Conversion Services

Livingston County, New York is soliciting sealed bids for comprehensive micrographic image conversion services across multiple county departments through Bid #2025-7. The procurement seeks a qualified vendor to digitize approximately 170 rolls of 16mm film, 1,500 microfiche sheets, 6,000 aperture cards, and multiple sets of 35mm film rolls totaling roughly 312,450 images. Specific digital conversion requirements include resolution standards between 300-400 dpi, output formats of PDF/A and TIFF, and detailed indexing protocols. Bidders must provide per-image pricing for each record set, include image retrieval fees, and cover processing, shipping, and handling costs. The initial contract period will span two years with an option to renew for three additional one-year periods. Sealed bids are due by 11:00 AM on March 5, 2025 (extended from the original February 20, 2025 date per Addendum #1), to be publicly opened in Room 100B of the Livingston County Government Center. Bidders are required to register with Ashley Scutt in the Purchasing Department and must demonstrate capabilities in handling sensitive records, providing Optical Character Recognition for historical documents, and adhering to specific file naming conventions.

The solicitation does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. Bidders will be required to meet comprehensive certification and insurance standards detailed in the bid documents, with particular emphasis on confidentiality for sensitive record sets. The procurement mandates rapid image retrieval within 72 hours and requires vendors to demonstrate technical capabilities for processing diverse micrographic materials. While specific budget ranges are not disclosed in the available documents, the extensive scope of the project involving over 312,450 images suggests a potentially significant contract value. Interested vendors must submit sealed bids in person, as electronic submissions via email or fax are expressly prohibited. Potential bidders can obtain bidding documents by contacting Ashley Scutt at ascutt@co.livingston.ny.us or calling (585) 243-7041, and must ensure they are registered to receive any subsequent addenda that might be issued during the procurement process.