Microfilm Services

Sacramento County's Clerk/Recorder (CCR) is seeking microfilm services through a competitive Request for Proposal (RFP #2022-RFP-0015) to convert digital document images into preservation microfilm. The procurement targets a vendor capable of processing approximately 200,000 monthly official record images, 3,300 monthly vital record images, and 800 annual map images into microfilm using 16mm silver film for standard documents and 35mm film for maps. Vendors must have a minimum of five years direct microfilm processing experience and comply with American National Standards Institute (ANSI) and International Organization for Standardization (ISO) standards. The contract will be a multiple-award arrangement with an initial three-year term and two potential one-year renewals, with proposals evaluated and scored across 100 possible points considering risk assessment, references, executive summary, pricing, and compliance with requirements. Key proposal submission details include an electronic submission through ProcureNow platform by May 2, 2022, at 3:00 pm, with an anticipated contract award date of May 17, 2022.

The procurement includes local and micro-business preference opportunities, with specific attention to environmental purchasing policies and HIPAA compliance requirements. Proposers will be required to provide daily delivery of official records, monthly vital records, and annual map microfilming, with shipping completed within 7 business days and tracking provided. Pricing will be document-type specific and expected to remain consistent throughout the contract term, with potential price increases considered only after the initial term and supported by manufacturer documentation. The county will conduct quality control and assurance checks on all delivered microfilm, reserving the right to request reprocessing at no additional cost if standards are not met. While specific budget ranges are not explicitly detailed, the contract structure suggests a comprehensive approach that prioritizes service quality and operational continuity through the multiple-award strategy, which includes a secondary contractor as a backup in case of primary contractor service disruption.