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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