Digital Images to Microfilm

Jackson County, Missouri is seeking a twelve-month Term & Supply Contract with two potential twelve-month extensions for digital imaging services specific to the Recorder of Deeds Office. The primary objective is to convert grantor/grantee index digital images from 1873-1886 to 35mm microfilm with precise technical specifications, including a 12:1 reduction ratio, gelatin silver halide emulsion on polyester-based film, 4 mil thickness, and a 500-year life expectancy rating. Bid responses are due by 2:00 p.m. CST on September 30, 2025, and must be submitted electronically through the Jackson County Bonfire Portal. The procurement requires comprehensive microfilming services including pick-up and delivery, processing, duplication, and supply procurement. Bidders must comply with specific technical requirements, provide a Certificate of Insurance, W-9 form, and maintain two dedicated email addresses for communication. The Question Response Deadline is set for September 23, 2025, and vendors are expected to regularly check the Bonfire Portal for potential addenda.

The contract includes opportunities for Disadvantaged Business Enterprises (DBE), Minority Business Enterprises (MBE), and Woman-Owned Businesses (WBE), with provisions for vendors to indicate their status and attach official certifications. Contractors must complete an Affidavit verifying their tax status, confirming no delinquent taxes, and attesting to compliance with work authorization programs. The estimated annual spend for this contract is approximately $20,000, with pricing increases restricted (no changes allowed in the first six months). Vendors must demonstrate compliance with Jackson County Code, particularly Chapter 6 regarding non-discriminatory practices, and provide comprehensive documentation including a Statement of Contractor Qualifications. Interestingly, the contract includes a provision allowing the successful bidder to extend pricing and terms to other municipal, county, public utility, hospital, or educational institutions within the greater Kansas City Metropolitan Trade Area. All insurance carriers must have an A.M. Best's rating of "B+ V" or better, with specific coverage requirements including $1,000,000 in Commercial General Liability and $1,000,000 in Excess/Umbrella Liability Coverage.