902755 MICROFILM PROCESSING SERVICES

It is the intent of these specifications, terms, and conditions to describe microfilm processing services being requested by the County.

The County intends to award a three (3) year contract (with the option to renew for two [2] years) to the Bidder selected as the most responsive and responsible Bidder whose response conforms to the RFP and meets the County’s requirements.

These specifications, terms, and conditions are to procure the most environmentally preferable products with equivalent or higher performance and at an equal or lower cost than traditional products. Specific requirements from the County’s Sustainability Program related to this RFP are included in the appropriate sections.

Alameda County encompasses approximately 813 square miles located east of the San Francisco Bay, has a population of approximately 1.6 million, and includes 14 cities and six main unincorporated areas. The Clerk-Recorder’s office (CRO) is responsible for processing, preserving, and protecting official public records.

The CRO provides mandated services established by statute. These mandates include the following:

1. 1. 1. Recording of all recordable documents and maps;
      2. Collection and distribution of fees and taxes from recording documents;
      3. Maintenance of the vital statistics register which includes birth, death, and marriage records; and
      4. Filing of various documents, including fictitious business name statements, notary oaths and bonds, environmental impact reports, and various professional registrations such as those for process servers and legal document assistants.

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 8,000 images per day (approximately four microfilm rolls). These images must be stored and maintained on three original rolls on Silver film and one duplicate roll on Diazo film.