HomeMy WebLinkAboutRES.1540.02-07-2000I:11*am �[i���iI�LasT:�
RESOLUTION NO. 1-5q V
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., for
microfilming city records. A copy of said Agreement is attached
to this Resolution and made a part hereof.
r �(i +� C� Y , C
PASSED AND ADOPTED THIS � DAY OF 2 0
A.' M. Spradling, III,
ATTEST:
L
Gayle L. Conrad, City Clerk
1
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MICROFILM SERVICES AGREEMENT
This Agreement is made and entered into this Yik day of.. , mac, by and
between the City of Cape Girardeau, Missouri, a Municipal corporation, fareinafter 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 four 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:
City Council Minutes 1875-1998
City Council Ordinances 1843-1998
City Council Resolutions 1905-1998
Blueprint and specification files for commercial buildings 1993-1998
2. Filming 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 15, 2000.
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 the time they leave city
premises until they are returned to city premises.
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 a polypropylene microfilm box. 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: City Clerk
401 Independence
City Hall, P. O. Box 617
Cape Girardeau, MO 63702-0617
VENDOR: ARS Micrographics, Inc.
Attention: Brett Benson
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 terns of this
agreement, Vendor agrees to pay all reasonable attorney fees and court costs incurred by
the City.
B. SPECIFICATIONS FOR MICROFILMING:
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 pennanent 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.
g) 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.
h) The documents must be microfilmed with the CARS system (Computer Assisted
Retrieval System). Medium blips at beginning of project or file, small blips on each
page number.
i) All records are to 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.
Microfilm Services Agreement
Page 4
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
Certificate of Identification
Camera Operator's Certificate
Continued from last roll (if applicable)
Reel Number
Title Target
Start
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
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.
Microfilm Services Agreement
Page 5
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'/2x1 l sheet, white bond paper.
c) Front and back targets on the same reel shall not exceed a .20 density difference.
5. Certificates.
a) Camera operator's certificate: to include date of fihning, 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 then -nal butt weld onto the
front or back of the reel only. Archivally accepted splicing only allowed for retakes or
when a retake is spliced onto the front or back of an already completed reel of film.
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, building plans, etc.
Chronology of records
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-fonnat 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.
Microfilm Services Agreement
Page 6
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.
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 Stati►e. 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.
Microfilm Services Agreement
Page 7
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.
D. Contract Price
City shall pay Vendor for all microfilm services completed pursuant to the following
schedule. Price includes original silver film, duplicate diazo film, filming, processing, boxes for
all film, description on all boxes, shipment of silver film to Local Records Program and shipment
of diazo film to City:
1. City Council Meeting Minutes
7 hard -bound record books (pages not removable) to be filmed using book cradle
14 hard -bound record books (pages removable)
Page size: 8'/2 "x 11 " up to 11 "x17
Chronological in order (no index available)
Years covered: 1875-1998
Approximate pages: 10,700
2. City Council Ordinances
Ordinance Index
Original City Deed, Articles of Incorporation and Charter
4 hard -bound record books (pages not removable) to be filmed using book cradle
Remainder of records loose leaf
Page size: 8'/2 "x 11 " up to 1 I "x 17"
Chronological in order (no index available)
Years covered: 1843-1998
Approximate pages: 12,000
3. City Council Resolutions
Loose leaf
Page size: 81h"x 11 " up to 11 "x 17"
Chronological in order (no index available)
Years covered: 1905-1998
Number of pages unknown
Microfilm Services Agreement
Page 8
4. Blueprint and Specification Files for Commercial Buildings
Loose Leaf
Page size: 24"x36" to 30"x42"
Numerical order (index available)
Years covered: 1993-1998
Number of pages unknown
Cost per 1,000 images for 35mm $66.50 per 1.000 images
Number of pages per image two (2) when possible
Number of images per 35mm roll 1,000
OTHER COSTS
1. Cost per hour for preparation work not completed by City: None.
2. Other costs outlined by Vendor (explain): None
Type of film to be used for filming the above documents as follows:
1st generation 35 MM Fuji HR -20
Diazo film 35 MM Fuji EM 11400
IN WITNESS WHEREOF, the parties hereto have caused this contract to be executed in
duplicate as of the day and year first above written.
ARS Micrographics, Inc.
[seal]
ATTEST: T e
Microfilm Services Agreement
Page 9
City of Cape�Girardeau, Missouri
[seal]
Michael G. Miller, City Manager
ATTEST:
A4 A if I�A
Gayle LO Conrad, City Clerk
Company Name:
Contact Person:
Address:
Telephone:
Facsimile:
CITY OF CAPE GIRARDEAU
NUCROFHAMG SPECIFICATION 1999-2000
Brett Benson
:�•
417-256-9475
Vendor must answer "yes" or "no" to each response required:
GENERAL REQUIREMENTS
1. Required microfilm service shall include the following records for the City of Cape Girardeau:
City Council Minutes 1875-1998
City Council Ordinances 1843-1998
City Council Resolutions 1905-1998
Blueprint and specification files for commercial buildings 1993-1998
2. Filming of all records shall be completed and delivered to the City of Cape Girardeau, 401 Independence,
by May 15, 2000.
3. The quantities indicated in this invitation for bid are only estimates of actual requirements.
4. All records will be picked up and delivered to the vendor's site, by the vendor, at no expense to the City.
5. All records to be returned to the City in same condition as received. Sewn books shall not be cut apart.
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 successful vendor.
7. All microfilming, processing and quality control shall be done on the premises of the vendor's facility.
S. The price of the film will include the cost of the original silver film, filming, processing and a duplicate
diazo roll housed in a microfilm box and labeled appropriately. Films shall be clearly marked as to which
is the original and which is the duplicate.
�. One silver camera master is to be forwarded to the Local Records Program in Jefferson City, Missouri,
at no expense to the City, for quality control inspection and storage. One diazo duplicate microfilm is
to be forwarded to the City at no expense to the City.
10. A question/answer conference with the bidders will be conducted on Tuesday, November 9, 1999, 3:00
p.m., in the City Manager's Office, City Hall, 401 Independence. Documents to be filmed will be
reviewed at this time. Attendance at the conference is highly recommended. Costs to attend the
conference shall be at the bidders' expense. All arrangements and scheduling shall be coordinated by the
City Manager's Office, Gayle Conrad, 573-334-1212.
City of Cape Girardeau
Microfilm Bid Specification
Page 3
YES —
c)
Only one target allowed per frame
YF _
d)
Roll number, agency origin and reduction ratio should be eye -readable on exposed
film.
YES` _
e)
Documents must be filmed at the same reduction ratio as the target.
YES— _
f)
Targets shall appear on the film in the order listed below:
YE- _
1) At the beginning of the reel:
Density
Resolution test chart and accompanying reduction ratio
Certificate of Identification
Camera Operator's Certificate
Continued from last roll (if applicable)
Reel Number
Title Target
Start
YES
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
YES _
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)
YFS
4) Additions:
Start of
End of
Camera operator's certificate
YES
g)
Camera/paper jams: correction target is to immediately follow any jams before
refilming the documents.
3. Resolution requirements.
Y� _
a)
Resolution to be tested on each roll of film.
YES_
b)
Must be minimum of 100 lines per millimeter at the center and all corners of the test
chart on the target.
YES
c)
Must include the reduction ratio.
_
YES
d)
Vendor must acquire original resolution targets; photocopies not permitted. These can
_
be purchased from the Association for Information and Image Management (AHM),
1100 Wayne Ave, Suite 1100, Silver Springs, Maryland 20910
City of Cape Girardeau
Microfilm Bid Specification
Page 5
VENDOR REQUIREMENTS:
YE.S__ 1. Vendor shall insure all books and/or documents to the maximum amount possible, at no
extra charge to the customer, against loss or damage from any cause that may arise from
the time they leave the City until they are returned. Vendor to submit certificate of
insurance with bid documents. All records are the responsibility of vendor as soon as they
are placed in vendor's equipment for transportation.
YES_ _ 2. Vendor must be qualified in handling irreplaceable documents.
Y F R _ 3. Vendor will provide a trained camera technician and high resolution camera.
YES _ 4. Vendor will treat all City records in a strictly confidential manner.
YES _ 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.
YES _ 6. Vendor shall furnish all supplies necessary to meet archival standards.
YF,'i- 7. Vendor must provide Certificate of Identification guaranteeing film was developed by an
archival certified processing laboratory and will meet archival standards outlined in Missouri
State Statue. Certificate is required before final payment is made to successful vendor.
Yom_ _ 8. Has Vendor provided microfilming service for an entity receiving funds from the Local
Records Grant program in previous years?
YES _ 9. Is Vendor familiar with guidelines for local records microfilming under the Local Records
Preservation Program?
YES 10. Is Vendor's microfilm lab certified by Kodak or Fuji Company? If so, please submit copy
of certificate with bid.
_ _Q 11. Will Vendor sub -contract any services necessary to complete the microfilming under this
bid? If so, please state to whom and what work will be sub -contracted.
No Sub -Contracting will be necessary.
12. State the approximate time period it will take to pick up, film, and return documents to the
City. 8 weeks
13. After award of the contract, a meeting will be scheduled with the Vendor to complete a time
schedule for the work. At this time the Vendor can inform the City as to their requirements
for the preparation of the documents for filming.
City of Cape Girardeau
Microfilm Bid Specification
Page 7
PRICE QUOTATION
MICROFILM SERVICE : The following to include original silver film, duplicate diazo film, filming,
processing, boxes for all film, description on all boxes, shipment of silver film to Local Records program,
shipment of diazo film to City:
City Council Meeting Minutes
7 hard -bound record books (pages not removable) to be filmed using book cradle
14 hard -bound record books (pages removable)
Page size: 81/2 "x11" up to 11"x17"
Chronological in order (no index available)
Years covered: 1875-1998
Approximate pages: 10,700
2. City Council Ordinances
Ordinance Index
Original City Deed, Articles of Incorporation and Charter
4 hard -bound record books (pages not removable) to be filmed using book cradle
Remainder of records loose leaf
Page size: 81h"x11" up to 11 "x17"
Chronological in order (no index. available)
Years covered: 1843-1998
Approximate pages: 12,000
3. City Council Resolutions
Loose leaf
Page size: 8'/2 "x 11 " up to 11 "x 17"
Chronological in order (no index, available)
Years covered: 1905-1998
Number of pages unknown
4. Blueprint and Specification Files for Commercial Buildings
Loose Leaf
Page size: 24"x36" to 30"x42"
Numerical order (index available)
Years covered: 1993-1998
Number of pages unknown
Cost per 1,000 images for 35mm $ 66.50 per 1000 images
Number of pages per image 2 when nossible
Number of images per 35mm roll 1000