HomeMy WebLinkAboutRES.1425.01-04-1999BILL NO. 99-5
RESOLUTION NO. 1�d5
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
EXECUTE A MICROFILM SERVICES AGREEMENT WITH
ARS MICROGRAPHICS, INC.
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF CAPE GIRARDEAU,
MISSOURI, AS FOLLOWS:
ARTICLE 1. The City Manager, for and on behalf of the City of
Cape Girardeau, Missouri, is hereby authorized to execute a
Microfilm Services Agreement with ARS Micrographics, Inc. A copy
of said Agreement is attached to this Resolution and made a part
hereof.
PASSED AND ADOPTED THIS DAY OF 19.
ATTEST:
1
Gayle . Conrad
Deputy City Clerk
A. S radling, III,
rd
MICROFILM SERVICES AGREEMENT
This Agreement is made and entered into this 7th day of December , 1998, by and
between the City of Cape Girardeau, Missouri, a Municipal corporation, hereinafter referred to
as "City", and ARS Micrographics, Inc., hereinafter referred to as "Vendor".
Whereas, the City desires to establish an archive program whereby permanent records will
be microfilmed, and the City has deemed it necessary to enter into a contract to do this work; and
Whereas, the City has received a Local Records Preservation Grant from the Missouri
Secretary of State's Office for microfilming of records; and
Whereas, a Notice of Bid, and Microfilm Specifications were mailed to various private
vendors who are in the business of providing microfilm service. These documents are attached
hereto and incorporated herein by reference; and
Whereas, the city conducted a bid opening at which time six bids were received for this
project; and
Whereas, after reviewing all bids, the City has determined that Vendor was the best bidder
for this project to provide the microfilming services for the City as required under the Missouri
Local Records Preservation Grant. A copy of said bid is attached hereto and incorporated herein
by reference.
Now Therefore, for and in consideration of their mutual covenants and promises
hereinafter set forth, the City and Vendor agree as follows:
A. GENERAL REQUIREMENTS
The microfilm service under this agreement shall include the following records for the
City, or as many of such records as the City may request:
Blueprint and specification files for commercial buildings 1989-1997
City Council Agendas 1991-1997
2. Filmina of all records shall be completed, all silver film shall be delivered to the Missouri
Local Records Program, and all diazo film and original documents delivered to the Cape
Girardeau City Manager's Office by May 14, 1999.
3. The estimated quantities indicated in this agreement are not guaranteed, and determination
of actual quantities are to be made by City.
4. All records will be picked up and delivered to the Vendor's site, by the Vendor, at no
expense to the City. Vendor is responsible for documents from time they leave city
premises until they arc returned to city premises.
C
Microfilm Services Agreement
Page 2--
5. All records are to be returned to the City in the same condition as received.
6. City will complete all preparation work for documents to be filmed, including removal of
staples, paper clips, rubber bands, etc. as per recommendation of Vendor.
7. All microfilming, processing and quality control shall be done on the premises of the
Vendor's facility.
8. The price of the film includes the cost of the original silver film, filming, processing and
a duplicate diazo roll housed in polypropylene or unbuffered acid -free, lignin -free boxes.
Films shall be clearly marked as to which is the original and which is the duplicate.
9. Vendor will forward one silver camera master to the Local Records Program in Jefferson
City, Missouri, at no expense to the City. Vendor will forward one diazo duplicate
microfilm to the City at no expense to the City.
11. The Vendor may be required to offer a tour of facilities in order to demonstrate staffing,
equipment and procedures. Travel expenses incurred by evaluation team members will
be the responsibility of the City.
12. The City is not obligated for the expenditure of any funds whatsoever unless and until one
or more purchase orders are issued by the City and work is authorized under those
purchase orders.
13. Amendments to this agreement may be proposed by either party. Adoption of any
amendment must be agreed to in writing by both parties. The signed original version of
each adopted amendment shall be attached to the signed original version of this agreement.
14. Any notice or other communication to Vendor or City referred to in this agreement shall
be deemed validly given, served, and delivered upon deposit in the United States Mail,
registered and with proper postage and registration fee prepaid, addressed as follows:
CITY: Deputy City Clerk
401 Independence
City Hall, P. O. Box 617
Cape Girardeau, MO 63702-0617
VENDOR: ARS Micrographics, Inc.
Attention: Douglas P. Rideout
1631 Old Airport Road
West Plains, MO 65775
Microfilm Services Agreement
Page 3
15. In the event Vendor fails to comply with any terms of this agreement as stated herein, City
has the right to terminate this agreement, and no monies will be due or payable to the
Vendor by the City.
16. Either party may terminate this agreement upon sixty (60) days notice in writing to the
other party.
17. In the event the City must bring legal action against the Vendor to enforce the terms of this
agreement, Vendor agrees to pay all reasonable attorney fees and court costs incurred by
the City.
B. SPECIFICATIONS FOR MICROFILMING:
1. Film quality
a) Film will be manufactured and processed according to archival quality standards
established by ANSI (American National Standard Institute).
b) Vendor shall certify that the film is manufactured to ANSI standards. All film shall
be approved permanent according to the minimum specifications of ANSI.
c) Vendor will forward the first reel of film produced to the State of Missouri Local
Records Program for initial quality control checks prior to subsequent filming. The
State will also check Vendor's step test if submitted. All subsequent film must
continue to meet the quality control standards.
d) Each roll will meet established legal and image quality requirements (i.e. certificate
of authenticity, reduction ratio, density, resolution and title targets will be filmed at
both the beginning and ending of each roll of film).
e) No film may be used that has not been approved by the State Records Center and the
State of Missouri Division of Purchasing for purchase on contract.
f) If for any reason the films do not meet ANSI standards, the Vendor will re -film the
records at no additional cost to the City.
�) If retakes are necessary, the Vendor will re -film and splice, at no extra charge to the
City, the retakes on to the proper roll with the proper targets.
Microfilm Services Agreement
Page 4
h) The documents must be microfilmed with the CARS system (Computer Assisted
Retrieval System) on all 16mm microfilm. Medium blips at beginning of project or
file, small blips on each page number.
I) All reductions shall be a maximum of 24x for rotary camera and 32x for 16mm
planetary camera. If reduction is greater than 32x, documents should be filmed on
35 mm film.
2. Targets
a) Targeting must be at the beginning and end of each roll
b) Targets cannot be spliced onto the film.
c) Only one target allowed per frame
d) Roll number, agency origin and reduction ratio should be eye -readable on exposed
film.
e) Documents must be filmed at the same reduction ratio as the target.
f) Targets shall appear on the film in the order listed below:
1) At the beginning of the reel:
Density
Resolution test chart and accompanying reduction ratio
Agency origin
Subject of records
Reel number
Continued from (if reel begins in the middle of the record)
Camera operator's certificate
2) At the end of the reel:
To be continued (if reel ends in middle of the record)
End of reel
Reel number
A signed camera operator's certificate
Density
Resolution test chart
Microfilm Services Agreement
Page 5
3) Retakes:
Start of retake
End of reel
Camera operator's certificate
Resolution test charts and densities
(The retake and its location must be identified on the outside of the microfilm
reel box)
4) Additions:
Start of
End of
Camera operator's certificate
g) Camera/paper jams: correction target is to immediately follow any jams before
refilming the documents.
3. Resolution requirements.
a) Resolution to be tested on each roll of film.
b) Must be minimum of 100 lines per millimeter at the center and all corners of the test
chart on the target.
c) Must include the reduction ratio.
d) Vendor must acquire original resolution targets; photocopies not permitted. These can
be purchased from the Association for Information and Image Management (AIIM),
1100 Wayne Ave, Suite 1100, Silver Springs, Maryland 20910
4. Density requirements.
a) Minimum measurement .80, maximum measurement 1.2.
b) Target shall be an 8'/zxl l sheet, white bond paper.
c) Front and back targets on the same reel shall not exceed a .20 density difference.
5. Certificates.
Microfilm Services Agreement
Page 6
a) Camera operator's certificate: to include date of filming, camera operator's name and
signature, roll number, city, office, series/record title, inclusive dates, arrangement,
reduction ratio and exposure.
b) Certificate of Identification: to be supplied by Vendor to certify that the
microphotographs appearing on each roll of microfilm are filmed according to
archival standards.
6. Splicing. Splicing must be made with an ultrasonic splicer or thermal butt weld onto the
front or back of the reel only. Absolutely no adhesive splicing allowed.
7. Residual Thiosulfate. Maximum permissible concentration is .014.
8. Labeling. Each box must contain the following:
Agency origin, i.e. City of Cape Girardeau
Description of records filmed on the reel, i.e. agendas, permits, applications, etc.
Chronology of records
Index
Reel number
Reel number; numbers shall be continuous; first reel to begin with number 29.
9. Microfilm format. All microfilm must be simplex format, either vertical or horizontal.
Duplex and duo -format is not acceptable.
10. Leaders. Microfilm must include a six foot minimum leader and trailer at the beginning
and end of each reel.
11. Original documents. All original documents are to be returned to the City at the Vendor's
expense.
12. Film type. Thick film to be used for all filming.
13. Miscellaneous requirements.
a) No cartridges.
b) No plugs in the spools.
c) Rolls must be at least 3/4 full of film.
Microfilm Services Agreement
Page 7
C. VENDOR REQUIREMENTS:
1. Vendor shall insure all books and/or documents to the maximum amount possible, at no
extra charge to the City, against loss or damage from any cause that may arise from the
time they leave the City until they are returned. All such insurance coverage shall be
subject to approval by the City. Vendor to submit one copy of a certificate of insurance
prior to execution of this agreement. All records are the responsibility of vendor as soon
as they are placed in vendor's equipment for transportation.
2. Vendor is qualified in handling irreplaceable documents.
3. Vendor will provide a trained camera technician and high resolution camera.
4. Vendor will treat all City records in a strictly confidential manner.
5. While records are being filmed, Vendor will fax to the City any documents or information
the city needs while the documents are in Vendor's possession. Vendor must fax the
information within one hour of request at no expense to the City.
6. . Vendor shall furnish all supplies necessary to meet archival standards.
7. Vendor must provide Certificate of Identification from a certified archival processing
laboratory guaranteeing that the film as developed will meet archival standards outlined
in Missouri State Statue. Certificate is required prior to payment under this agreement.
8. Vendor will comply with all guidelines for local records microfilming under the Missouri
Local Records Preservation Program.
9. Prior to execution of this agreement, Vendor will provide documentation that Vendor's
microfilm lab is certified by Kodak or Fuji Company.
10. Vendor will not sub -contract any services necessary to complete the microfilming under
this agreement.
11. Vendor- will assign a liaison to work with the City Manager's Office on problems or
questions which arise during the contract period.
12. Vendor will execute and submit to the City four original copies of this agreement.
Microfilm Services Agreement
Page 8
D. Contract Price
City shall pay Vendor for all microfilm services completed pursuant to the following
schedule. Prices of items one (1) and two (2) include original silver film, duplicate diazo film,
filming, processing, description on all boxes, and shipment to Local Records Program and/or
City:
Images
Images Per
Unit
(estimate)
Roll
Price
Price
1. City Council Agendas 35,000
Specification books 40,000
size 81/2x11
2,000
$48.50/thousand
film type: 16MM
2. Building plans 75,000
1,000
$78.50/thousand
size 2406 to 30x42
film type: 35 MM
3. Duplicate diazo film in polypropylene
$ 8.50 each
boxes or acid-free/lignin-free boxes 16MM
4. Duplicate diazo film in polypropylene
$10.50 each
boxes or acid-free/lignin free boxes; 35 MM
6. Cost per hour for preparation work not $ 8.00 per hour
completed by city.
Type of film to be used for filming the above documents as follows:
1st generation 16 MM Fuj i
Diazo film 16 MM Fuji
1st generation 35 MM Fuji
Diazo film 35 MM Fuji
IN WITNESS WHEREOF, the parties hereto have caused this contract to be executed in
duplicate as of the day and year first above written.
Microfilm Services Agreement
Page 9
ATTEST:
ARS Micrographics, Inc.
DOUGLAS P. RIDEOUT
Title P r i n rj � a 1
City o Cape Girardeau, Missouri
ichael G. Miller, City Manager
ATTEST:
Gayle L. Conrad, Deputy City Clerk
11/12/98 14:49 $417 866 0712 Thomison Ins. 2002/002
.: -
E'VID( 11112/98
THIS IS EVIDENCE THAT INSURANCE AS IDENTIFIED BELOW HAS BEEN ISSUED, IS IN FORCE, AND CONVEYS ALL THE
RIGHTS AND PRIVILEGES AFFORDED UNDER THE POLICY,
PRODUCER Ex:
COMPANY
Thomison Insurors, Inc.
i South Glenstone
P. 0. Box 50810
Springrrield MO 65805
CNA INS. COMPANIES111
LOCKBOX
P 0 BOX 71237
CHICAGO IL. 60694
WOE; SUL9 CODE,
CUST MER ID 1:
INSURED
LOAN NUMBE14
POLICY NUM89ER 1
161948938
ARs Micrographics, Inc.
-1631 Old AIYMrt Road
--EF—FECTIVE DATE
06!27196
EXPIRATI N DATE
08/27/99
CONTINUED UNTIL,
TERMINATED IF CHECKED
West Plains MO 657/5.0000
THIS REPLACES PRIOR EVIDENCE DATED:
.P.0OPEhTY"INFQRI"MkkO
LOCATIONIDESCRIPTION --
AIRPORT ROAD WEST PLAINS MO 65775
= .QVIERAGB"INFORMATION'
COVERAGEIPERILSIFORMS AMOUNT OF INSURANDE DIDUCTIBLE
Valuable Papers & Records
100000
1000
..__._..-_......,....._._... ....,......,..-._
CANCEL!-Aa'ION . .._.. ,. _ ......___.---•-------- ..._.._ . _.
THE POLICY IS SUBJECT TO THE PREMIUMS, FORMS, AND RULES IN EFFECT FOR 1_ACH POLICY PERIOD. SHOULD THE
POLICY BE TERMINATED, THE COMPANY WILL GIVE THE ADDITIONAL INTEREST IDENTIFIED BELOW 10 DAYS
WRITTEN NOTICE, AND WILL SEND NOTIFICATION OF ANY CHANGES TO THE POLICY THAT WOULD AFFECT THAT
INTEREST, IN ACCORDANCE WITH THE POLICY PROVISIONS OR AS REQUIRED BY LAW.
ADbITIONAL1NT Rm-
__.__., -- ........... ....... ......_...- ._._�.._.. --------.,..
NAME AND ADDRESS
MORTGAGEE X ADDITIONAL INSURED
LO$$ PAYEE
City of Cap Girardeau, Missouri
Cay Hail
P.O. Box 617
Calle Girardeau MO 63702-0417
AUTHORIZED R "ES"NT IVE
Brenda E. B$Saiy
mr-0
FUJIFILM
Document Products Division
Fuii Technical Support Services
This Certificate is to Certify That.
Film Samples Processed on 9/9/1998 fi om
ARS Micrographics
1601 Sunset Terrace
West Plains, MO 65775
Have Methylene Blue Tests Results that are within ANSI Standards.
with a reading of
<.10 pg/cm2
The above results are residual thiosulfate concentrations from Methylene Blue Tests performed on
submitted samples of processed film. All tests are performed in accordance with procedures outlined in
ANSI/NAPM IT9.1-1992 specification for measuring thiosulfate by the Methylene Blue Method.
Archival Quality Standard 1.4 pg/cm2 or less.
Tracking #
Certified By
Connie Barnes
September 23, 1998