**IMPORTANT NOTICE**
ONLINE BIDDING PROCESS
- Bid pricing must be submittedonline through Alameda CountyStrategic Sourcing Supplier Portal.
- The following pages require signatures and must be scanned and uploaded to Alameda County Strategic Sourcing Supplier Portal:
- Exhibit A – Bid Response Packet, Bidder Information and Acceptancepage
- Must be signed by Bidder
- Exhibit A – Bid Response Packet, SLEB Partnering Information Sheet
- Must be signed by Bidder
- Must be signed by SLEB Partner if subcontracting to a SLEB
Please read EXHIBIT A – Bid Response Packet carefully,INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date. Successful uploading of a document does not equal acceptance of the document by Alameda County.
COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No.901450
for
Microfilm Processing Services
For complete information regarding this project, see RFP posted at or contact the County representative listed below. Thank you for your interest!Contact Person: Ariana Figueroa, Procurement & Contracts Specialist
Phone Number: (510) 208-9599
E-mail Address:
RESPONSE DUE
by
2:00 p.m.
on
July 13, 2016
through
Alameda County, GSA-Procurement
Strategic Sourcing Supplier Portal
Alameda County is committed to reducing environmental impacts across our entire supply chain.
If printing this document, please print only what you need, print double-sided, and use recycled-content paper.
COUNTY OF ALAMEDA
REQUEST FORPROPOSALNo. 901450
SPECIFICATIONS, TERMS & CONDITIONS
for
Microfilm Processing Services
TABLE OF CONTENTS
Page
I.STATEMENT OF WORK...... 4
A.INTENT...... 4
B.SCOPE...... 4
C.BIDDER QUALIFICATIONS...... 5
D.SPECIFIC REQUIREMENTS...... 5
E.DELIVERABLES / REPORTS...... 10
II.CALENDAR OF EVENTS...... 10
F.NETWORKING / BIDDERS CONFERENCES...... 11
III.COUNTY PROCEDURES, TERMS, AND CONDITIONS...... 12
G.EVALUATION CRITERIA / SELECTION COMMITTEE...... 12
H.CONTRACT EVALUATION AND ASSESSMENT...... 17
I.NOTICE OF RECOMMENDATION TO AWARD...... 17
J.TERM / TERMINATION / RENEWAL...... 18
K.QUANTITIES...... 18
L.PRICING...... 18
M.AWARD...... 20
N.METHOD OF ORDERING...... 21
O.WARRANTY...... 21
P.INVOICING...... 22
IV.INSTRUCTIONS TO BIDDERS...... 22
Q.COUNTY CONTACTS...... 22
R.SUBMITTAL OF BIDS...... 23
S.RESPONSE FORMAT...... 25
ATTACHMENTS
EXHIBIT A -BID RESPONSE PACKET
EXHIBIT B - INSURANCE REQUIREMENTS
EXHIBIT C - VENDOR BID LIST
Specifications, Terms & Conditions
for Microfilm Processing Services
I.STATEMENT OF WORK
A.INTENT
It is the intent of these specifications, terms, and conditions todescribethe microfilm processing services required by the Alameda County’s Clerk-Recorder’s Office.
The County intends to award a three-year contract (with option to renew) to the bidder(s) selected as the most responsible bidder(s) whose response conforms to the RFP and meets the County’s requirements.
It is the intent of these specifications, terms, and conditions to procure the most environmentally preferable products with equivalent or higher performance and at equal or lower cost than traditional products. Specific requirements from the County’s Sustainability Program that are related to this Bid are included in the appropriate Bid sections.
B.SCOPE
Alameda County encompasses approximately 813 square miles east of the San Francisco Bay, has a population of approximately 1.4 million, and includes 14 cities and six main unincorporated areas. The Clerk-Recorder’s office is responsible for processing, preserving, and protecting official public records.
The Clerk-Recorder’s Office (CRO) provides mandated services established by statute. These mandates include the following:
- Recording of all recordable documents and maps;
- Collection and distribution of fees and taxes from recording documents;
- Maintenance of the vital statistics register which includes birth, death, and marriage records; and
- Filing of various documents including fictitious business names, notary bonds, process server and photocopier bonds, and environmental impact reports.
For archival purposes, the County films the digitized images of Official Public Records and Vitals (Birth, Death Certificates, and Marriage Licenses) onto 16mm microfilm. The CRO generates an average of 5,229 images per day (approximately two microfilm rolls). These images must be stored and maintained on three original rolls on Silver film and one duplicate roll on Diazo film.
C.BIDDER QUALIFICATIONS
1.Bidder shall be regularly and continuously engaged in the business of providing microfilm processing services for at least five years within the last ten years. Experience must be demonstrated by references provided by Bidder at the time of the bid.
2.Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFP.
D.SPECIFIC REQUIREMENTS
1.Operational Requirements
a.Developing and duplication procedures, and materials shall meet or exceed American National Standards Institute/Association for Information and Image Management ANSI/AIIM MS23-200X specifications and/or standards set for archival retrieval.
b.Contractor shall provide protective shipping containers, of industry standards, to the County.
(1)An industry standard black plastic box (archive quality, acid-free, peroxide free, and with a snap lid) shall be provided for original films developed on silver film.
(2)An industry standard white box (archive quality, acid-free, peroxide free, and with a lid) shall be provided for duplicate films developed on diazo film.
c.Contractor shall create duplicate rolls of a quality that will yield clear and legible bond-paper prints.
d.Contractor shall provide online access for administrator updates, reports, invoices, inventory requests, order status and tracking, pick-up and delivery requests, and inventory description updates.
(1)Order Status and Tracking
Contractor’s online system shall allow the County to check the status and track microfilm orders as they are processed. Tracking system shall include the following status updates:
(a)Download Status (error or successful);
(b)Processing; and
(c)Shipped w/ tracking numbers for each original, public, diazo, and re-created films.
e.As needed, Contractor shall duplicate using 35mm film to replace archived records stored on 35mm reels.
f.Contractor shall abide all city, state, and federal regulations in regards to the disposal of chemicals used to develop film.
2.Contractor shallbe capable of picking-up film manually and electronically.
a.For manual pick-up of rolls, Contractor shall:
(1)Pick-up film to be developed and processed daily between 4:30 p.m. and 5:00 p.m., Monday through Friday (excluding County holidays), from the Information Desk of the Alameda County Clerk-Recorder’s Office, 1106 Madison Street, Oakland CA 94607.
(2)Courier shallvisibly display a company photo identification badge at pick-up.
(a)If subcontracting courier services, such as FEDEX or UPS, Contractor shall assume full responsibilities for the actions, omissions, and errors of subcontractors.
(3)If there is no pickup required that day, the County will contact the Contractor.
(4)If film is lost or damaged, the Contractor shall notify the County within one hour of receiving notification of lost shipment or discovery of damaged film. Contractor shall be responsible for all costs to recreate the unprocessed film. Actual cost will be deducted from the Contractor’s invoice. Recreated film shall be processed and delivered within 48 hours.
b.For electronic pick-up of rolls, Contractor shall:
(1)Download digitized images after 7 p.m., Monday through Friday (excluding County holidays).
(2)Download digitized images onto 215 foot 16mm microfilm via SFTP (SSH File Transfer Protocol) or FTPS (FTP over SSL).
(3)Use an SFTP or FTPS service with user-based password authentication.
(4)Provide a header on the film to make a distinction as to whether the film contains official or public images.
3.Processed Film Delivery Requirements
a.Contractor shall deliver developed and processed film between 8:30 a.m. and 9:00 a.m., Monday through Friday (excluding County holidays), at the Information Desk of the Alameda County Clerk-Recorder’s Office, 1106 Madison Street, Oakland, CA 94607.
b.Contractor shall return three Silver film originals on a closed reel and one Diazo duplicates on an open reel.
c.Turnaround time for delivery of all processed rolls (originals and duplicates) shall not exceed 48 hours.
(1)Late Penalties
If Contractor fails to meet the turnaround delivery requirement as stated above, after the 3rd occurrence, Contractor shall be fined $25.00 for each late delivery and will be deducted from the invoice,unless Contractor notifies County beforehand of an unavoidable circumstance.
d.Packing Requirements
(1)Eachoriginal silver film rollshall be packed and shipped in an industry standard black box (archive quality, acid-free, peroxide free, and with a snap lid).
(2)Each duplicate diazo roll shall be packed and shipped in a labeled white industry standard protective container (archive quality, acid-free, peroxide free, and with a snap lid).
e.Labeling Requirements
Each original and duplicate roll shall be labeled with the Clerk-Recorder’s address, an indication of “Official” or “Public” film, roll number, date of recording, beginning and ending instrument number, type of film used, source, and creation date as shown in the following example:
Alameda County Clerk-Recorder
1106 Madison Street, 1st Floor
Oakland, CA 94607
Official Film
Roll: #143 6/8/2016
Beg:10-176053 thru
End:10-177016
Type of Film: Silver Original
Source: ABC Corp.
Created On: 6/9/2016
f.All deliveries shall include a batch transmittal with the following information:
(1)Date service was performed;
(2)Roll number(s);
(3)Beginning and ending series numbers;
(4)Film density; and
(5)Number of duplicates.
4.Process Control
a.Contractor shall process the film on fully automatic film processing equipment, monitored a minimum of twice daily by sensitometric testing with strict maintenance of temperature control, chemical replenishment, time-cycle washing and drying to maintain the finished product to archival standards and consistent density (excluding the Diazo-processed duplicate film).
b.The laboratory where the film is processed shall have temperature and humidity controls so that the temperature of the room is kept at 72° Fahrenheit with a ± of 3° Fahrenheit differential, and the relative humidity is kept at 5%,with a ±5% differential.
c.Contractor’s facility shall have on-site, a secure, climate controlled storage area or vault that meets or exceeds ANSI/PIMA IT9.11-1998 or ISO 18911-1999 standards.
d.Contractor shall certify, upon request, that all film (excluding Diazo-processed film) has been processed in a continuous film processor, and that daily tests of residual thiosulfate prove that all film has a residual thiosulfate reading of less than 0.014 grams per square meter, using Methylene Blue analysis.
e.Contractor shall reject as unacceptable any film that exhibits a background density outside the range of a median of 1.00 – 1.30.
5.Editing
a.Inspector shall wear clean, white, lint-free gloves when handling film.
b.Processed film shall be checked on a densitometer and then inspected on a light box with a 15x eye-loupe and a 100x microscope to determine that the images are continuous and of good quality. Reading equipment used must not scratch, or otherwise damage the film.
c.Contractor shall keep a permanent record of all film received, date processed, volume, and pages of record contained and the dates on which finished prints were returned to the County.
d.When Contractor’s editing reveals that retakes on the part of the County are necessary due to technical or film quality problems, the Contractor shall notify the County Clerk’s office immediately.
6.Quality Assurance
Contractor shall process the exposed silver and diazo film in accordance with the following quality guidelines:
a.Denso or densitometer reading shall fall between 0.70 and 1.50.
b.Methylene blue test shall be less than 1.4 micrograms/cm2.
c.Images of film shall have no visible defects (e.g. fingerprints, scratches, streaks, lines, blurred text, shadows, or extraneous marks).
d.Contractor shall inspect each frame of developed film for foreign objects, overlapping documents, overexposure of documents, out of sequence documents, missing documents, documents that are blurry, documents that are cut off, fogged documents, skewed documents, or scratches on film.
e.No breaks in the sequence of reels produced, processed, and duplicated is allowed.
f.The Clerk-Recorder’s Office shall inspect the completed film for quality and accuracy. If the film does not meet the quality standards as set forth above in Section D. (Specific Requirements) Item 6. (Quality Assurance), the Clerk-Recorder’s Office will contact the Contractor either by telephone or email within twenty-four hours to make arrangements for the Contractor to reprocess the film at no additional cost to the County.
E.DELIVERABLES/REPORTS
1.Contractor shall provide the County with written methylene blue test results on a monthly basis during normal County business hours on a day to be determined between County and Contractor.
2.Pick-up and delivery of records shall be within 24hours of request.
3.Contractor to maintain list of inventory and provide County monthly report of inventory stored in the vault
II.CALENDAR OF EVENTS
EVENT / DATE/LOCATIONRequest Issued / May 26, 2016
Written Questions Due / by 5:00 p.m. onJune 7,2016
*Networking/Bidders Conference #1
(Online conference option enabled for remote participation) / June 6, 2016@ 1:00 p.m. / at:Lakeside Building
Conference Room 1107,
11th Floor
1401 Lakeside Drive
Oakland, CA 94612
OR remotely @
*Networking/Bidders Conference #2 / June 7, 2016 @ 10:30 a.m. / at:Dublin Public Library
Program Room
200 Civic Plaza
Dublin, CA 94568
Addendum Issued / June 27, 2016
Response Due / July 13, 2016 by 2:00 p.m.
Evaluation Period / July 13, 2016 – August 6, 2016
Vendor Interviews / July 29, 2016
Board Letter Recommending Award Issued / August 9, 2016
Board Consideration Award Date / September 13, 2016
Contract Start Date / October 1, 2016
*Includes a tutorial of how to register and use Online Bid Process.
Note:Award and start dates are approximate.
F.NETWORKING / BIDDERS CONFERENCES
1.The bidders conference held on June 6, 2016,will have an online conference option enabled for remote participation. Bidders can opt to participate via a computer with a stable internet connection (the recommended Bandwidth is 512Kbps) at In order to get the best experience, the County recommends that bidders who participate remotely use equipment with audio output such as speakers, headsets, or a telephone. Bidders may also attend this conference in person.
2.Networking/bidders conferences will be held to:
a.Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFP.
b.Provide an opportunity for bidders to ask specific questions about the project and request RFP clarification.
c.Provide the County with an opportunity to receive feedback regarding the project and RFP.
d.Provide the bidders with tutorials on how to bid online through Alameda County’s Strategic Sourcing Supplier Portal.
3.All questions will be addressed, and the list of attendees will be included, in an RFPAddendum following the networking/bidders conference(s).
4.Potential bidders are strongly encouraged to attend networking/bidders conference(s) in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List. Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms, and conditions. Attendance at a networking/bidders conference is highly recommended but is not mandatory.
III.COUNTY PROCEDURES, TERMS, AND CONDITIONS
G.EVALUATION CRITERIA / SELECTION COMMITTEE
All proposals that pass the initial Evaluation Criteria which are determined on a pass/fail basis (Completeness of Response and Debarment and Suspension) will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in microfilm processing services. The CSC will score and recommend a Contractor in accordance with the evaluation criteria set forth in this RFP. Other than the initial pass/fail Evaluation Criteria,the evaluation of the proposals shall be within the sole judgment and discretion of the CSC.
All contact during the evaluation phase shall be through the GSA-Procurement department only. Bidders shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidder to contact and/or influence members of the CSC may result in disqualification of Bidder.
The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in cost, will be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this RFP.
Bidders are advised that in the evaluation of cost it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.
As a result of this RFP, the County intends to award a contract to the responsible bidder(s) whose response conforms to the RFP and whose bid presents the greatest value to the County, all evaluation criteria considered. The combined weight of the evaluation criteria is greater in importance than cost in determining the greatest value to the County. The goal is to award a contract to the bidder(s) that proposes the County the best quality as determined by the combined weight of the evaluation criteria. The County may award a contract of higher qualitative competence over the lowest priced response.
The basic information that each section should contain is specified below, these specifications should be considered as minimum requirements. Much of the material needed to present a comprehensive proposal can be placed into one of the sections listed. However, other criteria may be added to further support the evaluation process whenever such additional criteria are deemed appropriate in considering the nature of the goods and/or services being solicited.
Each of the Evaluation Criteria below will be used in ranking and determining the quality of bidders’ proposals. Proposals will be evaluated according to each Evaluation Criteria, and scored on the zero to five-point scale outlined below. The scores for all Evaluation Criteria will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is 550 points, including the possible 50 pointsfor local and small, local and emerging, or local preference points(maximum 10% of final score).