required documents signed and returned may be deemed non-responsive and removed from consideration to award.

ATTACHMENTS:

Insurance Requirements Proposal Specification Required Documents:

Proposal Sheet Compliance Statement Variation and Justification Sheet Non-Collusive Bidding Certificate Iranian Energy Divestment Certification Election Law Statement Gifts Statement Insurance Acknowledgment W-9 Respondent’s Check List

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Master Insurance Requirements

As amended May 11, 2004

Risk Management & Insurance Specifications

Project Description or

Contract Number

Restoration of record books for the clerk’s office

Date Issued September 12, 2024

Vendor name (“Contractor”) TBD

County Department County Clerk

Please read these specifications very carefully. These specifications are part of your contract with

Broome County. It is advisable that you forward a copy of these specifications to your insurance agent. Broome County’s waiver of any requirement(s) set forth herein shall not constitute a waiver of any other contract provision.

Part I. General Provisions

1. The Contractor shall procure and maintain during the term of this contract, at the Contractor’s expense, the insurance policies listed in Part II with limits equal to or greater than the enumerated limits.

2. The contractor shall be solely responsible for any self-insured retention or deductible losses under each of the required policies.

3. Every required policy, including any required endorsements and any umbrella / excess policy, shall be primary insurance. Insurance carried by Broome County, its officers, or its employees, if any, shall be excess and not contributory insurance to that provided by the Contractor.

4. Every required coverage type shall be “occurrence basis”.

5. The Contractor may utilize umbrella/excess liability coverage to achieve the limits required hereunder;

such coverage must be at least as broad as the primary coverage (follow form).

6. All insurance certificates must be approved by the Office of Risk & Insurance Management. See section

II for specific requirements regarding insurance proof.

7. The County reserves its right to request certified copies of any policy or endorsement thereto.

8. All insurance shall be provided by insurance carriers licensed & admitted to do business in the State of

New York and must be rated “A−:VII” or better by A.M. Best (Current Rate Guide).

9. If the Contractor fails to procure and maintain the required coverage(s) and minimum limits such failure shall constitute a material breach of contract, whereupon Broome County may exercise any rights it has in law or equity, including but not limited to the following:

(a) immediate termination of the contract,

(b) withholding any / all payment(s) due under this contract or any other contract it has with the vendor

(common law set-off), OR

(c) procuring or renewing any required coverage(s) or any extended reporting period thereto and paying any premiums in connection therewith. All monies so paid by Broome County shall be repaid upon demand, or at the County’s option, may be offset against any monies due to the Contractor.

10. Neither Party shall permit a subcontractor to enter upon or continue the performance of this Agreement unless such subcontractor is and remains insured in accordance with the requirements listed hereunder. Any such subcontracting Party shall indemnify the other Party for any loss suffered by the non-subcontracting

Party for the failure of any subcontractor to be so insured. The indemnity shall survive expiration or termination of the Agreement.

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Part II. Required Insurance – Minimum coverage types and amounts.

Coverage Type Minimum Limits

Commercial General Liability (CGL) including:

Products & completed operations shall not be excluded.

Broome County shall be named additional insured. The additional insured endorsement for the insurance shall not contain any exclusion for bodily injury or property damage arising from completed operations.

Proof of additional insured coverage shall be evidenced through a carrier issued endorsement. (ISO CG 20 10 11 85 or equivalent)

$1,000,000 / $2,000,000 Per occurrence / minimum annual aggregate limit

Automobile Liability (Comprehensive Form)

Must cover owned, non-owned and hired vehicles

$1,000,000

Combined Single Limit

Workers’ Compensation and Employer’s Liability See #2

If you have no employees (sole proprietor) you may provide an affidavit of exemption. (CE-200) if the box to the left is checked

Statutory amount /

$100,000

Disability Insurance See #3

If you have no employees (sole proprietor) you may provide an affidavit of exemption. (CE-200) if the box to the left is checked

Statutory limits

1. The certificate face shall:

➢ indicate coverage(s) (other than Workers’ Compensation & Disability) & minimum amounts required in part II.1

➢ provide that the coverage(s) shall not be cancelled, terminated, or materially changed

(including an insurance limits reduction) unless thirty (30) days prior written notice has been given to the County Office of Risk & Insurance Management.

➢ Disclose all policy exclusions.

➢ Disclose the amount of self-insured retention or deductibles.

➢ Show Products & completed operation.

2. Proof of Workers’ Compensation Coverage must be provided on NYS issued WCB form C-

105.2 or U-26.3. Exemption should be provided on CE-200

3. Proof of Disability Coverage must be provided on NYS issued WCB form DB-120.1 or

DB820/829 or DB-155. Exemption should be provided on CE-200

4. The Additional Insured & Certificate Holder should read:

County of Broome

Attn: Office of Risk & Insurance Management

PO Box 1766

Binghamton, NY 13902-1766

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Part III Defense and Indemnification

The following provisions concerning indemnification shall not be construed to indemnify the County for damages arising from bodily injury to persons or property contributed to, caused by, or resulting from the sole negligence of the County or its employees.

The Contractor agrees to indemnify and hold the County of Broome and any officer, employee and/or agent thereof free and harmless from any and all losse(s), penalty(ies), damages, settlement(s), cost(s), charge(s), professional fee(s) or other expense(s) or liability(ies) of every kind arising from or relating to any and all claim(s), lien(s), demand(s), obligation(s), action(s), proceedings or causes of action of any kind in connection with, or arising directly or indirectly from the negligent error(s) and/or omission(s) and/or act(s) of the Contractor (including Contractor’s employees, agents or and/or subcontractors) in the performance of this agreement.

Without limiting the generality of the preceding paragraphs, the following shall be included in the indemnity hereunder: any and all such claims, etc., relating to personal injury, death, damage to property, or any actual or alleged violation of any applicable statute (including specifically but not limited to New York State Labor Law §§ 200; 202; 240 & 241), ordinance, administrative order, executive order, rule or regulation, or decree of any court of competent jurisdiction in connection with, or arising directly or indirectly from, errors and/or negligent acts by the Contractor, as aforesaid,.

Part IV Safety

Broome County specifically reserves the right to suspend or terminate all work under this contract whenever Contractor and/or contractor’s employees or subcontractors are proceeding in a manner that threatens the life, health, or safety of any of contractor’s employees, subcontractor’s employees, county employees or member(s) of the general public on county property. This reservation of rights by Broome County in no way obligates

Broome County to inspect the safety practices of the Contractor.

If Broome County exercises its rights pursuant to this part, the contractor shall be given three days to cure the defect, unless Broome County, in its sole and absolute discretion, determines that the service cannot be suspended for three days due to Broome County’s legal obligation to continuously provide contractor’s service to the public or Broome County’s immediate need for completion of the Contractor’s work. In such case, Contractor shall immediately cure the defect.

If the Contractor fails to cure the identified defect(s), Broome County shall have the right to immediately terminate this contract. In the event Broome County terminates this contract, any payments for work completed by the Contractor shall be reduced by the costs incurred by

Broome County in re-bidding the work and /or by the increase in cost that results from using a different vendor.

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BROOME COUNTY

DEPARTMENT OF PURCHASING

REQUEST FOR PROPOSAL

FOR

DOCUMENT RESTORATION AND PRESERVATION FOR THE BROOME COUNTY CLERK

1. PROJECT OVERVIEW & PURPOSE

The Broome County Clerk seeks a qualified firm to undertake the conservation, preservation, and repair of twenty-one

(21) record and deed books of Broome County as listed below.

A. Deed Book 23

B. Deed Book 33

C. Deed Book 41

D. Deed Book 43

E. Deed Book 44

F. Deed Book 49

G. Deed Book 51

H. Deed Book 53

I. Deed Book 54

J. Deed Book 60

K. Deed book 77

L. Deed Book 143

M. Deed Book 144

N. Deed Book 145

O. Deed Book 148

P. Deed Book 149

Q. Deed Book 156

R. Deed Book 168

S. Deed Book 178

T. Deed Book 227

U. Supreme Cour Orders 1859 – 1870

2. TERM OF CONTRACT

Contract term will be 12 months from execution of contract.

3. SCOPE OF WORK

Maintain an information log for each volume noting the following:

• Condition of document upon receipt

• # pages and proper pagination, blank pages

• Presence of pressure sensitive material

• Presence of previous repairs

• Presence of staples, paper clips, brads, etc.

• Presence of acidic glues

• Identity of certificates/records (manuscript, Photostat, originally typed, etc.)

• Notation of original lettering on spine and covers

• Loose pages or attachments

• Special characteristics

• Any other information pertinent to the identification of the volume

Dismantle bindings completely, following accepted archival restoration guidelines. Extreme care must be taken not to cut the spine and folds of the section off the backs of the documents; therefore, cutting or chopping is not acceptable. The text block must be well cleaned and carefully disassembled.

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• Remove all original binding materials and adhesive residues.

• Remove staples, paper clips, brads, etc.

• Remove pressure sensitive tape and old glue.

• Remove any sheets that are blank on both sides.

• For books to be Mylar encapsulated manually separate folios into single sheets

Surface Dry Clean all paper as necessary and prudent by accepted archival methods.

REPAIR/RESTORE

1. Mend/Reinforce:

• Mend and guard paper tears. Mending tissue to be lightweight, closely matched in color and flexibility, eliminating formation of a breaking point in the sheet. Adhesive for all tear repairs and guarding of folios to be ethyl cellulose paste or proven equal.

• Sufficient press time to be allowed after mending to ensure paper will not cockle and that text block lies flat with no external pressure.

• Reinforce weak or tattered sheets to maintain mechanical integrity of document.

• Repair or replace index tabs as necessary.

2. Trim/Flatten:

• Any sheets needing trimming must be neatly hand-trimmed to consistent size for uniformity and appearance.

• Flatten sheets as necessary.

3. De-acidification

• For each page/folio, de-acidification and buffering to be done by the following method: Non-aqueous spray method using magnesium oxide (Bookkeeper). May be preceded by water wash where appropriate for materials with non-water-soluble inks.

RE-SEW /REBIND

Encapsulated Records:

• Encapsulate sheets where necessary utilizing 3 mil archival grade polyester envelopes.

• Polyester must be Mylar Type D or equivalent. Envelopes to be of uniform size with heat seal weld on edges (not ultrasonic weld).

• Envelopes to be placed in Public Record binders: Tenacity TMC or equivalent, hard back covered type with piano hinge.

• Loose leaf volumes to be in binders as follows:

• Cover material of customer's choice

• Metals of .035-gauge polished nickel plated cold-rolled steel

• Upright rough post diameter as necessary - 5/16 or as original

• Binders to be lettered on spine with gold foil and according to stamping

• Information supplied by vendor and approved by clerk.

Rebound Records:

• Binding style can be "case construction" with reinforcement in the end papers, cover to text attachment and cover construction. Any re-sewing should follow existing sewing stations and include sewn-in end papers.

• Sewing to be done by hand, with sewing thread thickness evaluated and selected for each volume. Sewing thread to be chosen from unbleached linen stock or proven equal. Tapes to be linen or cotton.

• Backing material to be linen of 50-75 threads/square inch weight.

• End sheets to be chosen from a stock of strong, durable alkaline machine-made paper such as 80 lb. text Mohawk

Super Fine ivory or 100 lb. text weight Mohawk Super Fine Soft White or proven equal.

• Hinge to be of similar quality to those books in the County Clerk’s Office that have previously been refurbished.

• Boards to be of acid-free binders board of the best quality available and must be of sufficient thickness to preclude sagging or warping due to moisture or use.

• Cover material to be similar quality to those books in the County Clerk’s Office that have previously been refurbished.

• Tooling to be performed with 23-karat gold foil.

Title Stamping: Title Stamping to be reviewed and approved in advance by Broome County Clerk. Title Stamping will generally follow the same format/style of other refurbished books. If any titling, dates or other information from RFP-2024-066 Document Restoration & Preservation for the Broome County Clerk 10 an original volume is found or noted to be in error, the clerk will be notified to determine if correction would be appropriate. Any changes to be approved by the Clerk.

Treatment Report: Create a TREATMENT REPORT, referenced to information log, to be provided for each completed volume to be returned with each volume.

Communications: Vendor must be able to transmit requested specified information and or images from documents/books which are being restored for the county.

Alterations/Additions: All procedures to be performed by the vendor will be in accordance with generally accepted standards of conservation and restoration practice. The alteration or changing of any existing material or the insertion of new material in any record is strictly forbidden.

DIGITAL IMAGING Microfilm (PLEASE QUOTE AS A SEPARATE OPTION):

• Each page or folio must be digitally scanned and saved in the .TIFF image format.

• Digital Images will be saved to USB Thumb Drive and be stored in cases labeled in the same format as the books and microfilm boxes. One book per Thumb Drive.

• Folio pages must be scanned as folio pages.

• Scans must be a minimum of 300 dpi.

4. MINIMUM QUALIFICATIONS CRITERIA

All proposers must provide all information necessary to demonstrate their compliance with all Minimum criteria identified herein. Proposers who do not meet the Minimum Criteria will be considered non-responsive.

Proposer must have at least ten (10) years of experience and a proven track record of high quality, professional work in the conservation, cleaning, repair, and deacidification of historic books and records.

Proposer must provide evidence of their experience working with municipal or regional governments on at least five

(5) projects focused on the preservation of historic books and records.

Proposer must be able to demonstrate that they can complete all tasks in-house or must identify and list all subcontractors, their locations, and the work that they will do.

Proposer must have at least ten (10) years of experience working with historic documents and undertaking conservation, cleaning, and repair work on both sewn and post bindings as well as wood, rag, and linen papers, and all types of book coverings including leather and cloth.

Proposer must provide five (5) references that can document the firm’s successful completion of Book Preservation

Projects.

Proposer must provide resumes of all key personnel who will be assigned to the project.

5. PRE-PROPOSAL INSPECTION AND ASSESSMENT

The twenty-one (21) books to be preserved, conserved, and repaired are available for inspection by appointment between the hours of 9:00 AM and 4:00 PM at the following location:

Office of the Broome County Clerk

Edwin L. Crawford Office Building – Third Floor

60 Hawley Street, Binghamton, NY 13901

To schedule an appointment please contact Broome County Clerk, Joseph Mihalko at (607) 778-2272 or

Joseph.Mihalko@broomecountyny.gov

Please note that physical inspection and of the books prior to proposal submission is mandatory.

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6. PROPOSAL FORMAT

All proposers are required to show successful past performance of similar services, the ability to perform said services, and the capability of provide responsive service. All offerors shall have at least ten (10) years of prior experience with handling and preserving historic records.

Proposers shall also have no record of unsatisfactory performance. Proposers who are or have been seriously deficient in current or recent contract performance, in the absence of circumstances properly beyond their control, shall be presumed to be unable to meet this requirement.

Each offeror shall provide a written statement of qualifications including the following:

Company History: Brief company history including size of staff, principal business location and any other service locations, primary line of business, and length of time firm has been providing preservation services(s).

Qualifications: Describe any additional experience, philosophy, approach, or awards received that would demonstrate your firm's unique ability to perform the services requested. Specialties and strengths of your firm should be emphasized, along with a statement of why your firm should be selected.

Experience: Statement on expertise specifically related to providing preservation of manuscript and typescript historical records. Provide a statement summarizing the contractor's level of experience with a discussion on past projects including size and scope, professional expertise, and level of workmanship.

References: Provide a minimum of five (5) references with whom the offeror has done business with in the last five

(5) years, whose requirements are approximate in scope to the County project. For each reference, proposer should provide the name of agency, address, and telephone number of the person the County may contact that works directly with offeror in overseeing the services.

Three (3) of the references should be government agencies within the State of New York to whom contractor has performed conservation, image processing and indexing services. Provide the following information for each reference:

a. Government/Company Name

b. Location/Address

c. Contact Person (include position, telephone/fax numbers, and email)

d. Description of Services and Contract Period

Staffing: Identify key personnel who will provide basic services and include their areas of responsibility. Provide a resume for each individual and include a summary of pertinent experience and qualifications.

Price Quotation: Please provide a detailed quotation that includes the following:

a. Cost for each book specified in this document.

b. Labor and materials

c. Other costs related to the project

d. Optional Pricing for Digital Imaging

7. EVALUATION PROCESS & CRITERIA

The proposals shall be evaluated by the County Clerk and county staff with the appropriate expertise who shall prepare their evaluation based on the criteria contained herein. An interview may be required as part of the evaluation of this proposal.

To be considered responsive, vendors must submit a complete proposal that substantially satisfies all requirements as stated in this RFP.

The County Clerk will make a recommendation for award via County Resolution.

The Broome County Legislature has final authority to award the contract.

RFP-2024-066 Document Restoration & Preservation for the Broome County Clerk 12

Proposers should submit technical information that demonstrates experience or achievement in the following categories. Proposals will be evaluated based on the following criteria:

• Proposer’s experience in the conservation, repair, preservation, and cleaning of historic books. (20%)

• Proposer’s experience in project management, demonstrating organizational skill and effective project management on similar government projects. (20%)

• References that are included in the proposal. Special consideration will be given to firms that have done work for counties in New York State (20%)

• Pricing considerations (40%)

Tentative Project Timeline:

October 16, 2024: RFP Release

October 28, 2024: Inquiries / Clarifications Deadline

November 1, 2024: Addendum Published (for Inquiries Received By Deadline)

November 13, 2024: Submission Deadline

November 13-18, 2024: RFP Evaluations

November 18, 2024: Award Recommendation / Resolution Request to the County Legislature

December 19, 2024: Review by County Legislature for approval

December 2024 / January 2025: Preparation of contracts by County Law Department pending approval by Legislature

January 2025: Contract execution

January / February 2025: Project implementation

PAYMENT

Payment will be made in accordance with the terms of the Contract, or the Seller's invoice, whichever are more favorable to Broome County.

INSURANCE

Prior to contract signing, successful proposer(s) must furnish Proof of Insurance in accordance with the included

County insurance requirements.

RFP-2024-066 Document Restoration & Preservation for the Broome County Clerk 13

PROPOSAL SHEET

Document Restoration & Preservation for the Broome County Clerk

The undersigned proposes and offers to furnish and deliver, for Broome County, Document Restoration & Preservation for the Broome County Clerk, the specifications for which are attached. This proposal and offer is guaranteed to fulfill the minimum specifications as prepared by Broome County.

** This submission constitutes a certification that no Broome County Officer or employee has any interest herein. In the event that any Broome County Officer or employee has any such interest, the full nature thereof shall be disclosed.

NAME OF COMPANY: _______________________________________________________________

ADDRESS OF COMPANY: _______________________________________________________________

NAME & TITLE OF

OFFICER OR PERSON

SIGNING THIS BID: _______________________________________________________________

SIGNATURE: ______________________________________________

DATE: __________________________________

TELEPHONE NUMBER: __________________________________

FAX NUMBER: __________________________________

800 NUMBER: __________________________________

E-MAIL ADDRESS: ______________________________________________________

BIDDERS MUST SUBMIT THIS ORIGINAL SHEET AND AN EXACT, CLEAR DUPLICATE.

RFP-2024-066 Document Restoration & Preservation for the Broome County Clerk 14

COMPLIANCE STATEMENT

FOR

Document Restoration & Preservation for the Broome County Clerk

RESPONDENT’S COMPLIANCE STATEMENT:

Respondent hereby affirms their proposal is in compliance with and meets all of the requirements set forth in this RFP as outlined below:

SECTION

REQUIREMENTS

COMPLIANT

YES NO

2. I can complete work within the term of contract

3. I fully understand the scope of work

4. I meet all requirements, as indicated in the RFP to perform the service

5. I inspected the books, in person, prior to submitting a proposal

6. I fully complied with the proposal format and submitted all requested information

REQUIRED Attachments: All required documents have been completed accurately, signed and returned with proposal

Respondents answering “NO” to compliance with the above are to address their specific non-compliance on a Variation and Justification sheet (see next page).

BIDDERS MUST SUBMIT THIS ORIGINAL SHEET WITH THE PROPOSAL FORMS.

RFP-2024-066 Document Restoration & Preservation for the Broome County Clerk 15

VARIATION AND JUSTIFICATION SHEET

Respondent to address specific non-compliance with requirements below:

BIDDERS MUST SUBMIT THIS ORIGINAL SHEET WITH THE PROPOSAL FORMS

RFP-2024-066 Document Restoration & Preservation for the Broome County Clerk 16

NON-COLLUSION BIDDING CERTIFICATE

NON-COLLUSIVE BIDDING CERTIFICATION:

"(a) By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

(1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and

(3) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition."

NAME OF COMPANY

SIGNATURE & TITLE OF SIGNER

NOTE:

A bid shall not be considered for award nor shall any award be made where (a) (1), (2) and (3) above have not been complied with; provided, however, that if in any case the bidder cannot make the foregoing certification, the bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reason therefore.

Where (a) (1), (2) and (3) above have not been complied with, the bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision, public department, agency or official thereof to which the bid is made, or his designee, determines that such disclosure was not made for the purpose of restricting competition.

The fact that a bidder (a) has published price lists, rates or tariffs covering items being procured, (b) has informed prospective customers of proposed or pending publication of new or revised price lists for such items, or (c) has sold the same items to other customers at the same prices being bid, does not constitute, without more, a disclosure within the meaning of subparagraph one (a).

Any bid hereafter made to any political subdivision of the state or any public department, agency or official thereof by a corporate bidder for work or services performed or to be performed or goods sold or to be sold, where competitive bidding is required by statute, rule, regulation, or local law, and where such bid contains the certification referred to in subdivision one of this section, shall be deemed to have been authorized by the board of directors of the bidder, and such authorization shall be deemed to include the signing and submission of the bid and the inclusion therein of the certificate as to non-collusion as the act and deed of the corporation.

RFP-2024-066 Document Restoration & Preservation for the Broome County Clerk 17

ELECTION LAW STATEMENT:

I, ___________________________ state that I am the _____________________________ of

(Type or print name of individual) (Position)

____________________________. In the calendar year immediately preceding the date of this

(Vendor)

Statement, _______________________________ has not made a contribution which exceeded

(Vendor) the permitted thresholds (thresholds limits are available at the Broome County Board of

Elections) set forth in Article 14 of the Election Law of the State of New York.

Dated:______________________

By: _______________________________

(Signature of individual)

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GIFTS STATEMENT

Gifts signed statement: The County shall require a signed statement for any contract or agreement that requires formal bidding under the New York State General Municipal Law, the

Broome County Charter or Local Law of Broome county that discloses all gifts given, if any, by the bidding professional business entity (the bidder) to any officer or employee of the County of

Broome.

CERTIFICATION

I, _______________________________ state that I am the _____________________________ of

(Print or type name of individual) (Position)

___________________________________________. In the calendar year immediately preceding

(Vendor) the date of this Statement, ___________________________________ has made the following gifts

(Vendor)

Value of Gift to Officers and / or Employees of the County of Broome:

Name of County Officer / Employee and item description

(add additional sheets if necessary)

_____ I did not provide gifts to Officers or Employees of Broome County

Dated:______________________

By: _______________________________

(Signature of individual)

RFP-2024-066 Document Restoration & Preservation for the Broome County Clerk 19

IRANIAN ENERGY DIVESTMENT CERTIFICATION

Pursuant to Section 103-g

Of the New York State

General Municipal Law

A. By submission of this bid/proposal, each bidder/proposer and each person signing on behalf of any bidder/proposer certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of Section 165-a of the

New York State Finance Law.

B. A Bid/Proposal shall not be considered for award, nor shall any award be made where the condition set forth in Paragraph A above has not been complied with; provided, however, that in any case the bidder/proposer cannot make the foregoing certification set forth in Paragraph A above, the bidder/proposer shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefore. Where Paragraph A above cannot be complied with, the

Purchasing Unit to the political subdivision, public department, agency or official thereof to which the bid/proposal is made, or his designee, may award a bid/proposal, on a case by case business under the following circumstances:

1. The investment activities in Iran were made before April 12, 2012, the investment activities in Iran have not been expanded or renewed after April 12, 2012, and the Bidder/Proposer has adopted, publicized and is implementing a formal plan to cease the investment activities in

Iran and to refrain from engaging in any new investments in Iran; or

2. The political subdivision makes a determination that the goods or services are necessary for the political subdivision to perform its functions and that, absent such an exemption, the political subdivision would be unable to obtain the goods or services for which the contract is offered. Such determination shall be made in writing and shall be a public document.

(Signature)

Title

RFP-2024-066 Document Restoration & Preservation for the Broome County Clerk 20

INSURANCE ACKNOWLEDGEMENT

THE FOLLOWING INSURANCE ACKNOWLEDGEMENT MUST BE COMPLETED, SIGNED AND

SUBMITTED WITH BID. HOWEVER, THE CERTIFICATE OF INSURANCE AND RELATED

ENDORSEMENT(S) MUST BE PROVIDED BY THE AWARDED BIDDER PRIOR TO THE ISSUANCE

OF A CONTRACT OR PURCHASE ORDER.

The ________________________________________, if a successful bidder, agrees to provide

(Company Name) an insurance certificate w/endorsement, in compliance with the insurance requirements set forth in this RFP: Document Restoration & Preservation for the Broome County Clerk

Authorized Signature ________________________________________

Name & Title of

Authorized Signer: ___________________________________________________

Dated: _______________________________

Insurance Agency:…