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.

Background

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.

Project Details

• Department: General Services Agency-Procurement
• Department Head: Detra Dillon (Purchasing Administrator)

Important Dates

• Questions Due: 2026-08-06T00:00:00.000Z
• Pre-Proposal Meeting: 2026-08-04T17:00:00.000Z — https://teams.microsoft.com/meet/27802832116810?p=qdaxgIAslgGxzLlUpJ

Evaluation Criteria

• Completeness of Response (1 pts) —

  Responses to this solicitation must be complete.  Responses must address all the requirements identified within this solicitation and all related documents, including any Addenda. Failure to meet the Bidder Minimum Qualifications may also be considered an incomplete response and may result in the disqualification of the Bidder.

• Debarment and Suspension (1 pts) —

  Bidders, its principal, and named subcontractors are not identified on the list of Federally debarred, suspended, or other excluded parties located at www.sam.gov/SAM.

• Cost (100 pts) —

  The points for Cost will be computed by dividing the amount of the lowest responsive and responsible bid received by each Bidder’s total proposed cost.

  Cost evaluation points may be adjusted by considering:

  1. Reasonableness (i.e., how well does the proposed pricing accurately reflect the Bidder’s effort to meet requirements and objectives?);

  2. Realism (i.e., is the proposed cost appropriate to the nature of the products and/or services to be provided? Is the price affordable to the County, including if costs exceed any budget contained in the RFP? );

  3. Affordability (i.e., the ability of the County to finance services); and

  4. Consideration of price in terms of overall affordability may be controlling in circumstances where two or more proposals are otherwise adjudged to be equal, or when a superior proposal is at a price that the County cannot afford.

• Description of Proposed Services (125 pts) —

  Proposals will be evaluated considering the RFP specifications and the questions below:

  1. To what extent does Bidder demonstrate a comprehensive understanding of the County's microfilm processing requirements, including secure handling, archival preservation, record integrity, and compliance with applicable standards?

  2. How well does the proposed methodology address all required operational services, including pickup, processing, duplication, online tracking, delivery, quality assurance, and reporting?

  3. How effective and well-defined are the proposed procedures for maintaining chain of custody, protecting confidential County records, and ensuring information security throughout processing and transportation?

  4. How well does the proposed online system meet the County's requirements for order tracking, reporting, administrator access, inventory management, and status updates?

  5. How well has Bidder identified pertinent issues and potential problems related to the project?

  6. Overall, how likely is the proposed approach to consistently achieve the County's required performance standards, turnaround times, quality expectations, and service levels?

• Relevant Experience (125 pts) —

  Proposals will be evaluated, including considering the RFP specifications and the questions below:

  1. To what extent does the Bidder demonstrate successful experience providing archival microfilm processing services comparable in size, complexity, and scope to this project?

  2. How relevant is the Bidder's experience working with government agencies, public records, archival preservation, or other highly regulated environments?

  3. How well does the Bidder demonstrate experience meeting archival standards (ANSI/AIIM, ISO, PIMA), quality control requirements, and performance expectations?

  4. How strong is the Bidder's documented history of successfully meeting service-level requirements, including turnaround times, quality standards, security, and customer service?

• Business Continuity/Disaster Recovery (BC/DR) Plan (75 pts) —

  Evaluation will consider the completeness and feasibility of the Bidder's Business Continuity/Disaster Recovery (BC/DR) Plan, including the identification of potential risks that could impact the County's operations and the effectiveness of the proposed mitigation strategies.

  1. How comprehensive and clearly documented is the Bidder's Business Continuity/Disaster Recovery (BC/DR) Plan for maintaining uninterrupted services during operational disruptions?

  2. How effective are the Bidder's backup processing capabilities, alternate facilities, equipment redundancy, staffing plans, and recovery procedures?

  3. How realistic and achievable are the proposed recovery timeframes for restoring services while continuing to meet the County's turnaround requirements?

  4. To what extent does the BC/DR Plan address the protection of County records, data security, chain of custody, and prevention of data loss during emergency situations?

• Video Tour (50 pts) —

  1. How effectively does the video demonstrate that the Bidder's processing facility, equipment, and workflow support the County's operational and quality requirements?

  2. To what extent does the video demonstrate secure handling of County records, chain-of-custody procedures, restricted access controls, and protection of confidential information?

  3. How well does the video demonstrate the Bidder's quality control processes, including inspection methods, testing procedures, environmental controls, and archival processing standards?

  4. How effectively does the video demonstrate the Bidder's operational capacity, equipment redundancy, storage facilities, and readiness to meet required turnaround times and service volumes?

  5. How well does the video tour demonstrate that the Bidder possesses the facilities, personnel, processes, and operational maturity necessary to successfully perform the required services?

• Reference (50 pts)
• Small Local Emerging Business Preference (ADMIN SCORING) (25 pts) —

  Points equaling 5% of the Bidder’s total score for the above Evaluation Criteria will be added.  This will be the Bidder’s final score for purposes of award evaluation.

• Local Preference (ADMIN SCORING) (25 pts) —

  Points equaling 5% of the Bidder’s total score for the above Evaluation Criteria will be added.  This will be the Bidder’s final score for purposes of award evaluation.

Submission Requirements

• Submit Bid Response and Bid Form (required) —

  Please confirm that both your response and the Bid Form have been uploaded here.

• Submit Bid Response (required) —

  Please confirm that your response has been uploaded here.

• Has your response addressed all the requirements identified within the solicitation and all related documents, including any addenda? Failure to meet the Bidder Minimum Qualifications may also be considered an incomplete response and may result in the disqualification of your bid. (required)
• Your company, its principal, and named subcontractors are not identified on the list of Federally debarred, suspended, or other excluded parties located at www.sam.gov/SAM. (required)
• I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company. (required)
• Pricing (required) —
  • Choose Option 1 when you have set line items, for example:
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items. 
• Evaluation Committee? (required) —

  Will there be an evaluation committee to review the proposals and score them based on weights and multiple criteria?

• Procurement and/or Project Contact (required) —

  Select the information you would like display.