Scope_of_Work_for_Microfilm_Services.docx

SCOPE OF WORK FOR MICROFILM SERVICES – COUNTY CLERK/RECORDER

2022-RFP-0015

INTRODUCTION

The Sacramento County Clerk/Recorder (CCR) seeks a vendor to create and deliver microfilm for imaged records.

Background The mission of the Sacramento County Clerk/Recorder is to serve as custodian of public records and recorder of real property documents for Sacramento County, and to issue and register marriage licenses, notaries public, vital statistics, and other public documents while providing the highest level of courtesy, efficiency, and cost-effective service to all customers.

The County maintains multi-page Tagged Image File (TIF) images of scanned documents representing recorded, filed, and vital statistics records. The County’s recorded and filed documents are considered to be permanent records. The preservation medium of choice for these records is 16mm silver microfilm for standard documents and 35mm for maps.

Scope of Work The scope of work for this contract is to provide service to create multiple sets of microfilm from TIF images. The current average image pages are 200,000 monthly for official records, 3,300 monthly for vital records, and 800 annually for maps. The vendor will produce film at the following frequency:

a) Official Records – Daily

b) Vital Records – Monthly

c) Maps – Approximately once annually The vendor will process, box, and deliver microfilm in accordance with the requirements listed below.

Requirements Converting Digital Images to Film:

The County currently accepts or creates electronic digital images of official and vital documents on a daily basis. For all types of documents, document imaging and micrographics ANSII and ISO standards must be followed for the microfilm processing, quality control and preservation.

Creating Microfilm from Digitized Recordings:

0. County shall provide document images via File Transfer Protocol (FTP) to a Vendor designated FTP site on a weekday schedule. County will send notification upon successful file transfer to a Vendor-designated email.

0. Vendor shall utilize the highest available quality 16mm microfilm.

0. Vendor will create sets of silver-halide film and duplicate microfilm as instructed by the County for each type of document:

2. Official Record – one silver, one duplicate

2. Official Record Public – one silver, one duplicate

2. Vitals – one silver, two duplicates

2. Maps – one silver, one duplicate

0. Vendor shall film images according to current American National Standards Institute (ANSI) and International Organization for Standardization (ISO) standards including image type Tagged Image File Format (TIFF), film roll length, page orientation, blipping scheme, labels, frame annotation, and type of enclosure. Targets will be inserted at the beginning and end of the roll (will be provided by Sacramento County). Frame annotation settings are dependent on the archive writer software in use. County will coordinate with Vendor on acceptable settings. Current numbering is:

3. Official Records use the document and page number

3. Vitals use image count

3. Maps do not have annotation Image Volume: Official Records – Each day’s images are to have their own roll(s) of microfilm, two days of images cannot be mixed on any roll of film. Vitals – Images can be written until the roll of film is full according to County specifications.

0. Vendor shall check the image file to determine the elements listed below and notify the County if needed.

1. All of the document numbers are accounted for and are in sequential order.

1. All of the pages for each document are present.

1. All of the pages meet a minimum length and width (validates if a page was cut short).

1. All of the pages, other than maps, do not exceed the maximum length and width (8.5”W x 14” H).

1. All of the pages are 300 DPI TIFF images.

0. Vendor shall process and quality control check the film utilizing microfilm industry approved lab standards.

0. Vendor shall visually inspect, and correct as needed, the film to ensure the clarity, contrast, frame spacing, blip placement, and title targets are correct and within specifications.

0. Vendor shall visually inspect, and correct as needed, for excessive document skew that could affect content of the image.

0. Vendor shall test the film and ensure compliance with ISO standards for residual fixer.

0. Brown toning the film is not required. Vendor may provide additional information and pricing regarding any film treatment processes intended to increase the preservation and protection of the film.

0. Packaging is separate for the type of microfilm. Original silver rolls shall be delivered on an open flange reel, in a 16mm acid-free box. Duplicate rolls shall be on a white reel with a T-stop, in a 16mm white box (does not need to be acid-free). Vendor shall deliver film in labeled plastic containers that meet ISO media standards. The labels will contain the document number range and date of recordation as specified by County.

0. Vendor shall return the microfilm in a scanner-friendly format. The reduction ratio, character, frame formatting and blipping scheme on the film will be conducive to efficiently creating indexed, digitized images if the film needs to be scanned in the future.

0. Vendor shall correct any anomalies found. If they are unable to correct the issue, Vendor shall notify County immediately.

0. Maps – Maps measure 18” x 24” inches and result in larger images which have been written to 35mm film. This was done to ensure that printed or re-generated maps had the same fidelity/resolution to provide an acceptably similar image to the original. If Vendor is unable to generate 35mm film, an acceptable alternative shall be provided.

Pricing A) Vendor may price the various document types differently.

B) Vendor may provide a brief description of their services along with their prices.

C) All pricing would remain the same for the term of the contract. Increases will only be considered after one full term is complete and then only if said increase is requested in writing and accompanied by documents showing a price increase from the manufacturer.

D) Shipping pricing must be clearly define cost per unit/roll/package.

Delivery A) Vendor shall ship the film within 7 business days of receipt of FTP files. Vendor shall ship the film daily or weekly depending on agreed upon terms, within County approved packaging, to the County utilizing a mutually agreeable shipping vendor.

B) Vendor shall utilize tracking function provided by the shipping vendor.

Delivery of completed film will be to:

County of Sacramento Clerk/Recorder Attn: Rachelle Chavez 600 8th Street, Sacramento, CA 95814

The County will perform a QC/QA of all delivered microfilm as identified in the requirements. For any roll of film that is not accepted by the County, the roll will be returned with a reason for non-acceptance. For such rolls, the Vendor will reprocess and provide an acceptable replacement roll at no additional cost.

Security Requirements County prefers to utilize SFTP for all FTP transfers.

County expects to include data confidentiality requirements in the final contract.

Minimum Business Requirement The vendor must have been in business directly providing microfilm and microfilm processing services for a minimum of five (5) years.

Place of Performance Vendor’s location, no on-site services required.

Period of Performance A three-year term with two one-year renewals, with service beginning from contract start date.