EL PASO COUNTY, TEXAS REQUEST FOR PROPOSALS DIGITAL CONVERSION OF MICROFILM IMAGES AGENDAS AND MINUTES FOR THE COUNTY CLERK

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1 EL PASO COUNTY, TEXAS REQUEST FOR PROPOSALS DIGITAL CONVERSION OF MICROFILM IMAGES AGENDAS AND MINUTES FOR THE COUNTY CLERK I. INTRODUCTION The County of El Paso (Hereafter COUNTY) is seeking proposals for the back scan conversion of microfilm for El Paso County Commissioner s Court agenda and minute records to digital format. All work under this RFP will be done under the direct supervision of the County Clerk s Office (Hereafter CLERK) and Information Technology Department (Hereafter ITD) and will adhere to the requirements below: II. VENDOR QUALIFICATIONS 1. The Proposer shall be authorized to perform document scanning services in Texas. 2. The Proposer must have been in the business of performing microfilm to digital conversion services for government agencies for a minimum of two years. 3. The Proposer must demonstrate experience in successfully completing projects of similar scope to this RFP. 4. The Proposer must demonstrate financial stability and viability to the sole satisfaction of the County. 5. The Proposer must demonstrate that the staff assigned to project is experienced and knowledgeable in their assigned responsibilities. III. SCOPE OF WORK A. The El Paso County Clerk s Office requires the digital conversion of approximately 435 rolls of sixteen millimeter (16mm) microfilm. Each microfilm roll contains approximately 3,000-3,500 images per roll. These figures bear a margin of error of roughly plus or minus fifteen percent. There are approximately 1,522,500 images in total. B. The date range of Commissioner s Courts agenda and minutes will span from 1876 to The date range of Commissioners Court Index Book will span from 1882 to Estimated Index Books = 81 (estimated pages range from 1000 to 3000) 2. Estimated Miscellaneous Books = 2 (estimated pages range from 1000 to 3000) Below is the quantity breakdown for each type of record.

2 1. Minutes/Agenda = 108 rolls 2. Minutes = 298 rolls C. All microfilm conversions will be referenced and compared to the original documents to ensure data accuracy and will be used to replace existing images and indexes. D. Each case will require the indexing of all fields pertaining to that particular image, as well as having one associated image file. This file will be a separate TIFF scanned image of all of the documents within the case file. Below are descriptions of these fields: Title (Commissioners Court Special / Commissioners Court) Date (mm-dd-yyyy) Item (Agenda / Minutes / Addendum) E. Scanning Quality Requirements - All images shall be scanned, at minimum: Color Mode: Black and White Dots per Inch: 300 Size: Letter or Legal, depending on the size of the original document Output File Type: Multi page TIFFs The size of the images is flexible; for example, it is permissible to scale all legal size images down to letter size, rather than scan all legal size documents as legal size pages, so long as there is no degradation of quality in the process. (Optional)OCR TIFF images and provide full text index file to read and create: As many of these documents are quite old, the ability to locate a document by a key word search would be beneficial, such as finding documents by requesting references to names, buildings, locations, second parties within a contract, etc. If Proposer can offer a key word search field or other fields to assist in locating a particular document, please propose this cost as a separate optional cost. F. The vendor should provide a turnkey service that includes conversion of microfilm to a digital image(s). G. The vendor will provide all labor and equipment. H. The vendor will provide a full time project manager for the duration of the work. I. El Paso County will provide a project manager to oversee and coordinate the work. J. The vendor and its employees will transport all El Paso County microfilm to the scanning site, remaining in their custody at all times. At no time will the microfilm be unattended during transport. K. Due to the sensitive nature of the documents, the vendor must have a secured, climate controlled storage location area within their facility where the film will be stored when not being processed. L. Prior to the first scheduled production delivery, a pilot test run will be delivered to El Paso County Clerk s Office for acceptance and sign off on image quality. M. The vendor will provide an inventory of the images converted per roll noting any

3 unreadable or unacceptable images. N. Vendor will be required to scan all microfilm records on the latest generation film to image scanner. The equipment to be utilized must be identified in the proposal submission. O. Each image shall be converted to a single page, portrait format, in a right-side up position. Duplex film must be split into two (2) single images. P. Auto cropping shall only remove the solid black borders that completely surround each image. File-stamps and margin notations shall not be cropped out. Q. Scanning/Cropping shall not remove or delete marginal notations and/or additional notations from any image. R. Poor quality images will be enhanced by adjusting contrast, as necessary, to make the images as legible as possible. Vendor will provide details on the method by which they will improve images. S. Vendor will verify image quality following conversion to ensure the highest of quality. Proposers shall describe their quality assurance methodology in their proposal response. T. Vendor will provide 100% accuracy on naming images as specified by El Paso County. U. All materials and workmanship shall be guaranteed in accordance with archival industry standards, and shall be satisfactory to the County Clerk. The County Clerk reserves the right to inspect vendor s materials and workmanship to insure vendor is in compliance with contract requirements. Failure to comply with requirements will constitute default and may result in cancellation of the contract. V. County expects consultant's key personnel to be available for duration of project. County must be consulted in advance by Consultant if key personnel are to be replaced during contract term. County must give prior written approval for key personnel changes. W. Return Requests - This project will require that a portion of the records involved be transferred to the facility in which indexing and scanning will occur; however, only a portion of these records can be transferred and held at the facility at a time, due to the fact that these records are needed at times by the CLERK s office and other COUNTY staff. At times, there will be an instance in which a record is needed that has already been transferred to the facility, but has not yet undergone the indexing and scanning process. In these instances, a request will be issued to the Vendor requiring that the appropriate documents be located, imaged, and delivered electronically to COUNTY. Requests must be met within one business day. The timeliness of the response to these requests will be an important criterion in vendor selection. X. Must comply with the state electronic records standards and procedures as set forth in Local Government Code Chapter 205 and Texas Administrative Code Title 13, Chapter 7, as amended. Formatted: Indent: Left: 36 pt

4 IV. DELIVERY REQUIREMENTS: A. Scanned image data must be delivered to the ITD on an external hard drive that will become the property of the County. This excludes any disposable media types. Microfilm rolls which have been indexed and scanned, must be returned to the CLERK accompanying the related hard drive. B. One (1) folder for each roll containing all images. C. A folder should be identified by roll number. Film images will be identified by roll and sequence on the film. V. TRANSPORTATION REQUIREMENTS: Vendor will be responsible for arranging transport of microfilm to and from vendor s facility. Transportation costs must be included in vendor s proposed pricing. If a third party is used for transportation, El Paso County must approve carrier prior to shipment. VI. PROPOSAL REQUIREMENTS Proposal shall not exceed 25 pages: A. Vendor s Experience and Capability: 1. Provide a brief description and history of the firm. 2. Describe services provided by firm. 3. Describe relevant services carried out in the last five (5) years which best illustrates firm s experience as it relates to this RFP. 4. Respondents should provide the most recent financial statement (i.e. monthly, quarterly) and audited financial statements for the past three (3) years, each to include corresponding balance sheet, income statement and statement of cash flow. B. Qualifications of Staff: 1. Include brief one to two (1 to 2) page résumés of the vendor staff assigned to this project along with their assignment. Since Vendor staff experience and knowledge are a vital component of project success, El Paso County expects and requires the résumés submitted are for staff actually assigned to this project. 2. Identify staff experience working with governmental entities and similar projects. C. Project Approach / Management: 1. Vendor should provide a written plan for the conversion project, a validation methodology, and percentage of accuracy and project timelines. The image conversion process must include internal methods that define how the Vendor plans on preserving and securing the original microfilm images, and producing a quality, viewable image. Provide a detailed description of how this will be accomplished.

5 2. Vendor should provide a methodology of discovery and handling of missing images, multiple images, and incorrect images that may be encountered and could affect the overall percentage of accuracy during the Vendor s scanning and tagging process. 3. The equipment to be utilized should be identified in the proposal submission. 4. Provide a detailed timeline and milestone schedule for delivery of services. 5. Provide a detailed description of how the vendor proposes to successfully manage this project and meet the goals and objections of this RFP. 6. Include a description of how the project team will be structured, its roles, and responsibilities, location within the company s organizational framework and chain of command. 7. Describe the turnaround time of return requests as described in Section III B. D. Proposed Cost: 1. Prices should be entered in the Proposal Pricing Sheet included in this RFP. 2. The cost per image should include all costs associated with the performance of the contract, including but not limited to, image enhancement, cropping of image, equipment, labor, materials, shipping and travel. 3. Include a detailed budget further explaining how the cost per page was determined. VII. EVALUATION CRITERIA: Evaluation of the proposals will be made by a County Evaluation Team. The Evaluation Team may deem it necessary to schedule presentations and/or interviews of applicants and key personnel. The County retains the right to interview applicants as part of the selection process. The Consultant whose proposal is considered the best value to the County and is the highest-ranked proposal will be recommended for award. Best value will be determined based on the following criteria: Vendor Experience and Capability 15% Qualifications of Staff 10% Project Approach / Management 30% Proposed Cost 35% References 10% TOTAL: 100%

6 EL PASO COUNTY, TEXAS REQUEST FOR PROPOSALS DIGITAL CONVERSION OF MICROFILM IMAGES FOR THE COUNTY CLERK PROPOSAL PRICING SHEET Name of Firm: DESCRIPTION ESTIMATED NUMBER IMAGES COST PER IMAGE TOTAL EXTENSION CONVERSION OF MICROFILM IMAGE TO DIGITAL 1,522,500 $ $ Optional key word indexing 1,522,500 $ $

7 VENDOR REFERENCES Please list three (3) references, other than El Paso County, who can verify your performance as a vendor. Performance includes but shall not be limited to, sales and/or service, delivery, invoicing, and other items as may be required for El Paso County to determine your firm s ability to provide the intended goods or service of this RFP. The County prefers references to be from customers for whom your firm has provided the same items (sales and/or services) as those specified in this RFP. Inaccurate, obsolete or negative responses from the listed references could result in rejection of your proposal. REFERENCE ONE GOVERNMENT/COMPANY NAME: LOCATION: CONTACT PERSON AND TITLE: TELEPHONE NUMBER: SCOPE OF WORK: CONTRACT PERIOD: REFERENCE TWO GOVERNMENT/COMPANY NAME: LOCATION: CONTACT PERSON AND TITLE: TELEPHONE NUMBER: SCOPE OF WORK: CONTRACT PERIOD: REFERENCE THREE GOVERNMENT/COMPANY NAME: LOCATION: CONTACT PERSON AND TITLE: TELEPHONE NUMBER: SCOPE OF WORK: CONTRACT PERIOD: