SPECIFICATIONS
                       COUNTY MICROFILMING SERVICES

SERVICE REQUIREMENTS:

1.  The vendor is to provide the County of Ontario  with microfilm
and microfilming services which include 35mm microfilm, 16mm
microfilm, 16mm microfilm sleeves, aperture cards, production
fitting the requirements of the County Clerk's office, and storage
of the first generation preservation master.

2.  The vendor is to provide the County with 35mm microfilms
consisting of a preservation master negative (first generation), a
printing master (second generation positive), and a service copy
(diazo negative) in accordance with the specifications and
standards of the American Standards Institute, the New York State
Commissioner of Education, and the Chief Administrator of the
Courts, State of New York Unified Court System. It will be the
obligation of the bidder to procure the appropriate published
specifications, including LGR Technical Information Series #9.

     a. The first and second generation films will be Kodak,Fuji,
Agfa high resolution or non-perforated, silver gelatin type,
polyester based equivalent roll film as described in ANSI/ISO
PH1.25-1984 R1989 and ANSI/ISO IT9.1-1988 (Standard for Image Media
[film] Silver Gelatin type - Specifications for Stability). This
type of film will be supplied to the user departments of the
county. Unless otherwise specified all microfilming will be done by 
the Department of Records, Archives and Information Services and
the Office of the County Clerk.

     b. Processing of first and second generation films will be 
gelatin type Silver Halide.  Third generation user copy will be
diazo as specified in Technical Leaflet #9.

     c. Certified results for Resolution must accompany each roll
of first generation film.  Resolution test results should be no
less than 110 lines/m for Planetary camera.  Using the AIIM MS 303-
1981 Planetary Camera Test Target, the minimum acceptable
resolution is the 4.0 pattern on the test chart.

     d. Certified results for Density must accompany each roll of
first and second generation film.  Every roll of first and second
generation film shall have density reading taken, either roll by
roll or title by title, whichever is stricter.  There shall be no
less than 10 readings per roll.  Results shall be averaged; the
maximum deviation from the average shall not exceed 0.15.  The
acceptable density range is between 0.80 and 1.30 for most
documents.  If a specific item requires an exception, it must be
noted on the written report and an explanation made to the using
department.

     e. Background density values on first and second generation
camera microfilm will fall into one of the following groups:

          1) High quality, high contrast printed books, periodicals
and black typing.  Density of 1.30 to 1.50.

          2) Fine line originals with small high contrast printing.
Density of 1.15 to 1.40.

          3) Pencil and ink drawings, faded printing and very small
printing. Density of 1.0 to 1.2.

          4) Low-contrast manuscripts, drawings, graph paper with
pale fine-colored lines, letters typed with worn ribbon, faint
documents, most court documents.  Density of 0.80 to 1.0.

          5) Some very poor contrast documents may require
background density of 0.70 to 0.85.

          6) The vendor will notify the Dept. of RAIMS immediately,
if the developed film does not meet appropriate standards.

3.  The vendor is to provide the County with 16mm microfilms
consisting of a preservation master negative (first generation), a
printing master (second generation positive), as needed, the vendor
will provide 16mm sleeved microfilm at 32X reduction or a diazo
user copy in accordance with the specifications and standards of
the American Standards Institute, the New York State Commissioner
of Education, and the Chief Administrator of the Courts, State of
New York Unified Court System.

     a. All specifications listed in paragraph 2 (and sub-
paragraphs) apply to 16mm film.

     b. The 16mm sleeved user copy shall be silver halide.

4.  The vendor is required to provide vault storage meeting or
exceeding the minimum State Archives and Records Administration
guidelines as outlined in Local Records Information Leaflet #17, 9
while the microforms are being stored at the vendor's facility. The
vendor must have the capability of storing the first generation
master according to Leaflet #17, 9 and/or the latest ANSI
standards.

5.  The vendor must have the capability of producing 7 1/4" x 3
1/4" standard buff aperture cards of survey maps.

     a. Should there be a complaint, the County departments and the
vendor shall communicate all complaints, orders, instructions,
notifications of error, etc. via Fax transmission.  Telephone
orders must be followed up with a written summary of the
conversation via Fax transmission.  Copies of complaints about
vendor by the County Clerk shall be sent to the County Purchasing
Department and the Department of R.A.I.M.S.

     b. Aperture cards shall be titled with five-digit map numbers
in upper left hand corner.

5. The vendor shall have the capability of producing Computer
Output Microfilm onto 105mm microfiche with a maximum 42x reduction
ratio.  Form overlay capability must be available. The COM original
preservation master negative and the printmaster will be silver
halide; user copies may be diazo.

6. Each roll of first-generation film (preservation master
negative) shall be inspected frame by frame for visible defects and
missing pages (ANSI/AIIM MS23-1983 "Description of Defects"), and
technical leaflet #9.

     a. Film shall be inspected on a film reader as well as on a
light inspection box.  Reading equipment used must not scratch or
otherwise damage the film.

     b. Second generation film (printing master) must be inspected
on a light box to ensure legibility and freedom from defects.

     c. The inspector must wear clean, white, lintfree gloves when
handling film.

7. Archival processing requirements.

     a. Certified results of residual thiosulfate concentration
must accompany each roll of first and second generation film. The
residual thiosulfate concentration in processed film must not
exceed .014 grams per square meter or 1.4 micrograms per square
centimeter in a clear area of the film.  The Methylene Blue Test
specified in ANSI PH4.8-1985 is used to verify film quality.  The
test shall be performed within every four rolls.

     b. Film to make micrographic copies of permanent records
should be processed per ANSI PH4.8, Section IV, Microfilm
Processing.

     c.Computer Output Microfilm shall be filmed at a maximum 42x
reduction ratio.

8. The vendor will return second and third generation microfilm
reels, hard copies, microfiche sleeves and aperture cards to the
Dept of RAIMS microfilming facility via UPS within three (3)
working days after receipt.

     a. Microfilm must be returned on peroxide-free plastic reels.

     b. Microfilm must be placed in a non-corroding material such
as an acid-free box, or peroxide-free plastic container with no
rubber bands around microfilm.

     c. Microfilm may be retrained by peroxide-free plasic tabs, or
acid-free wraps.

     d. Containers should be labeled describing microfilm contents 
in accordance with Technical Leaflet #9. Handwritten labels are
unacceptable.

9.  Under no circumstances will microfilm have more than two
splices(see Technical Leaflet #9)  An ultrasonic splicer must be
used for all splices. Splicing requires a written permission from the RMO.

10. SUBCONTRACTING

     All services (processing, duplicating and quality control)
with the exception of microfilming and storage of second and third
generation film shall be done on the premises of the vendor unless
prior written permission to do otherwise is granted by the Ontario
County Department of R.A.I.M.S.  No subcontracting shall be
permitted without the written permission of the Ontario County
Department of R.A.I.M.S.  The vendor is expected in the bid to
indicate all subcontracting his/her company would require to
satisfy the requirements of Ontario County.  Ontario County
reserves the right to reject any bid in which the vendor requires
subcontracting unless Ontario County is fully satisfied that all
specifications will be met, and the County has no other concerns.

11. Communication

     A representative from the vendor shall visit the County
microfilming facilities quarterly and be available for consultation
upon request.  The representative shall be thoroughly familiar with
the specifications and contract and shall have in-depth knowledge
of the technical and bibliographic aspects of library and archival
preservation microfilming and the operations of the vendor he/she
represents.

12. Compliance with Specifications

     a. The County and the vendor agree that all microfilm work
performed must meet the specifications and standards set by the New
York State Commissioner of Education and the Chief Administrator of
the Courts, State of New York Unified Court System.  To date these
specifications and standards are outlined in Part 185.7 8NYCRR,
Regulations of the Commissioner of Education and State Archives and
Records Administration's Local Government Records Bureau Technical
Leaflets # 8, 9, 12, 13, 17, 23, and 35.  In case of microfilmed
court records, according to the Office of Court Administration's
guidelines in Records Management Policy #3, October 11, 1990and
revisions/additions concerning Micrographics Programs.  It is the
vendor's reponsibility to have all above-named printed regulations
on file for reference.

     b. Prior to the contract award and at any time during the
contract period, the vendor shall permit representatives from the
County to inspect its facility during normal working hours. The
visits may be either announced or unannounced. Should a vendor
refuse access to his facility to an Ontario County representative,
the County may declare any contract with the vendor null and void.

     c. Failure of the vendor to meet the requirements of the
contract shall constitute default.  The County shall notify the
vendor in writing of unsatisfactory service, poor workmanship, or
poor delivery.  Failure of the vendor to correct the conditions of
default at its own expense or to come to an amicable solution with
the County within thirty (30) day shall constitute default. 
Recurrences of unsatisfactory service shall constitute default.

13. Errors and Delays

     a. Any errors made by the vendor, which are identified by the
County's inspection process, shall be corrected or the item
refilmed without additional charge to the County and returned
within thirty (10) days of the vendor's having received the items
for correction.  Any extra transportation or mailing costs
resulting from such errors shall be paid by the vendor.

     b. Any errors made by the County, which are identified as
related to the County's filming process, shall be returned to the
proper County microfilming facility for correction.  Corrections or
refilming of an item shall be at the County's expense.

     c. Whenever items are withheld from a return shipment for any
reason, the return consignment must include documentation listing
the items that have been withheld and the explanation for such
action.

     d. It is the responsibility of the vendor to ascertain that
the supervisor(s) of microfilming and the microfilming employees of
the vendor are familiar with these specifications, and the
appropriate ANSI specifications and SARA regualations.


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