HomeMy WebLinkAboutAgreement A-15-366 with Kofile Preservation Inc..pdf I
Agreement No. 15-366
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1 AGREEMENT
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3 THIS AGREEMENT (hereinafter"AGREEMENT" or"Agreement") is made and
4 entered into this 1 1th day of_ August 2015, by and between the COUNTY OF FRESNO,
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5 a political subdivision of the State of California, hereinafter referred to as "COUNTY', and Kofle
6 Preservation, Inc. whose address is 6300 Cedar Springs Rd, Dallas, TX 75235, hereinafter
7 referred to as "CONTRACTOR".
8 WHEREAS, the COUNTY has a need for official record document restoration,
9 preservation and imaging services; and
10 WHEREAS, the CONTRACTOR is qualified and willing to perform said services.
11 NOW, THEREFORE, the parties agree as follows:
12 WITNESSETH: I
13 The AGREEMENT shall establish a competitively bid, fixed price Recorder's Office
14 Official Document Restoration, Preservation and Imaging Services contract. The obligations of all
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15 parties under this Agreement shall be as set forth in this Agreement and detailed in: (1)
16 COUNTY'S Request for Proposal (RFP) No. 962-5337 and (2)CONTRACTOR'S Response to
17 RFP No. 962-5337; both of which are attached hereto as Attachment A and Attachment B,
18 respectively and incorporated herein by reference. All capitalized terms used in the Agreement
19 shall have the meanings attached to them as set forth in COUNTY'S RFP No. 962-5337.
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21 1. OBLIGATIONS OF THE CONTRACTOR
22 A. CONTRACTOR agrees to furnish all labor and materials, including tools,
23 implements, and appliances required, and to perform ail work in a good and workmanlike manner
24 for Official Document Restoration, Preservation and Imaging Services as specified in Attachment
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25 A and Attachment B.
26 B. CONTRACTOR will create an index of the official record documents
27 restored under this project and, when creating electronic files of imaged documents,
28 CONTRACTOR will follow the file naming conventions as agreed in Attachment C, which is
1 attached hereto and incorporated herein by reference.
2 2. OBLIGATIONS OF THE COUNTY
3 A. The COUNTY will coordinate with the CONTRACTOR for the
4 CONTRACTOR's pickup and return of COUNTY'S documents, records or images as specified in
5 Attachment B. Except as is provided in Section 12, herein, all documents, records or images
6 received by CONTRACTOR from COUNTY (including any copies or reproductions of said
7 documents, records or images made by CONTRACTOR) shall be returned to COUNTY no later
8 than 21 days after COUNTY has sent to CONTRACTOR written verification of CONTRACTOR's
9 satisfactory performance of its obligations hereunder and a request to return all documents,
10 records or images to COUNTY.
11 B. COUNTY shall pay CONTRACTOR as specified in Attachment B and
12 Attachment C for CONTRACTOR'S performance of CONTRACTOR'S obligations as specified
13 herein.
14 3. TERM
15 This Agreement shall become effective on the date first written herein above
16 and shall be effective for an initial term of three (3) years. Thereafter, this Agreement may be
17 renewed for a maximum of two (2) separate one (1) year periods, under the same terms and
18 conditions set forth herein, upon written authorization of the COUNTY'S Assessor-Recorder or his
19 designee. In no event shall the AGREEMENT extend beyond five (5) years from the date first
20 written herein above.
21 4. TERMINATION
22 A. Non-Allocation of Funds - The terms of this Agreement, and the services to
23 be provided thereunder, are contingent on the approval of funds by the appropriating government
24 agency. Should sufficient funds not be allocated, the services provided may be modified, or this
25 Agreement terminated, at any time by giving the CONTRACTOR thirty (30) days advance written
26 notice.
27 B. Breach of Contract - The COUNTY may immediately suspend or terminate
28 this Agreement in whole or in part, where in the determination of the COUNTY there is:
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1 1) An illegal or improper use of funds;
2 2) A failure to comply with any term of this Agreement;
3 3) A substantially incorrect or incomplete report submitted to the
4 COUNTY;
5 4) Improperly performed service.
6 In no event shall any payment by the COUNTY constitute a waiver by the COUNTY
7 of any breach of this Agreement or any default which may then exist on the part of the
8 CONTRACTOR. Neither shall such payment impair or prejudice any remedy available to the
9 COUNTY with respect to the breach or default. The COUNTY shall have the right to demand of
10 the CONTRACTOR the repayment to the COUNTY of any funds disbursed to the CONTRACTOR
11 under this Agreement, which in the judgment of the COUNTY were not expended in accordance
12 with the terms of this Agreement. The CONTRACTOR shall promptly refund any such funds upon
13 demand.
14 C. Without Cause - Under circumstances other than those set forth above,
15 this Agreement may be terminated by COUNTY upon the giving of thirty (30) days advance written
16 notice of an intention to terminate to CONTRACTOR.
17 5. COMPENSATION/INVOICING: COUNTY agrees to pay CONTRACTOR and
18 CONTRACTOR agrees to receive compensation as follows: CONTRACTOR shall submit
19 monthly invoices in triplicate to the County of Fresno Assessor-Recorder Department.
20 CONTRACTOR shall allow for a minimum of forty-five (45) days from date of receipt of invoice by
21 the COUNTY for payment of such invoice.
22 In no event shall services performed under this Agreement be in excess of
23 $5,500,498.75 during the term of this Agreement. It is understood that all expenses incidental to
24 CONTRACTOR'S performance of services under this Agreement shall be borne by
25 CONTRACTOR. CONTRACTOR shall strictly follow, without any deviation, its "COST
26 PROPOSAL" in Attachment B and Attachment C when determining and submitting invoiced
27 charges for performing its services and obligations under this Agreement.
28 6. INDEPENDENT CONTRACTOR: In performance of the work, duties and
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1 obligations assumed by CONTRACTOR under this Agreement, it is mutually understood and
2 agreed that CONTRACTOR, including any and all of the CONTRACTOR'S officers, agents, and
3 employees will at all times be acting and performing as an independent contractor, and shall act in
4 an independent capacity and not as an officer, agent, servant, employee, joint venturer, partner, or
5 associate of the COUNTY. Furthermore, COUNTY shall have no right to control or supervise or
6 direct the manner or method by which CONTRACTOR shall perform its work and function.
7 However, COUNTY shall retain the right to administer this Agreement so as to verify that
8 CONTRACTOR is performing its obligations in accordance with the terms and conditions thereof.
9 CONTRACTOR and COUNTY shall comply with all applicable provisions of
10 law and the rules and regulations, if any, of governmental authorities having jurisdiction over
11 matters the subject thereof.
12 Because of its status as an independent contractor, CONTRACTOR shall have
13 absolutely no right to employment rights and benefits available to COUNTY employees.
14 CONTRACTOR shall be solely liable and responsible for providing to, or on behalf of, its
15 employees all legally-required employee benefits. In addition, CONTRACTOR shall be solely
16 responsible and save COUNTY harmless from all matters relating to payment of
17 CONTRACTOR'S employees, including compliance with Social Security withholding and all other
18 regulations governing such matters. It is acknowledged that during the term of this Agreement,
19 CONTRACTOR may be providing services to others unrelated to the COUNTY or to this
20 Agreement.
21 7. MODIFICATION: Any matters of this Agreement may be modified from time
22 to time by the written consent of all the parties without, in any way, affecting the remainder.
23 8. NON-ASSIGNMENT: Neither party shall assign, transfer or sub-contract this
24 Agreement nor their rights or duties under this Agreement without the prior written consent of the
25 other party.
26 9. CONFIDENTIALITY: CONTRACTOR acknowledges that all documents,
27 records or images received from COUNTY pursuant to this AGREEMENT are strictly confidential.
28 CONTRACTOR agrees to maintain the strict confidentiality of all documents, records or images
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1 received from COUNTY while in the possession of the CONTRACTOR. Except as may be
2 required for CONTRACTOR to fulfill its obligations under this AGREEMENT, CONTRACTOR
3 agrees not to copy or reproduce any such documents, records or images thereof belonging to
4 COUNTY and under no circumstances shall any documents, records or images or
5 copies/reproductions thereof, be provided to a third party. All copies or reproductions of
6 documents, records or images made by CONTRACTOR pursuant to the AGREEMENT shall be
7 subject to all confidentiality provisions herein and CONTRACTOR expressly acknowledges that
8 said copies or reproductions are solely the COUNTY's property to the same extent as the originals
9 from which they were made. CONTRACTOR shall return to COUNTY all copies or reproductions
10 made pursuant to the AGREEMENT at the same time as the originals of said copies or
11 reproductions are returned to COUNTY. CONTRACTOR agrees to follow the Security Plan
12 stated in Attachment "B" to maintain the physical safety of all official record documents while in
13 possession of the CONTRACTOR.
14 10. HOLD HARMLESS: CONTRACTOR agrees to indemnify, save, hold
15 harmless, and at COUNTY'S request, defend the COUNTY, its officers, agents, and employees
16 from any and all costs and expenses, damages, liabilities, claims, and losses occurring or
17 resulting to COUNTY in connection with the performance, or failure to perform, by
18 CONTRACTOR, its officers, agents, or employees under this Agreement, and from any and all
19 costs and expenses, damages, liabilities, claims, and losses occurring or resulting to any person,
20 firm, or corporation who may be injured or damaged by the performance, or failure to perform,
21 of CONTRACTOR, its officers, agents, or employees under this Agreement.
22 11. INSURANCE
23 Without limiting the COUNTY's right to obtain indemnification from
24 CONTRACTOR or any third parties, CONTRACTOR, at its sole expense, shall maintain in full
25 force and effect, the following insurance policies throughout the term of the Agreement:
26 A. Commercial General Liability
27 Commercial General Liability Insurance with limits of not less than One
28 Million Dollars ($1,000,000) per occurrence and an annual aggregate of Two Million Dollars
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1 ($2,000,000). This policy shall be issued on a per occurrence basis. COUNTY may require
2 specific coverages including completed operations, products liability, contractual liability,
3 Explosion-Collapse-Underground, fire legal liability or any other liability insurance deemed
4 necessary because of the nature of this contract.
5 B. Automobile Liability
6 Comprehensive Automobile Liability Insurance with limits for bodily injury of
7 not less than Two Hundred Fifty Thousand Dollars ($250,000.00) per person, Five Hundred
8 Thousand Dollars ($500,000.00) per accident and for property damages of not less than Fifty
9 Thousand Dollars ($50,000.00), or such coverage with a combined single limit of Five Hundred
10 Thousand Dollars ($500,000.00). Coverage should include owned and non-owned vehicles used
11 in connection with this Agreement.
12 C. Professional Liability
13 If CONTRACTOR employs licensed professional staff, (e.g., Ph.D., R.N.,
14 L.C.S.W., M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less
15 than One Million Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00)
16 annual aggregate.
17 D. Worker's Compensation
18 A policy of Worker's Compensation insurance as may be required by the
19 California Labor Code.
20 E. Umbrella Liability
21 Umbrella Liability with limits of not less than Fifteen Million Dollars
22 ($15,000,000) per occurrence, Fifteen Million Dollars ($15,000,000) aggregate.
23 F. Errors and Omissions Coverage
24 Errors and Omissions Coverage with limits not less than Ten Million
25 Dollars ($10,000,000).
26 G. Valuable Papers Coverage
27 Valuable Papers Coverage with limits not less than One Million Dollars
28 ($1,000,000).
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1 CONTRACTOR shall obtain endorsements to the Commercial General Liability
2 insurance naming the County of Fresno, its officers, agents, and employees, individually and
3 collectively, as additional insured, but only insofar as the operations under this Agreement are
4 concerned. Such coverage for additional insured shall apply as primary insurance and any other
5 insurance, or self-insurance, maintained by COUNTY, its officers, agents and employees shall be
6 excess only and not contributing with insurance provided under CONTRACTOR's policies herein.
7 This insurance shall not be cancelled or changed without a minimum of thirty (30) days advance
8 written notice given to COUNTY.
9 Within Thirty (30) days from the date CONTRACTOR signs and executes this
10 Agreement, CONTRACTOR shall provide certificates of insurance and endorsement as stated
11 above for all of the foregoing policies, as required herein, to the County of Fresno, Paul Dictos,
12 Assessor-Recorder, P O Box 1146, Fresno, CA 93715, stating that such insurance coverage
13 have been obtained and are in full force; that the County of Fresno, its officers, agents and
14 employees will not be responsible for any premiums on the policies; that such Commercial
15 General Liability insurance names the County of Fresno, its officers, agents and employees,
16 individually and collectively, as additional insured, but only insofar as the operations under this
17 Agreement are concerned; that such coverage for additional insured shall apply as primary
18 insurance and any other insurance, or self-insurance, maintained by COUNTY, its officers, agents
19 and employees, shall be excess only and not contributing with insurance provided under
20 CONTRACTOR's policies herein; and that this insurance shall not be cancelled or changed
21 without a minimum of thirty (30) days advance, written notice given to COUNTY.
22 In the event CONTRACTOR fails to keep in effect at all times insurance
23 coverage as herein provided, the COUNTY may, in addition to other remedies it may have,
24 suspend or terminate this Agreement upon the occurrence of such event.
25 All policies shall be issued by admitted insurers licensed to do business in the
26 State of California, and such insurance shall be purchased from companies possessing a current
27 A.M. Best, Inc. rating of A FSC VII or better.
28 12. AUDITS AND INSPECTIONS: The CONTRACTOR shall at any time during
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1 business hours, and as often as the COUNTY may deem necessary, make available to the
2 COUNTY for examination all of its records and data with respect to the matters covered by this
3 Agreement. The CONTRACTOR shall, upon request by the COUNTY, permit the COUNTY to
4 audit and inspect all of such records and data necessary to ensure CONTRACTOR'S compliance
5 with the terms of this Agreement.
6 CONTRACTOR acknowledges that COUNTY may, from time to time, require the
7 immediate return to COUNTY of documents, records or images received from COUNTY pursuant
8 to the AGREEMENT. CONTRACTOR shall, upon 24-hour notice from COUNTY, deliver to
9 COUNTY any documents, records or images requested by COUNTY (hereinafter"Recalled
10 Documents"). If, at the time COUNTY provides said 24-hour notice, CONTRACTOR has not
11 completed its services under this AGREEMENT upon the Recalled Documents, COUNTY shall
12 deliver the Recalled Documents to CONTRACTOR not less than six (6) months before the
13 expiration of this AGREEMENT.
14 If this Agreement exceeds ten thousand dollars ($10,000.00), CONTRACTOR
15 shall be subject to the examination and audit of the Auditor General for a period of three (3) years
16 after final payment under contract (Government Code Section 8546.7).
17 13. NOTICES: The persons and their addresses having authority to give and
18 receive notices under this Agreement include the following:
19 COUNTY CONTRACTOR
COUNTY OF FRESNO Kofile Preservation
20 Paul Dictos, Assessor-Recorder Joseph B Arbios
21 P O Box 1146 1558 Forrest Way
Fresno, CA 93725 Carson City, NV 89706
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23 Any and all notices between the COUNTY and the CONTRACTOR provided
24 for or permitted under this Agreement or by law shall be in writing and shall be deemed duly
25 served when personally delivered to one of the parties, or in lieu of such personal services, when
26 deposited in the United States Mail, postage prepaid, addressed to such party.
27 14. GOVERNING LAW: Venue for any action arising out of or related to this
28 Agreement shall only be in Fresno County, California.
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1 The rights and obligations of the parties and all interpretation and performance
2 of this Agreement shall be governed in all respects by the laws of the State of California.
3 15. DISCLOSURE OF SELF-DEALING TRANSACTIONS
4 This provision is only applicable if the CONTRACTOR is operating as a
5 corporation (a for-profit or non-profit corporation) or if during the term of the agreement, the
6 CONTRACTOR changes its status to operate as a corporation.
7 Members of the CONTRACTOR's Board of Directors shall disclose any self-
8 dealing transactions that they are a party to while CONTRACTOR is providing goods or
9 performing services under this agreement. A self-dealing transaction shall mean a transaction
10 to which the CONTRACTOR is a party and in which one or more of its directors has a material
11 financial interest. Members of the Board of Directors shall disclose any self-dealing
12 transactions that they are a party to by completing and signing a Self-Dealing Transaction
13 Disclosure Form, attached hereto as Attachment D and incorporated herein by reference, and
14 submitting it to the COUNTY prior to commencing with the self-dealing transaction or
15 immediately thereafter.
16 16. AUTHORITY: Each individual executing this Agreement on behalf of
17 CONTRACTOR represents and warrants that that individual is duly authorized to execute and
18 deliver this Agreement on behalf of CONTRACTOR and that this Agreement is binding upon
19 CONTRACTOR in accordance with its terms.
20 17. ENTIRE AGREEMENT: This Agreement constitutes the entire agreement
21 between the CONTRACTOR and COUNTY with respect to the subject matter hereof and
22 supersedes all previous Agreement negotiations, proposals, commitments, writings,
23 advertisements, publications, and understanding of any nature whatsoever unless expressly
24 included in this Agreement. In the event of any inconsistency in interpreting the documents which
25 constitute this Agreement, the inconsistency shall be resolved by giving precedence in the
26 following order of priority: (1) the text of this Agreement; (2) Attachment "A", the COUNTY'S
27 Request for Quotation No. 962-5337; (3) Attachment "B," the CONTRACTOR'S response to
28 COUNTY'S Request for Proposal No. 962-5337 and (4) Attachment "C".
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1 IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of
2 the day and year first hereinabove written.
3
4 COUNTY OF FRESNO CONTRACTOR
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6A6k Qo I
7 Chairman, Board of Supervisors Jer C. CO , President i
Kofile Preservation, inc.
8 6300 Cedar Springs Rd. '
9 ATTEST: �i ,� &k s k�� Dallas,TX 75235
Clerk to the Board of Supervisors +
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REVIEWED& REC DIED FOR APPROVAL DATE:
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13 Pa Dictos, ssessor-Recorder 4
DATE:
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15 APPROVED AS TO ACCOUNTING FORM
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By:
17 Auditor-ControllerlTreasurer- ax Collector
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APPROVED AS TO LEGAL FORM I
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20 By. /��--
County Counsel
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23 FOR ACCOUNTING USE ONLY:
24 ORG No: 04200200
Account No.: 7295
25 Requisition No.: 4201501014
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Attachment A
COUNTY OF FRESNO
REQUEST FOR PROPOSAL
NUMBER: 962-5337
RECORDS PRESERVATION FOR ASSESSOR-
RECORDER
Issue Date: March 2, 2015
Closing Date: APRIL 99 2015
Proposal will be considered LATE when the official Purchasing time clock reads 2:00 P.M.
Questions regarding this RFP should be directed to: Gary E. Cornuelle,
phone (559) 600-7114, e-mail g corn ueIleCa)co.fres no.ca.us.
Check County of Fresno Purchasing's Open Solicitations
website at https://www2.co.fresno.ca.us/0440/Bids/BidsHome.aspx
for RFP documents and changes.
Please submit all Proposals to:
County of Fresno - Purchasing
4525 E. Hamilton Avenue, 2nd Floor
Fresno, CA 93702-4599
BIDDER TO COMPLETE
UNDERSIGNED AGREES TO FURNISH THE COMMODITY OR SERVICE STIPULATED IN THE ATTACHED PROPOSAL
SCHEDULE AT THE PRICES AND TERMS STATED, SUBJECT TO THE"COUNTY OF FRESNO PURCHASING STANDARD
INSTRUCTIONS AND CONDITIONS FOR REQUEST FOR PROPOSALS (RFP'S)"ATTACHED.
COMPANY
ADDRESS
CITY STATE ZIP CODE
TELEPHONE NUMBER FACSIMILE NUMBER E-MAIL ADDRESS
SIGNED BY
PRINT NAME TITLE
PD-040(01115)
Proposal No. 962-5337
COUNTYOF FRESNO PURCHASING
STANDARD INSTRUCTIONS AND CONDITIONS FOR
REQUESTS FOR PROPOSALS (RFP'S)AND REQUESTS FOR QUOTATIONS (RFQ S)
Note:the reference to'bids"in the following paragraphs applies to RFP's and RFQ's
GENERAL CONDITIONS
By submitting a bid the bidder agrees to the following conditions. These conditions will apply to all subsequent purchases based on this bid.
1. BIDPREPARATION: contact for discussions or information pertaining to the RFP/RFQ.
A) All prices and notations must be typed or written in ink. No erasures Contact with any other County representative, including elected
permitted. Errors maybe crossed out,initialed and corrections printed officials,for the purpose of discussing this RFP/RFQ,its content,or
in inkb erson s bid. any other issue concerning it, is prohibited unless authorized by
yp g Purchasing.Violation ofthis clause,bythevendorhavingunauthonzed
B) Brand Names: Brand names and numbers when given are for contact(verbally or in writing)with such other Countyrepresentatives,
reference.Equal items will be considered,provided the offer clearly may constitute grounds for rejection by Purchasing of the vendor's
describes the article and how it differs from that specified. In the quotation.
absence of such information it shall be understood the offering is The above stated restriction on vendor contact with County
exactly as specified. representatives shall apply until the County has awarded a purchase
C) State brand or make ofeach item Ifbidding on other than specified, orderor contact to a vendoror vendors,except as follows.First,in the
state make, model and brand being bid and attach supporting event that a vendor initiates a formal protest against the RFP/RFQ,
literature/specifications to the bid. such vendor may contact the appropriate individual,or individuals who
are managing that protest as outlined in the County's established
D) Bid on each item separately. Prices shouldbe statedinunits specified protest procedures.All such contact must be in accordance with the
herein. All applicable charges must be quoted,charges on invoice not sequence set forth under the protest procedures.Second,in the event
quoted herein will be disallowed. a public hearing is scheduled before the Board of Supervisors to hear
E) Tmne of delivery is a part of the consideration and must be stated in testimony prior to its approval of a purchase order or contract,any
definite terms and mast be adhered to. F.O.B. Point shall be vendor may address the Board.
destination or freight charges must be stated. D) Bids received a$er the closing time will NOT be considered.
F) All bids must be dated and signed with the fimfs name and by an E) Bidders are to bid what is specified or requested first.If unable to or
authorized officer or employee. unwilling to, bidder may bid alternative or option, indicating all
G) Unless otherwise noted,prices shall be firm for one hundred eighty advantages,disadvantages and their associated cost.
(180)days after closing date ofbid. 3. FAHIRE TO BID:
2. SUBM T 1 NG BIDS: A) If not bidding,return bid sheet and state reason for no bid or your
A) Each bid must be submitted on forms provided in a sealed name maybe removed from mailing list
envelope/package with bid number and closing date and time on the 4. TAXES,CHARGES AND EXTRAS:
outside of the envelope/package.
A) County of Fresno is subject to California sales and/or use tax
B) Interpretation:Should any discrepancies or omissions be found in the (8.225%).Please indicate as a separate line itemifapplicable.
bid specifications or doubt as to their meaning,the bidder shall notify
the Buyer in writing at once. The County shall not be held responsible B) DO NOT include Federal Excise Tax County is exempt under
for verbal interpretations. Questions regarding the bid must be Registration 1%.94-73-03401-K
received by Purchasing stated within this document. All addenda C) County is exempt from Federal Transportation Tax Exemption
issued shall be in writing,duly issued by Purchasing and incorporated
into the contact certificate is not required where shipping papers show consignee as
County of Fresno.
C) ISSUINGAGENT/AUIHOP=CONTACP This RFP/RFQhas been D) Charges for transportation,containers,packing,etc.will not be paid
issued by County of Fresno, Purchasing. Purchasing shall be the
vendor's sole point ofcontact with regard to the RFP/RFQ,its content unless specified in bid.
and all issues concerning it. 5. W-9 —REQUEST FOR TAXPAYER IDENTIFICATION NUNBER AND
All communication regarding this RFP/RFQ shall be directed to an CERTIFICAUON&CAITF'ORNIAFORM590 WITHHOI INUEXEMPTION
authorized representative of County Purchasing.The specific buyer CERTIFICATE:
managing this RFP/RFQ is identified on the cover page,along with his Upon award of bid, the vendor shall submit to County Purchasing, a
or her telephone number,and he or she should be the primary point of completed IRS Form W-9-Request for Tax waver Identification Number and
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Proposal No. 962-5337
Certification and a California Form590 Withholding Exemption Certificate if default.Vendorshallreimburse Countyfor expenses related to delivery
not currently a County of Fresno approved vendor. ofnon-specified goods or services.
6. AWARDS: C) Regardless of F.O.B.point,vendor agrees to bear all risks of loss,
A) Award(s)will be made to the most responsive responsible bidder, mjuYordestructiontogoods andmaterials ordered herein which occur
however, the Fresno County Local Vendor Preference and/or the prior to delivery and such loss,injury or destruction shall not release
Disabled Veteran Business Enterprise Preference shall take vendor from any obligation hereunder.
precedencewhenapplicable. Said Preferences applyonlyto Request 11. DISCOUNIS:
for Quotations for materials, equipment and/or supplies only (no
services);the preference do not apply to Request for Proposals.RFQ Terms ofless than fifteen(15)days for cash payment will be considered as
evaluations will include such things as life-cycle cost, availability, net in evaluating this bid Adiscount for payment within fifteen(15)days or
deliverycostsandwhoseproductand/orserviceisdeemedtobeinthe �rewillbe considered mdetennining the award ofbid Discount period w�71
best interest of the County. The County shall be the sole judge in commence either the later of delivery or receipt of invoice by the County.
terms tem are Net forty-five(45)days.
making such detemaination.
B) Unless bidder gives notice of all-or-none award in bid,County may 12. SPECIALCONDTTIONS INBID SCHEDULE SUPERSEDE GENERAL
accept any item,group ofitems or on the basis oftotal bid COMMONS:
C) The County reserves the right to reject any and all bids and to waive The`General Conditions"provisions ofthis RFP/RFQ shallbe superseded if
inf rmralities or irregularities in bids. in conflict with any other section ofthis bid,to the extent ofany such conflict.
D) Award Notices are tentative:Acceptance ofan ofle'rmade inresponse 13. SPECIALREQLMENIENE
to this RFP/RFQ shall occur only upon execution ofan agreement by With the invoice or within twenty-five(25)days of delivery,the seller must
both parties or issuance of a valid written Purchase Order by Fresno provide to the County a Nlaterial Safety Data Sheet for each product,which
County Purchasing• contains any substance on "The List of 800 Hazardous Substances",
E) After award,all bids shall be open to public inspection.The County published by the State Director of Industrial Relations. (See Hazardous
assumes no responsibility forthe confidentiality ofir&nnationoffered Substances hrfomration and Training Act, California State Labor Code
in a bid. Sections 6360 through 6399.7.)
7. TIE BIDS: 14. RECYCLED PRODUCTS/MATERIALS:
All other factors being equal,the contract shall be awarded to the Fresno Vendors are encouraged to provide and quote(with documentation)recycled
County vendor or,if neither or both are Fresno County vendors,it may be or recyclable products/materials which meet stated specifications.
awarded by the flip of coin in the presence ofwitnesses or the entire bid 15. YEAR COMPLIANCE WARRANTY-.
may be rejected and re-bid.Ifthe General Requirements ofthe RFQ stage
that they are applicable,the provisions ofthe Fresno County Local Vendor Vendorvvarrants that anyproduct fitmishedpursuant to this Agreement/order
Preference shall take priority over this paragraph. shallsupporta four-digit year format and be able to accurately process date
and time data from, into and between the twentieth and twenty-lust
8. PATENTlNDEIVNTY: centuries,as well as leap year calculations.'Product"shall include,without
The vendor shall hold the County, its officers, agents and employees, lmntation, any piece or component of equipment, hardware, firmware,
harmless from liability ofany nab rre or kind,including costs and expenses, rmddleware, custom or commercial software, or internal components or
for infringement or use of any copyrighted or un-copyrighted composition, subroutines therein.This warranty shall survive termination or expiration of
secret process, patented or unpatented invention, article or appliance this Agreement.
fiunished or used in connection with this bid. In the event of any decrease in product functionality or accuracy related to
9. SAMPLES: time and/or date data related codes and/or internal subroutines that impede
the product from operating correctlyusing dates beyond December 31,1999,
Samples,when required,mast be famished and delivered free and,if not vendor shallrestore or repair the product to the same level offunctionality as
destroyed by tests,will upon written request(within thirty(30)days ofbid warranted herein, so as to minimize interruption to County's ongoing
closing date)be returned at the bidder's expense.In the absence of such business process,time being ofthe essence.In the event that such warranty
notification, County shall have the right to dispose of the samples in compliance requires the acquisition ofadditional programs,the expense for
whatever manner it deems appropriate. any such associated or additional acquisitions, which may be required,
10. RIGHTS ANDRENEDiES OF COUNIYFORDEFAULT including,Withoutlimitation,data conversion tools,shallbe home exclusively
by vendor.Nothing in this warranty shall be construed to limit any rights or
A) In case of default by vendor,the County may procure the articles or remedies the Countymayotherwise have underthis Agreementwith respect
service from another source and may recover the cost difference and to defects other than yearperfomniance.
related expenses occasioned thereby from anyunpaid balance due the 16. PARTICIPATION
vendor or by proceeding against performance bond of the vendor,if
any,orby suit against the vendor.The prices paid bythe County shall Bidder may agree to extend the terms of the resulting contract to other
be consideredthe prevailing marketprice atthe time suchpurchase is political subdivision,naumicipalities and tax-supported agencies.
made.
Such participating Governmental bodies shall make purchases in their own
B) Articles or services, which upon delivery inspection do not meet name,make payment directly to bidder,and be liable directly to the bidder,
specifications,will be rejected and the vendor will be considered in holding the County of Fresno harmless.
1B
Proposal No. 962-5337
17. COMT)ENTIAL TY underthis contract Such records shallbe complete and available to Fresno
All services performed by vendor shall be in strict conformance with all County, the State of California, the federal government or their duly
applicable Federal, State of California and/or local laws and regulations authorize d repre s entative s for the purpose ofaudit,examination,or copying
relating to confidentiality,including but not limited to,California Civil Code, during the term of the contract and for a period of at least three(3)years
California Welfare and Institutions Code,Health and SafetyCode,Califomia followingthe County's finalpayment under the contract oruntilconclusionof
Code ofRegulations,Code ofFederal Regulations. anypending matter(e.g.,litigation or audit),whicheveris later.Suchrecords
mustbe retained in the mannerdescnbed above until all pending matters are
Vendor shall submit to Comfy's monitoring of said compliance. closed.
Vendormaybe abusiness associate ofCounty,as thattermis definedin the 21. DISCLOSURE—CRM,4ALHISTORY&CNILACTIONS:
`PrivacyRule"enactedbythe Health Insurance Portability andAccountabilky Applies to Request for Proposal(RFP); does not apply to Request for
Act of 1996 WA A).As a HIPAABusiness Associate,vendormayuse or Quotation(RFQ)unless specifically stated elsewhere intheRFQdocument.
disclose protected health information(`PHP)to perform functions,activities
or services for or on behaYof County as specified by the County,provided In their proposal,the bidder is required to disclose if any of the following
that such use or disclosure shall not violate HIPAA and its implementing conditions apply to them,their owners,officers,corporate managers and
regulations.The uses and disclosures if PHI may not be more expansive partners(hereinafter collectively referred to as`Bidder'):
than those applicable to County,as the'Covered Entity"under H1PAAs
• Within the three-year period preceding the proposal,they have been
PrivacyRule,except as authorized for management,administrative or legal convicted of or had a civil judgment rendered against them for:
responsibilities ofthe Business Associate.
Vendor shall not use or fir Cher disclose PER other than as permitted or o fraud or a criminal offense in connection with obtaining,
required by the County,or as required by lawwithout written notice to the attempting to obtain,orperfomning a public(federal,state,
Count, or local)transaction or contract under a public transaction;
Vendor shall ensure that any agent,including any subcontractor,to which o violation of a federal or state antitrust statute;
vendor provides PH[received from,or created or received bythe vendor on o embezzlement, theft, forgery, bribery, falsification, or
behalfofCounty,shall comply with the same restrictions and conditions with destruction ofrecords;or
respect to such infomnation.
o false statements or receipt of stolen property
18. APPEALS:
Appeals must be submitted in writing within seven(7)working days after Wtlmn a three-year period preceding their proposal,they have had a public
notification ofproposed recommendations for award M btice ofAward"is transaction(federal,state,or local)teen hated for cause or default
not an indication ofCounty's acceptance ofan ofiermade in response to this 22. DATASECURITY:
RFP/RFQ.Appeals should be submitted to County of Fresno Purchasing,
4525 E.Hamilton Avenue,Fresno,California.93702-4599.Appeals should Individuals and/oragencies that enterinto a contractualrelationship with the
address only areas regarding RFP contradictions, procurement errors, COUNTY for the purpose of providing services must employ adequate
quotation rating discrepancies,legality of procurement context,conflict of controls and data security measures,both internally and exterallytoensure
interest, and inappropriate or unfair competitive procurement grievance and protect the confidential information and/or data provided to contractor by
regarding the RFP/RFQ process. the COUNTY,preventing the potential loss,misappropriation or inadvertent
access,viewing,use or disclosure of COUNTY data including sensitive or
Purchasing will provide a written responseto the complainant within s eve n personal client information;abuseofCOUNTYresources;and/or disruption
(7)mddng days unless the complainant is notified more time is required. to COUNTYoperations.
If the protesting bidder is not satisfied with the decision of Purchasing, Individuals and/or agencies may not connect to or use COUNTY
he/she shall have the right to appeal to the Purchasing Agent/CAD within networks/systems via personally owned mobile, wireless or handheld
seven(7)working days after Purchasing's notification;except iC notified to devices unless authorized by COUNTY for telecommuting purposes and
appeal directly to the Board of Supervisors at the scheduled date and time. provide a secure connection;up to date virus protection and mobile devices
If the protesting bidder is not satisfied with Purchasing Agent/CAO's nmst have the remote wipe feature enabled. Computers or computer
decision,the final appeal is with the Board of Supervisors. peripherals including mobile storage devices maynotbe used(COUNTYor
Contractor device) or brought in far use into the COUNIY's system(s)
19. OBLIGATIONS OF CONTRACTOR without prior authorization fromCOUNTY's Chieflnfammation Officer and/or
A) CONTRACTOR shall perform as required by the ensuing contract designee(s).
CONIRACTORalso warrants onbehalfofitselfand all subcontractors No storage ofCOUNlYs private,confidential or sensitive data on anyhard-
engaged forthe performance ofthe ensuing contractthatonlypersons disk drive,portable storage device or remote storage installation unless
authorized to work in the United States pursuant to the Immigration encrypted according to advance encryption standards (AES of 128 bit or
Reform and Control Act of 1986 and other applicable laws shall be higher).
employed in the performance of the work hereunder.
The COUNTY will immediately be notified of any violations,breaches or
B) CONIRAMR.shall obey all Fedeml,State,local and special district potentialbreaches ofsecurity related to COUNIYs confidential information,
laws,ordinances and regulations. data and/ordata processing equipmentwhich stores orprocesses COUNTY
20. ALMS&RETENTION: data,internally or externally.
The Contractor shall maintain in good and legible condition all books, COUNTY shall provide oversight to Contractor's response to all incidents
documents,papers,data files and other records related to its performance arising from possible breach ofsecurity related to COUNT Y's confidential
clientinfommation. Contractor will be responsible to issue any notification to
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Proposal No. 962-5337
affected individuals as required bylawor as deemed necessaryby COUNTY during the termofthis agreement Failure to conformtothis provision wi7lbe
in its sole discretion. Contractor will be responsible for all costs incurred as grounds for contract temvnation at the option ofthe County ofFresno."
a result ofproviding the required notification.
The above provision shallbe applied to renewalor multi-year contracts with
23. PURCHASING LOCATION&HOURS: non-profit organizations which primarily serve Fresno County and
Fresno County Purchasing is located at4525 E.Hamilton Avenue(second professional services contracts where
floor),Fresno, CA 93702. Non-holiday hours of operation are Nbnday Fresno County is the sole client,such as:
through Friday,8:00 AM to 12:00 Noon and 1:00 P.M to 5:00 P.M PST, • Co it based organization service contracts related to social
Purchasing is closed daily from 12:00 Noon to 1:00 P.M The fallowing
holiday office closure schedule is observed: services,health services,or probation services.
January 1* NewYeafs Day • Cultural art program contracts.
• Professional services contracts.
Third Nbnday in January Martin Luther King,Jr.'s Birthday
This policy wig not apply to contracts between the County and the Federal or
Third Nbnday in February Washington-Lincoln Day State governments;or one-time contracts.The Board of Supervisors will
March 31* Cesar Chavez'Birthday consider exemptions to this policy only upon the recommendation of the
County Administrative Office.
Last lvbnday in Nhy Ntmorial Day Munaeement Res eons ibility:It shall be the responsibility of any County
July 4* Independence Day official authorized by the Board of Supervisors to execute contracts or enter
into agreements onbehalfofthe Countyto reviewallapplicable contracts to
First Nbnday in September Labor Day insure that this policy is W enforced.
November I I* Veteran's Day I shall be the responsibility of the County Administrative Officer to review
Fourth Thursday in November Thanksgiving Day requests for exemptions to this policy and to make recommendations to the
Board of Supervisors on such requests for exemption.
Friday following Thanksgiving
ADNDNSTRATIVE POLICYNUIvBER 34
December25* Christmas Competitive Bids and Requests for Proposals
*When this date fills on a Saturday, the holiday is observed the
preceding Friday. Ifthe date falls on a Sunday,the holiday is observed Fresno County Administrative PolicyM.34provides thatno person,firm
the fallowing Tvbnday. or surbsidiarythereofwho has been awarded a consulting services contract
by the County,may submit a bid for, or be awarded a contract for,the
24. FRESNO COUNTY BOARD OF SUPERVISORS ADMISUSTRATTVE provision ofservices,procurement ofgoods orsupplies,or any other related
POLICIES: action winch is required,suggested,or otherwise deemed appropriate in the
endproduct ofthe consulting services contract Any bidder that wishes an
The County Administrative Policies referenced below will apply to this exemption from this contract limitation must set forth the request for
Request for Proposal: exemption,as well as a complete explanation ofwhy the exemption should
ADMI,USTRATIW POLUCYNLINBER 5 be granted, in the bidder's response to the RFP. Only the Board of
Supervisors,on a four-fifths(4/5)vote finding that such waiver is in the best
Contract Salary Limitation Fresno interests ofthe County,can waive this policy.
County Administrative Policy M.5 provides that in contracts with non- Definitions:Purchasing Authority and Responsibility—In accordance with
profit organizations that pri nan7y serve Fresno County and professional the State of California Government Code Section 25500 et seq.,and the
service contracts where Fresno County is the sole client,the contractors Fresno CountyOrdnnance Code Chapter2.56,the Board ofSupervisors has
must agree to the following contract language:'The contractoragrees to knit established a County Purchasing Agent The Board has designated the
adnmvstrative cost toamaxit=ofl5%ofthe total program budget and to County Administrative Officer as the Purchasing Agent.Unless otherwise
limit employee benefits to a maxinumi of 20%of total salaries for those restricted,all necessary authority and responsibility has been delegated to
employees vwrldng under this agreement during the term ofthe agreement. the Purchasing Agent to satisfythe acquisitionrequirements ofthe County.
Failure toconformtothisprovisionwrilbe grounds for contract termination at The Purchasing Agent may deter day-to-day acquis ition managernent to the
the option ofthe County of Fresno."Any bidder that wishes an exemption Purchasing Manager as appropriate.
fromthis contract requirements must set forth the request for exemption,as
well as a complete explanation ofwhy the exemption should be granted,in Policy Statement: Competitive bids or requests for proposals shall be
the bidder's response to the RFP. Only the Board of Supervisors can secured for all contracts for goods or services which are proposed to be
approve such exemption. acquired by the County except when in unusual or extraordinary
circumstances,a department head,requests an exception to competitive
Policy Statement: Contractors shall be limited to a maxunrm 15% bidding.All such requests must be documented by the department head
administrative cost as compared to the total programbudget and employee including a detailed description of the ficts justifying the exception.The
benefits shall be limited to a maximum of 20%of salaries. request must receive concurrence ofthe procurement author"o will sign
The following language will be included in each applicable contract: that particular contract ie. the Board of Supervisors or Purchasing
Agent/Purchasing Nhnager. The following circumstances are examples
"The contractor agrees to limmt administrative cost to a maxinnrm of 15%of which constitute`Suspension of Competition'
the total program budget and to limit employee benefits to a maxirmun of
20%of total salaries for those employees working under this agreement
1D
Proposal No. 962-5337
• In an emergencywhen goods or services are immediately necessary Prohibited Bids Concerning End Product of Consulting Contracts
for the preservation ofthe public health,welfare,or safety,or far the ISO person,firm,or subsidiarythereofwho has been awarded a consulting
protection of County property. services contract by the County, shall be awarded a contract for the
• When the contract is with a federal, state, or local governmental provision ofservices,procurement ofgoods or supplies,or anyotherrelated
agency. action which is required,suggested,or otherwise deemed appropriate in the
end product ofthe consulting services contract.This policy maybe waived
• When the department head,with the concurrence of the Purchasing by the Board of Supervisors on a four-fits (4/5)vote finding that such
Agent,finds that the cost ofpreparing and administering a competitive waiver is in the best interests ofthe County.
bidding process in a particular case will equal or exceed the estimated
contract amount or$1,000 whichever is more. Nhnaeement Responsibility: the County Admnistative Officer is
responsible for preparing and issuing written procedures to assure
• When a contract provides only for payment of per diem and travel compliance with this policy by all County officials and departments.
expenses and there is to be no payment for services rendered.
ADNMTRATIW POLICYNUNBER 71
• %enobtainingthe services ofexpertwitnesses for litigation or special
counsel to assist the County. Prohibiting the Use of Public Funds for PoliticalAdvocac
• When in unusual or extraordinary circumstances, the Board of Fresno County Administrative Policy No. 71 provides that no County
Supervisors orthe Purchasing Agent/PurchasingNhnagerdetemmies assets,including money,shallbe used forpoliticalcampaigns ofanytype.
that the best interests ofthe County would be served by not securing Political campaigns are defined as political advocacy for or opposition to a
competitive bids or issuing a request for proposal matter or person that has qualified for the ballot.No contract entered into by
the County shall provide for use of County monies for political campaigns.
Contracts for services should not usually cover a period of more than one
year although a longer period may be approved in unusual circumstances. Policy Statement:Govemment assets,including money,grant funds,paid
Nliltiple year contracts must include provisions for early termination and stafftirne,equipment and supplies,facilities or any other government as set
must be contingent on available funding.Unless exempted as provided for shallnotbe used forpoliticalcampaigns ofanytype.PoMicalcampaigns are
above,no contract for service shall extend,eitherbyoriginal contract orby definedas political advocacy for or opposition to a matter or person that has
extension,beyond three years unless competitive bids have been sought or qualified for the ballot.
a Request forProposalhas been processed. NhnaQement Responsibility:Department Heads shallbe held responsible
During any competitive bidding procedure,all bids shall be opened publicly for ensuring that government assets within their control are not used to
and the dollar amount of each bid shall be read aloud. Under no advocate for or against anymatter or person that has qualified for the ballot.
circumstance shall a bid which is received at the designated place of This section does not prohibit the expenditure of government assets to
opening after the closing time be opened or considered. create andprovide fi f rnhationalor educationalmaterials regarding a matter
Contracts for goods or services shall not be effective until approved by the that has qualified for the ballot.Such infomration or educational materials
Board of Supervisors or,if appropriate,the Purchasing Agent/Purchasing shall provide a fair, accurate and impartial presentation of relevant
Nhnager. Contractors and vendors shall be advised by the responsible ir&rmation relating to the matter that has qualified for the ballot.However,
department head that performance under the contract may not commence government assets shall not be expended to create and provide such
prior to such approval informational or educational materials in the 90 days prior to the election
unless specifically authorizedbythe Board ofSupervisors orrequiredbythe
ly dical Professional Contracts Public Records Act or other law.
The competitive recnuitmentprocess,annual performance evaluation,and
periodic salary surveys are equivalent to competitive bids for independent
physicians contracting with the County on a fee for service basis.
Asalary survey for physician services shall be conducted every two years.
Contracts for physician services shall not extend,either by original contract
orbyextension,beyond five years unless competitive bids have been sought
or unless exempted as provided above.
Contracts for Legal Services
The competitive recmitmentprocess,annual performance evaluation,and
periodic salary surveys are equivalent to competitive bids for independent
law firms and attorneys contracting with the County on a fee for service
basis.
Asalary survey for legal services shall be conducted every two years.
The selection ofand contracting withfirm to provide legal services shallbe
coordinated through the CountyCounsefs Office.The County Counsel shall
assist in securing a law firm with the requisite legal expertise and price
structure that would provide the best service to the County.CountyCounsel
shall be involved throughout the process of selecting a firm,developing a
contract,and monitoring the billing and services provided throughout the
contract period.
lE
Proposal No. 962-5337 Page 2
TABLE OF CONTENTS
PAGE
OVERVIEW..................................................................................................................... 3
KEYDATES ....................................................................................................................4
TRADE SECRET ACKNOWLEDGEMENT ..................................................................... 5
DISCLOSURE — CRIMINAL HISTORY & CIVIL ACTIONS............................................. 7
REFERENCE LIST........................................................................................................ 10
PARTICIPATION........................................................................................................... 11
GENERAL REQUIREMENTS ....................................................................................... 12
SPECIFIC BIDDING INSTRUCTIONS AND REQUIREMENTS.................................... 19
BIDDING INSTRUCTIONS AND REQUIREMENTS ..................................................... 22
SCOPEOF WORK........................................................................................................ 23
COSTPROPOSAL........................................................................................................ 26
PROPOSAL CONTENT REQUIREMENTS .................................................................. 30
AWARD CRITERIA....................................................................................................... 33
CHECKLIST................................................................................................................. 34
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Proposal No. 962-5337 Page 3
OVERVIEW
The County of Fresno on behalf of the Department of the Assessor-Recorder is requesting
proposals from qualified vendors to provide archival-quality restoration, preservation and
digitalization of Fresno County's vital records collection. The Fresno County Recorder's Office
records property documents, records marriage licenses and provides certified copies of birth,
death and marriage certificates. The mission of the Fresno county Recorder's Office is to
collect and preserve materials recording the history of Fresno County, and to make this material
available to the general public as well as to qualified governmental agencies and researchers.
The Vital Records Division of the Recorders Office has approximately 1,000 volumes of
materials housed at the Recorder's Office. This original source material is frequently handled in
the course of fulfilling the Recorder's duty to the public. Our historical records are unique
resources and important links to the past. They allow the public to trace and verify the
transactions of daily life: births, marriages and deaths.
This Request for Proposal addresses the need to restore and preserve the vital records library
under the care of the Recorder. This project will assure these records are available to future
generations. These volumes are the only County-owned copies of this critical archival material.
The selected Contractor shall provide services to stabilize repair and preserve selected records
and provide new bindings and storage systems. The selected Contractor will also provide
digitized images of each page of the records to facilitate public access and better preserve the
original materials from over-handling.
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Proposal No. 962-5337 Page 4
KEY DATES
RFP Issue Date: March 2, 2015
Vendor Conference: March 16, 2015 at 10:00 A.M.
Vendors are to contact Gary E. County of Fresno - Purchasing
Cornuelle at(559) 600-7114 if planning 4525 E. Hamilton Avenue, 2nd Floor
to attend vendor conference. Fresno, CA 93702
Deadline for Written Requests for March 26, 2015 at 5:00 P.M.
Interpretations or Corrections of RFP: E-Mail: gcornuelle(aD_co.fresno.ca.us
RFP Closing Date: April 9, 2015 at 2:00 P.M.
County of Fresno - Purchasing
4525 E. Hamilton Avenue, 2nd Floor
Fresno, CA 93702
Site Inspection March 17, 2015 at 9:00 A.M.
Hall of Records
2281 Tulare Street, Room 303
Fresno, CA 93721
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Proposal No. 962-5337 Page 5
TRADE SECRET ACKNOWLEDGEMENT
All proposals received by the County shall be considered "Public Record" as defined by Section
6252 of the California Government Code. This definition reads as follows:
"...Public records" includes any writing containing information relating to the conduct of the
public's business prepared, owned, used or retained by any state or local agency regardless
of physical form or characteristics "Public records" in the custody of, or maintained by, the
Governor's office means any writing prepared on or after January 6, 1975."
Each proposal submitted is Public record and is therefore subject to inspection by the public per
Section 6253 of the California Government Code. This section states that "every person has a
right to inspect any public record".
The County will not exclude any proposal or portion of a proposal from treatment as a public
record except in the instance that it is submitted as a trade secret as defined by the California
Government Code. Information submitted as proprietary, confidential or under any other such
terms that might suggest restricted public access will not be excluded from treatment as public
record.
"Trade secrets" as defined by Section 6254.7 of the California Government Code are deemed
not to be public record. This section defines trade secrets as:
"...Trade secrets," as used in this section, may include, but are not limited to, any
formula, plan, pattern, process, tool, mechanism, compound, procedure, production data
or compilation of information that is not patented, which is known only to certain
individuals within a commercial concern who are using it to fabricate, produce, or
compound an article of trade or a service having commercial value and which gives its
user an opportunity to obtain a business advantage over competitors who do not know
or use it."
Information identified by bidder as "trade secret" will be reviewed by County of Fresno's legal
counsel to determine conformance or non-conformance to this definition. Such material should
be submitted in a separate binder marked "Trade Secret". Examples of material not considered
to be trade secrets are pricing, cover letter, promotional materials, etc.
INFORMATION THAT IS PROPERLY IDENTIFIED AS TRADE SECRET AND CONFORMS
TO THE ABOVE DEFINITION WILL NOT BECOME PUBLIC RECORD. COUNTY WILL
SAFEGUARD THIS INFORMATION IN AN APPROPRIATE MANNER.
Information identified by bidder as trade secret and determined not to be in conformance with
the California Government Code definition shall be excluded from the proposal. Such
information will be returned to the bidder at bidder's expense upon written request.
Trade secrets must be submitted in a separate binder that is plainly marked "Trade Secrets."
The County shall not in any way be liable or responsible for the disclosure of any proposals or
portions thereof, if they are not (1) submitted in a separate binder that is plainly marked "Trade
Secret" on the outside; and (2) if disclosure is required or allowed under the provision of law or
by order of Court.
Vendors are advised that the County does not wish to receive trade secrets and that vendors
are not to supply trade secrets unless they are absolutely necessary.
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Proposal No. 962-5337 Page 6
TRADE SECRET ACKNOWLEDGEMENT
I have read and understand the above "Trade Secret Acknowledgement."
I understand that the County of Fresno has no responsibility for protecting information submitted
as a trade secret if it is not delivered in a separate binder plainly marked "Trade Secret." I also
understand that all information my company submits, except for that information submitted in a
separate binder plainly marked "Trade Secret," are public records subject to inspection by the
public. This is true no matter whether my company identified the information as proprietary,
confidential or under any other such terms that might suggest restricted public access.
Enter company name on appropriate line:
Has submitted information identified as Trade
(Company Name) Secrets in a separate marked binder.**
Has not submitted information identified as Trade
(Company Name) Secrets. Information submitted as proprietary
confidential or under any other such terms that
might suggest restricted public access will not be
excluded from treatment as public record.
ACKNOWLEDGED BY:
Signature Telephone
Print Name and Title Date
Address
City State Zip
**Bidders brief statement that clearly sets out the reasons for confidentiality in conforming with
the California Government Code definition.
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Proposal No. 962-5337 Page 7
DISCLOSURE - CRIMINAL HISTORY &
CIVIL ACTIONS
In their proposal, the bidder is required to disclose if any of the following conditions apply to
them, their owners, officers, corporate managers and partners (hereinafter collectively referred
to as "Bidder"):
• Within the three-year period preceding the proposal, they have been convicted of, or had
a civil judgment rendered against them for:
o fraud or a criminal offense in connection with obtaining, attempting to obtain, or
performing a public (federal, state, or local) transaction or contract under a public
transaction;
o violation of a federal or state antitrust statute;
o embezzlement, theft, forgery, bribery, falsification, or destruction of records; or
o false statements or receipt of stolen property
• Within a three-year period preceding their proposal, they have had a public transaction
(federal, state, or local) terminated for cause or default.
Disclosure of the above information will not automatically eliminate a Bidder from consideration.
The information will be considered as part of the determination of whether to award the contract
and any additional information or explanation that a Bidder elects to submit with the disclosed
information will be considered. If it is later determined that the Bidder failed to disclose required
information, any contract awarded to such Bidder may be immediately voided and terminated for
material failure to comply with the terms and conditions of the award.
Any Bidder who is awarded a contract must sign an appropriate Certification Regarding
Debarment, Suspension, and Other Responsibility Matters. Additionally, the Bidder awarded
the contract must immediately advise the County in writing if, during the term of the agreement:
(1) Bidder becomes suspended, debarred, excluded or ineligible for participation in federal or
state funded programs or from receiving federal funds as listed in the excluded parties list
system (http://www.epls.gov); or (2) any of the above listed conditions become applicable to
Bidder. The Bidder will indemnify, defend and hold the County harmless for any loss or damage
resulting from a conviction, debarment, exclusion, ineligibility or other matter listed in the signed
Certification Regarding Debarment, Suspension, and Other Responsibility Matters.
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Proposal No. 962-5337 Page 8
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBILITY MATTERS--PRIMARY COVERED TRANSACTIONS
INSTRUCTIONS FOR CERTIFICATION
1. By signing and submitting this proposal, the prospective primary participant is providing
the certification set out below.
2. The inability of a person to provide the certification required below will not necessarily
result in denial of participation in this covered transaction. The prospective participant
shall submit an explanation of why it cannot provide the certification set out below. The
certification or explanation will be considered in connection with the department or
agency's determination whether to enter into this transaction. However, failure of the
prospective primary participant to furnish a certification or an explanation shall disqualify
such person from participation in this transaction.
3. The certification in this clause is a material representation of fact upon which reliance
was placed when the department or agency determined to enter into this transaction. If
it is later determined that the prospective primary participant knowingly rendered an
erroneous certification, in addition to other remedies available to the Federal
Government, the department or agency may terminate this transaction for cause or
default.
4. The prospective primary participant shall provide immediate written notice to the
department or agency to which this proposal is submitted if at any time the prospective
primary participant learns that its certification was erroneous when submitted or has
become erroneous by reason of changed circumstances.
5. The terms covered transaction, debarred, suspended, ineligible, participant, person,
primary covered transaction, principal, proposal, and voluntarily excluded, as used in this
clause, have the meanings set out in the Definitions and Coverage sections of the rules
implementing Executive Order 12549. You may contact the department or agency to
which this proposal is being submitted for assistance in obtaining a copy of those
regulations.
6. Nothing contained in the foregoing shall be construed to require establishment of a
system of records in order to render in good faith the certification required by this clause.
The knowledge and information of a participant is not required to exceed that which is
normally possessed by a prudent person in the ordinary course of business dealings.
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Proposal No. 962-5337 Page 9
CERTIFICATION
(1) The prospective primary participant certifies to the best of its knowledge and belief, that it, its
owners, officers, corporate managers and partners:
(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded by any Federal department or agency;
(b) Have not within a three-year period preceding this proposal been convicted of or had a
civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (Federal, State or
local) transaction or contract under a public transaction; violation of Federal or State
antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
(c) Have not within a three-year period preceding this application/proposal had one or more
public transactions (Federal, State or local) terminated for cause or default.
(2) Where the prospective primary participant is unable to certify to any of the statements in this
certification, such prospective participant shall attach an explanation to this proposal.
Signature: Date:
(Printed Name & Title) (Name of Agency or Company)
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Proposal No. 962-5337 Page 10
VENDOR MUST COMPLETE AND RETURN WITH REQUEST FOR PROPOSAL
Firm:
REFERENCE LIST
Provide a list of at least five (5) customers for whom you have recently provided similar
services. Be sure to include all requested information.
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Reference Name: Contact:
Address:
City: State: Zip:
Phone No.: ( ) Date:
Service Provided:
Failure to provide a list of at least five (5) customers may be cause for rejection of
this RFP.
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Proposal No. 962-5337 Page 11
PARTICIPATION
The County of Fresno is a member of the Central Valley Purchasing Group. This group consists
of Fresno, Kern, Kings, and Tulare Counties and all governmental, tax supported agencies
within these counties.
Whenever possible, these and other tax supported agencies co-op (piggyback) on contracts put
in place by one of the other agencies.
Any agency choosing to avail itself of this opportunity, will make purchases in their own name,
make payment directly to the contractor, be liable to the contractor and vice versa, per the terms
of the original contract, all the while holding the County of Fresno harmless. If awarded this
contract, please indicate whether you would extend the same terms and conditions to all tax
supported agencies within this group as you are proposing to extend to Fresno County.
F171Yes, we will extend contract terms and conditions to all qualified agencies within the
Central Valley Purchasing Group and other tax supported agencies.
ElNo, we will not extend contract terms to any agency other than the County of Fresno.
(Authorized Signature)
Title
* Note: This form/information is not rated or ranked in evaluating proposal.
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GENERAL REQUIREMENTS
DEFINITIONS: The terms Bidder, Proposer, Contractor and Vendor are all used
interchangeably and refer to that person, partnership, corporation, organization, agency, etc.
which is offering the proposal and is identified on the Proposal Identification Sheet.
RFP CLARIFICATION AND REVISIONS: Any revisions to the RFP will be issued and
distributed as written addenda.
FIRM PROPOSAL: All proposals shall remain firm for at least one hundred eighty (180) days.
PROPOSAL PREPARATION: Proposals should be submitted in the formats shown under
"PROPOSAL CONTENT REQUIREMENTS" section of this RFP.
County of Fresno will not be held liable or any cost incurred by bidders responding to RFP.
Bidders are to bid what is specified or requested first. If unable to or unwilling to, bidder may
bid alternative or option, indicating all advantages, disadvantages and their associated cost.
SUPPORTIVE MATERIAL: Additional material may be submitted with the proposal as
appendices. Any additional descriptive material that is used in support of any information in
your proposal must be referenced by the appropriate paragraph(s) and page number(s).
Bidders are asked to submit their proposals in a binder (one that allows for easy removal of
pages) with index tabs separating the sections identified in the Table of Contents. Pages must
be numbered on the bottom of each page.
Any proposal attachments, documents, letters and materials submitted by the vendor shall be
binding and included as a part of the final contract should your bid be selected.
TAXES: The quoted amount must include all applicable taxes. If taxes are not specifically
identified in the proposal it will be assumed that they are included in the total quoted.
SALES TAX: Fresno County pays California State Sales Tax in the amount of 8.225%
regardless of vendor's place of doing business.
RETENTION: County of Fresno reserves the right to retain all proposals, excluding proprietary
documentation submitted per the instructions of this RFP, regardless of which response is
selected.
ORAL PRESENTATIONS: Each finalist may be required to make an oral presentation in Fresno
County and answer questions from County personnel.
AWARD/REJECTION: The award will be made to the vendor offering the overall proposal
deemed to be to the best advantage of the County. The County shall be the sole judge in
making such determination. The County reserves the right to reject any and all proposals. The
lowest bidders are not arbitrarily the vendors whose proposals will be selected. Award Notices
are tentative: Acceptance of an offer made in response to this RFP shall occur only upon
execution of an agreement by both parties or issuance of a valid written Purchase Order by
Fresno County Purchasing.
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County Purchasing will chair or co-chair all award, evaluation and contract negotiation
committees.
Award may require approval by the County of Fresno Board of Supervisors.
WAIVERS: The County reserves the right to waive any informalities or irregularities and any
technical or clerical errors in any quote as the interest of the County may require.
TERMINATION: The County reserves the right to terminate any resulting contract upon written
notice.
MINOR DEVIATIONS: The County reserves the right to negotiate minor deviations from the
prescribed terms, conditions and requirements with the selected vendor.
PROPOSAL REJECTION: Failure to respond to all questions or not to supply the requested
information could result in rejection of your proposal.
ASSIGNMENTS: The ensuing proposed contract will provide that the vendor may not assign
any payment or portions of payments without prior written consent of the County of Fresno.
BIDDERS LIABILITIES: County of Fresno will not be held liable for any cost incurred by
vendors in responding to the RFP.
CONFIDENTIALITY: Bidders shall not disclose information about the County's business or
business practices and safeguard confidential data which vendor staff may have access to in
the course of system implementation.
DISPUTE RESOLUTION: The ensuing contract shall be governed by the laws of the State of
California.
Any claim which cannot be amicably settled without court action will be litigated in the U. S.
District Court for the Eastern District of California in Fresno, CA or in a state court for Fresno
County.
NEWS RELEASE: Vendors shall not issue any news releases or otherwise release information
to any third party about this RFP or the vendor's quotation without prior written approval from
the County of Fresno.
BACKGROUND REVIEW: The County reserves the right to conduct a background inquiry of
each proposer/bidder which may include collection of appropriate criminal history information,
contractual and business associations and practices, employment histories and reputation in the
business community. By submitting a proposal/bid to the County, the vendor consents to such
an inquiry and agrees to make available to the County such books and records the County
deems necessary to conduct the inquiry.
PERFORMANCE BOND: The successful bidders may be required to furnish a faithful
performance bond. Bidders are to quote a separate price for a performance bond.
ACQUISITIONS: The County reserves the right to obtain the whole system/services/goods as
proposed or only a portion of the system/services/goods, or to make no acquisition at all.
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OWNERSHIP: The successful vendor will be required to provide to the County of Fresno
documented proof of ownership by the vendor, or its designated subcontractor, upon request of
the proposed programs/services/goods.
EXCEPTIONS: Identify with explanation, any terms, conditions, or stipulations of the RFP with
which you CAN NOT or WILL NOT comply with by proposal group.
ADDENDA: In the event that it becomes necessary to revise any part of this RFP, addenda will
be provided to all agencies and organizations that receive the basic RFP.
SUBCONTRACTORS: If a subcontractor is proposed, complete identification of the
subcontractor and his tasks should be provided. The primary contractor is not relieved of any
responsibility by virtue of using a subcontractor.
CONFLICT OF INTEREST: The County shall not contract with, and shall reject any bid or
proposal submitted by the persons or entities specified below, unless the Board of Supervisors
finds that special circumstances exist which justify the approval of such contract:
1. Employees of the County or public agencies for which the Board of Supervisors is the
governing body.
2. Profit-making firms or businesses in which employees described in Subsection (1) serve as
officers, principals, partners or major shareholders.
3. Persons who, within the immediately preceding twelve (12) months, came within the
provisions of Subsection (1), and who were employees in positions of substantial
responsibility in the area of service to be performed by the contract, or participated in any
way in developing the contract or its service specifications.
4. Profit-making firms or businesses in which the former employees described in Subsection
(3) serve as officers, principals, partners or major shareholders.
5. No County employee, whose position in the County enables him to influence the selection of
a contractor for this RFP, or any competing RFP, and no spouse or economic dependent of
such employee, shall be employees in any capacity by a bidder, or have any other direct or
indirect financial interest in the selection of a contractor.
6. In addition, no County employee will be employed by the selected vendor to fulfill the
vendor's contractual obligations to the County.
ORDINANCE 3.08.130 — POST-SEPARATION EMPLOYMENT PROHIBITED
No officer or employee of the County who separates from County service shall for a period of
one year after separation enter into any employment, contract, or other compensation
arrangement with any County consultant, vendor, or other County provider of goods, materials,
or services, where the officer or employee participated in any part of the decision making
process that led to the County relationship with the consultant, vendor or other County provider
of goods, materials or services.
Pursuant to Government Code section 25132(a), a violation of the ordinance may be enjoined
by an injunction in a civil lawsuit, or prosecuted as a criminal misdemeanor.
EVALUATION CRITERIA: Respondents will be evaluated on the basis of their responses to all
questions and requirements in this RFP and product cost. The County shall be the sole judge in
the ranking process and reserves the right to reject any or all bids. False, incomplete or
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unresponsive statements in connection with this proposal may be sufficient cause for its
rejection.
SELECTION PROCESS: All proposals will be evaluated by a team consisting of representatives
from appropriate County Department(s), and Purchasing. It will be their responsibility to make
the final recommendations. Purchasing will chair or co-chair the evaluation or evaluation
process.
Organizations that submit a proposal may be required to make an oral presentation to the
Selection Committee. These presentations provide an opportunity for the individual, agency, or
organization to clarify its proposal to ensure thorough, mutual understanding.
INDEPENDENT CONTRACTOR: In performance of the work, duties, and obligations assumed
by Contractor under any ensuing Agreement, it is mutually understood and agreed that
Contractor, including any and all of Contractor's officers, agents, and employees will at all times
be acting and performing as an independent contractor, and shall act in an independent
capacity and not as an officer, agent, servant, employee, joint venture, partner, or associate of
the County. Furthermore, County shall have no right to control, supervise, or direct the manner
or method by which Contractor shall perform its work and function. However, County shall
retain the right to administer this Agreement so as to verify that Contractor is performing its
obligations in accordance with the terms and conditions thereof. Contractor and County shall
comply with all applicable provisions of law and the rules and regulations, if any, of
governmental authorities having jurisdiction over matters the subject thereof.
Because of its status as an independent contractor, Contractor shall have absolutely no right to
employment rights and benefits available to County employees. Contractor shall be solely liable
and responsible for providing to, or on behalf of, its employees all legally required employee
benefits. In addition, Contractor shall be solely responsible and save County harmless from all
matters relating to payment of Contractor's employees, including compliance with Social
Security, withholding, and all other regulations governing such matters. It is acknowledged that
during the term of the Agreement, Contractor may be providing services to others unrelated to
the COUNTY or to the Agreement.
HOLD HARMLESS CLAUSE: Contractor agrees to indemnify, save, hold harmless and at
County's request, defend the County, its officers, agents and employees, from any and all costs
and expenses, damages, liabilities, claims and losses occurring or resulting to County in
connection with the performance, or failure to perform, by Contractor, its officers, agents or
employees under this Agreement and from any and all costs and expenses, damages, liabilities,
claims and losses occurring or resulting to any person, firm or corporation who may be injured
or damaged by the performance, or failure to perform, of Contractor, its officers, agents or
employees under this Agreement.
SELF-DEALING TRANSACTION DISCLOSURE: Contractor agrees that when operating as a
corporation (a for-profit or non-profit corporation), or if during the term of the agreement the
Contractor changes its status to operate as a corporation, members of the Contractor's Board of
Directors shall disclose any self-dealing transactions that they are a party to while Contractor is
providing goods or performing services under the agreement with the County. A self-dealing
transaction shall mean a transaction to which the Contractor is a party and in which one or more
of its directors has a material financial interest. Members of the Board of Directors shall
disclose any self-dealing transactions that they are a party to by completing and signing a
Fresno County Self-Dealing Transaction Disclosure Form and submitting it to the County prior to
commencing with the self-dealing transaction or immediately thereafter.
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PRICE RESPONSIBILITY: The selected vendor will be required to assume full responsibility for
all services and activities offered in the proposal, whether or not they are provided directly.
Further, the County of Fresno will consider the selected vendor to be the sole point of contact
with regard to contractual matters, including payment of any and all charges resulting from the
contract. The contractor may not subcontract or transfer the contract, or any right or obligation
arising out of the contract, without first having obtained the express written consent of the
County.
ADDRESSES AND TELEPHONE NUMBERS: The vendor will provide the business address
and mailing address, if different, as well as the telephone number of the individual signing the
contract.
ASSURANCES: Any contract awarded under this RFP must be carried out in full compliance
with The Civil Rights Act of 1964, The Americans With Disabilities Act of 1990, their subsequent
amendments, and any and all other laws protecting the rights of individuals and agencies. The
County of Fresno has a zero tolerance for discrimination, implied or expressed, and wants to
ensure that policy continues under this RFP. The contractor must also guarantee that services,
or workmanship, provided will be performed in compliance with all applicable local, state, or
federal laws and regulations pertinent to the types of services, or project, of the nature required
under this RFP. In addition, the contractor may be required to provide evidence substantiating
that their employees have the necessary skills and training to perform the required services or
work.
INSURANCE:
Without limiting the COUNTY's right to obtain indemnification from CONTRACTOR or any third
parties, CONTRACTOR, at its sole expense, shall maintain in full force and effect, the following
insurance policies or a program of self-insurance, including but not limited to, an insurance
pooling arrangement or Joint Powers Agreement (JPA) throughout the term of the Agreement:
A. Commercial General Liability
Commercial General Liability Insurance with limits of not less than One Million Dollars
($1,000,000) per occurrence and an annual aggregate of Two Million Dollars ($2,000,000).
This policy shall be issued on a per occurrence basis. COUNTY may require specific
coverages including completed operations, products liability, contractual liability, Explosion-
Collapse-Underground, fire legal liability or any other liability insurance deemed necessary
because of the nature of this contract.
B. Automobile Liability
Comprehensive Automobile Liability Insurance with limits for bodily injury of not less than
Two Hundred Fifty Thousand Dollars ($250,000.00) per person, Five Hundred Thousand
Dollars ($500,000.00) per accident and for property damages of not less than Fifty
Thousand Dollars ($50,000.00), or such coverage with a combined single limit of Five
Hundred Thousand Dollars ($500,000.00). Coverage should include owned and non-owned
vehicles used in connection with this Agreement.
C. Professional Liability
If CONTRACTOR employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W.,
M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than
One Million Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00)
annual aggregate.
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This coverage shall be issued on a per claim basis. Contractor agrees that it shall maintain,
at its sole expense, in full force and effect for a period of three (3) years following the
termination of this Agreement, one or more policies of professional liability insurance with
limits of coverage as specified herein.
D. Worker's Compensation
A policy of Worker's Compensation insurance as may be required by the California Labor
Code.
Contractor shall obtain endorsements to the Commercial General Liability insurance naming the
County of Fresno, its officers, agents, and employees, individually and collectively, as additional
insured, but only insofar as the operations under this Agreement are concerned. Such coverage
for additional insured shall apply as primary insurance and any other insurance, or
self-insurance, maintained by County, its officers, agents and employees shall be excess only
and not contributing with insurance provided under Contractor's policies herein. This insurance
shall not be cancelled or changed without a minimum of thirty (30) days advance written notice
given to County.
Within thirty (30) days from the date Contractor executes this Agreement, Contractor shall
provide certificates of insurance and endorsement as stated above for all of the foregoing
policies, as required herein, to the County of Fresno —Assessor-Recorder, Attn: James Holly,
2281 Tulare Street, Room 201, Fresno, CA 93721, stating that such insurance coverage have
been obtained and are in full force; that the County of Fresno, its officers, agents and
employees will not be responsible for any premiums on the policies; that such Commercial
General Liability insurance names the County of Fresno, its officers, agents and employees,
individually and collectively, as additional insured, but only insofar as the operations under this
Agreement are concerned; that such coverage for additional insured shall apply as primary
insurance and any other insurance, or self-insurance, maintained by County, its officers, agents
and employees, shall be excess only and not contributing with insurance provided under
Contractor's policies herein; and that this insurance shall not be cancelled or changed without a
minimum of thirty (30) days advance, written notice given to County.
In the event Contractor fails to keep in effect at all times insurance coverage as herein provided,
the County may, in addition to other remedies it may have, suspend or terminate this Agreement
upon the occurrence of such event.
All policies shall be with admitted insurers licensed to do business in the State of California.
Insurance purchased shall be purchased from companies possessing a current A.M. Best, Inc.
rating of A FSC VII or better.
AUDIT AND RETENTION: The Contractor shall maintain in good and legible condition all
books, documents, papers, data files and other records related to its performance under this
contract. Such records shall be complete and available to Fresno County, the State of
California, the federal government or their duly authorized representatives for the purpose of
audit, examination, or copying during the term of the contract and for a period of at least three
years following the County's final payment under the contract or until conclusion of any pending
matter (e.g., litigation or audit), whichever is later. Such records must be retained in the manner
described above until all pending matters are closed.
DEFAULT: In case of default by the selected bidder, the County may procure materials and
services from another source and may recover the loss occasioned thereby from any unpaid
balance due the selected bidder, or by any other legal means available to the County.
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BREACH OF CONTRACT: In the event of breach of contract by either party, the other party
shall be relieved of its obligations under this agreement and may pursue any legal remedies.
CONFIDENTIALITY
All services performed by vendor shall be in strict conformance with all applicable Federal, State
of California and/or local laws and regulations relating to confidentiality, including but not limited
to, California Civil Code, California Welfare and Institutions Code, Health and Safety Code,
California Code of Regulations, Code of Federal Regulations.
Vendor shall submit to County's monitoring of said compliance.
Vendor may be a Business associate of County, as that term is defined in the "Privacy Rule"
enacted by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). As a
HIPAA Business Associate, vendor may use or disclose protected health information ("PHI") to
perform functions, activities or services for or on behalf of County, as specified by the County,
provided that such use or disclosure shall not violate HIPAA and its implementing regulations.
The uses and disclosures of PHI may not be more expansive than those applicable to County,
as the "Covered Entity" under HIPAA's Privacy Rule, except as authorized for management,
administrative or legal responsibilities of the Business Associate.
Vendor shall not use or further disclose PHI other than as permitted or required by the County,
or as required by law without written notice to the County.
Vendor shall ensure that any agent, including any subcontractor, to which vendor provides PHI
received from, or created or received by the vendor on behalf of County, shall comply with the
same restrictions and conditions with respect to such information.
APPEALS
Appeals must be submitted in writing within *seven (7) working days after notification of
proposed recommendations for award. A "Notice of Award" is not an indication of County's
acceptance of an offer made in response to this RFP. Appeals shall be submitted to County of
Fresno Purchasing, 4525 E. Hamilton Avenue 2nd Floor, Fresno, California 93702-4599.
Appeals should address only areas regarding RFP contradictions, procurement errors,
quotation rating discrepancies, legality of procurement context, conflict of interest, and
inappropriate or unfair competitive procurement grievance regarding the RFP process.
Purchasing will provide a written response to the complainant within *seven (7) working days
unless the complainant is notified more time is required.
If the protesting bidder is not satisfied with the decision of Purchasing, he/she shall have the
right to appeal to the Purchasing Agent/CAO within seven (7) working days after Purchasing's
notification; except, if notified to appeal directly to the Board of Supervisors at the scheduled
date and time.
If the protesting bidder is not satisfied with Purchasing Agent/CAO's decision, the final appeal is
with the Board of Supervisors.
*The seven (7)working day period shall commence and be computed by excluding the first day and including the last
day upon the date that the notification is issued by the County.
RIGHTS OF OWNERSHIP
The County shall maintain all rights of ownership and use to all materials designed, created or
constructed associated with this service/project/program.
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SPECIFIC BIDDING INSTRUCTIONS AND
REQUIREMENTS
ISSUING AGENT: This RFP has been issued by County of Fresno, Purchasing. Purchasing
shall be the vendor's sole point of contact with regard to the RFP, its content, and all issues
concerning it.
AUTHORIZED CONTACT: All communication regarding this RFP shall be directed to an
authorized representative of County Purchasing. The specific buyer managing this RFP is
identified on the cover page, along with his or her telephone number, and he or she should be
the primary point of contact for discussions or information pertaining to the RFP. Contact with
any other County representative, including elected officials, for the purpose of discussing this
RFP, it content, or any other issue concerning it, is prohibited unless authorized by Purchasing.
Violation of this clause, by the vendor having unauthorized contact (verbally or in writing) with
such other County representatives, may constitute grounds for rejection by Purchasing of the
vendor's quotation.
The above stated restriction on vendor contact with County representatives shall apply until the
County has awarded a purchase order or contract to a vendor or vendors, except as follows.
First, in the event that a vendor initiates a formal protest against the RFP, such vendor may
contact the appropriate individual, or individuals who are managing that protest as outlined in
the County's established protest procedures. All such contact must be in accordance with the
sequence set forth under the protest procedures. Second, in the event a public hearing is
scheduled before the Board of Supervisors to hear testimony prior to its approval of a purchase
order or contract, any vendor may address the Board.
VENDOR CONFERENCE: On March 16, 2015 at 10:00 A.M., a vendor's conference will be
held in which the scope of the project and proposal requirements will be explained. The
meeting will be held at the office of County of Fresno Purchasing, 4525 E. Hamilton
(between Cedar and Maple), 2nd Floor, Fresno, California. Addendum will be prepared and
distributed to all bidders only if necessary to clarify substantive items raised during the bidders'
conference.
Bidders are to contact Gary E. Cornuelle at County of Fresno Purchasing, (559) 600-7114, if
they are planning to attend the conference.
NUMBER OF COPIES: Submit one (1) original, with two (2) *reproducible compact disc
enclosed and six (6) copies of your proposal no later than the proposal acceptance date and
time as stated on the front of this document to County of Fresno Purchasing. The cover page of
each document is to be appropriately marked "Original" or"Copy".
*Bidder shall submit two (2) reproducible compact disc (i.e.: PDF file) containing the
complete proposal excluding trade secrets. Compact disc should accompany the
original binder and should be either attached to the inside cover of the binder or inserted
in an attached sleeve or envelope in the front of the binder to insure the disc is not
misplaced.
INTERPRETATION OF RFP: Vendors must make careful examination of the requirements,
specifications and conditions expressed in the RFP and fully inform themselves as to the quality
and character of services required. If any person planning to submit a proposal finds
discrepancies in or omissions from the RFP or has any doubt as to the true meaning or
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interpretation, correction thereof may be requested at the scheduled Vendor Conference (see
above). Any change in the RFP will be made only by written addendum, duly issued by the
County. The County will not be responsible for any other explanations or interpretations.
Questions may be submitted subsequent to the Vendor Conference, subject to the following
conditions:
a. Such questions are submitted in writing to the County Purchasing not later than March 26,
2015 at 5:00 p.m. Questions must be directed to the attention of Gary E. Cornuelle,
Purchasing Manager.
b. Such questions are submitted with the understanding that County can respond only to
questions it considers material in nature.
c. Questions shall be e-mailed to gcornuelle(cDco.fresno.ca.us.
NOTE: The bidder is encouraged to submit all questions at the Vendor Conference. Time
limitations can prevent a response to questions submitted after the conference.
SELECTION COMMITTEE: All proposals will be evaluated by a team co-chaired by Purchasing.
All proposals will be evaluated by a review committee that may consist of County of Fresno
Purchasing, department staff, community representatives from advisory boards and other
members as appropriate.
The proposals will be evaluated in a multi-stage selection process. Some bids may be
eliminated or set aside after an initial review. If a proposal does not respond adequately to the
RFP or the bidder is deemed unsuitable or incapable of delivering services, the proposal may
be eliminated from consideration. It will be the selection committee's responsibility to make the
final recommendation to the Department Head.
CONTRACT TERM: It is County's intent to contract with the successful bidder for a term of
three (3) years with the option to renew for up to two (2) additional one (1) year periods based
on mutual written consent. County will retain the right to terminate the Agreement upon giving
thirty (30) days advance written notification to the Contractor.
PAYMENT: The County of Fresno, if appropriate, may use Procurement Card to place and
make payment for orders under the ensuing contract.
AUDITED FINANCIAL STATEMENTS: Copies of the audited Financial Statements for the last
three (3) years for the business, agency or program that will be providing the service(s)
proposed. If audited statements are not available, complied or reviewed statements will be
accepted with copies of three years of corresponding federal tax returns. This information is to
be provided after the RFP closes, if requested. Do not provide with your proposal.
CONTRACT NEGOTIATION: The County will prepare and negotiate its own contract with the
selected vendor, giving due consideration to standard contracts and associated legal
documents submitted as a part of bidder's response to the RFP. The tentative award of the
contract is based on successful negotiation pending formal recommendation of award. Bidder
is to include in response the names and titles of officials authorized to conduct such
negotiations.
NOTICES: All notices, payments, invoices, insurance and endorsement certificates, etc. need to
be submitted as follows: referencing contract/purchase order number, department, position, title
and address of administering official.
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EPAYMENT OPTION: The County of Fresno provides an Epay Program which involves
payment of invoices by a secure Visa account number assigned to the supplier after award of
contract. Notification of payments and required invoice information are issued to the supplier's
designated Accounts Receivable contact by e-mail remittance advice at time of payment. To
learn more about the benefits of an Epay Program, how it works, and obtain answers to
frequently asked questions, click or copy and paste the following URL into your browser:
www.bankofamerica.com/epayablesvendors or call Fresno County Accounts Payable, 559-600-
3609.
LOCAL VENDOR PREFERENCE: The Local Vendor Preference does not apply to this
Request for Proposal.
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BIDDING INSTRUCTIONS AND REQUIREMENTS
SITE INSPECTION: Each bidder shall have examined the site of work before bidding and
shall be responsible for having acquired full knowledge of the job and of all problems affecting
it. No variations or allowance from the contract sum will be made because of lack of such
examination. The date inspection will be held is:
DATE: March 17, 2015
TIME: 9:OOAM
LOCATION: Hall of Records
2281 Tulare Street, Room 303
Fresno, CA 93721
It is anticipated that it will take one day to review the site. It is essential that you
contact the Buyer identified on the cover so that the County is aware how many will be
attending so that all will be accommodated.
NOTICE TO PROCEED: Following execution of the agreement by both parties (County and
Contractor), the County will issue a written Notice to Proceed for the project specified herein.
The completion period as defined below, shall commence upon the date that the Notice to
Proceed is delivered to the Contractor.
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SCOPE OF WORK
The County of Fresno on behalf of the Department of the Assessor-Recorder is requesting
proposals from qualified vendors to provide document restoration and preservation services.
Specific requirements to be addressed in the Proposal are as follows:
1. Contractor shall be responsible for conducting a review of the contents of the Vital Records
Library.
2. Contractor shall maintain an information log for each volume received noting all the
following:
a) Condition of volume upon receipt.
b) Number of pages and proper pagination, blank pages
c) Proper alignment of pages.
d) Paper type.
e) Binding type.
f) Presence of staples, paper clips, brads, etc.
g) Presence of previous repairs.
h) Presence of acidic glue.
i) Notation of original lettering on spine and covers.
j) Loose pages and attachments.
k) Pages blank on both sides.
1) Special characteristics.
m) Any other information pertinent to the identification of the volume.
n) Date received
3. It will be the Contractor's duty to exercise extreme care in dismantling the bindings of the
volumes. Under no circumstance will cutting sections of bindings be allowed. Volumes
must be disassembled by hand. Text blocks must be thoroughly cleaned and carefully
disassembled and reassembled.
The Contractor shall perform all the following by hand:
a) Remove all original binding material and adhesive residues.
b) Remove any and all staples, paper clips, brads, etc.
c) Remove pressure sensitive tape and old glue.
d) Remove pages blank on both sides.
e) Disassembly of volumes.
f) All trimming of pages
4. Contractor shall clean all paper as necessary by accepted archival methods only.
a) Contractor shall: Hand mend and guard paper tears. Mending tissue should be
lightweight, closely matched in color and flexibility, eliminating formation of a breaking
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Proposal No. 962-5337 Page 24
point in the sheet. (Gampi or proven equal for tear repairs; Kozo, Sekishu or proven
equal for guarding, also known as Japanese paper.) Adhesive for all tear repairs and
guarding of folios to be ethyl cellulose paste or proven equal, including liquid acrylic
adhesives such as Rhoplex. Sufficient press time will be allowed for paper to completely
dry after the mending process to ensure paper will not cockle and that text block lies flat
without external pressure.
b) Reinforce weak or tattered sheets with acid-free reversible adhesive or proven equal as
necessary to maintain mechanical integrity of page/volume.
c) Repair or replace index tabs as necessary.
d) Neatly hand-trim all sheets to consistent size for uniformity and appearance, unless
doing so would damage text.
e) Sheets are to be flattened as necessary.
5. De-acidification and buffering on each page/folio must be done as appropriate using only
Bookkeeper de-acidification spray.
6. Restored sheets shall be returned to the County encapsulated and bound as follows.
a) All Envelopes to be of uniform size with heat-sealed weld on edges (ultrasonic weld is
not acceptable). Radio frequency edge welding is acceptable.
b) Disaster Safe Binders or equivalent shall be used with lettering on spines as approved in
advance by Recorder or designee.
c) Information log as described in item number two (2) of the Scope of Work shall be
provided for each completed binder.
7. All Book-stamp titles are to be reviewed and approved in advance by the County Recorder
or designee.
8. Contractor will provide an estimate of the storage/space/capacity needed for returned
volumes.
a) Flexible storage and display options for the binders will be presented.
b) Coordinate with County Architect in evaluating floor loads and means of disbursement of
weight appropriate to the site.
9. Contractor shall scan each page to create digitized images as follows:
a) Each scanned image shall be no less than 300 dpi for best quality.
b) All converted images shall be TIFF Group 4 format.
c) Images will be scanned and maintained in order on archival gold DVDs.
d) Two original sets of master archival gold DVDs will be provided.
e) Each scanned image shall be 100% readable.
f) Contractor is responsible for all reconciliation and error correction processing to assure
all records and images are accounted for. No extra spaces unless placeholder pages
are provided, e.g. "No Image in Original".
g) Contractor shall re-process, at Contractor's expense, all images that do not meet image
quality acceptance standards as determined by the Recorder or designee.
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Proposal No. 962-5337 Page 25
h) Contractor must provide a method for handling missing scanned images, multiple
images, and incorrect or poor-quality images.
i) Vendor shall furnish a DVD index referencing the book title and volume number of the
contents either in book/binder form or by spreadsheet.
10. Vendor shall submit an Estimated a time frame for the completion of the project based on
the Scope of Work.
11. Contractor will describe all privacy safeguards to protect Personal Identifying Information.
12. All records/volumes and images are the sole property of the County and cannot be
reproduced or retained by the Contractor.
13. Vendor is strictly forbidden from providing copies of County records to third-parties.
14. Contractor shall be responsible for safeguarding all County property in accordance with this
Scope of Work. A security plan will be submitted along with each proposal to assure this
compliance.
15. All Bidders will provide evidence of at least a minimum of five (5) years' experience in
archival conservation of California County records. Experience must include de-acidification
in addition to binding and paper conservation. A reference list of similar projects for
California county governments shall be submitted to the County. The total years of
California experience over and above the five (5) years should be provided in the Request
for Proposal.
16. All materials are to be picked up and delivered by vendor.
17. Access to information and images held by Contractor while being preserved shall be
provided furnished to the County within one hour of request. Information may be sent via
scan/email, fax or telephone call. Images must be delivered to the 300 dpi standard.
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Proposal No. 962-5337 Page 26
COST PROPOSAL
Firm:
Please complete the following cost sheet. The price sheet must be complete. Add any additional
lines as needed. Cost to include pick-up, delivery and insurance.
Part I: Book Restoration
Type ofBook/Notes Book No.of Page Size Cost Per Taxable Total
Count Pages Book Amount
State Birth Index 20 400 11 x 8 1/2
State Death Index 16 200 11 x 8 1/2
State Bride Index 11 125 13 x 8 1/2
State Groom Index 15 125 13 x 8 1/2
61 Thru 72(Birth) 12 300 9 X 11
14a Thm 54a(Birth) 42 500 8 X7
170 Thru 185(Birth) 16 750 6 1/2 X I I
Selma,Coa,Etc(Birth Small City) 71 125 8 X6 1/4
Kgs I,Rdly L Etc(Birth Big City) 11 200 18 X l l
Sehm,I Ti Tii(Birth Big City) 4 120 14 X91/2
Fresno I(Both Fresno City) 1 164 15 X 101/4
Fresno City 1-15(Birth Larg City) 15 500 15 1/2 X9 1/2
Fresno(Birth County Index) 10 1000 17 1/2 X 14
AThm Z(Birth City Index) 3 1000 17 1/2 X 14
1 Thru 9(Both Largh Delyed) 9 160 17 1/2 X 11 1/2
1(Both Large Delayed) 1 400 10 1/2 X6 1/2
10(Birth Large Delayed) 10 400 10 1/2 X6 1/2
1 Thm 12(Death Index City Regular) 12 500 17 X 11 1/2
1(Death Index Outside Distcs) 1 500 15 1/2 X 11
1 Thm 9(Death Index Large) 9 500 16 X 10 1/2
1 Thru 73,2a&3a(Death Large County) 75 750 10 1/2 X 15 1/2
74 Thm 81 (Death Small County) 8 750 10 1/2 X6 1/2
AThru I(Death Lettered Spine) 9 500 7 3/4 X8
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Proposal No. 962-5337 Page 27
Type ofBook/Notes Book No.of Page Size Cost Per Taxable Total
Count Pages Book Amount
la Thru 23a(Death"A'Books) 23 450 8 1/2 X7
I&li(Death Coalinga Large) 2 200 12 X 15 1/2
I&Ti(Death Fowler&Firebaugh) 2 200 12 X 15 1/2
6,7&8(Death Coalinga) 1 300 8 X7
3,4&5(Death Coalinga Small) 3 200 6 3/4 X8
1&2(Death Fowler&Firebaugh) 2 100 18 X 11
1a,2,3,4&5(Death Fowler,Thin) 5 100 18 X 11
17 Thru 87(Nhrriage Large) 71 500 17 1/2 X 111/2
88 Thru 95(Nhrriage Small) 8 750 11 X6 1/2
Nhn A Z,Women A Z(Nhniage Index) 12 500 18 X 14
1 Thru 5(Nhmage Index) 5 300 17 1/2 X 11 1/2
1 a,2a&3a(Nhniage Index"A'Books) 3 500 11 X 16
AThru Z(Nhrriage) 26 500 17 1/2 X l l
27 Thru 41(Nhniage Certs) 15 500 17 1/2 X 11
1 And 2(Death Index Irg Reedley) 2 200 15 1/2 X 10
3,4&5(Death Index Reedley) 3 100 7 1/2 X8
1 Thru 16(Nhrriage Regular) 16 500 17 1/2 X 11
1,3,5&5(Correct)(Nhrriage Affidavits) 4 500 17 1/2 X 11
1889 Thru 1900(Marriage Certs,Thin Books) 12 400 14 X8
1(Fresno Death Index D 1 325 15 1/2 X 10 1/2
1(Fresno Death Index lei) 1 25 15 1/2 X 10 1/2
1(Clovis City Death Index) 1 27 15 1/2 X 10
2,3,4&5(Clovis Deaths Small) 4 100 7 1/2 X8
I(Sanger Deaths Large) 1 85 15 1/2 X 10
2,3,4,5,6,7,&8(Sanger Deaths Small) 7 200 6 3/4 X8
1,2,4,5,6&7(Selma Deaths Small) 6 120 7 3/4 X8 1/2
3,8,9&10(Selma Deaths Large) 4 150 14 X8 1/2
lb,2b,4b(Deaths B Books) 3 500 6 3/4 X8
A-K And IrZ(Fresno Death Small Index) 2 500 21 X 14
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Proposal No. 962-5337 Page 28
Type ofBook/Notes Book No.of Page Size Cost Per Taxable Total
Count Pages Book Amount
1,2,3&4(Fresno Death Small Index) 4 500 15 1/2 X 10
1(Birth Delayed Index) 1 500 17 1/2 X 14
1818 Thru 1819(Marriage Index) 1 210 18 X 11 1/2
1919 Thru 1929(Birth Index) 2 500 18 X 11 1/2
1,2,2a&2b Thru 60(County Birth) 62 250 17 1/2 X 11 1/2
73 Thru 160(County Birth) 97 250 17 1/2 X 11 1/2
170 Thru 185(County Birth SmlParchment) 16 750 10 1/2 X6 1/2
1 And F(Fresno Birth IAnd h) 2 170 15 X 10 1/2
Iii(Fresno Birth Tn) 1 200 15 1/2 X 10 1/2
Clovis I(Clovis Births Large City) 1 156 15 1/2 X 10
2 Thru 9(Clovis Births Small City) 8 200 7 1/2 X6 3/4
1,2&4(Coalinga Birth Large Book) 3 200 17 1/2 X 11
5 Thru 14(Coalinga Birth Thin Books) 10 200 71/2 X6 1/2
15-17, 18-20,21-23,24-25(Coalinga Both Th 4 200 7 X8 1/2
Books)
1,2(Firebaugh Birth Regular) 2 50 6 3/4 X7 1/2
la Thru 7(Fowler Baths Small) 7 100 6 X8
1(Fowler Births Large) 1 100 17 1/2 X 11
1,13,14,15, 16(Selma Births Large) 5 150 14 X8
2 Thru 12(Selma Births Small) 11 100 6 X8
1(Sanger Birth Large) 1 150 14 X8
2 Thru 15(Sanger Birth Small) 13 200 6 3/4 X8
Ntn A-4 Women A Z(Nhr Index Lettered 12 500 17 1/2 X 15
Spine)
1(Reedley Birth Large) 1 150 14 X8
la Thru15(ReedleyBirth Small) 15 105 6 X8
1(Kngsburg Bath Large) 1 150 14 X8
3(Kmgsburg Birth Small) 1 12 6 3/4 X8
2 And 2(Kngsburg Birth Thick) 2 770 6 3/4 X8
1 a Thru 9a(Fresno Births City Tn) 4 500 16 X 11
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Proposal No. 962-5337 Page 29
Type ofBook/Notes Book No.of Page Size Cost Per Taxable Total
Count Pages Book Amount
16 Thru 22(Fresno Birth) 7 500 16 X 11
13a Thru 54a(Fresno Birth Thick Small"A) 42 500 6 3/4 X8
AThru K(Fresno Birth City Initialed Spine) 5 750 15 1/2 X 11
AThru Z(State Death Index 1905-1929) 8 540 8 X 10
AThru Z(State Death Index 1930-1939) 8 100 8 1/2 X 11
lb Thru 13b(Fresno Births Thick 1949) 25 250 7 X91/2
1889 Thru 1900(Fresno Nhrriage Thin Books) 12 550 17 1/2 X8
1,3,5 And 5(AffCorrect)(Fresno Nhniage) 4 500 17 1/2 X 11
1 Thru 16(Fresno Nhrriage Regular) 16 500 15 1/2 X9 3/4
1905 Thru 1955(California Birth Index) 20 1751 8 1/2 X 101/2
Totals:
Part II: Gold Archival DVD's, Two Sets
Estimate Number of DVD's Two Sets Cost Total Taxable Amount Total
Part III: Storage Cabinets. Cost to include shipping, setup and installation
Type of Cabinet Cost Taxable Amount Total
Compact Rolling
Display
Part IV: Itemize any additional costs associated with this project
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Proposal No. 962-5337 Page 30
PROPOSAL CONTENT REQUIREMENTS
It is important that the vendor submit his/her proposal in accordance with the format and
instructions provided under this section. Doing so will facilitate the evaluation of the
proposal. It will limit the possibility of a poor rating due to the omission or mis-
categorization of the requested information. Responding in the requested format will
enhance the evaluation team's item by item comparison of each proposal item. The
vendor's proposal may be placed at a disadvantage if submitted in a format other than
that identified below.
Bidders are requested to submit their proposals in a binder (one that allows for easy removal of
pages) with index tabs separating the sections identified. Each page should be numbered.
Each binder is to be clearly marked on the cover with the proposal name, number,
closing date, "Original" or "Copy", and bidder's name.
Merely offering to meet the specifications is insufficient and will not be accepted. Each bidder
shall submit a complete proposal with all information requested. Supportive material may be
attached as appendices. All pages, including the appendices, must be numbered.
Vendors are instructed not to submit confidential, proprietary and related information
within the request for proposal. If you are submitting trade secrets, it must be submitted
in a separate binder clearly marked "TRADE SECRETS", see Trade Secret
Acknowledgement section.
The content and sequence of the proposals will be as follows:
I. RFP PAGE 1 AND ADDENDUM(S) PAGE 1 (IF APPLICABLE) completed and signed by
participating individual or agency.
II. COVER LETTER: A one-page cover letter and introduction including the company name
and address of the bidder and the name, address and telephone number of the person
or persons to be used for contact and who will be authorized to make representations for
the bidder.
A. Whether the bidder is an individual, partnership or corporation shall also be stated. It
will be signed by the individual, partner, or an officer or agent of the corporation
authorized to bind the corporation, depending upon the legal nature of the bidder. A
corporation submitting a proposal may be required before the contract is finally
awarded to furnish a certificate as to its corporate existence, and satisfactory
evidence as to the officer or officers authorized to execute the contract on behalf of
the corporation.
III. TABLE OF CONTENTS
IV. CONFLICT OF INTEREST STATEMENT: The Contractor may become involved in
situations where conflict of interest could occur due to individual or organizational
activities that occur within the County. In this section the bidder should address the
potential, if any, for conflict of interest and indicate plans, if applicable, to address
potential conflict of interest. This section will be reviewed by County Counsel for
compliance with conflict of interest as part of the review process. The Contractor shall
comply with all federal, state and local conflict of interest laws, statutes and regulations.
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Proposal No. 962-5337 Page 31
V. TRADE SECRET:
A. Sign where required.
VI. CERTIFICATION — DISCLOSURE — CRIMINAL HISTORY & CIVIL ACTIONS
VI I. REFERENCES
VIII. PARTICIPATION
IX. EXCEPTIONS: This portion of the proposal will note any exceptions to the requirements
and conditions taken by the bidder. If exceptions are not noted, the County will assume
that the bidder's proposals meet those requirements. The exceptions shall be noted as
follows:
A. Exceptions to General Conditions.
B. Exceptions to General Requirements.
C. Exceptions to Specific Terms and Conditions.
D. Exceptions to Scope of Work.
E. Exceptions to Proposal Content Requirements.
F. Exceptions to any other part of this RFP.
X. VENDOR COMPANY DATA: This section should include:
A. A narrative which demonstrates the vendor's basic familiarity or experience with
problems associated with this service/project.
B. Descriptions of any similar or related contracts under which the bidder has provided
services.
C. Descriptions of the qualifications of the individual(s) providing the services.
D. Any material (including letters of support or endorsement) indicative of the bidder's
capability.
E. A brief description of the bidder's current operations, and ability to provide the
services.
F. Copies of the audited Financial Statements for the last three (3) years for the agency
or program that will be providing the service(s) proposed. If audited statements are
not available, complied or reviewed statements will be accepted with copies of three
years of corresponding federal tax returns. This information is to be provided after
the RFP closes, if requested. Do not provide with your proposal.
G. Describe all contracts that have been terminated before completion within the last
five (5) years:
1. Agency contract with
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Proposal No. 962-5337 Page 32
2. Date of original contract
3. Reason for termination
4. Contact person and telephone number for agency
H. Describe all lawsuit(s) or legal action(s) that are currently pending; and any
lawsuit(s) or legal action(s) that have been resolved within the last five (5) years:
1. Location filed, name of court and docket number
2. Nature of the lawsuit or legal action
I. Describe any payment problems that you have had with the County within the past
three (3) years:
1. Funding source
2. Date(s) and amount(s)
3. Resolution
4. Impact to financial viability of organization.
XI. SCOPE OF WORK:
A. Bidders are to use this section to describe the essence of their proposal.
B. This section should be formatted as follows:
1. A general discussion of your understanding of the project, the Scope of Work
proposed and a summary of the features of your proposal.
2. A detailed description of your proposal as it relates to each item listed under the
"Scope of Work" section of this RFP. Bidder's response should be stated in the
same order as are the "Scope of Work" items. Each description should begin
with a restatement of the "Scope of Work" item that it is addressing. Bidders
must explain their approach and method of satisfying each of the listed items.
C. When reports or other documentation are to be a part of the proposal a sample of
each must be submitted. Reports should be referenced in this section and submitted
in a separate section entitled "REPORTS."
D. A complete description of any alternative solutions or approaches to accomplishing
the desired results.
XI I. COST PROPOSAL: Quotations may be prepared in any manner to best demonstrate the
worthiness of your proposal. Include details and rates/fees for all services, materials,
equipment, etc. to be provided or optional under the proposal.
XIII. CHECK LIST
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Proposal No. 962-5337 Page 33
AWARD CRITERIA
COST
A. As submitted under the "COST PROPOSAL" section.
CAPABILITY AND QUALIFICATIONS
A. Do the service descriptions address all the areas identified in the RFP? Will the proposed
services satisfy County's needs and to what degree?
B. Does the bidder demonstrate knowledge or awareness of the problems associated with
providing the services proposed and knowledge of laws, regulations, statutes and effective
operating principles required to provide this service?
C. The amount of demonstrated experience in providing the services desired in a California
County.
MANAGEMENTPLAN
A. Is the organizational plan and management structure adequate and appropriate for
overseeing the proposed services?
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Attachment B
www ' . us
PRESERVEWMAGEW INDEX
COMPLETE SOLUTIONS FOR PERMANENT RECORDS PRESERVATION.
COUNTY OF FRESNO, CALIFORNIA
RFP NO. 962-S337
RECORDS PRESERVATION
FOR ASSESS OR-RECORDER
ORIGINAL
DUE: THURSDAY, APRIL 9, 201S, 2:00 P.M. PST
SUBMITTED BY: KOFILE PRESERVATION, INC.
c1
1
6300 CEDAR SPRINGS ROAD ONE ALLEN MARTIN DRIVE 1558 FORREST WAY
DALLAS, TEXAS 75235 ESSEX,VERMONT 05452 CARSON CITY, NEVADA 89706
214-351-4800 800-639-3027 855-767-8697
CID
U T RFP NO.962-5337:
RECORDS
RFP PAGE 1 & PRESERVATION FORASSESSOR-RECORDER
COUNTY OF FRESNO,CA
ADDENDUM(S) PAGE 1 DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
1856 0
FRF
COUNTY OF FRESNO
REQUEST FOR PROPOSAL
NUMBER: 962-5337
RECORDS PRESERVATION FOR ASSESSOR-
RECORDER
Issue Date: March 2, 2015
Closing Date: APRIL 99 2015
Proposal will be considered LATE when the official Purchasina time clock reads 2:00 P.M.
Questions regarding this RFP should be directed to: Gary E. Cornuelle.
phone (559) 600-7114, e-mail acornuelle(Dco.fresno.cams.
Check County of Fresno Purchasing's Open Solicitations
website at https://www2.co.fresno.ca.us/0440/Bids/SidsHome.aspx
for RFP documents and changes.
Please submit all Proposals to:
County of Fresno -Purchasing
4525 E. Hamilton Avenue, 2`1 Floor
Fresno. CA 93702.4599
BIDDER TO COMPLETE
UNDERSIGNED AGREES TO FURNISH THE COMMODITY OR SERVICE STIPULATED IN THE ATTACHED PROPOSAL
SCHEDULE AT THE PRICES AND TERMS STATED,SUBJECT TO THE"COUNTY OF FRESNO PURCHASING STANDARD
INSTRUCTIONS AND CONDITIONS FOR REQUEST FOR PROPOSALS(RFP'S)-ATTACHED.
Kofile Preservation, Inc.
COMPANY
1558 Forrest Way
ADDRESS
Carson City NV 89706
CITY STATE ZIP CODE
( i 855-767-8697 755-833-9978 info kofile.us
TELEPHO UMBER FACSIF.IILE NUMBER E-MAIL-ADDRESS
SIGNE
er1/7 Cob President
PRINT NAME TITLE
PO-040(01115)
PAGE
KOJh I L E PRESERVATION
RFP NO. 62-5 37:
9 3
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
I
�i
COUNTY OF FRESNO
ADDENDUM NUMBER: ONE (1 )
RFP NUMBER: 962-5337
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
March 27, 2015
PURCHASING USE GIPU8LICtRFP1FY 2014-15N2-5337 RECORDS
hrs PRESERVATIOW62-5337 ADD 1.D0C
IMPORTANT: SUBMIT PROPOSAL IN SEALED PACKAGE WITH PROPOSAL NUMBER,CLOSING DATE AND BUYER'S NAME
MARKED CLEARLY ON THE OUTSIDE TO
COUNTY OF FRESNO,Purchasing
4525 EAST HAMILTON AVENUE,2^d Floor
FRESNO,CA 93702A599
CLOSING DATE OF PROPOSAL WILL BE AT 2:00 P.M., ON APRIL 9, 2015.
PROPOSALS WILL BE CONSIDERED LATE WHEN THE OFFICIAL PURCHASING TIME CLOCK READS 2:00 P.M.
All proposal information will be available for review after contract award.
Clarification of specifications is to be directed to: Gary E.Cornuelle, phone(559)600.7114,
e-mail cornuellePco.fresno.cams.
NOTE THE FOLLOWING ADDITIONS, DELETIONS AND/OR CHANGES TO THE REQUIREMENTS OF
REQUEST FOR PROPOSAL NUMBER:962.5337 AND INCLUDE THEM IN YOUR RESPONSE. PLEASE SIGN
AND RETURN THIS ADDENDUM WITH YOUR PROPOSAL.
ACKNOWLEDGMENT OF ADDENDUM NUMBER ONE (1)TO RFP 962-5337
COMPANY NAME: Kojae Preservation Inc.
(PRINT)
SIGNATURE: ,
NAME &TITLE: Zerry gCobb President
(PRINT)
G:IPUBLICIRFPIFY 2014-15M2-5337 RECORDS PRESERVATIONM2-5337 ADD LDOC (4111)
PAGE ii
KO FILE PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
ADDENDUM NO. One (1) Page 2
REQUEST FOR PROPOSAL NUMBER: 962-5337
March 27, 2015
Q1. You will have a total number of pages after scanning of 438.813 (1.000 books). How
will you find what you are looking for without indexing?
A 1. As we would be relying on existing indices to locate records we do not require indexing per
se. A naming convention that would identify each image by type, year, book. page. page
count or other indicator(s) along with a A4aster Disc that would identify the naming
convention of each record type would allow for location of any given record. Each disc
would need to contain a text file that identifies its contents.
02. Do you want each book indexed?
A2. No. see above.
03. Do you want each line in every book indexed?
A3. No.
G 1PUBLIC%RFP%FY 2014-151%2-5337 RECORDS PRESERVATIONV%2-5337 ADD 1 DOC
PAGE iii
KO F I L E PRESERVATION
RFP
O.962-5337:
C O U�� SSO -RECORDS
'V RECORDS PRESERVATION FORASSESSOR-RECORDER
G COUNTY OF FRESNO,CA
COVER LETTER DUE:THUR.SDAY,APRIL 9,2015,2:00 P.M.PST
�I
i
K O F I L E PRESERVATION
April 6, 2015
Gary E. Cornuelle
County of Fresno—Purchasing
4525 E. Hamilton Avenue, 2nd Floor
Fresno, CA 93702-4599
RE: RFP No. 962-5337 Records Preservation for Assessor-Recorder
Dear Mr. Cornuelle,
Thank you for allowing Kofile Preservation, Inc. (Kofile) the opportunity to submit our
completed proposal and develop the right solution for the Fresno County Assessor-Recorder.I,
Jerry C. Cobb, as President of Kofile, am authorized to negotiate and contractually bind
Kofile—a corporation under the laws of the State of Delaware.
Company Name: Kofile Preservation, Inc. (Kofile)
Primary Contact: Joe Arbios, Director of Sales,Western US
Direct Phone: 916-715-6430
Address: (Western Regional Laboratory)
1558 Forrest Way, Carson City, NV 89706
(Corporate)
6300 Cedar Springs Road,Dallas, TX 75235
I believe that Kofile is the most qualified Respondent to provide the services required. Kofile is
committed to implementing a solution that offers professional preservation standards, conforms
to your key technical specifications, and,in terms of product quality and longevity,provides the
highest rate of return on the Fresno County Assessor-Recorder's investment.
Please allow this letter to serve as a statement of acceptance of the RFP's terms and conditions.
This offer is firm for one hundred eighty(180) days from the opening date of the proposals.
Sincerely, ?-,I- 1�0 Qp
Jerry C. Cobb
President
6300 CEDAR SPRINGS ROAD ONE ALLEN MARTIN DRIVE 1558 FORREST WAY
DALLAS,TEXAS 75235 ESSEX,VERMONT 05452 CARSON CITY, NEVADA 89706
214-351-4800 800-639-3027 8SS-767-8697
RFP NO.962-5337:
��C O UIl RECORDS PRESERVATION FORASSESSOR-RECORDER
�z .L COUNTY OF FRESNO,CA
DUE: 20�5,2:00P.M.PST
TABLE OF CONTENTS
6
I. RFP PAGE 1 AND ADDENDUM(S. ..........................................................................i
II. COVER LETrER.......................................................................................................iii
III. TABLE OF CONTENTS ........................................................................................iv
IV. CONFLICT OF INTEREST STATEMENT ..........................................................I
V. TRADE SECRET........................................................................................................2
VI. CERTIFICATION—DISCLOSURE—CRIMINAL HISTORY&
CIVILACTIONS......................................................................................................3
VII. REFERENCES.........................................................................................................4
VIII. PARTICIPATION.................................................................................................5
IX.EXCEPTIONS...........................................................................................................6
X.VENDOR COMPANY DATA...................................................................................7
X.A. Company Familiarity with Archival Records.....................................................7
X.B. Similar/Related Contracts..................................................................................8
X.C. Qualifications of Individuals Providing Services................................................9
StaffResumes.....................................................................................................10
X.D. Statement of Qualifications..............................................................................16
Nationwide Experience.....................................................................................16
Experience at the Nevada Laboratory...............................................................18
X.E. Current Operations...........................................................................................19
Ability to Perform Services................................................................................19
QualityAssurance Plan......................................................................................19
X.F. Company Financials..........................................................................................20
X.G,X.H, and X.I Corporate Good Standing...........................................................20
XI. SCOPE OF WORT ..................................................................................................21
XI.A. Project Understanding....................................................................................21
XI.B.2. Scope of Work...............................................................................................22
XI.B.2.1..............................................................................................................22
XI.B.2.2..............................................................................................................22
XI.B.2.3..............................................................................................................24
XI.B.2.4..............................................................................................................26
XI.B.2.5..............................................................................................................28
XI.B.2.6..............................................................................................................29
XI.B.2.7..............................................................................................................32
XI.B.2.8..............................................................................................................32
XI.B.2.9..............................................................................................................34
PAGE iv
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
XI.B.2.10............................................................................................................38
XI.B.2.11............................................................................................................39
XI.B.2.12............................................................................................................39
XI.B.2.13............................................................................................................40
XI.B.2.14............................................................................................................40
XI.B.2.15............................................................................................................43
XI.B.2.16............................................................................................................44
XI.B.2.17............................................................................................................45
XII. COST PROPOSAL................................................................................................46
XIII. CHECKLIST........................................................................................................50
APPENDIX A: SAMPLE CERTIFICATE OF INSURANCE....................................S 1
APPENDIX B: SAMPLE REPORTS............................................................................53
APPENDIX C: SAMPLE IMAGE PROCESSING CAPABILITl..............................56
PAGE v
KO F I L E PRESERVATION
RFP NO.962-5337:
C O U�� RECORDS PRESERVATION FORASSESSOR-RECORDER
CONFLICT OF
.L COUNTY OF FRESNO,CA
INTERESTSTATEMENT DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
O is O
F R ,
Kofile Preservation, Inc. (Kofile), its parent company, Kofile, Inc., and all subsidiaries do
not or have never employed a current or former County of Fresno administrative official,
nor employed one to represent our business. No Kofile Preservation, Inc. employee has a
business relationship with the County of Fresno.
No County officer or employee,whose position in the County enables him/her to influence any
award of the Agreement or any competing offer,has no direct or indirect financial interest
resulting from the award of Agreement, or has any relationship to Kofile or office or employee of
Kofile.
Kofile acknowledges Fresno County's Conflict of Interest policy and certifies that neither it, nor
any of its executives or contractors, are any of the following:
1. Employees of the County or public agencies for which the Board of Supervisors is the
governing body.
2. Profit-making firms or businesses in which employees described in Subsection (1) serve
as officers,principals,partners or major shareholders.
3. Persons who,within the immediately preceding twelve (12) months, came within the
provisions of Subsection (1), and who were employees in positions of substantial
responsibility in the area of service to be performed by the contract, or participated in
any way in developing the contract or its service specifications.
Profit-making firms or businesses in which the former employees described in
Subsection (3) serve as officers,principals,partners or major shareholders.
No County employee,whose position in the County enables him to influence the
selection of a contractor for this RFP, or any competing RFP, and no spouse or
economic dependent of such employee, shall be employees in any capacity by a bidder,
or have any other direct or indirect financial interest in the selection of a contractor.
In addition, no County employee will be employed by the selected vendor to fulfill the
vendor's contractual obligations to the County.
PAGE 1 165
KO F I L E PRESERVATION
i
RFP NO.962-5337:
C U1lIJ RECORDS PRESERVATION FORASSESSOR-RECORDER
�� rG COUNTY OF FRESNO,CA
`.. TRADE T SECRET
J E C TET DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Is56 1 �+ 1
Proposal No. 962-5337 Page 6
TRADE SECRET ACKNOWLEDGEMENT
I have read and understand the above'Trade Secret Acknowledgement."
I understand that the County of Fresno has no responsibility for protecting information submitted
as a trade secret if it is not delivered in a separate binder plainly marked"Trade Secret." I also
understand that all information my company submits,except for that information submitted in a
separate binder plainly marked'Trade Secret."are public records subject to inspection by the
public. This is true no matter whether my company identified the information as proprietary.
confidential or under any other such terms that might suggest restricted public access.
Enter company name on appropriate line:
Has submitted information identified as Trade
(Company Name) Secrets in a separate marked binder."
Kofile Preservation, Inc. Has not submitted information identified as Trade
(Company Name) Secrets. Information submitted as proprietary
confidential or under any other such terms that
might suggest restricted public access will not be
excluded from treatment as public record.
ACKNOWLEDGED BY:
855-767-8697
Signature Telephone
J C. C b, President April 6, 2015
Print Name and Title Date
1558 Forrest Way
Address
Carson City Nevada 89706
City State Zip
"Bidders brief statement that clearly sets out the reasons for confidentiality in conforming with
the California Government Code definition.
G:1Public\RFP\FY 2014-16\962-5337 Records Preservationt962-5337 Records Preservmion.doc
"�— PAGE 2 1 65
K4 F I L E PRESERVATION
i
REP NO.962-5337:
C U(lIJ RECORDS PRESERVATION FORASSESSOR-RECORDER
CERTIFICATION- COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
DISCLOSURE-CRIMINAL HISTORY & CIVIL ACTIONS
0 ia56 O
Proposal No. 962.5337 Page 9
CERTIFICATION !,
(1)The prospective primary participant certifies to the best of its knowledge and belief,that it, its
owners, officers, corporate managers and partners:
(a) Are not presently debarred, suspended, proposed for debarment,declared ineligible,or
voluntarily excluded by any Federal department or agency;
(b) Have not within a three-year period preceding this proposal been convicted of or had a
civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public(Federal, State or
local)transaction or contract under a public transaction; violation of Federal or State
antitrust statutes or commission of embezzlement,theft,forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property:
(c) Have not within a three-year period preceding this application/proposal had one or more
public transactions(Federal. State or local)terminated for cause or default.
(2)Where the prospective primary participant is unable to certify to any of the statements in this
certification.such prospective participant shall attach an explanation to this proposal.
Signature: Date:
April 6, 2015
Xer�� Cobb President Kofile Preservation,Inc.
(Pr .nted Name&Title) (Name of Agency or Company)
G:1PuiA4RFPTY 2014-75X962-5337 Records Preservabon1962-5337 Records Preservation.doc
PAGE 3165
KO F I L E PRESERVATION
RFP NO.962-5337:
C U�j RECORDS PRESERVATION FOR ASSESSOR-RECORDER
f� COUNTY OF FRESNO,CA
VII. REFERENCES DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
56
Proposal No. 962-5337 Page 10
VENDOR MAST COMpi i TF AND RFTIIRN wry" RF(2 1 ST FOR PROpUSAI
Firm: Kofile Preservation,Inc.
REFERENCE LIST
Provide a list of at least five (5)customers for hom you have recently provided similar
services. Be sure to include all requested information.
Reference Name Humboldt County Clerk-Recorder Contact Hon.Kelly Sanders,Clerk-Recorder
Address 825 Fifth Street,Fifth Floor
City. Eureka State: CA Zip: 95501
Phone No ( 707 ) 445-7481 Date 1995—Present
Service Provided Services included surface cleaning,mending,de-acidification,encapsulation,and
imaging of volumes and maps.Returned sewn and loose-leaf books.Types of records included
Deeds,Grantor/Grantee Indexes.
Reference Name: Los Angeles County Clerk&RecordeicontacL Portia Sanders,Public Records Div.Manager
Address: 12400 Imperial Hwy.,#5001A
City: Norwalk State: CA Zip: 90650
Phone No.: ( 562 ) 462-2081 Date: 2004—Present
Service Provided: This project preserves volumes including Patents,Grantor/Grantee Indexes,
and Vitals.Services include dismantling books,removing extensive pressure sensitive tape,mending,de-
acidification,encapsulation,and binding.
Reference Name Sacramento County Clerk&RecorderContact Hon.Donna Allred,Clerk-Recorder
Address_ 600 8th Street
City Sacramento State: CA Zip: 95814
Phone No (916 ) 874-6334 Date: 1991—Present
Service Provided Services included surface cleaning,mending,de-acidification,encapsulation,and
imaging of volumes and maps.Returned sewn and loose-leaf books.Current project addresses the
complete County may collection and provides an archival map storage system for maps.
Reference Name: Santa Clara County Clerk-Recorder Contact: Hon.Regina Alcomendras,Clerk-Recorder
Address: 70 W.Hedding Street,East Wing,1st Floor
City: San Tose State: CA Zip: 95110
Phone No.: ( 408 ) 299-5688(2481) Date: 10/1/2010—Present
Service Provided: Multiple project,including volumes of Official Records, with services
included surface cleaning,mending,de-acidification,encapsulation,and imaging of documents.One
project specifically addressed water-damaged negative Photostats.
Reference Name Ventura County Clerk-Recorder Contact Hon.Mark A.Lunn,Clerk-Recorder
Address 800 South Victoria Avenue
City Ventura State: CA Zip: 93009
Phone No ( 805 ) 654-2266 Date: 1994—Present
Service Provided: Services included surface cleaning,mending,de-acidification,encapsulation,and
imaging of Deed Records and Vitals,and Maps.This project also included microfilming.
Failure to provide a list of at least five (5) customers may be cause for rejection of
this RFP.
G\Public'RFP\FY 2014-15\962-5337 Records Preservation\962-5337 Records Preservation doc
PAGE 4
KO _ I L E PRESERVATION
co
U� RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-REC ORDER
L COUNTY OF FRESNO,CA
nUE:THURSDAY,��L9,z°ls'2:°°P .PST
PARTICIPATION
O 856 O
L
Proposal No. 962-5337 Page 11 f
PARTICIPATION
The County of Fresno is a member of the Central Valley Purchasing Group. This group consists
of Fresno. Kern, Kings, and Tulare Counties and all governmental, tax supported agencies i
within these counties.
Whenever possible, these and other tax supported agencies co-op(piggyback)on contracts put
in place by one of the other agencies.
Any agency choosing to avail itself of this opportunity, will make purchases in their own name,
make payment directly to the contractor, be liable to the contractor and vice versa, per the terms
of the original contract, all the while holding the County of Fresno harmless. If awarded this
contract, please indicate whether you would extend the same terms and conditions to all tax
supported agencies within this group as you are proposing to extend to Fresno County.
Yes,we will extend contract terms and conditions to all qualified agencies encies within the
4
Central Valley Purchasing Group and other tax supported agencies.
F-1 No, we will not extend contract terms to any agency other than the County of Fresno.
(Authorized Signature)
Jerry C. lobb, President
Title
Note: This formlinformation Is not rated or ranked in evaluating proposal.
G:1Pub1iclRFPXFY 2014-M962-5337 Records PreservabonU62-5337 Records Preservation doc
PAGE 5 1 65
KO F I L E PRESERVATION
RFP NO.962-5337:
��C O U�l RECORDS PRESERVATION FOR ASSESSOR-RECORDER
�� .L COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
EXCEPTIONS
6
A. Exceptions to General Conditions.
Kofile Preservation,Inc.Response:None to declare.
B.Exceptions to General Requirements.
Kofrle Preservation,Inc.Response:None to declare.
C.Exceptions to Specific Terms and Conditions.
Kofile Preservation,Inc.Response:None to declare.
D.Exceptions to Scope of Work.
Kofile Preservation,Inc.Response:
Exception 1:As indicated on Proposal Page 49,If there are any discrepancies in
the number of volumes and/or page counts—either being duplicates on this list
or volumes not listed—Fresno County and Kofile will mutually agree on the
actual number of volumes and/or pages to be preserved following successful
award of this request for proposal.
Exception 2:In RFP Scope of Work Section, 9.e, Page 24, the County requests
that`Each scanned image shall be 100% readable.' Please note that while Kofile
offers advanced image restoration, image processing, and digital cleanup services,
100% readability maybe compromised due to the condition of the original source
document.An example include,but are not limited to, documents with missing
text or documents subject to water damage and compromised legibility.
E.Exceptions to Proposal Content Requirements.
Kofile Preservation,Inc.Response:None to declare.
F.Exceptions to any otherpart of this RFP.
Kofile Preservation,Inc.Response:None to declare.
PAGE 6165
KO F I L E PRESERVATION
RFP NO.962-5337:
��C O UIl RECORDS PRESERVATION FOR ASSESSOR-RECORDER
�� .L COUNTY OF FRESNO,CA
VENDORCOMPANY DATA DUE:THURSDAY,APRIL 9,2015,2'00 P.M.PST
� 6
X.A. COMPANY FAMILIARITY WITH ARCHIVAL RECORDS
Records document and verify our existence—their survival is essential to protecting life,liberty,
and property.Even if the records are fragile, extremely brittle, and lacking security copies,public
access is necessary.No one wants to hear, "I'm sorry,but those pages were stolen,lost,
destroyed, or inaccessible."Historical records are permanent.Book and paper preservation
provides an indispensable record that serves for hundreds of years.
Many factors threaten the permanence of
County assets. Records are composed of
organic materials, such as paper, cloth,
leather,paste, and glue. These components
are hygroscopic (readily absorb and release
A.
P Y ;�r
r
moisture). ~?.
Unmonitored environments compromise
the life span of a permanent and/or
historical record.Also,paper deteriorates
as handling damages, and acidic inks (such
as iron gall ink) "eats through"paper, and
improper storage methods do their worst. This 1828-1829 Spanish documentfrom a Texas
County Clerk's Office records a property exchange.
Another factor is the original wood pulp It suffered from iron gall ink burning through the
paper-making process, as it introduced sheet.Even with the greatest of care andhandling,
bleaching agents or acidic-sizing agents to the risk oflosing fragile pieces of text and further
achieve brightness. Now,years and compromise integrity washigh until treated and
decades later, the bright white is replaced encapsulated byKofile.
by acidic dull yellows. Permanent records
are further threatened because the
expertise demanded to address a 1828 legal
document is different than the knowledge
to scan a print-out from an inkjet printer.
Historical government records are archival and have permanent retention schedules. The
California Secretary of State's Local Government Records Management Guidelines define
"Archival Record"as"Records with enduring value because they reflect significant historical
events, document the history and development of an agency, or provide valuable research
data" (Archives Division Records management, February 2006). The Guidelines continue,
identifying the primary principle of record management:
According to Government Code, Section 14740, California's Records Management
Program is designed to "...apply efficient and economical management methods to the
creation,utilization, maintenance,retention,preservation, and disposal of state records."
PAGE 7 1 65
KO k E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Effective Records Management
ensures that records are kept only as i •� r '
longas the have some administrative,
Y
fiscal, or legal value. -
1 i
...Staff members should realize that an
effective records management program
is not only cost effective, it will also
make their jobs easier. They should
also know that records retained
beyond their value "just in case" only
extend the agency's legal liability in the
event of adverse litigation.These
principles apply to all levels of
government.
Preservation will minimize chemical and
physical deterioration of the page. Its goal is A permanent volume before and after
to prolong the existence and useful life of the preservation services.
original. Oftentimes,this includes creating a
security copy and preserving and removing the original from public access. Preservation
incorporates any combination of conservation, treatment, stabilization,preventative care, or
digitization—or any maintenance or repair of the existing resource to protect or stabilize.
X.B. SIMILAR/RELATED CONTRACTS
Kofile projects are often long-term and based on available budgets. This type of partnership
illustrates Kofile's interest in the success of each and every preservation project. Please note
that more references and project details are available upon request.
Sacramento County Clerk and Recorder's Office, Sacramento, CA
Work commenced in 1991, and is expected to continue until approximately 2015, as funds
permit. Projects addressed volumes and maps. Services included surface cleaning, mending, de-
acidification, encapsulation, and imaging. Kofile returned sewn and loose-leaf books. The
current project addresses the County's complete map collection and provides an archival map
storage system.Maps are removed from backing, de-acidified (as possible), mounted on
Japanese tissue, encapsulated, and re-housed. Kofile is also providing a cross index to original
book and page.
Humboldt County Clerk and Recorder's Office,Eureka, C
Preservation of volumes and maps.Work commenced in 1995, and is continuing. Records
addressed include Deed Records and Grantor/Grantee Indexes. Services included cleaning,
mending, de-acidification, encapsulation, and imaging.
PAGE 8 1 65
KOI L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Shasta CountyAssessorRecorder's Office, A
Redding, CA
Restoration of volumes and maps. Preservation -
services included cleaning, mending, de-
acidification, encapsulation, microfilming, and `
binding. Projects commenced in 1995, and
continued to 4/2010.
Kern CountyAssessor-Recorder's Office,
Bakersfield, CA _
Restoration of Patents,Miscellaneous Records,
Vital Records, and maps. Projects commenced - I
in 1992, and are currently ongoing. #
Los Angeles County Clerk and Recorder's ..,
Office,Norwalk, CA 1.
Work commenced in 2004, and will continue }
until 2023, as funds permit. Records addressed
include historical volumes. Types of records
include Patents, Grantor/Grantee Indexes, and
Vital Records. Services include dismantling
books, removing extensive pressure sensitive Shasta County Clerk-Recorder officials
tape, mending, de-acidification, encapsulation, examine theirnewlypreservedplatsand
and binding. installedEnduroT"platcabinets,Redding, CA.
Maps were restored, encapsulated, and a
Santa Clara County Clerk-Recorder's Office, customized storage solution was designed and
San Jose, CA installed byKofile.
Document preservation and conservation
occurred from 10/1/2010 to current for
hundreds of Official Records. One project
specifically addressed water-damaged negative
Photostats.
Ventura County Recorder's Office, Ventura, CA
Restoration of Deed Records,Vitals, and maps. Project commenced in 1994 and continues to
the present. This project also includes microfilming in addition to standard preservation services.
X.C. QUALIFICATIONS OF INDIVIDUALS PROVIDING SERVICES
Resumes for keypersonnel are included in the followingpages.
■ Dennis Curran, Vice President and Director of Western Operations
■ Joseph J.Marotti Jr., Special Projects Consultant
■ Michael J.Marotti, Senior Conservator and FacilityManager
■ Randy Barnes, COO of the Digitization and Microfilming Division
PAGE 9 1 65
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
DENNIS CURRAN
For over 2S years,Dennis Curran has worked with Clerks,Recorders, and Records Managers,
gaining extensive experienceidentifyingandprioritizingpublic documents in need of
conservation. He has helped hundreds of communities establish and implement records
preservation programs.Mr. Curran presents education seminars across the country to promote
conservation.
Professional History
2009 present Vice President/Director of Eastern and Western Operations
Kofrle Preservation,Inc.,Essex, VT
1985-2009 Project Manager
Brown's River Records Preservation.,Essex, VT
Education
1974 B.A., Sociology, Siena College,Albany, NY
1971 A.B.S.,Biology, Leicester Junior College,Leicester,MA
Presentations
December 8, 2011
Curran, Dennis and Gina Alcomendras, Santa Clara Co., "Fire In Your Wallet...How to
Deal with Insurance Companies,Post-Disaster." County Recorders'Association of
California and the California Association of Clerks and Election Officials 2011 Joint
New Law Workshop and Seminar, Sacramento, CA.
Washington State Auditors'Association
International Institute of Municipal Clerks (IIMC)
California Assessors'Association
Alaska Association of Municipal Clerks
National Association of Counties
Ohio Association of Advanced Academy Studies
University of Vermont Municipal Officers'Management Series
Massachusetts State Registers of Deeds Association
California City Clerk's Association
PAGE 101 65
KO n- I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
JOSEPH J. "JOE" MAROTTI
Joe Marotti's experience is in art restoration and the preservation ofarchival materials such as
books and manuscripts(primarilypublic records housed by County and Municipal Clerks .His
interested waspeaked during his earlydays working in his father'smunicipal and county
supplies company. When the company opened a conservation division in 1985, theyhired
severalprofessional conservators,including Leopold Saint Paul, as Director, and Maria
Pukownik. With 23 years of conservation experience, Saint Paul's expertise included the
restoration ofincunables and rare manuscripts dating back to the 9th century Norman
Beaudoin, who had four years ofprevious conservation experience, was hired as conservation
assistant and apprentice to Saintpaul.
In 1985,Mr.Marotti established Vermont'shrstprivate conservation laboratoryspecializingin
public documents, oil paintings, works ofart on paper, books and manuscripts,maps and charts
and vellum and parchment artifacts.Mr.Marotti established records preservation programs in
ISO+ Vermontmunicipalities. With his support and education endeavors, Verm on t re cord
storage facilities updated crude safes and storage devices to NFPA-rated record storage vaults.
Mr.Marotti has collaborated with many conservators, and has conducted numerous workshops
and presentations across NewEngland. He frequently travels across the United States and
consults with otherKofile conservators and technicians on bestpractices.
Duringhis career,Mr.Marottihas conserved books,maps, artwork,parchment, vellum, and
even papyrus. He routinely treated artwork that included offset reproductions,pen andink
drawings,lithographs, wood blocks, engravings, etchings,pastels, watercolors,photographs,
and collages.Many were the work of well known artists such as Paul Gauguin,Mary Cassatt,
Albert Bierstadt,John James Audubon, Gordon Grant,James McNeill Whistler,Ansel Adams,
Ogden Pleissner, Sam Motherwell,Marc Chagall, and Nathaniel Currier.
Professional History
2009 present Special Projects Conservator Consultant and Chairman Emeritus
Kofile Preservation,Inc.
1972-2009 President
JosephJ.Marotti Co.,Essex, VT
Education
1964-1965 and 1971-1975 Electrical Engineering, University of Vermont
Professional Activities
Records Management System Design for the Fresno County Recorder's Vital Records, Fresno
County Recorder, Fresno, CA-2013-Present
PAGE 11 1 65
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Presenter. Suction Table Demonstration. Preservation Workshop for Texas County and District
Clerks, Dallas, Texas-2011
Presenter. "Preservation of County Records/Before and After Conservation Treatments."
County&District Clerks Association of Texas, South Padre Island, Texas-2005.
Presenter. "Preservation of County Records." County Officials Association of Tennessee-2008
Presenter. "Preservation Presentation." Tennessee Register of Deeds Association Spring
Conference June 4, 2009
Engineer custom paper suction table and conduct training for Kathryn Myatt Carey&
Associates, Salem, MA-1990s
Professional Exchange. Fine Art Restoration collaboration with Paul Lengyel, Fine Art
Conservation and Restoration Services,Albany, NY-1990-1993
• Collaborations included restoration of numerous works of art,including Rembrandt,
Picasso,Maxfield Parrish,Alexander Calder,Joan Miro, Currier&Ives, and others.
Restoration of WWII Memorabilia and Military Posters.Watervliet Arsenal Museum, The
United States Army,Watervliet, NY.
Instructor. "Conservation" course. Saint Michael's College,Winooski,VT. Continuing
education program for Certified Municipal Clerks (CMU)-1991
Trainer. "Preservation of a Set of Wilson's American Ornithology Volumes." Keiran Rutherford,
Intern.
System Storage Design Solution Architect for 38,682 Maps. Sacramento County Clerk and
Recorder, Sacramento, CA-1991
Attendee. "Use of a Suction Table: Site Training." Conducted by a conservator based out of a
museum in mid-state New York-1991
Apprenticeship.Maria Pukownik, former Chief Conservator at the Regional Historical Library
Museum in Plock, Poland, and Conservation Department Head at the State Museum of Art
Nouveau, Plock, Poland-1986-1991
Intern Supervisor. Local high school, Saint Michael's College, and University of Vermont
(UVM) curriculums—multiple years.
Professional Affiliations
Member,American Institute for Conservation (AIC)
PAGE 12 165
KOI L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
MICHAEL J. "MIKE" MAROTTI
Mike Marotti has experience and professional trainingin the traditional art ofbookbinding,
hand sewing,leathering,leaf casting gold leafembossing,polyester welding,paper de-
acidification including aqueous solutions and sprayprocesses, and loose leafbinding/punching
configurations.His technical knowledge concerning information technologyincludes
microfilming and document scanning andguidingvitalprojects. With hisforesight, the
establishment and operation ofourNevada regional laboratory was established in 2003 and
expanded in 2009 and 2014.
Professional History
2009—present Senior Conservator and Facility Manager
Kofile Preservation,Inc.
• Oversee preservation projects for all West Coast-based preservation projects
• Skillfully manage and coach skills to challenge the Nevada laboratory to
reach project goals
• Demonstrate marketing prowess by capturing a significant market share in
California through detailed itemized surveys of large county office document
holdings
2003-2009 Associate Conservator and Director of Western Operations
JosephJ.Marotti Co.
• Hire and train staff
• Daily supervision of conservation staff, operation and maintenance of
equipment, and meeting production quotas and deadlines for various
projects
• Serve as Liaison and Contract Manager for all Nevada and California projects
199S-2003 Assistant Conservator and Director of Western Accounts
JosephJ.Marotti Co.
• Attend state conferences of numerous county associations
• Develop detailed proposals that allow county boards to approve long term
conservation projects.
• Advance approximately 80 counties with new products and services that
include changes in preservation standards of practice, changes in information
technology(microfilming/scanning), and design layout for metal office
casework such as roller shelving.
1988-199S Conservation Technician
JosephJ.Marotti Co.
PAGE 13 1 65
KO - I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Education
1995 B.A., Rec. Facility Management,Western State College
Magna Cum Laude
Professional Activities
1988-2000, 2004-2009
Apprenticeship.Joseph J. Marotti and Carole Marotti. Included full time and part time.
1988-1991
Apprenticeship.Leopold Saint Paul, the former Director of the Conservation
Laboratory at the Universite de Liege, Belgium.
• Minor varnish removal for oil paintings,paper suction table cleaning of prints, fine
book restoration, and paper dating through use of water mark identification
• UV light observation of artifacts checking for evidence of previous restoration,ink
solubility, and paper pH testing
1988-1995
Apprenticeship. Carole Homola.
Traditional hand-bookbinding
1988-1991
Assistant. "Restoration of Documents and Works of Art on Paper."Maria Pukownik,
former Chief Conservator at the Regional Historical Library Museum in Plock, Poland,
and Conservation Department Head at the State Museum of Art Nouveau, Plock,
Poland.
Pukownik specializes in works of art on paper, and is also extensively trained and
experienced in the complete treatment of paintings. She is also skilled in cleaning,
seamless repairs, reconstructions,painting in all traditional techniques,book repair
and bookbinding.
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KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
RANDY BARNES
Randy-Barnes designs,implements, and manages the various processes employed by the image
processing and indexingproduction groups.He has over IS years experience in imaging
technologyincluding imaging hardware, software, and leading edge imaging technologies.Mr.
Barnes was the Project Managerfor successful sovereigntyimage and indexing projects in
some oflargestlocal and national Counties.He has vast experience in Land Record, Criminal,
Civil andAppraisal system implementations and system training.Mr.Barnes'technical
backgroundandin count
y experience give him a unique viewinto howgovernment records are
used byKofile clients and their customers.
Professional History
2009- PresentChief Operations Officer
Kofile,Inc.
2000-2009 Product and Project Manager
Affiliated Computer Services(A CS)
1999-2000 Project Manager
Carter and Burgess.
1998-1999,Network Administrator and Y2K Project Director, Network Administrator
Texas Forest Service
Education
1999 Bachelor of Arts in Philosophy; Texas A&M, College Station, TX
Training and Certifications
2006 Project Manager and Professional (PMP)® Certification, Project Management Institute
2003 Microsoft Certified Systems Engineer (MCSE),Microsoft
• Gained skill in designing, implementing, and administering infrastructures for
business solutions based on Windows Server 2003 and Microsoft Windows 2000
Server. Implementation responsibilities include installing, configuring, and
troubleshooting network systems.
PAGE 1S 1 6S
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
X.D. STATEMENT OF QUALIFICATIONS
Kofile is the oldest and most experienced private firm specializing in permanent public records
in the United States. Kofile is the preservation division of a parent company, Kofile, Inc. (which
owns 100% of Kofile). Kofile is federally recognized as a small business according to the SBA.
For five decades, the leaders of Kofile have worked with
states, counties, municipalities, and private archives across
the United States. Kofile operates three regional conservation
facilities (Dallas, TX, Essex,VT, and Carson City, NV)—
with a budding location in North Carolina. Movingforward
with the Kofile name,familiar faces remain.Each of our three
primary root companies is introduced below.
1 JosephJ.Marotti Co.,Inc. dates to 1961, and it operated under that name for 48 years.
1 Brown'sRiverBinderydates to 1972, and operated under that name for37years.
1 Louisiana Binding Service,Inc. (LBS)dates to 1987, and operated under that name for24
years.
Kofile employs the most highly trained staff available with any vendor. Staff have extensive
experience assessing and treating a wide range of media—including manuscripts,volumes,
plats,maps, negative Photostats, microfilm, digital images,photographs, etc. Staff hold 10-
30 years of experience with archival documents.
Kofile is also an Awardee of a Library of Congress FEDLINK Preservation Services for
Library and Archival Collections contract (FEDLINK No. LC13G7905)-2013.
Nationwide Experience
Kofile has completed numerous projects of similar scale and nature to Fresno County's RFP.As
our references document, Kofile establishes enduring professional relationships with customers.
We remain loyal to each project.We pride ourselves on excellent customer service and
continued devotion to serving the public good. The following table portrays the public entities
that Kofile has provided services for from the term of 2011 to November 2014. These projects
entailed similar work to the services outlined in the RFP.
Alaska 6 S Boroughs 11
Alabama 1 State Entity 1
Arkansas 1 1
Arizona 4 4
California 36 4 1 Water District 41
-�� PAGE 16 1 65
KOE PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
•
1�
Colorado 2 2
Connecticut 87 8 1 1 ]Misc., 1 Cemetery 99
Florida 1 1
Georgia 5 S
Iowa 1 1
Illinois 1 3 4
Indiana 30 Public Accounts 30
Kansas 2 2
Louisiana 20 1 21
Massachusetts 1 99 10 4 3 2 Cemeteries 119
Maryland 1 1 Public Account 2
Maine 5 75 14 1 95
North Carolina 36 1 1 38
North Dakota 1 1
Nebraska 1 I
New Hampshire 8 77 8 2 1 1 Cemetery 97
New Jersey 7 144 10 4 Boroughs 165
New Mexico 1 1
Nevada 9 1 1 Public Account,
2 Museums, 1 Fire 14
District
New York 16 144 12 18 2 1 1 Fire Dist., 4 Cemeteries 198
Ohio 2 3 1 6
Oklahoma 4 4
Oregon 2 2
Pennsylvania 20 1 21
Rhode Island 18 2 1 21
South Carolina 5 S
Tennessee 3 1 1 1 S
Texas 92 4 1 97
Virginia 57 1 S8
Vermont 1 253 8 1 Academy, I University,
1 Fire District 26S
Washington 8 1 9
West Virginia 3 3
TOTALS 352 904 12 85 19 10 9 33 1,450
PAGE 17
KOIc I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Experience at the Nevada Laboratory
PresidentAbraham Lincoln,President
John QuincyAdams,Bruce Lee,President
John F.Kennedy, General Stonewall
Jackson,King George IIl, WyattEarp,
Grandma Moses,James Morris, and Henry
David Thoreau.
Whether written with their hands,
treasured as their keepsake, recorded in
their last breath, these names represent a
short selection of the historical significance
personified by the written records and
prints that Kofile has preserved.A
persistence and high standard of
workmanship has allowed Kofile continue
promoting and contributing to the
restoration and preservation of local
records and those with national
significance too. Some ofthe notable
projects completed at the Carson City
office include:
• San Francisco County and City of
San Francisco, CA, Mclnerny
Judgments
• Shasta County, CA, Original Shasta
Count
ymap restoration and housing
• Los Angeles County Clerk and
Recorder, Norwalk,
CA, Preservation of County
Records: 1,975 volumes of Patents,
Grantor/Grantee Indexes, and Vital
Records.
• The Bruce Lee Foundation,
Commentaries on the Martial Way
(Bruce Lee's original memoirs)
• Bureau of Conveyances,Department
of Land and Natural Resources,
Honolulu, HI, Original Pearl Harbor Carson City staff treating maps from the Finding
Map and Deeds of Conveyances Fremont:Pathfin der ofthe West Exhibit. Nevada
• Cochise County Superior Court,AZ, State Museum,2013. Thisprojectconserved
WyattEarp Man uscripts historicallysignifzcantmid-1800s maps integral
• Pima County,AZ, San Pedro Cattle to Nevada'shistoryper the Nevada State
CompanyRecords Museum's sesquicentennial exhibit focusing on
John C.Fremont.
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KOI L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
X.E. CURRENT OPERATIONS
Ability to Perform Services
Kofile does not have any commitments or potential commitments that may impact our ability to
perform this Contract. There are no other factors known to Kofile that could materially impair
the ability of Kofile to carry out its duties and obligations under this Contract or that could
materially affect Fresno County's decision. Kofile will perform all of the necessary services
without the use of subcontractors, affiliations, or joint ventures.
Kofile is available to start upon award of contract and Agreement. In the case of preservation
and restoration projects,the work determines the schedule, response times, and completion
date. Each job is individual and unique.
Kofile can address the project materials at a high volume of materials.A typical batch
turnaround is 14-18 weeks. This accelerated turnaround still maintains the high quality of
workmanship associated with Kofile. Batch pick-up and delivery will overlap, so that Kofile will
deliver completed work on a County-approved schedule.
The condition of the record determines how quickly it moves through the preservation process.
Usually, older records suffer from extreme deterioration and require more attention.As the
collection is processed in controlled batches, and the age of the records decreases,production
rate increases.
Quality Assurance Plan
■ Kofile will meet any tracking requirements set by Fresno County and maintain adequate files
and records and meet statistical reporting requirements.
■ The Count
yis open to inspect the records at anypoint of the project withoutnotice.
■ At every stage,Kofile will advise the County of unusual or unexpected conditions and
proceed only with authorization by the Count
yAssessor-Recorder or authorized designee.
■ Upon the County'srequest,Kofile can provide a written status report at midpoint of
restoration reportingprogress relative to the full collection for restoration.
■ Upon award and approval,Kofile is confirm all necessarymonthly reporting required.
Upon receipt, each batch of records is entered on a color-coded production control board.
Storage areas are color-coded to correspond to each group of records. Records are housed in the
same location throughout the project.
1. Work is accompanied by a receipt to identify items, quantity,titles, date, other
pertinent information. This receipt is signed by representatives of Fresno County
and Kofile.
2. Upon receipt, items are inspected and a Treatment Report/Log Sheet is prepared.
Administrative staff will also complete a Work Order.
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RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
3. The Treatment Report and Work Order accompany the materials during the course
of treatment, from inception to completion. The Treatment Report is updated and
notated at each phase, or as appropriate.A final report is prepared upon the
completion, and included with the materials as a permanent record.More detailed
log sheets are included or turned over for filing/safekeeping at the County's option.
4. At each phase,the Facility Manager and Senior Conservator,Mike Marotti, reviews
the proposed work with the technician assigned to the current task.Marotti ensures
that the technician fully understands the scope and is fully trained and experienced
in the task. Marotti ensures the availability and functionality of required materials
and equipment.
S. Marotti reviews all completed work. This includes a physical inspection of the
completed work, as well as review of Work Order instructions and Treatment Report
entries.Additional work or correction is before processing to the next phase.
6. Periodically,Joe Arbios (POC), meets with Mike Marotti, as well as other staff, to
review performance standards and Contract compliance.Arbios also reviews each lot
of work during treatment and after completion and quality assurance.
7. After all treatments are carried out in compliance with the Work Order, the
preserved materials are subject to a comprehensive quality assurance review. This is
carried out by a Quality Assurance Officer of Laboratory Manager grade or higher.
X.F. COMPANY FINANCIALS
As instructed on RFP Page 31, Kofile has not included financial statements with this
proposal and can provide Fresno County with the last three years of this information after
the RFP closes, if requested. Kofile, its principals or directors, or any company Kofile has
held a controlling interest in, or which has held a controlling interest in Kofile,has never filed
for nor been involuntarily put into bankruptcy nor has been declared bankrupt.
As a privately-held company, all corporate financial statements are CPA-prepared. The
accounting department includes multiple personnel to guarantee a segregation of duties and a
system of checks and balances.A computerized accounting software system assists with
quality control and accounts receivable/payable. Kofile has three CPAs on staff,with a
combined experience of over 75 years.
X.G,X.H,AND X.I. CORPORATE GOOD STANDING
Kofile has not had any contracts terminated before completion within the last five years. Kofile
has had no contracts terminated due to non-performance. There is no performance-related
litigation in which this firm is currently involved or has been involved within the last five (5)
years. Kofile has had no payment problems with the County within the past three (3) years.
Kofile, its principals, directors, or majority shareholders, or any company Kofile has held a
controlling interest in, or which has held a controlling interest in Kofile,has never filed for or
been involuntarily put into bankruptcy or declared bankruptcy. Kofile has no adverse actions
sanctioned by regulatory authorities.
PAGE 20 1 65
KOE PRESERVATION
RFP NO.962-5337:
y`w C 0 U�� RECORDS PRESERVATION FORASSESSOR-RECORDER
yT COUNTY OF FRESNO,CA
111. SCOPE OF WORK DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
10
XI.B.I. PROJECT UNDERSTANDING
Kofile will complete all of the required services
within the necessary timeframe without
compromising service or quality. Kofile
personnel pick up and transport all records.
Kofile's solution includes custom and tailored
services for each volume. This includes
restoration, encapsulation,binding,imaging,
and rehousing. Kofile proposes that all --
materials included in this proposal are _
encapsulated and rebound in loose leaf binders.
Safeguard Records. Preservation will insure the
survival of permanent,unique, and intrinsically
historical materials and, at the same time,will F
insure the survival of the source original for the
application of future technologies. Treatment
of the original source includes cleaning, - -
flattening, de-acidification, and mending.
Archival rehousing includes encapsulation in
archival grade Mylar (PET polyester),binding The Kofile corporate headquarters,in Dallas,
in a Disaster Safe CountyBinderT, and Texas.
placement in high density archival shelving.
Do It Right the First Time, Kofile recommends that physical preservation accompany digital
preservation projects so the document maybe processed free of dirt,tape, and folds. Kofile's
capability to provide conservation and archival imaging saves money and ensures that the
resulting digital images are the highest quality and free of distortion or information loss. Kofile
does not subscribe to the "scan it and forgetiC philosophy. Our services guarantee that
materials are addressed according to their specific condition and fold endurance (state of
fragility) without blind, automatic scanner feeds. Our standard operating procedures were
designed and implemented with the input of professional book and paper conservators.Many
projects involve re-imaging collections that low-bid vendors have already completed.
Kofile provides a combination of services and knowledge that no other single vendor provides.
Our superior experience with historical documents ensures that we can address any concerns
regarding the handling of fragile items, image capture, and quality of work. Kofile's capability to
provide conservation and archival imaging will save Fresno County money and will ensure that
the resulting digital images and source original Documents are of the highest quality, free of
distortion or information loss.
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KOI L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
XI.B.2. SCOPE OF WORK
1.Contractor shall be responsible for conducting a review of the contents of the Vital
Records Library.
Kofile has the capacity to perform Fresno County's required services as represented by
information submitted in this proposal. Kofile representatives are familiar with the Fresno
County Assessor-Recorder's archival materials and have thoroughly reviewed and assessed
Fresno County's Vital Records Library in preparation for this proposal.A full inventory and
pricing are included in Section XII. Cost Proposal. Please note that all specifications outlined in
this proposal are representative of Kofile's abilities and treatment is tailored for each individual
volume or map.
2. Contractor shallmain tain an information log for each volume receivednotingall of the
following:
a) Condition of volume upon receipt
b)Number ofpages an dproperpagina tion, blankpages
c) Proper alignmentofpages.
d)Paper type.
e)Binding type.
f) Presence of staples,paper clips, brads, etc.
g)Presence ofprewous repairs.
h) Presence ofacidicglue
i) Notation o f origin a]le ttering on spine and covers.
j) Loose pages and attachments.
k)Pages blank on both sides.
1) Special characteristics.
m)Any other information pertinent to the identification of the volume.
n)Date received.
Upon receipt, items are assessed to document condition prior to service.Each sheet is
inspected by to ensure that it receives the
appropriate level of treatment.A written
record is retained to record:
Date(s) of treatment `
Names) of the conservator
who worked on the item or held
a supervisory position _
Names) of the technician who r`\
worked on the item ,� t
Condition of document upon l
■ receipt
Proper alignment of pages
PAGE 22 1 65
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Book title
Substrate type (paper&binding)
Special characteristics
Presence of acidic glues
Presence of previous repairs
Number of pages,proper pagination, and blank pages
Presence of pressure sensitive material
Presence of staples,paper clips,brads, etc.
Identity of certificates/records (manuscript, Photostat,typed, etc.)
Notation of original lettering on spine and covers
Loose pages or attachments
Pages or attachments blank on both sides
Any other information pertinent to the identification of the volume
Please note this is not a conservation treatment report disclaimer—as provided in every finalized
bound volume. See examples on the following pages and in the Reports section of this proposal
'R
Conservation TreatmentReport
Disclaimer(below)/Dedicatron Plates
2013
at edg-arid folds.
TREATMENT REPORT
14
MEN
PAGE 23
KO FILE PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
3.It will be the Contractor's duty to exercise extreme care in dismantling the bindings of
the volumes. Under no circumstance will cutting sections ofbindings be allowed Volumes
must be disassembled byhand. Text blocks must be thoroughly cleaned and carefully
disassembled and reassembled.
The Con tractor shallperform all the followingbyhand.•
a)Remove all original bindingmaterial and adhesive residues.
b)Remove anyu and all staples,paper clips, brads, etc.
c)Remove pressure sensitive tape and oldglue.
d)Remove pages blank on both sides.
e)Disassemblyofvolumes.
f� All trimming ofpages.
Kofile addresses each sheet individually. Kofile never utilizes any method of treatment or repair
or maintenance that is not 100%reversible.All materials used in the construction of Kofile
products that contact records of enduring value, including book cover boards, are acid free and
lignin free. Senior staff attends continuing education conferences and hold professional
memberships with such organizations as
the American Institute for the
Conservation of Historic and Artistic
Works (AIC). Kofile is also an Institutional
Member and is enlisted in the Book and - -
Paper Group. k
Dismantle /
Kofile does not attempt any procedure that
results in a loss of text or weakens the
paper's integrity. During dismantling, a
trained technician carefully removes
original binding materials, such as threads
and adhesive residues by hand.At this The volume pictured above suffered from binding
time,pages that are blank on both sides will that compromised the text ofthe pages.
Dismantling required careful removal byhandd,
be removed as well.
Surface Dry Cleaning
Surface cleaning is a generic term for the
removal of materials deposited on
document sheets. Deposits include dust, IIFT T'
soot, airborne particulates, sedimentation kx �Y
from water damage, mold/mildew residue,
active micro-organic growth, insect
detritus, or even biological or mineral
contaminants.All have serious
consequences during long-term storage. a'
Surface cleaning with a soft dusting brush.
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RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
To improve the document's appearance, superficial grime is removed with a soft dusting brush.
A microspatula is used to coax insect deposits from the sheet.At times, a latex sponge,
powdered vinyl eraser, or soft block eraser is used. More elaborate cleaning systems require
isolation,filtration, and personal protection. Fragile materials may require vacuuming through a
fine mesh screen overlay.
Removal of Old Repairs
Adhesive reduction begins with the most benign
process. Chemical removal is the last resort.When
possible,peelers and tape are removed with two
primary techniques: Mechanical Heat Removal and
Mechanical Peeling. The former is used when adhesive
is loose, old, or brittle; the latter,when removal by heat
` is unnecessary.
A microspatula (sometimes heated) coaxes threads,
pressure sensitive tape, and glue from the paper.
Remaining adhesive is treated with a gum compound
eraser. Solvents are only used by a conservator as a last
resort, and only after testing. If mechanical tape
removal is unsuccessful, the next alternative is chemical
removal. This is either a local or spot treatment or an
immersion bath treatment. Kofile's laboratories are
I-J, equipped to process chemical treatments correctly and
A Kofile Conservatorperforms safely. If possible, the removal of water-soluble repairs
adhesive reduction and removal to a are accomplished by water or steam. Previous repairs
permanentpublicrecord. that cannot be removed safely will remain.
Also at this stage, fasteners,page markers, and other metal mechanisms are removed. Fasteners
such as binder clips, staples,paper clips, string ties, rubber bands,brads, straight pins, etc. cause
damage in short periods. This includes physical damage (decreased paper strength due to
punctures or distortion), and chemical damage (rust).
4. Contractor shall clean allpaperasnecessarybyaccepted archivalmethods only.
a) Contractor shall.Hand mend andguard paper tears.Mending tissue should be
lightweight, closelymatchedin colorandflexibility, ehminatingformation ofa
breakingpointin the sheet(Gampi orproven equalfortearrepairs;Kozo, Sekishu,
orproven equal forguarding, also known asjapanese paper.)Adhesive for all tear
repairs andguarding offohos to be ethyl cellulose paste orproven equal,including
liquid acrylic adhesives such as Rhoplex. Sufficientpress time will be allowed for
paper to completely dry after the mendingprocess to ensure paper will not cockle
and that the text block lies flat without external pressure.
b)Reinforce weak or tattered sheets with acid-free,reversible adhesive orproven equal
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KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
as necessary to maintain mechanical integrity ofpage/volume
c)Repair or replace index tabs as necessary.
d)Neatlyhand--trim all sheets to consistent size for uniformity
and appearance, unless
doing so would damage text.
e) Sheets are to be flattened as necessary.
Repair and Restore Paper
Mending torn paper is an art.Mending processes are completed with a variety of materials
depending on the paper's color, tone, condition, and weight. The length of the tear(s) and the
degree of embrittlement or fragmentation are also concerns. Kofile generally mends tears
greater than 1/,"if the Document is going to be encapsulated.
All of the materials utilized
for mending are acid free
and reversible.Japanese t
paper and ethyl cellulose
paste or Crompton tissue 1 `
are used most often. Kozo `
paper, in natural and white ; -
finish, is commonly used
because of its strength and
transparent nature after
application.While visible to
the trained eye,it does not _
distract from the
Document. Fragmented 1
edges,folds,tears, cracks,
voids, and losses are all
mended in this fashion.
Mending strips are water _" = .
cut so the edge of the
Japanese paper visually
integrates with the44
Document,without clashing '_ " " � :•R'
aesthetically or historically
with the original. Other
types of Japanese paper r _
used frequently include
Zangetsu, Gampi, Tosa
Tengujo, Seikushu, and
Thin Uda. Filmoplast®may An 1848 Probate Record. The image to the right shows the page
also be used for after deacidification, tape removal, and mending with archival
reinforcement of damaged Japanese tissue. The image above shows a Kofile conservator
piecing the document together after the adhesive was reduced.
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RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
sheets. Filmoplast®is a low-temperature, acrylic adhesive that bonds to Japanese Kozo paper.
Kofile also constructs our own version of this material with acid-free tissue paper and Rhoplex
liquid acrylic adhesive.
After torn or weak sheets are mended, they are set aside to dry before being encapsulated or re-
sewn. Index tabs are repaired or replaced as necessary.Documents are hand-trimmed to create
sheets of uniform size, except when trimming would compromise the text.
Flattening and Humidification
Papers become inflexible and retain a memory of the storage position when improperly stored.
Tools to `flatten' documents include tacking irons and an Ultrasonic Humidification Chamber.
These practices eliminate the possibility of unnecessary fractures or breaks. Kofile's technicians
are experienced in using all three methods.
With these practices, the possibility of
unnecessary fractures or breaks is
eliminated. The tacking irons have
adjustable temperature controls to alleviate '
damage to the documents.
One flattening method uses moderate
pressure drying between acid-free blotters.
Careful monitoring eliminates bleeding
ink and mold or fungus growth. Flattening
occurs in the Kofile conservation lab where
the strictest archival environmental control An Ultrasonic Humidification Chamber.
standards.
Items are humidified after testing the
solubility of the image. The Ultrasonic
Humidification Chamber can correct the
most fragile document's folds and bends.
This machine is enhanced with a cross flow
and features a humidity dome and
ultrasonic humidifier. Private labs are rarely _
equipped with this device, and this
significant investment represents Kofile's
foresight and commitment to offering the A tacking iron—a conservator'sllattening tool.
best available technology as a functioning
and efficient vendor.
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RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
S.De-acidification and buffering _
on each page/folio must be done
as appropriate using only
Bookkeeper de-acidification
spray. _
De-acidification
De-acidification is only performed after
careful pH and compatibility testing. Kofile =
is equipped with multiple custom-built
spray exhaust booths.All are routed
through an HVAC system for
optimum performance. DE-ACIDIFICATION
Alkalization (or de-acidification) refers to the addition
Bookkeeper'De-acidification of a finely divided alkaline material to paper fibers. The
Spray, manufactured by addition of an alkaline buffer is approved for use on
Preservation Technologies, Inc. papers that would otherwise deteriorate because of their
(PTI) is a commercially- tendency to produce acid, or for acidic papers that
prepared buffer solution and is cannot be washed.
applied to both sides of the sheet
with compressed air sprayer AIC Definitions of Conservation Terminology,Directory of the American
Institute for Conservation ofHistoric and Artistic Works.
equipment, see pictured above
right. The solution is non- WHAT THIS MEANS TO FRESNO COUNTY
flammable and non-toxic. The Chemicals deteriorating within the paper fibers cause
active ingredient, magnesium deterioration of bindings and pages (if the paper is not
oxide, neutralizes acid, and acid-free).With time, these papers become increasingly
provides an alkaline reserve. acidic. This breakdown is evident in yellowing or
This chemical is inert, safe, and browning paper. In addition, the paper becomes brittle.
does not degrade the sheet.
Deacidificationtyill halt this process.
Once the buffer is applied, the Most are familiar with the classic experience of handling
paper's pH is slowly altered. of an old book—the binding is worn, the pages are
After de-acidification, random brittle and yellowed, and it releases a slight fragrance.As
testing ensures an 8 pH with a the years pass,handling the treasure grows more difficult
deviation of no more than 24%. as the book visually changes and ages. Unlike the readers
themselves, the aging of a book can be stopped through
conservation.With simple treatments,books and their
contents can be saved for countless generations.Yes, a
fraction of damage is due to handling,but the major
culprit is the acidic in the paper fibers. Imagine your
grandchildren reading the same book that you favored as
a child,but the pages are just as stark white and crisp.
This is accomplished through de-acidification.
PAGE 28 165
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
6.Restored sheets shall be returned to the County encapsulated and bound as follows.
a)All Envelopes to be of uniform size with heat-sealed weld on edges(ultrasonic weld
is not acceptable.Radio frequency edge weldingis acceptable.
b)Disaster Safe Binders or equivalent shall be used with lettering on spines as approved
in advance by Recorder or designee.
c)Information log as describedin item number two (2)of the Scope of Work shall be
provided for each completed binder.
Encapsulation
In archival encapsulation, the document
is free floating. It is not adhered or heat
set. The inherent static cling of polyester ,*
provides physical support and protection ►' `
from use.
t
Kofile uses SKC SH725 PET polyester
for its custom envelopes (pockets .
Polyester or Polyethylene Terephthalate
(PET) is the most inert, rigid,
dimensionally stable (dimstab), and
strongest plastic film, otherwise known as
Mylar®Type D or Melinex®516. It is
crystal clear, smooth, and odorless. It will
not distort or melt in case of fire.
Each sheet is encapsulated in a polyester
2 mil or 3 mil standard pocket or iyFlat
Archival Polyester Pocket—(US Patent
#7,943,220 B1, 5/17/2011).Available in
custom sizes,pocket dimensions match
the`book block' dimensions with a 11/2"
or 11/4"binding margin.
Our patented pocket is welded closed on
three sides and the binding process seals
the fourth side with a static seal.A 4
Reemay®strip or spunbond polyester is
welded at the binding edge to offset the
document's thickness and seal out
atmospheric pollutants but still allow off-
gassing. This allows for a flat book block
and reinforces the binding for added
strength and service.Also, to access the
sheet, the Pocket would not need to be
cut.
PAGE 29 165
KOE PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Re-bindingin a Disaster Safe CountyBinder—(DSB) -
Pockets are punched and volumes are hand-cased
in books of 250 sheets or less. This may include
splitting books with large capacities into two
volumes. Kofile manufactures binder components
on a per-book basis, sized to I/,"incremental
capacities.We punch sheets to any hole /
specifications and will repair/replace index tabs as
necessary.
Kofile can match existing books by manufacturing
custom sizes, shapes, spines, colors, and lettering.
Each binder features durable cover boards and a
spine to support the pages'weight.All materials,
including the cover boards and adhesives, are
acid-free. I
I
Proprietary Features I
Kofile proposes its proprietary Disaster Safe County I
Binder'" (DSB). It offers unparalleled protection �
i
against water and fire damage. It also enables the i
encapsulated sheets to hang from the binder's posts—
much like a hanging vertical plat cabinet system. This
feature allows collections to return in a smaller storage
footprint with 4Post M Shelving
The DSB provides unparalleled -
protection and storage.
Developed after Hurricane Katrina i
to address the devastation of the i
Orleans Parish archives, it protects sheets
from water, fire, and physical disruption. The
primary problem in 2005 was 100%relative humidity.With weeks of no power, mold was
rampant.A hard lesson,the DSB addresses what went wrong in that disaster.
Binder Specifications
The Disaster Safe Count
yBindee' (DSB) features a lifetime warranty against rust. It provides
progressive protection from exposure to fire,water, Relative Humidity(RH), atmospheric
pollutants,ultraviolet (UV) light, impact, and drops.Any product that fails to operate properly
or maintain its original integrity is replaced at no cost to Fresno County. This is our
commitment of value and service to our customers.
The DSB provides functionality and access ease while offering the highest rate of return on the
client's investment. It is a portable vault for housing records of enduring value and offers the
highest level of protection for disaster recovery.
PAGE 30 1 65
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Binder components are manufactured per book, sized
to I/a"increments.Adhesives are acid-free and
based on internally plasticized copolymers of
vinyl acetate with ethylene, deputy
maleate, or other suitable monomers,
with a vinyl acetate monomer content
of no more than 1%, and a minimum 6 pH.
Cover boards are acid free buffered. \
Other DSB Features Include:
Stainless Steel—The metal mechanism and book block
apron are constructed of stable corrosion-proof 316 stainless steel,
which does not emit harmful gaseous pollutants like cold roll steel.
Support to the Book-Block—The DSB is equipped with a Polyester Foam Insert,which
ensures physical support to the book block and allows library style storage.
Microclimate—The DSB creates a Microclimate, an independent, stable environment
separating sheets from the external atmosphere. Protective MicroChamber barrier boards
in the front and rear protect documents. The standard alkaline-buffered product only
removes by-products and pollutants. The MicroChamber barrier boards exceed buffered
papers by 100 times.
SecurityLock A security lock hinge protects from theft.
Nonflammable&Self-Extinguishing—With nonflammable cover boards and materials, the
DSB is self-extinguishing.With these proprietary features, the contained pages are
protected in extreme temperatures.
The DSB exceeds NFPA Fire
Codesl and I, and Classification
codes FMVSS 302,UL94 FLAME,
and UL 746A IGNITION.NFPA
232, —6.12.2, states "All records
shall be stored in fully enclosed non-
combustible containers" (Standard
for the Protection of Records, 2007
Edition J).
A cut-away ofthe DSB cover
components. The layers include:
1. Imitation Leather(red)
2. Fire Resistant Material(black)
3. SelfExtinguishing Board
_ PAGE 31165
KO d-- I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
7.All Book-stamp titles are to be reviewed and approved in advance by the County
Recorder or Designee.
Title stamping will follow the same format/style of the originals or can incorporate custom
dedications, commemorations, and seals. Tooling is performed with 23-karat gold foil. The
Assessor-Recorder reviews stamping in advance and approves any corrections or changes.
8. Contractor will provide an estimate of the storage/spac%apacityneeded forreturned
volumes.
a)Flexible storage and display options for r
the binders will be presented rr
b) Coordinate with the CountyArchitectin �1�1
evaluating,loorloads and means of
disbursement of weight appropriate to
the site.
Kofile is prepared to provide shelving as part of this
service option. Kofile will work with the Fresno
County Assessor-Recorder Office to design a
custom schematic to achieve the best footprint and
adhere to floor load restrictions.
The DSB's polyester foam insert ensures that the
book block is physically supported. Encapsulation
allows sheets to hang from the posts. This function
enables library-style storage and saves invaluable
square footage that other systems engulf. Fresno
County will save monies and footage engulfed by - -
outdated storage methods.
4post Shelving"is archive-approved and is available in a
textured,powder-coated finish with a variety of colors. Its
superior, attractive,uniform finish is more durable, scratch
and corrosion resistant, and environmentally friendly than
liquid paint.Also,book ends are not needed because the
DSB sits upright independently.
�L
Kofile proposes this superior, archival shelving solution
because it is customized shelving depth at 20"to house the
DSBs. This shelving unit is specially designed to house DSBs
for long-term storage,while still extending access ease to the COUNTY
County staff and public.As Kofile owns the DSB,we provide
the exact storage solution that Fresno County requires. Our -----
PAGE 32 165
KOI L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
solution provides a cost-effective
method of maximizing the available —
storage footprint with high density
shelving.
Kofile considered many factors when
designing this shelving and
recommending customized and
appropriate solutions and schematics.
This includes the effects that the
shelving materials will have on the
archival materials they will hold as well
as the surrounding environment. This shelving has a custom finish with an archival-quality,
environmentally-friendly paint that will not off-gas and damage documents. Unlike wood,the
materials of this shelving system do not attract pests or mold.
Our system also considers how the weight of the archival binder and its contents will effect the
structural integrity of the shelving units themselves.We understand that these binders are
heavier than normal due to their disaster-safe components. Other shelving systems are not
specially constructed to sustain this extra weight, and, as a result, other shelving systems will
buckle or break when tasked with housing DSBs. Fresno County can rest assured that this
shelving will not buckle or deteriorate.
This shelving system optimizes the use of available space within the County facility. This system
causes no structural damage. Kofile accounts for the location of windows,water heads,fire
extinguishers, etc., and we note how the new units will influence office traffic flow.
4Post Shelving"'is archive-approved, and each unit features interlocking keyhold uprights in
addition to double rivet shelf supports to maximize durability and versatility. The units can hold
volumes up to 20"D, and they are assembled without the use of bolts, nuts, or clips.
4Post Shelving—systems allow for single-entry units for placement against a wall and double-
entry units for placement of units back-to-back. Units are also designed"mobile ready"to allow
for storage expansion and conversion to a TrakSlider System if needed. These units are also
beneficial because they allow for easy expansion should the Fresno County Assessor-Recorder's
Office wish to re-arrange the units or add more units.
4Post Shelving7m is available in a textured powder-coated finish with a variety of colors.All steel
parts are thoroughly cleaned using a three-stage iron phosphate washer and then coated with an
Epoxy-Hybrid powder coat finishing using a state-of-the-art electrostatic paint system. Powder
coating provides a superior, attractive,uniform finish that is more durable, scratch and corrosion
resistant, and environmentally friendly than liquid paint. Kofile only uses the most advanced
painting technologies that are EPA tested and approved. The powder coat is solvent free and
environmentally safe.
PAGE 33 1 65
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
9. Contractor shall scan each page to create digitized images as follows:
a)Each scanned image shall be no less than 300 dpi for best quality
b)All converted images shall be TIFF Group 4 format.
c)Images will be scanned and maintained in order on archival gold DVDs.
d) Two original sets ofmaster archival gold DVDs will be pro vided.
e)Each scannedimage shall be 100%readable.
f) Contractor is responsible for all reconciliation and error correction processing to
assure all records and images are accounted for.No extra spaces unlessplaceholder
pages are provided, e.g. `1Vo Image in Original"
g) Contractor shall re-process
,, at Contractor's expense, all images that do notmeet
image quality acceptance standards as determined by the Recorder or designee.
h) Contractormustprm de a methodforhandlingmissingscannedimages,multiple
images, and incorrect orpoor-qualityimages.
i) Vendor shall furnish a DVD indexreferencing the book title and volume number of
the contents either in book/binder form or byspreadsheet.
Archivallmaging
Kofile is highly capable to provide all standards in accordance with the RFP. Images are
captured at a minimum of 300 dpi at 256 bi-tonal or gray levels. This ensures the highest image
quality for documents with poor contrast and difficult-to-read information. Images accumulate
as Group IV bi-tonal images in a standard PDF format. Single-page images are stored in .001-
.Onn (Page Numbers) extensions. Images are optimized and scaled for system output.
Images are delivered on two sets of original master archival Gold DVDs.A DVD index
referencing book title and volume number will be supplied as well. Please note that Kofile's
imaging price proposal includes naming convention to identify each image by type,year,book,
page,page count or other indicator(s) depending on the County's final requirements.Any
additional indexing requirements will require additional charges to address the number of fields
and/or key strokes necessary.
•g
II bbb
What would this image Imaging As Is— Tape DocumentAfter Tape and
look like ifim age d`AS IS?" Compromises Legibility Adhesive Reduction
PAGE 34165
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
The article infers thatpartial document destruction is normal. This is unacceptable and contrary
to anypreservation standard.Ko.&e has the experience and expertise to handle fragile
documents and address the physical preservation of the source document.
Source:Higgins,Jessie. `Recorder's Office Preserving Oldest County Records byDigitizing Them:Some Century-
OldPages Crumble When Touched,"Courier Press,August2l,2013<www.courierpress.com/news/local-news/
digitizing-historical-records>and<www.courierpress.com/news/local-news/county-digitizes-century-old-
records>.
Imaging a document and digitizing a collection creates an electronic representation of the
original archival record. This process is not meant to replace the archival record,but to aid in its
preservation. The image serves as a reference tool and is a back-up if the original is damaged or
destroyed. Our experience with the data conversion of archival documents is inferior to none.
We can address any concerns regarding the conservation treatment and handling of fragile
items, superior image capture and microfilming, and quality of work.
Kofile does not subscribe to the"scan it and forget it"philosophy. Our services differ because
materials are addressed according to their condition and fold endurance without blind,
automatic scanner feeds. Technicians are trained to handle fragile and historical documents.We
invest in the best hardware and software. Many of our projects involve re-imaging what low-bid
vendors have already imaged.With Kofile, images are the highest quality and are free of
distortion and loss of information.
Kofile always defaults to U.S. National Archives and Records Administration (NARA) technical
guidelines for digitization. Upon request, Kofile stores an electronic security back up of all
images in case of loss, damage, or destruction by fire or natural disaster.
Image Capture
Domain specific knowledge is a necessity for this project.A vendor that does not understand
permanent asset collections may address the Dallas County files as disposable documents.We
understand these are not disposable records, and will maintain file order and identification.
PAGE 3S 1 6S
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Operators observe each page during capture. For faint or illegible pages, the operator marks the
page, readjusts the scanner, and employs contrast tools. If unsuccessful, the operator indicates
and inserts a review form. The page is treated with a"Best Possible Image Indicator" or further
enhancements.
Image Processing and Enhancement
IMAGE PERFECT is Kofile's proprietary software. It ensures the optimum image quality.When
documents vary in size and density, this custom programming ensures image uniformity.It
provides proprietary algorithms to achieve high image quality. The utilization of algorithms is
critical for capturing different densities and quality levels in a collection.
This proprietary software is a digital SLR-based system. Kofile utilizes the Microsoft SQL
database as the underpinning for the production systems. The software also allows operators to
build and edit image processing scripts interactively. The image processing scripts can be saved
for batch processing. It also has progress tracking capabilities and can identify expectations.
Supervisors manage and correct problems in a quick and efficient manner.
This software automatically detects and compensates for a scanner's variances or for variances
from multiple scanners or those of different types. The Assured Image delivers consistent,high-
quality output.
IMAGE PERFECT uses custom image clean up and enhancements such as deskew, despeckle,
character repair, and zonal processing. Kofile maintains 100% document integrity and image
control with exclusive Image Locking capabilities. The processing procedures will not allow for
information from rescanned pages to cut and paste accidentally into the incorrect page.
During the image repair, IMAGE PERFECT allows repair of the currently displayed image
without rescanning. This eliminates the need to rescan additional images that could compromise
image integrity. Images are zonal enhanced to improve readability.
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� ! '•/ � 4//yt�./e�J/ �j�—��✓�yyy...�ti++ c.of»au Its
/�'�.•urt. L'/// ,JY?/1�ZO fZ07e� u .y`.�.....�.Y.,`. �
7.TAP es.co.co.3vW1,
Examples ofbefore and afterimage processing byKofile.
PAGE 36 1 65
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Quality Targets(see pictured)
establish the baseline digital 00 -
capture quality of the scanner
during scanning. Therefore,
Kofile can measure the
digitization physics at the time of
capture. The Quality Target
serves as the foundation for our ❑
quality assurance analysis. IMAGE _
PERFECTmeasures each image at Ll
a minimum for the following ❑
attributes:
■ Target DPI ,
Target Tone scale and correction Quality Targets permit operators
■ to viewimage quality at the time
■ Color Management of the scan.Images, even with
■ Brightness/Contrast Correction scanning on different devices, are
■ Gamma Adjustment "normalized"
as if they were from
■ White Balancing the same scanner.Rather than
■ Page Orientation using ad-hoc algorithms and
■ Exposure uniformity tricks, this software measures
■ Color reproduction data image qualityandpropagates this
Kofile performs negative Photostat polarity reversal (black data through the imaging chain.
characters on a positive background). The document The Quality Targets establish the
certification strip (file strip) is inverted to match the polarity baseline digital capture quality of
of the final image. the scanner at the time of
I scanning.
Annotations are supported to allow the electronic addition
of Name, Book Type,Volume, and Page on the image. Image quality metadata is captured as part
of the image header along with a secured digital signature that certifies the fidelity and integrity
of every image scanned.
Digitization QualityAssurance Plan
Quality control (QC) is a key element. Our QC process ensures that all images are certified.
Each and every image is sight checked during QC.
Kofile's quality assurance processes involve three major thresholds for 100%review inspection:
during preparation, during scanning, and during a post scanning review. Then the process
involves a statistical,random,batch-based review of 8% of all work before delivery. The three
checkpoints for 100%review and the batch-based 8%review establish the control levels for
inspection of the finished product.
Each page is checked to ensure there are no missing pages or double feeds and to account for"A"
pages (which may have been added to the original book).Every image is inspected before it is
delivered to the customer. Fresno County can receive an image log noting the steps employed.
PAGE 37 1 65
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
10. Vendor shall submit an Estimated time frame for the completion ofthe project
based on the Scope of Work.
PROJECTSAMPLE
• ' • : • •
WEEK PRO JEC TPHASE C O MMENTS
1 COMMENCEMENT Project Manager meets with the Fresno CountyAssessor-
&RECORDS Recorder and/or designated staff.Document and books are
TRANSPORT picked up and inventoried.Fresno County is provided a copy of
the inventory and approves prior to transport. Records are
delivered to the Kofile facility in Carson City,NV.
1 ARRIVAL Items are unpacked and inventoried against the previous
inventory.Before any conservation treatments are undertaken,
each item is evaluated.An Information log is generated for each
item.Titles are verified,items are identified with job numbers,
and a stamping sheet is produced. The stamping sheet is faxed to
Fresno County for verification,if required.
1-2 PREP Job instructions are written and distributed. Custom materials
such as record binders are ordered upon approval of stamping
sheet.Each stage of the conservation process is carefully
documented according to accepted conservation practices. The
treatment log always accompanies each item.Volumes are
dismantled. Page/image order is checked against the log.
2-4 CLEANING& Folio surface cleaning.Adhesives and repairs are removed.All
DEACIDIFICATION treatments are lab-tested and industry approved. All solvents and
adhesives are acid-free and easily reversible.Individual sheets are
deacidified (or washed, as appropriate).
4-7 REPAIR&RESTORE Sheets are mended with appropriate methods, such as the
application of Japanese tissues. Sheets are encapsulated.
8-12 IMAGING Document preparation,batching, and scanning,while adhering to
strict quality control policies.
8-14 BINDERASSEMBLY Depending on the chosen housing,the designated books are
bound.Binding may include rounding,backing, cover assembly,
gold stamping and tooling, cutting of boards and leather,lining,
and casing-in and pressing.
14-16 QUALITY Collection undergoes final quality check. Treatment reports are
CONTROL finalized and returned with the collection.
16-18 RETURN The collection is boxed and delivered to Fresno County. Other
project requirements are addressed as appropriate.
PAGE 38 1 65
KOI L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
11. Contractor will describe allprivacy safeguards to protect Personalldentifymg
Information.
Safeguarding Personal Identifying Information
Due to the confidentiality of the data, Kofile understands the need for multiple security
measures. The Kofile facility is designed to ensure the safety of Fresno County's data.
Hiring Procedures
Kofile holds insurance on all services. Staff are drug-free and pass a background check upon
employment. Kofile employees are subject to extensive interviews. The staffing agency
completes background and criminal check procedures for all personnel.All candidates pass a
face-to-face meeting with a manager—which includes information about previous jobs,
responsibilities, skill sets, tenure, and reason for leaving the specific job.Applicants are
informed of the security steps that are in place.
Digitization Team
Before working with confidential records,the technician must graduate a series of work-effort
tiers. Employees complete an intensive training with a mentor before separately permitted to
work on any live information. During this time, they are taught guidelines and security policies
for handling protected information.All technicians start with entry level tasks. To progress to
tasks with higher level of security and responsibility, each must progress a series of tiered
assessments and progression points to build a level of trust.
Technological SecurityMeasure..
Due to the confidentiality of the data, Kofile understands the need for multiple security
measures. The Kofile facility is designed to ensure the safety of Fresno County's data. Operator
terminals are configured to ensure data cannot leave the facility.Any employee assigned to the
project is issued a username and password to access images.We work in a secured, directory-
based environment. Rights are assigned to individual images as "read only." Only approved
employees have the passwords to change image permissions. Therefore, no one can delete or
modify images without authorization.All activity of this nature is logged.
Kofile has taken substantial safeguards to protect clients from release of information through
"social engineering" exploits. Kofile has sensitivity policies that are enforced and circulated to
classify the sensitivity of data within our possession,however short its stay.
12.All records/volumes and images are the sole property ofthe Countyand cannot be
reproduced or retained by the Contractor.
All Documents and images are the property of Fresno County. Kofile will not reproduce or
retain any Documents or images belonging to Fresno County.
PAGE 39165
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
13. Vendoris strictlyforbidden from providing copies of County records to third
parties.
Our team is experienced working with public records. Kofile will not disclose Fresno County
records to third parties.
14. Contractor shall be responsible for safeguarding all Count
ypropertyin accordance
with this Scope of Work.A securityplan will be submitted along with each proposal to
assure this compliance.
Security Plan
Kofile provides Fresno County with a multifaceted security plan composed of the location of
work, the expertise and professionalism of staff and managers, and specific security measures in
place to prevent theft or loss of information.
Location of Work
Once a collection enters Kofile's hands, it goes directly to the Nevada facility, and nowhere else,
until it returns to its home. Kofile is uniquely aware of the vulnerability of the records and media
in trust. The location of work is Kofile's Western Regional Facility located at ISS8 Forrest Way,
Carson City,NV. The Western Regional Facility was established in 2003, and it expanded to its
current location during the winter of 2014, increasing all work areas by at least two fold. This
location serves Western-most projects. This facility sits on a hill and the location has no risk of
flooding. The facility is a stand-alone structure.
The facility at Carson City boasts a 16,000 square foot floorplan and over 5,000 square feet of
working lab space. This lab area is enhanced with special lighting and ergonomic countertops to
maximize technicians' abilities. The storage containment room is temperature controlled and is
under constant digital surveillance and fire monitoring. There is also a 5,000 square foot loading
and receiving area to accept pallets and stage outgoing work.
The Kofile facility is designed to ensure the safety of client's records.A sophisticated security
system monitors all motion and access points. This system is not linked to the local phone line as
a precaution against disablers. The facility is intentionally located above flood plains, and the
location is unlikely to suffer hurricane, tornado, or other natural disasters.
This facility contains a fire detection system that runs throughout the entire building, and meets
OSHA and NFPA standards. The Carson City laboratory is equipped with a state of the art
electronic security system.All premises are fully alarmed against forcible entry and fire; this
includes automatic and remote 24-hour monitoring. The facility has window breaks, glass
breaks, forced entry detectors, and digital cameras throughout. Fire and security communicate
via cell phone so wires cannot be cut to disable the reporting to the respective monitoring
companies.
PAGE 40 1 65
KOI L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
An independent HVAC system connects to a drop for spot chemical treatments, fume hood
vents, and deacidification booths. The lab work area is over S,000 square feet of actual working
space with special lighting to enhance the workers ability to spot rips and tears. The lab area is
supplied with an air handler system connected to a drop for spot chemical treatment, full fume
hood, and de-acidification booths. De-acidification spray is connected to a large compressor
through a pressurized line. Team members are educated and trained to respond to disaster
situations.
Fire-Resistant/Rated Storage Area
The facility has a very large temperature controlled storage area with metal shelving to house
large projects—seepictured to the right. The storage containment room is controlled via finger
print ID smart lock access only. The room is fire monitored and under constant digital
surveillance. It holds approximately 2,000 records. Records are housed here at all times except
when being worked on.
Project Management and Staff
Quality, service, and performance are
continuously monitored. Throughout — � l
the entire process, the point of contact,
P P
production manager, and floor
managers coordinate and monitor
progress by direct observation,
m
supervision, and continuous review of
the documentation. Periodic meetings
of the staff and management also
provide a forum for information ,
exchange.Each conservation laboratory
is supervised by a senior conservator.
Point of Contact/AccountManager:
Project Tracking Joe Arbios,Director of Sales, Western US
Each project is assigned a job number.All As Point of Contact,Arbios ensures that the
instructions and recordkeeping reference this project is completed on schedule and to the
number.Assigned personnel document each client's satisfaction.Arbios is available to
item and enter job numbers into our tracking periodically meet with Fresno County.
database.All project phases are dependent on Arbios is responsible for overall project
contract guidelines and authorized requests. supervision.All project phases are
Work order and individual documentation logs dependent on contract guidelines and
accompany the item throughout the entire authorized requests from Fresno County.
process.Each client or batch of records is
entered on a color-coded production and control
board. Storage areas are likewise color-coded to correspond. Records are housed in the same
location throughout the project, so that any given record is quickly located.
The key to loss prevention is to establish positive control over each item. Kofile manages a large
PAGE 41 1 65
KOI L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
number of projects and has not lost any media or source files. Inventory control is continuously
maintained throughout each step of the conversion process. Our SQL imaging database
maintains a complete audit trail throughout each step. Irreplaceable roll film, aperture cards,
cartridges,paper files, charts,maps, and microfiche are handled in this manner,without loss.
Back-Uv-
Kofile has numerous safeguards in place that enable restoration if services are compromised.
Kofile maintains separate and alternate facilities with distributed server architectures. Kofile's
server architectures allow redundancy of data operations within multiple locations.While
indexing services are accomplished at the Dallas facility, data is regularly backed up to allow
services to resume without interruption. Kofile has a comprehensive business continuity
program in place,which we review, update and test on a regular basis. The plan provides for
continuation of client service within 48 hours in most cases.
Should our data processing center become
unavailable for any reason, Kofile will
transition to a separate backup location.
Kofile has other data centers on separate 11 ,
power grids, separate weather climates, and
different transportation networks. Each _
center is vested with staff with working
knowledge of the activities and business rules ,14
associated with specific customer activities.` �•-
In the event of an image/data processing
center failure, Kofile will transition to co-
located web accessible servers to an offsite
data center.
Kofile maintains server architectures,which allow redundancy of data operations. Information is
captured on local workstations and processed in batches. The batches are stored on centralized
servers with RAID 6 arrays. These are backed up nightly, and the entire group of information is
stored on archive servers. External data storage devices in house allow for primary redundancy
of data.Nightly backups are sent to this external drive, allowing for immediate retrieval of data
for two weeks.
Kofile's standard data and image hosting access is provided through our proprietary net based
applications. The database is hosted on a Microsoft SQL 2014 RDMA and presented through a
hardened IIS web server. The web server runs within a DMZ behind a Cisco firewall.Access is
further limited through IP filtering. Kofile's production systems are based on a Window Server
2008 with Windows 7 64-bit clients.
PAGE 42 1 65
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
IS.AIIBidders willprovide evidence ofatleasta minimum offive (S)years'
experience in archival conservation of California Countyrecords Experience must
include de-acidification in addition to binding and paper conservation.A reference list
ofsimilarprojects for California co un t
ygovernments shall be submitted to the
County. The total years of California experience over and above the five (S)years
should be provided in the Requestfor Proposal.
In the State of California, Kofile has performed preservation services in nearly every county over
the past 20 years, see represented by the graphic below. In order to better serve these clients, the
Western Regional Laboratory was established in 2003 by a root company. It continues to
operate with the same staff.
Nvgfe ro
PERMANENT PUBLIC
4w
•R.'PRESERVATION PROGRAM
CMY
IN
IN THE STATE OF
L'r
ysw. M
CALIFORNII .yy
V
n Lrnu
wW New
OTHER PROJECTS
(SINCE 2009)
CITIES PRIVATE
LAVERNE THE BRUCE LEE FOUNDATION
MODESTO THE RAYMOND MUSEUM �OV
SAN DIEGO
SAN LUIS OBISPO ° 9
SUSANVILLE
California County Projects
In addition to the previous references, Kofile has addressed the following projects for archival
materials including maps and records books from the offices of Clerks, Recorders, and
Assessors.As the references document, Kofile establishes enduring professional relationships
with customers. Kofile remains loyal to each project.Excellent customer service and continued
devotion to serving the public good motivate each aspect of a Kofile project.
AmadorCountyRecorder-Clerk,Jackson, CA
Hon. Kimberly L. Grady, County Clerk/Recorder/Registrar of Voters
County Record Books restored, microfilmed, and imaged. 1997—Present.
PAGE 43 1 65
KOI L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Kern CountyAssessorRecorder,Bakersfield, CA
Hon.Jon Lifquist,Assessor-Recorder
Restoration of Patents,Miscellaneous Records,Vital Records, and maps. 1992 to present.
Monterey CountyRe corder-County Clerk, Salinas, CA
Hon. Stephen L.Vagnini,Assessor-County Clerk-Recorder
Preservation of historical records. 2014—present.
Santa Cruz County Recorder's Department, Santa Cruz, CA
Hon. Sean Saldavia, County Recorder
Restored volumes and maps to date. 1994—Present.
Shasta County Recorder,Redding, CA
Ms.Lori Minneker, Recording Manager
Volumes and maps restored. Clean,mend, deacidify, encapsulate, microfilm, and bind. 1995-
4/2010.
Stanislaus County Clerk Recorder,Modesto, CA
Hon.Lee Lundrigan, Clerk-Recorder
Restore/microfilm Books, Indexes, and Records. 1993-8/2011,Book restoration.
Ven tura Co un ty Clerk an d Recorder. Ven tura. C
Hon.Mark A. Lunn, County Clerk and Recorder/Registrar of Voters
Mr.David Valenzuela, Clerk and Recorder Operations Manager
Restoration of Deeds,Vitals, and maps from 1994 to present. This project also included
microfilming.
16.All materials are to be picked up and delivered by vendor.
Fresno County's archival materials will be handled by trained and experienced Kofile personnel.
Kofile takes pride in being a prompt and efficient company.
Fresno County's records are never disclosed to third parties. The Kofile team is experienced
working with public records. Kofile's personnel will pack and prepare volumes for
transportation, as well as inventory and receipt records at the time of pickup and delivery.All
records are personally transported between Fresno County and Carson City.
With decades of experience packing and shipping records across the country, Kofile has a
proven procedure. The Account Manager,Joe Arbios, is responsible for picking up,packing, and
transporting the historical records. Kofile will provide all materials and instructions necessary.
Pick-Up— The Account Manager will arrive at Fresno County. Records are inventoried.
Once the records are inventoried,packing commences. The County will receive copies of the
PAGE 44 165
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
packing lists. Upon arrival at the Kofile facility, the records are inventoried again and
preservation begins.
Delivery—Kofile will use the same method used for pick-up to return the records. The
Account Manager will deliver the restored and preserved volumes and images.
Kofile developed this accelerated turnaround,while still maintaining a high quality of
workmanship. Kofile will abide by any necessary project timeline requests as specified within the
RFP packet.
17.Access to information and images held by Contractor while beingpreserved shall
be provided to the County within one hour ofrequest.Information maybe sent via
scan/email,fax, or telephone call.Images must be delivered to the 300 dpi standard.
Records held at Kofile are viewed as private
and confidential and treated as such.
Employees are experienced with working
with public records and trained
accordingly.
Fresno County is guaranteed access to
records via toll-free fax or email at Kofile's
expense. Requests received during regular v
working hours (8:00 A.M. PST -4:00 P.M.
PST,Monday-Friday) are processed the
same day—within an hour or less of
receipt.
PAGE 45 165
KO F I L E PRESERVATION
RFP NO.962-5337:
C O U�T RECORDS PRESERVATION FORASSESSOR-RECORDER
!� COUNTY OF FRESNO,CA
XA COST
^T DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
O R56 J
R
Proposal No. 962-5337 Page 26
COST PROPOSAL
Firm: Kofile Preservation,Inc.
Please complete the follo,.:ing cost sheet. The price sheet must be complete. Add any additional
lines as needed. Cost to include pick-up, delivery and insurance.
Part I: Book Restoration
Type of Book/Notes Book No.of Page Size Cost Per Taxable Total
Count Pages Book Amount
State Birth Index 20 400 11 x 8 l/2 $17,000.00 $36,000.00 $340,000.00
State Death Index 16 200 11 x 8 1/2 $10,400.00 $12,800.00 $166,400.00
State Bride Index 11 125 13 x 81/2 $4,500.00 $5,500.00 $49,500.00
State Groom Index 15 125 13 x 8 1/2 $4,500.00 $7,500.00 $67,500.00
61 Thru 72(Birth) 12 300 9 X l l $3,900.00 $3,600.00 $46,800.00
14a Thru 54a(Birth) 42 500 8 X 7 $6,500.00 $21,000.00 $273,000.00
170 Thru 185(Buth) 16 750 6 1/2 X 11 $4,550.00 $5,600.00 $72,800.00
Selma,Coa.Etc(Birth Small City) 71 125 8 X 6 1/4 $2,640.00 $20,448.00 $187,440.00
Kgs I,Rdly I.Etc(Birth Big City) 11 200 18 X 11 $2,600.00 $2,200.00 $28,600.00
Selma.16 In(Birth Big City) 4 120 14 X 9 1/2 $5,200.00 $1,600.00 $20,800.00
Fresno I(Birth Fresno City) 1 164 15 X 10 114 $6,500.00 $500.00 $6,500.00
Fresno City 1-15(Birth Larg City) 15 500 15 1/2 X 9 1/2 $3,250.00 $3,750.00 $48,750.00
Fresno(Birth County Index) 10 1000 17 1/2 X 14 $5,200.00 $4,000.00 $52,000.00
A Thru Z(Birth City Index) 3 1000 17 1/2 X 14 $13,000.00 $3,000.00 $39,000.00
1 Thru 9(Birth Largh Delyed) 9 160 17 1/2 X 11 1/2 $3,062.50 $3,543.75 $27,562.50
1 (Birth Large Delayed) 1 400 10 1/2 X 6 1/2 $6,800.00 $400.00 $6,800.00
10(Birth Large Delayed) 10 400 10 1/2 X 6 1/2 $12,750.00 $7,500.00 $127,500.00
1 Thru 12(Death Index City Regular) 12 500 17 X 11 112 $3,900.00 $3,600.00 $46,800.00
1 (Death Index Outside Distcs) 1 500 15 1/2 X 11 $3,250.00 $250.00 $3,250.00
1 Thru 9(Death Index Large) 9 500 16 X 10 1/2 $3,900.00 $2,700.00 $35,100.00
1 Thru 73 2a&3a(Death Large County) 75 750 10 1/2 X 15 1/2 $4,160.00 $24,000.00 $312,000.00
74 Thru 81 (Death Small County) 8 750 10 1/2 X 6 112 $9,750.00 $6,000.00 $78,000.00
A Thru I(Death Lettered Spine) 9 500 7 3/4 X 8 $6,500.00 $4,500.00 $58,500.00
G 1Pubh0RFP\FY 2014-151962-5337 Records Preservation\962-5337 Records Preservation doc
PAGE 46165
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Proposal No. 962-5337 Page 27
Type of Book/Notes Book No.of Page Size Cost Per Taxable Total
Count Pages Book Amount
la Thru 23a(Death'A'Books) 23 450 8 112 X 7 $6,500.00 $11,500.00 $149,500.00
1&6(Death Coalinga Large) 2 200 12 X 15 112 $1,300.00 $200.00 $2,600.00
1&li(Death Fowler&Firebaugh) 2 200 12 X 15 12 $1,300.00 $200.00 $2,600.00
6,7&8(Death Coalinga) 1 300 8 X 7 $3,900.00 $300.00 $3,900.00
3.4&5(Death Coalinga Small) 3 200 6 3/4 X 8 $1,300.00 $300.00 $3,900.00
1&2(Death Fowler&Firebaugh) 2 100 18 X 11 $850.00 $100.00 $1,700.00
la,2.3,4&5(Death Fowler.Thin) 5 100 18 X 11 $1,300.00 %500.00 %6,500.00
17 Thru 87(Marriage Large) 71 500 17 112 X 11 1/2 $4,160.00 $22,720.00 $295,360.00
88 Thru 95(Marriage Small) 8 750 11 X 6 1/2 $5,200.00 $3,200.00 $41.600.00
Men A-Z,Women A-Z(Marriage Index) 12 500 18 X 14 $5,200.00 $4,800.00 $62,400.00
1 Thru 5(Marriage Index) 5 300 17 1/2 X 11 12 $5,200.00 $2,000.00 $26,000.00
la,2a&3a(Marriage Index'A"Books) 3 500 11 X 16 $13,000.00 $3,000.00 $39,000.00
A Thru Z(Marriage) 26 500 17 112 X 11 $3,900.00 $7,800.00 $101,400.00
27 Thru 41 (Marriage Certs) 15 500 17 112 X 11 $3,900.00 $4,500.00 $58,500.00
1 And 2(Death Index Lrg Reedley) 2 200 15 1/2 X 10 $1.300.00 $200.00 $2,600.00
3.4&5(Death Index Reedley) 3 100 7 1/2 X 8 $1,300.00 $300.00 %3,900.00
1 Thru 16(Marriage Regular) 16 500 17 112 X 11 $3,250.00 $4,000.00 $52,000.00
1.3,5&5(Correct)(Marriage Affidavits) 4 500 17 112 X 11 $3,250.00 $1,000.00 $13,000.00
1889 Thru 1900(Marriage Certs,Thin Books) 12 400 14 X 8 $6-500.00 $6-000.00 $78-000.00
1 (Fresno Death Index 1) 1 325 15 1/2 X 10 12 $3,900.00 $300.00 $3,900.00
1 (Fresno Death Index h) 1 25 15 112 X 10 12 $3 900.00 $300.00 $3,900.00
1 (Clovis City Death Index) 1 27 15 112 X 10 $1,300.00 $100.00 $1,300.00
2,3,4&5(Clovis Deaths Small) 4 100 7 112 X 8 $1,950.00 $600.00 $7,800.00
1 (Sanger Deaths Large) 1 85 15112X10 $1,300.00 $100.00 $1,300.00
2,3,4.5,6.7,&8(Sanger Deaths Small) 7 200 6 3/4 X 8 $1,950.00 $1,050.00 $13,650.00
1.2.4.5.6&7(Selma Deaths Small) 6 120 7 3/4 X 8 12 $1,950.00 $900.00 $11,700.00
3.8,9& 10(Selma Deaths Large) 4 150 14 X 8 112 $2,600.00 $800.00 $10,400.00
1b.2b,4b(Deaths B Books) 3 500 6 314 X 8 $6,500.00 $1,500.00 $19,500.00
A-K And L-Z(Fresno Death Small Index) 2 500 21 X 14 $13,000.00 $2,000.00 $26,000.00
RiPnhlu4RFP1FY?01d-1519fi?-r VA7 Rornrrlc Procorvahnnl4R7-5i17 Rornr0lc ProcPrvahnn rinr
PAGE 47165
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Proposal No. 962-5337 Page 28
Type of Book/Notes Book No.of Page Size Cost Per Taxable Total
Count Pages Book Amount
1,2.3 8 4(Fresno Death Small Index) 4 500 15 112 X 10 $9,750.00 $3,000.00 $39,000.00
1 (Birth Delayed Index) 1 500 17 112 X 14 $3,600.00 $400.00 $3,600.00
1818 Thru 1819(Marnage Index) 1 210 18 X 11 1/2 $9,750.00 $750.00 $9,750.00
1919 Thru 1929(Birth Index) 2 500 18 X 11 112 $9,750.00 $1,500.00 $19,500.00
1,2,2a&2b Thru 60(County Birth) 62 250 17 112 X 11 1/2 $3,250.00 $15,500.00 $201,500.00
73 Thru 160(County Birth) 97 250 17 1/2 X 11 1/2 $4,225.00 $31,525.00 $409,825.00
170 Thru 185(County Birth Sml Parchment) 16 750 10 1/2 X 6 1/2 $4,550.00 $5,600.00 $72,800.00
1 And li(Fresno Birth I And h) 2 170 15 X 10 112 $3,900.00 $600.00 $7,800.00
lu(Fresno Birth In) 1 200 15 112 X 10 112 $5,200.00 $400.00 $5,200.00
Clovis I(Clovis Births Large City) 1 156 15 112 X 10 $3,960.00 $432.00 $3,960.00
2 Thru 9(Clovis Births Small City) 8 200 7 1/2 X 6 314 $5,280.00 $4.608.00 $42,240.00
1.2 8 4(Coalinga Birth Large Book) 3 200 17 112 X 11 $5,280.00 $1,728.00 $15,840.00
5 Thru 14(Coalinga Birth Thin Books) 10 200 7 1/2 X 6 1/2 $5,280.00 $5,760.00 $52,800.00
15-17. 18-20.21-23.24-25(Coalinga Birth Tri 4 200 7 X 8 V2 $10,560.00 $4,608.00 $42,240.00
Books)
1,2(Firebaugh Birth Regular) 2 50 6 3/4 X 7 112 $2,640.00 $576.00 $5,280.00
to Thru 7(Fowler Births Small) 7 100 6 X 8 $2,640.00 $2,016.00 $18,480.00
1 (Fowler Births Large) 1 100 17 112 X 11 $860.00 $72.00 $860.00
1,13.14.15,16(Selma Births Large) 5 150 14 X 8 $2,580.00 $1,080.00 $12,900.00
2 Thru 12(Selma Births Small) 11 100 6 X 8 $860.00 $792.00 $9,460.00
1 (Sanger Birth Large) 1 150 14 X 8 $1,320.00 $144.00 $1,320.00
2 Thru 15(Sanger Birth Small) 13 200 6 314 X 8 $6,600.00 $9,360.00 $85,800.00
Men A-Z.Women A-Z(Mar Index Lettered 12 500 17 112 X 15 $5,200.00 $4.800 00 $62,400.00
Spine)
1 (Reedley Birth Large) 1 150 14 X 8 5850.00 S50.00 %850.00
to Thru15(Reedley Birth Small) 15 105 6 X 8 $850.00 $750.00 $12,750.00
1 (Kingsburg Birth Large) 1 150 14 X 8 $850.00 $50.00 $850.00
3(Kingsburg Birth Small) 1 12 6 3/4 X 8 $850.00 $50.00 $850.00
2 And 2(Kingsburg Birth Thick) 2 770 6 3/4 X 8 $9,750.00 $1,500.00 $19,500.00
1a Thru 9a(Fresno Births City Tri) 4 500 16 X 11 $3,900.00 $1,200.00 $15,600.00
G\Public\RFP\FY 2014-15\962-5337 Records Preservation\962-5337 Records Preservation doc
PAGE 48 1 65
KO ,7
1 L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015.2:00 P.M.PST
Proposal No. 962-5337 Page 29
Type of Book/Notes Book No.of Page Size Cost Per Taxable Total
Count Pages Book Amount
16 Thru 22(Fresno Birth) 7 500 16 X 11 $3,250.00 $1,750.00 $22,750.00
13a Thru 54a(Fresno Birth Thick Small'A') 42 500 6 3l4 X 8 $6,500.00 $21,000.00 $273,000.00
A Thru K(Fresno Birth City Initialed Spine) 5 750 15 112 X 11 $4,225.00 $1,625.00 $21,125.00
A Thru Z(State Death Index 1905-1929) 8 540 8 X 10 $7,800.00 $4,800.00 $62,400.00
A Thru Z(State Death Index 1930-1939) 8 100 8 112 X 11 $7,800.00 $4,800.00 $62A00.00
1b Thru 13b(Fresno Births Thick 1949) 25 250 7 X 9 112 $3,250.00 $6,250.00 $81,250.00
1889 Thru 1900(Fresno Marriage Thin Books) 12 550 17 112 X 8 $6,500.00 $6,000.00 $78,000.00
1.3,5 And 5(Aff Correct)(Fresno Marriage) 4 500 17 112 X 11 $3,250.00 $1,000.00 $13,000.00
1 Thru 16(Fresno Marriage Regular) 16 500 15 112 X 9 314 $3,250.00 $4,000.00 $52,000.00
1905 Thru 1955(California Birth Index) 20 1751 8 1/2 X 10 112 $16,200.00 $36,000.00 $324,000.00
Plea se se e
Totals note. $446,337.75 $5,301,392.50**
.
Part It: Gold Archival DVD's, Two Sets
Estimate Number of D\:'D's Tv.,o Sets Cost Total Taxable Amount Total
18 DVDs*** $90.00 $0.00 $90.00
Part III: Storage Cabinets. Cost to include shipping, setup and installation
Type of Cabinet Cost Taxable Amount Total
Compact Rolling $50,000.00 $0.00 $50,000.00
Display $24,000.00 $0.00 $24,000.00
Part IV: Itemize any additional costs associated with this project
None to declare.
*Please note that each volume is priced per its specific condition,needs, sheet size, and page counts.
There is also minimum price for each honk_The average cost=er hook-is$4.,756.00—however.,this p rice
is not a flat rate,and not reflective of any one line item being priced.
**If there are any discrepancies in the number of volumes and/or page counts—either being duplicates
on this list or volumes not listed—Fresno County and Kofile will mutually agree on the actual number of
volumes and/or page counts to be preserved following successful award of this request for proposal.
***Estimate on similar projects with an average image size of 73 KB (ranging page sizes and handwritten
vs.typed—which contributes to file size). Calculated on image capture of 428,595 pages at 300 dpi,
TIFF Group IV,bi-tonal.Each Archival Gold DVD will hold approx.4 GB of storage (plus index DVDs).
G-1Publtc%RFP1FY 20 1 4-1 51962-5 337 Records Preservation1962-5337 Records Preservation doc
PAGE 49 1 65
KO F I L E PRESERVATION
RFP NO.962-5337:
C O U�l RECORDS PRESERVATION FOR ASSESSOR-RECORDER
.L COUNTY OF FRESNO,CA
CHECK LIST DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
J ix,b
Proposal No. 962-5337 Page 34
CHECK LIST
This Checklist is provided to assist vendors in the preparation of their RFP response. Included
in this list. are important requirements and is the responsibility of the bidder to submit :.ith the
RFP package in order to make the RFP compliant. Because this checklist is just a guideline.
the bidder must read and comply .vith the RFP in its entirety.
Check off each of the following:
1. v/ The Request for Proposal (RFP)has been signed and completed.
2. ✓ Addenda, if any. have been completed, signed and included in the bid package.
3. ✓ One (1)original plus six (6) copies of the RFP have been provided.
4. ✓ The completed Trade Secret Form as provided :.ith this RFP i Confidential Trade
Secret Information, if provided must be in a separate binderl.
5. ✓ The completed Criminal History Disclosure Form as provided .•.ith this RFP.
6. ✓ The completed Participation Form as provided vvith this RFP.
7. ✓ The completed Reference List as provided with this RFP.
8. ✓ Indicate all of bidder exceptions to the County's requirements. conditions and
specifications as stated within this RFP.
9. ✓ Lastly, on the LOWER LEFT HAND CORNER of the sealed envelope. box. etc.
transmitting your bid include the following information:
FCountysno RFP No. 962-5337
April 9, 2015
: 2:00 P.M.r Service: Records Preservation for Assessor-Recorder
Return Checklist with your RFP response.
G\Pubhc\RFP\FY 2014-15\962-5337 Records Preservatan\962-5337 Records Preservation doc
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KO F I L E PRESERVATION
RFP NO.962-5337:
C U�j RECORDS PRESERVATION FOR ASSESSOR-RECORDER
APPENDIX A: SAMPLE COUNTY OF FRESNO,CA
CERTIFICATE OF INSURANCE DUE:THURSDAY,APRIL9,2015,D:00P.M.PST
56
Client#:109219 KOFILHOL
ACORD_ CERTIFICATE OF LIABILITY INSURANCE GATE 12/15/2o1a5/2014
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT:If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must be endorsed.If SUBROGATION IS WAIVED,subject to
the terms and conditions of the policy,certain policies may require an endorsement.A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER
USI Southwest Dallas v E:1 214 443 3100 ,,, 214 443-3900
1445 Ross Avenue,Suite 4200
Dallas,TX 75202 ADDRESS
NSURERNS)AFFORDNG COVERAGE NNCNI
214 443.3100 INSURER A:Zurich American Insurance Compa 16535
INSURED KofilINSURERB:American Guarantee&Liability 26247
6300 Cedar Springs Holdings,Inc. INSURERC:American Zurich Insurance Compa 40142
300
Dallas,TX 75235 INSURERD:
INSURER E:
INSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
IN�EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN ppRppEL�IDCUCED BY PAID��C�7LAIMS
LTRR TYPE OF INSURANCE IAO R SXBR
POLICY NUMBER M &Y EFF MAY LIMITS
A GENERAL LABILITY CP0017460900 7/09/2014 0710912011m. EACH OCCURRENCE $1.000.000
X COMMERCIAL GENERAL LIABILITY Fl �ESORREzc�Ercl $1.000.000
CLAIMS-RUDE FRI OCCUR MED EXP IAr one oe—s $15.000
PERSONAL S ADV INJUR 1 $1,000,000
GENERAL AGGREGATE 32.000.000
GENL AGGREGATE LIMIT APPLIES PER PRODUCTS-COMP/OP AGG 32.000.000
X POLICY PRO- LOC 3
B AUTOMOBILE LABILnY CP0017460900 7/09/2014 07/09/2011 COMBINED SINGLE LIMB 1.000.000
JXX ANY AUTO BODILY INJURY(PIN gran) S
ALL OWNED SCHEDULED BODILY INJURY(PerA.4W) 3
AUTOS AUTOS
HIRED AUTOS M
NON-OWNED PROPERTY DAMAGE 3
AUTOS
S
B X UMBRELLALNB X OCCUR AUC017462400 7/09/201407/091201 EACH OCCURRENCE S16000000
EXCESS LAB CLAMS-MADE AGGREGATE S15,000,000
DED X RETENTION 310000 3
C WORKERS COMPENSATION WC017461700 7109/2014 07/09/201 X 7R STATU oTN«
AND EMPLOYERS'LIABILITY
ANY PROPRIETO"ARTNERiEXECUTIVE Y I" E L EACH ACCJDENT $1.000.000
OFCICER.MEMSER EXCLUDED? FN1 NIA
(MAnds"In NH) E L DISEASE•EA EMPLOYEE $1.000.000
DESCRIPTION
ttyM OPERATIONS
ON O OFF OPERATKklS bMo+e E L DISEASE•POLICY LdAR Is1.000,000
A E80 Coverage E00017444620 7/09/2014 07/09/201 $10.000.000
A Valuable Papers- CP0017460900 7/09/2014 07/0912011 S 1.000.000
Includes Transit
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(Ansch ACORD 101,ACde onM Remarks SchNk",I more space is squired)
Named Insured is completed to include:
Kofile Holdings,Inc(first named insured)
Koffle.Inc
Enduro Binder,Inc
Enduro Binder,lnc dba Trends Presentation Products
(See Attached Descriptions)
CERTIFICATE HOLDER CANCELLATION
FOR BID PURPOSES ONLY SHOULD ANY Of THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE
T cal• Wd A.�NIaA►.
1)1988-2010 ACORD CORPORATION.All rights reserved.
ACORD 25(2010105) 1 of 2 The ACORD name and logo are registered(narks of ACORD
11S13B97318/M12868855 PXMZP
PAGE S1 1 6S
KO FILE PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
DESCRIPTIONS (Continued from Page 1)
Tenacity Manufacturing Company
6480 Enduro Drive,LLC
Brown's River Marotti Co
Brown's River Marotti Cc dba Kofile Preservation Inc
Cedar Springs Investments,LLD
Eastman Park Micrographics.Inc
Eastman Park Micrographics.Inc dba Imaging 411.Inc
Nachoba.Inc
Verticus.Inc
Kofile Solutions Inc dba Safeguard Solutions.Inc
Kofile Conversions Services Ind dba BRC Conversions Services
Kofile Preservations Inc dba Louisiana Binding Service
Safeguards Solutions.Inc
BRC Conversion Services Corporation
Kofile Systems.Inc
Louisiana Binding Services.Inc
Business Resources Corp
Casto&Harris Inc
Imaging 411.Inc.
EPM Equipment.LLC
CSSI.Inc dba Complete Systems Support Inc
SAGITTA 25.3(2010105) 2 of 2
#S1389731SIMI2868655
PAGE 52165
KO F I L E PRESERVATION
RFP NO.962-5337:
C U� RECORDS PRESERVATION FOR ASSESSOR-RECORDER
APPENDIX B: SAMPLE COUNTY OFFRESNO,CA
REPORTSDUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
56
The chart below illustrates Kofile's ability to track every image captured and document quality
control. This report is just one example of many. Reports are produced per a variety of
parameters.
IMAGES
g PROCESSED
OVERVIEW
BY KOFILE
■Images Scanned
■Images QC'd
o �
0
G -
0
W
O
g
0
0
0
0
4
0
0
0
_ PAGE 53 165
KO T I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Sample Treatment Report
KOt ILE
Example ID Log Sheet
SCANNING:YES/NO(circle one) W/OM (on instruction sheet)
MICROFILM:YES/NO(circle one) DATE: )
(x)BOOKKEEPER(Mtoh for Photostats:) DEALER: (on instruction sheet)
CLIENT: WUQ 0ouMtJ4, TWIS (always make surc to include the state)
TITLE,VOLUMES N,DATES: MAYr%AAe/RLGQrd//2//K.I.wA /GobtwtU
VOLUMES TO BE COMBINEWSPLIT (on instruction sheet)
CONDITION RECEIVED:PQor, feir, r gQQQI
PAGE ORDER
INDEX(ES)and NUMBERED PAGES I1-I29' (A-M. MC-Z) (if any tabs are torn away,this must be
noted here) 1A, 1-53, 53A, 54-256,258,25`�, 2~ -644; 112-I120 (— 1-t MGZ)
BLANK PAGES 564-600 or Ust uwwuw�bered blawies
PENCILED FOR COLLATION 1-322 (bottom r%ght hAwd opmtr)
ATTACHMENTS (1) 34�@4(e; (3) PA. 5�oy
INSERTS (2) 3/4
MAPS_ (1.) $acle R�4Lepf
BOOK AND BINDING CONDITIONS
BINDING seww, loose leAf fra14 patewt or a t,ue- ; Attached or detached
PAPER po�fAir, or good; coclelcd, br�ttt.e, sturdUm AwU tom, edges, disapLoratiow
fox%wol, vuAwld So", other
INK_Lrow gAll, blues, piv%J s, reds, blades, purples, greens, pewct��, bAll po%wt Jew"
colored pewcll, fad%wg, caused tn4.ay.W burws through Sheets
TAPE REMOVAL 1, 644, l-iwew; 'p01 344,541, Scotch
CONSERVATION PROCEDURES:
(x)IDENTIFY VOL. (x)ATTACHMENT REMOVAL
(x)DISBIND (x)TAPE REMOVAL
(x,Y)TRIM ()DELAMINATION
(x)BRUSH (x)MENDING/GUARD
(x,?)NEW TABS (x,?)POLY TABS
SPECIAL NOTES:_(anything unique characteristics that cony be noticed with each book)
INITIAL INSPECTION: 5%o wature tPGhtn.l��Aw owllA oMce %w%trt%o iS 4omplete
PAGE 54165
KOF I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Sample Quality Control and Inspection Report
BINDING SPECIFICATIONS:
SEE JOB INSTRUCTION SHEET FOR INFORMATION REGARDING THIS SIDE OF
THE LOG SHEET
RETURN BINDERS TO CUSTOMERS: YES/NO (if this information is not found on the lob instruction
sheet,the answer is"no."
RETURN BLANKS TO CUSTOMERS: YES/NO (If this information is not found on the iob instruction
heel the answer is"no."
BINDING TYPE:
()REGISTER ()ENCAPSULATED(moss common) ()LOOSE LEAF ()TAB SEW
COVER MATERIAL:
COVER STYLE:
()FULL ( % ()OTHER ()DSB
LETTERING:LOOK FOR"ROLLER SHELF"OR"VERTICAL"ON THE JOB INSTRUCTION SHEET
SPECIAL
NOTES:
ENCAPSULATION
TAB SEWN/REGISTEIt (most common) LOOSE LEAF
()SEW ()STUFF ()LOAD
()TRIM ()TRAY ()PAGE
()BIND ()PUNCH
()PAGE ()BIND
()BINDER ()PAGE
OUALITY CONTROL
DO NOT MARK ANYTHING IN THIS SECTION WITHOUT SPECIFIC
INSTRI1CTIONS REGARDING A PARTICULAR GROUP OF BOOKS
ITEMS REVIEWED
O TRIMMINGS _ O LABELS
()BINDER _ ()REPORTS
O BLANKS O BINDER
CONDITION
FINAL PAGE CHECK:
FINAL APPROVAL:
PAGE 55 1 65
KO1c I L E PRESERVATION
RFP NO.962-5337:
C U�'� APPENDIX C: SAMPLE RECORDS PRESERVATION FORASSESSOR-RECORDER
!� COUNTY OF FRESNO,CA
' IMAGE PROCESSING CAPABILITY DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
J
� 56
Example of Original Scanned Image and Final Processed Image I
CHEVRON OFFSHORE DRILLING PLATFORM SCHEMATIC, 1980
71
TT
' •off � �., {t +, , -' —
•,,1' ,:���._.. n. -fit r/i. ..e.. .
J ;1 i� <i�"""r/------ ~ "~• ' ' I GULF Olt CORPORATION 'I
PAGE 56165
KO F I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Example of Original Scanned Image and Final Processed Image II
LAVACA COUNTY,TEXAS, TALLY SHEET, 1846
TALLY-SHH'HT OF LA 07
c Ili_.
- r +
it
1 � "
t �
fAI,LI'-SHlil:'I'()h LA-VAC;A Col'. :'I' J 1= <s,r r%i No.,
.i�:6��wc.�..cgaG�iC•• �U.5�Y.1•J dsb ib�Its-
t46f AW..-
," � �tj r""' ��/^ i...�/.A/!/wt�•./r.t -_— — �= �� I I/ f 1I 1 I" II /1
I 1 11 t II
Oe7 f iiliii i
✓i�T...- _ - - - _ I I 11 11 111 1 r 37E rf '1 Ilr I
r l // 'y 1 ' •11
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.,,YA�,L..,y- —— _- _ 1 1' i i ' 11 1 1 i' /1��•SM...- .6.1-� � � f �' 1 i i i� i 1
fl.•FiC.f
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nl� gory — 1 1 J
/{•ISM ..LL- - — —_--�" / ' 1 I 'I( — �=-=
I I I i I
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J,A—IA W.i;e01
.... -.. _ i i .f I 1 1' 1 N A �•la;s,/- ,r � ��.
PAGE 57165
KO T I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Example of Original Scanned Image and Final Processed Image III
BEFORE IMAGE I KuLhSSING
Al
L��� � .�✓�� vl� o��ns�v
ia✓� 4v pl-e7ln fez a �3e7.
&
•
�,2d��i�OO ✓f:.� a*�rev fr�a/� »
� // ✓9: �elG�Clt� /,A7ra
_ PAGE 58 1 65
KO T I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Example of Original Scanned Image and Final Processed Image III
AFTERIMAGE Pkuk-.hSSING
.6��16"e dev �/�a vv.
Ar-
1'�0 ✓/ / ten
�'�'✓%C � �L��� � � �LCri-fGY � Gde4 ,�
L-f-e;:/
_ PAGE 59165
KO T I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Example of Original Scanned Image and Final Processed Image IV
BEFORE IMAGE PKVI;rtbbiNG
THE STATE OF TEXAS 1
(( 3fintytu aU ern IT these presents:
County of-.._.........::_ __" ---------------------
THAT............... ..................................... ..............
_.
.........._.........._............__.._............... ........ ..............................................._.................................................................-.----....-_._.__......-......_._-..._._.___._
hereiva(ter called Mortgagors,whether there be one or more parties executing this instrument,for and in consideration of the sum of Ten Dollars
in hand paid by M.H.Gossett.Trustee,of Houston,Texas,the receipt whereof is hereby acknowledged,and the further consideration,uses,pur-
poses and trusts herein set forth and declared,have g—led,bargained and Id,and bf these presents do grant,bargain,sell and convey Dust the said
M.H.Gossett,Tmstee,and unto his successors in the wet hereby created,ail of the fallowing described real estate situated in angel l na
County,State of Texas,to it: _ ortioa of "lock ':o. 14 of the subdivision e`_ the J.n.
ulved or League rout, described as fallow:
Beginning at the 'forth hest corner of said -lock No. 14, a stake for corner;
+hence 1;e_st 352 1/4 vrs. with the 11.3. line of —id -,lock, to stk. for corner;
'thence Bouth 570 vrs. to stk. in�.B, line of said lock;
<henee 'West with said S.B. line 352 1/4 vrs. to S.A. corner of san;
'hence North 570 vrs. to the ¢lace of beginnin3, containing 35 1/2 a:-res of lr.nd.
>nd befog the sane land conveyed to H.P. �u¢n by k.L..+uun by deed dated the 6th, day
of rrovamber, 1924 and shown o£ record in Volume 62, cage 7 weed =-scords of angel Sna Cou¢ty.
iaaee.
1
1'O HAVE AND TO FIOLD the alwve described l perry,together with all the rights,heredilaments and appurtenances in anywise apper-
taining or belonging thereto,unto the said Al.H.Go u,Trustee,and Mortgag rs do hereby bind ourselves,our helm,executors and administrators,
to warrant and forever defend,all and dngul the said premises unto the said M.H.Crossett,Trustee,his successor,or substitute in this trust,and
m his or their assigns forcvu,against the]awful claim or dolma of all persons whomsoever.
This c.-q nude in trust,however,to secure and et Ile the payment of one proms ory note,executed by Mortgagors,payable to
the order of THE FEDERAL LAND BANK OF HOUSTON,at Houston,Texas,for the sum of ss =our andred
DOLLARS,wita interest at the-'a of five and one-half per cent.per annum,payable semi-annually,conditioned far the payment of said avm and
interest the a niaation ph m in sixty-rd a semi-annual payme ts,unless sooner-matured by afro p"mart on account of prinrilvtl as pr's Ind
therein.o5uch method of payments being on the amortization plan and fit aceoMance with amorti:atimt mhles providM by the federal Farm Loan
Board and printed on the back of said note,which promissory note farther prorides that all payments no
male xhen due shall Lear interest from the
d date to the date of payment at the rate of eight per t.ppee nnuin said note also pm iding[hat it shall hear interen at the rate of five add one.
half per<mt E. ar nuns from date on the principal to the firs[aamvrtiratim,period,and further providing for ten per cent.attorney's fees if
place in the hamh,of attorneys for collection.
Said note bring aroused by Mortgagore fn renewal and eztersiov of v10.0C f note for '230.00, dated 1:ov. 6,
1924, and due ':ov. C, 192., described in dead executed by -L. iunn to H.2. Dunn, shown of
ecord in Vol. 62, page 7, deed -records o£Segel Sna Coanty, Texas; and r369.20 of the
balance owing on note £or the sum of �1200.00, dated iec. 21, 1921, ei>d described in weed
of Trust executed by--�t Bunn to •;.H. clossett tress to e, for 'lha dederal Lend lank of
Houston, recorded in Vol. 1, page 52, -eed of "'rust records of angelina Coanty, texas;
and the balance for:coney thle day advanced ."ortgagors to pay for stock incidental to this
loan.
And Mortgagors hereby request said bank to advance the money necessary to satisfy the present owner or owners of said note or notes wheth-
er a release or a transfer of said nom oc notes be executed by the owner or owners thereof,sad Mortgagors hereby agree that THE FEDERAL.
LAND BANK OF HOUSTON,or its assigns,is hereby,.brogated m all the rights,liens,remedies,equities,superior title and benefits held,owned,
poaseased and enjoyed at any time by say owner or holder thereof.
It is agreed dui during the term of this loan the land herdu described shall be at all times fully protected from deteriorstion by washing or
lack of drsivage,by the wnstrttction and maintenance of reasotubs,proper and adequate terracing aad d='de,and,if at any time during the
pariod of this loan,such terracing aad drainage a not constructed and maintained as will fully protect said land from deterioration,of which fact
THE FEDERAL LAND BANK OF HOUSTON is to be the sole judge,the said Bank may,at its option,declare the entire indebtedness secured
bereby immediately due and payable.
Now tf Mortgagors shall make,when due,sil payments provided for in said note,and keep and perform all the covenants and agreements
hereinafter set out,then this conveyance shall become null and vdd;otherwise it ah.L be and remain in full form and effect.
For the purpose of securing the payment of said debt,Mer<e,,agom do hereby mvmant and agree with the holder thereof,and with the said
M.H.Gossett,Trustee,with regard to me property herein conveyed,as follows:
(1) Mortgagors have iv our owe right a good and perfect title in fee simple m the property herewbeforc deauibed,and there are no en-
cumbrances of any character whatsoever existing agafust the herein desuibed premises that would constitute a superior him m rises herein givens
(E) Mortgagors agree m pay,when due,all taw,charges and assessmmm legally levied against the propesty hereby conveyed.
(E) In the written apptiratiov for this loan certain represmmtions have been made m THE FEDERAL LAND BANK OF Y.OUSTON as
m the purpose or purposes Ear which the money loured under dux deed o[trust was borrowed.The loan secured hereby k made upon the faith of
such rep" Cations,and the same are hereby apedfieally referred to.
(4) Mortgagors agree that said pr pe ty shall be cam--cuslyy used for agricultural purposes a h bandm. like manv< to will act
be committed or permitted,and all Eenca,buildings and other imp rats vow on said pranisee,or hereafterput thurcou,willrbe kept I.good
condition and repair,and no act will be permitted by which the value of 'd premises will be impaired.
(5) Mortgagors agree to keep the bulldivgs situated ov the land herei.before described insured in an insurance company to be approved
by THE FEDERAL LAND BANK OF HOUSTON,for such sum as it may require.Such policy or policies of insumnce to be deposited with said
bank and loss thereunder payable to it as its interests may appea+
(6) This deed of trust is made for the benefit of TI1E FEDERAL LAND BANK OF HOUSTON.doing business under the Federal Farm
I.vaa Act,and is hereby agreed to be in eR respects subject to and gavemed by the terms and p '' f said Act,and i(any act is done,or omitted
' m be dove,by Mort�ago s' vialatfon of any of the tercet or provisions of the Federal Farm Loan Act,the owner or holder of the indebtedness
hereby secured may derlar the same immediately due and parible
in the event that Mortgagors shall Eail to pay any taxes or assesammis against said premise when due,or m maintain each insurancemay
M required h r',the said Bank or ry assigns without p ej dice to any other right which it may have,may make such payments orr Pprov A idee such
d the amount paid therefor shall be secured by this deed of trust and bear inmrest from date of payment at the rate of 8%per amum.
ensues If while this trust is m force title of the Trustee to the property hereby conveyed,or any part thereof,shall be endangered,or shall be attacked
dirx0y ar indirectly,Mortgagors hereby authorise the awver or bride"of said debt,a-Mortgagors'expense,to mks all necessary and proper steps Eor
the deirnse of said title,including ploymmt of coudsel,the prosecution or defense of litigation,and the compromise r discharge of dolma made
agtfnst said title,and all nroueys advanced or paid by said Bank or its assigns under this clause shall also lK secured by this deed of trust.
It is expressly agreed that the failure of the Trustee,or the owner or holder of the indebtedness sudrcd hereby,to pay any taxes or other
charge against said premises,or maintain such insurance as may be required herein,u m defend Ure tine thuem,as they arc herein grvm the option
m do,shall not render said parties,or either of them,liable for any damages that may be sustained by Mortgagors on account of such failure.
Mortgago hereby ap 'ally agree that the failure of the caner r hold r of!e note dac bed m p raptly ex rise any pti n herein gi en
to mature said indebtedness,shall not operate as a waiver of suchright,but said party may exercise any of the options herein granted m mature 1Z
indebtedness at any time Mortgagors nay be in default of any of the mvmanta herd.contained.
_ PAGE 60165
KO T I L E PRESERVATION
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Example of Original Scanned Image and Final Processed Image IV
AFTERIMAGE Pkuk_. b6iNtz
7,
THE STATE OF TEXAS 9� Epp
An e1311a �ttQUY bill �Ctt.I1'�r `�IjESE �L'¢S¢tt�8:
Countyof-.................�..............----.........--...............
THAT.._......._....__��.Q.. ...P..._�.0I1._Slid_v1].50.«.._C.9.SS1&_A-1171111._ ._. __......._........._.....
_....__.._......__..__._....__....
_...................................................._..._.................._............_......_...._...._..._......._............................................_....................................................._...._.......
hereinafter called Mortgagors,whether there he one or more parties executing this instrument,for and in consideration of the sum of Ten Dollars
in hand paid by M.H.Gossett,Trustee,of Hoastan,Texas,the receipt whereof is hereby acknowledged,and the further consideration,uses,pur-
poses and trusts herein set forth and declared,have granted,bargained and sold,and by these presents do grant,bargain,sell and com,yunto the said
M.H.Gossett,Trustee,and unto his successors in the trust hereby created,all of the following described real estate situated in 41ge1 iaa
Cmanty;State of Texas;to-wit: Being a portion of Block No. 14 of the subdivision of the J.B.
Pw�vador League Grant, described as follows: ' '
Beginning at the North?lest corner of said Block No. 14, a stake for corner;
Thence East,352 1/4 vrs; with the N.B. line of said Block, to etk. for corner;
Thence South 570 via. to Stir. in S.B. line of said Block;
Thence 'West with said S.B. lisle 352 1/4 vrs. to S.W. corner of same;
Thence North 570 vre. to the'place of beginning, containing 35 1/2 acres of land.
dnd being the,same land conveyed to H.P. Dunn by;N.L.,vuan by deed dated the 6th, day
of November, .1924 and shown of record in Volume 62, page.7 ?deed„liecords of Angelina County,
Texas. ..
TO HAVE AND TO HOLD the above described.p operty,together with all the rights,hereditament s and appurtenances in anywise appery
raining or belonging thereto,unto the said M.H.Gossett,Tmance,and Mort�agon do hereby bind ourselves,our heiro,exxutors and administrators,
to warrant and forever defend,all and singular;the said premises unto the mid M.H...Gossett,Trustee,his successor,or substitute in this trust,and
to his or their assigns forever,against the lawful claim or claims of all persons whomsoever.
This conveyance is made in trust,however,to secure and enforce the payment.of one promissory note,exec'ted by Mortgagors,payable to
the order of.THE FEDERAL LAND BANK OF HOUSTON,at.Houston,Texas,for the sum of Four Hundred
DOLLARS,with interest at the rate of five and one-half per cent.per antrum,payable semi-annually,conditioned for the payment of said sum and
interest on the amortization plan' smty-dine semi-amoral payments,unless soonermatured try extra payment on account of principal as provided
therein. Sveh method of paymcuts being on the anrortizotion plan and in accordance'math amortization pay"'provided by the Federal Farm Loan
Board and printed on the hack of said note,which promissory note farther provides that all payments not made when due shall bear interest from the
due date to the date of paymem at the rate of eight per cent.per amum;said note also provfdmg that it shall bear interest at the rate of five and one-
' half par cent per antrum from date on the principal to the first amortization period,and further providing for ten per cent.attorneys fees if
placed in the hands of attorneys for collect"'.
Said note being exeeuted by Moagagora in renewal andexten�ion of sv10.8C !Y note for
y>230.00, dated Yov. 6,
1924, and due No
6, 192�, described in dead executed +�unu to H.P. Duns, shown•b£,
the-
cord in Vol._ 62, page 7z+dead So or of Angelina County, Texas; and w369..20 of the-
.balance owing on'no'te for the.sum of1200.00, at.
Leo. 21, 1921, and described in Deed
-
.£ Trust exeo_t.d by-lf.L, llunn to asett Truetee, for''Testes,h'adeisl Land Bank.of.
Houston, recorded in Vol. 1, I, a b2, deed of firust heaords of Angelina Oounty, 'Texas;
and the ba1anoe for money Chia day advanced I:Io rtgagore•to pay £or stook iuoid ental to this
loan.
And Mortgagor hereby request said bank to advance the money necessary to satisfy the p ent owner or owners of mid note or Hates wheth-
er a release or a transfer of said note or notes be—,led by the owner or owners thereof,and Mortgagors hereby agree that THE FEDERAL
LAND BANK OF HOUSTON,or its assigns,is hereby subrogated to all the rights,liens,remedies,equities,superior title and benefits held,owned,
possessed and enjoyed at any time by any owner or holder thereof.
It is agreed that during the term of this loan the land herein described shall be at all times fully protected from deterioration by washfng
on oc
lack of drainage,by the construction and maintenance of reasab:e,proper and adequate terracing and drainage,and,if at any time during the
period of ibis loan,such terracing and drainage is of constructed end maintained as will fully protect said land from deterioration,of which fact
THE FEDERAL LAND BANK OF HOUSTON is to be the sole judge,the said Bank may,at its option,declare the entire indebtedness secured
hereby immediately due and payable.
Now if Mortgagors shall make,when due,all payments provided for in said note,and keep and perform all the covenants and agreements
hereinafter set mt,than this conveyance shall become null and void;otherwfse it shaL be and remain in full force and effect.
For the purpose of securing the payment of said debt,Mortgagors do hereby covenant and agree with the holder thereof,and with the said
M.H.Gossett,Trustee,with regard to the property herein conveyed,as follows:
(1) Mortgagors have in our own right a good and perfect title fn fee simple to the property hereinbefore described,and there are no en-
umbrances'of any character whatsoever existing against the herein described premises that would constitute-a superior Gen m that herein given
i c ((8)) Mortgagors agree to pay,when due,ail taxes,chargesand assessments lega8y levied against the property hereby conveyed.
(8) In the written appliration,for this loan certain representations have been made to THE FEDERAL LAND BANK OF FIGUSTON as
tothe purpose or purposes for which the money loaned under this deed of trust was borrowed.The loan secured hereby+s made upon the faith of
such representations,and the same are hereby specifically referred to.
(4) Mortgagors agree that said property shall be continuously used for agricultural purposes in a husbandmanlike manner,waste will mt
he committed or permitted,and all fences,buildings and other improvements now on said premises,or hereafter put thereon,will be kept in good
to
ndftion and repair,and no act will he permitted by which the value of said premises will.be impaired.
(66 Mortgagors agree to keep the bofldf goa situated on the ld hereinbefore described insured in an insurance company to be approved
by THE EDERAL LAND BANK OF HOUSTON,for such saint it may require.Such polity or policies of insurance to be deposited with said
bank and loss thereunder payable to it as its interests may appear.
(6) This deed of trust is made for the benefit of THE FEDERAL LAND BANK OF HOUSTON,doing business under the Federal Farm
Loan Act,and is hereby agreed to be in all respects subject to and governed by the terms and provf ions of said Act,and if any act is done,or omitted
to be done,by Mortgagom in violation of any of the terms or provisions of the Federal Farm Loan Act,the owner or holder of the indebtedness
hereby ured may declare the same immediately due and payable.
In th eve't that Mortgagors shall fail to pay any taxes or assessments against said ppremises when due,or to maintain such insurance as may
be required herein,the said Bank or its assigns,without prejudice to any other right which it may have,may make such payments or provide such
manrance,and the amount paid therefor shall be secured by this,deed of trust and bear interest from date of payment at the rate of 8q per arum
IE while this trust is in force title of the Trustee to the property hereby conveyed thll mk%
fcoMr <
dire N odero saiddebt,a: ortgagors expense,to take all necessary and proper steps for
the defense of said title,including employment of counsel,the prosecution or defense of]itigation,and the compromise or discharge of claims made
against said tine,and all me advanced or paid by said Bank or its sssfgas under this clause shall also.be secured by this deed of trust.
It is expr ly agreedt the failure of the Trustee,ar the owner or holder of the indebtedness secured hereby,to p y any tax'or other.
charge against said premises,or maintain ouch insurance as may be required herein,or m defend the title thereto,as they
he sin given the option
m do,shall not render said.parties,or either of them,liable for anv damages that may be sustained by Mortgagors on account of such failure.
Mortgagors hereby specialty agree that the failure of the owner or holder of f e note described to promptly exercise any option herein given
to mature said indebtedness,shall not operate as a waiver of such right,but said party may exercise any of the options herein granted to mature said
indebtedness at any time Mortgagors may be in default of any of the covenants herein contained.
PAGE 61165
KO F I L E PRESERVATION
•
t tt
t
18. If, at the expiration of the primary term of this lease, production of oil
or gas has not been obtained on the leased premises but drilling operations are
being conducted thereon in good faith and in good and workmanlike manner, the
Lessee may, on or before the expiration of the primary term file in the General
Land Office written application to the Commissioner of the General Land Office
for a thirty(30)day extension of this lease, accompanied by payment of Three
Thousand($3,000.00)Dollars if this lease covers six hundred forty(640)acres or
less, and Six Thousand($6,000.00)Dollars if this lease covers more than six
hundred forty(640)acres, and the Commissioner shall, in writing, extend this lease
for a thirty(30)day period from and after the expiration of the primary term and so
long thereafter as oil or gas is produced in paying quantities;provided further,
-6-
that Less"may, so long as such drilling operations are being conducted,
make like application and payment during any thirty(30)day extended period for
an additional extension of thirty(30)days and, upon receipt of such application
and payment, the Commissioner shall, in writing, again extend this lease so
that same shall remain in force for such additional thirty(30)day period and so
long thereafter as oil or gas is produced in paying quantities;provided, however,
that this lease shall not be extended for more than a total of one hundred eighty(180)
days from and after the expiration of the primary term unless production in
paying quantities has been obtained.
19. In the event this lease co- .crbcd, le. .—by specifically
granted the right of eminent domain lemnatioa. led for in
Chapter 40, Acts of the Second Call ,n of the 4. Islature, and
amendments thereto, as a part of tl .ration mo Lessor for the
1
covenants herein made by Lessee.
20. in the event this lease cove—land leased under the provisions of
Chapter 498, Acts of the 47th Legislature, 1941, no surface location on this
area may be closer than six hundred sixty(660)feet from the center of any
navigable ship channel, and special permission from the Commissioner of the
General Land Office will be necessary to make any surface location between six
hundred sixty(660)feet and two thousand one hundred sixty(2,160)feet from the
center of any suchvivable ship char-nl. Also in such.vent this lease shall be
ct to all rul, regulations 1 �ated by the issioner of t eral
Office, puss ..o Article 536 S. and ame• , s thereto, g.�v r _g
drilling and producing operations in -1 waters.
21. Upon the termination of this lease, for any cause, the Lessee shall
not, !n any event, be permitted to remove the casing or any part of the
equipment from any producing, dry, or abandoned well or wells without the
written consent of the Commissioner of the General Land Office or his authorized
representative;nor shall Lessee, without the written consent of said Commissioner
or his authorized representative, remove from the leased premises the casing
or any other equipment, material, machinery, appliances or property owned by
the Lessee and used by the Lessee in the development and production of oil or gas
therefrom until all dry or abandoned wells have been plugged and until all slush
or refuse pits have been properly filled and all broken or discarded lumber,
machinery, or debris shall have been removed from the premises to the satisfaction
of the said Commissioner or his authorized representative,
22. Should Lessee be prevented from complying with any express or implied
covenant of this lease, from conducting drilling operations thereon, or from
producing oil and/or gas therefrom, after effort made in good faith, by reason of
war, rebellion, riots, strikes, acts of God, or any order, rule or regulation of
governmental authority, then while so prevented, Lessee's obligation to comply with
such covenant shall be suspended and Lessee shall not be liable for damage.for
failure to comply therewith;and this lease shall be extended while and so long as
Lessee is prevented, by any such cause, from drilling, reworking operations or
producing oil and/or gas from the lease premises, provided, however, that nothing
herein shall be construed to suspend the payment of rentals during the primary or
extended term.
23. The covenants, conditions and agreements contained herein shall extend
to and be binding upon the heirs, executors, administrator, successors or
assigns of the Lessee herein.
• • 4
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Example of Original Scanned Image and Final Processed Image V
AFTERIMAGE vKuuhbbiNtz
�1 215 alp B
18. If, at the expiration of the primary term of this lease, production of oil
or gas has not been obtained on the leased premises but drilling operations are
being conducted thereon in good faith and in good and workmanlike manner, the
Lessee may, on or before the expiration of the primary term file in the General
Land Office written application to the Commissioner of the General Land Office
for a thirty(30)day extension of this lease, accompanied by payment of Three
Thousand($3,000.00)Dollars if this lease covers six hundred forty(640)acres or
less, and Six Thousand($6,000.00)Dollars if this lease covers more than six
hundred forty(640)acres, and the Comnissioner shall, in writing, extend this lease
for a thirty(30)day period from and after the expiration of the primary term and so
long thereafter as oil or gas is produced in paying quantities;provided further,
-6-
that Lessee may, so long as such drilling operations are being conducted,
make like application and payment during any thirty(30)day extended period for
an additional extension of thirty(30)days and, upon receipt of such application
and payment, the Commissioner shall, in writing, again extend this lease so
that same shall remain in force for such additional thirty(30)day period and so
long thereafter as oil or gas is produced in paying quantities;provided, however,
that this lease shall not be extended for more than a total of one hundred eighty(180)
days from and after the expiration of the primary term unless production in
paying quantities has been obtained,
19. In the event this lease covers a riverbed, lessee is hereby specifically
granted the right of eminent domain and condemnation as provided for in
Chapter 40, Acts of the Second Called Session of the 42nd Legislature, and
amendments thereto, as a part of the consideration moving to Lessor for the
covenants herein made by Lessee.
20. In the event this lease covers land leased under the provisions of
Chapter 498, Acts of the 47th Legislature, 1941, no surface location on this
area may be closer than six hundred sixty(660)feet from the center of any
navigable ship channel, and special permission from the Commissioner of the
General Land Office will be necessary to make any surface location between six
hundred sixty(660)feet and two thousand one hundred sixty(2,160)feet from the
center of any such navigable ship channel. Also in such event this lease shall be
�j ct to all rule ,P regulations F gated by the C t issioner of ti.n G Aeral
nd Office, purs. t to Article 536, .i..S. and amend:eats thereto, govern,ng
drilling and producing operations in coastal waters.
21. Upon the termination of this lease, for any cause, the Lessee shall
not, in any event, be permitted to remove the casing or any part of the
equipment from any producing, dry, or abandoned well or wells without the
written consent of the Commissioner of the General Land Office or his authorized
representative;nor shall Lessee, without the written consent of said Commissioner
or his authorized representative, remove from the leased premises the casing
or any other equipment, material, machinery, appliances or property owned by
the Lessee and used by the Lessee in the development and production of oil or gas
therefrom until all dry or abandoned wells have been plugged and until all slush
or refuse pits have been properly filled and all broken or discarded lumber,
machinery, or debris shall have been removed from the premises to the satisfaction
of the said Commtssioner or his authorized representative.
22. Should Lessee be prevented from complying with any express or implied
covenant of this lease, from conducting drilling operations thereon, or from
producing oil and/or gas therefrom, after effort made in good faith, by reason of
war, rebellion, riots, strikes, acts of God, or any order, rule or regulation of
governmental authority, then while so prevented, Lessee's obligation to comply with
such covenant shall be suspended and Lessee shall not be liable for damages for
failure to comply therewith;and this lease shall be extended while and so long as
Lessee is prevented, by any such cause, from drilling, reworking operations or
producing oll and/or gas from the lease premises, provided, however, that nothing
herein shall be construed to suspend the payment of rentals during the primary or
extended term.
23. The covenants, conditions and agreements contained herein shall extend
to and be binding upon the heirs, executors, administrator* successor*or
assigns of the Lessee herein.
PAGE 63 1 65
KO F I L E PRESERVATION
RFP •
RECORDS PRESERVATIONFOR •• • .
COUNTYOF •
It
Example of Original Scannedlinage andFinalProcessed1mage
BEFORE
C�ra i i IOINT ACQ•tOWLEDCitiffi•ii
lith
TF(E STATE OF/�
OOI:NTY OF1L�/�t �� 0EF'OHE NF.,lhr uMenigned rutAonty,on this dry p<noruliy
� Elmer E Palmer ,rnJ 'fe SUSfe ��Palmrr
4 own to me to be lee Dmron,rAo„nrma arc mbrerilwd to Ne forc¢oing fnrtrumrnt,rna rcknowled¢eJ to mr tlmt Ne>
rxaavtad lAo aam.for thr Durpo,a rnd consfdmtion lAercln nyroued;rnd lAe uId Susie A. Palmer •
.riG d+l�y+,l,.er F P+1 mrr _AarinR been exrmined by me Dnr1ly and rpaR from her hurbrM.
't�`- $ll$Ll'. A Pa Lmcr rhnorled¢rd uid
N ImrlsgrArdlmraigllY rxpLlnM to her,lhr erld
4ra(teynr�t b W AK•�A"a d dead rnd dreLred Nat rAr Aad willingly•1¢nM lAr rrmr for iM purprer rnd eonrldrntbn tArnm
aa�apPa''�t and eM/harAla not w;.6 to tetnet it. �/
Gl.rn uMrr mr'.Ae1d uM rral at office NIa to ! dry of �!!/1'�!/ A.D.19�
/ 2otb by may
r ¢
/.
?�;�,i�utuuaut �,f (ail �n� (►��� �r��r
W'HENI•:AS,on the 218E day of May 196g,s certain oil xnd Kaa
mining leaxc was made and entered into by and betx•cen
Stra M. Smith, also knoxn ae Mrs. Robert L. Smith, a xldox,
individually and as agent for the State of Tezas l�or
and J. Aay Stexart 't'"'`"co
covering the following descrio:d land in the County of Reeves and State at Texas,to-aiC
All of Traot No. Seven (7), Lot No. Three (3),
Section 34, Elock $0, Toxnshlp �, TkP Ay. Co. Survey,
Reeves County, Texas
Said lease being recorded in the o1Tiw of the County Clerk in and for said County in bwk 248
page 2y1-273 .� Iked 8eoorda of Reeves County, Texas
Whereas,The said lease•and ali rights thereunder or incident thereto are now owned by
J. Aay Stexart
tiow,Therefore,for and in comidention of One Dollar (and other Rood and valuable considern-
tiona),the receipt of which fa hereby xknowledged,the undersigned,the prnaent oxncr of the
said lease and s11 rights thcreusdcr or incidrnt thereto,do es hereby b¢rRain,sell,transfer,assign
and convey a!1 rights,title and interest of the original lessee and present owner in and to said
lease and rights thereunder io so tar ea it covero the tbove deaorlbed land.
together with nil personnl property used or obtained in connection therewith to
W. W. Meeker and hie have,successors and nsaigns.
And for the acme consideration,the undersigned torhlmself and hla heirs,sucdssora and
representativea,do ee covenant with the said assignee his hens,autteasoro,or assigns.that
he la
the lawful owner of the said lease and rights and interests thereunder and of the Vcraonrl property
thereon or used in connection therewith;that the undersigned has good right and authority to
sell and convey the same,and that said rights,interest and Vroperty arc free and clear from all liens
and incumbrancea,and that all rrntals and royalUea due and(myable thereunder have been duly paid
and that the undersigned will warrant and defend the same against the lawful daima and demnnde of
al!persons whomsoever., by, through and under assignor herein, buL not otherxiae.
In Witnea.4 Whereof.1`he undersigned owner and assignor has signed this instrument
wig llth day of August 19 6S //
• • ••
RFP NO.962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO,CA
DUE:THURSDAY,APRIL 9,2015,2:00 P.M.PST
Example of Original Scanned Image and Final Processed Image VI
AFTERIMAGE PROCESSING
VOL 258 ►Ace 6
O tivo IOINT ACENOWLEDGMENT
THE STATE OF
COUNTY OF C �-I-If?K BEFORE ME,the undenigned.uthonty,on this day penally
.ppe. d Elmer E. Palmer ,and wif. Susie A. Palmer
known W me W be the Deraooe Mhose....aro .b..*b d W the forogcing Wetrume.t,.rid acknowledged W me that they
amcuted thg came for the purpose and ceasidemtlon theroin eapmased;and the.aid Susie A. Palmer
Amcor F.._ Palmer baring bwu 7 ined by me Privily and apart from her huebaM,
a'ki4��ne•�m�°tdNerDt.meaWher,nas.id Susie
A. Palmer acl—ledged..id
Butrumeq b.N Yea end declared that she had wSlmgly signed the"me for the purpcen and conaidenhon them
.i`aM.e?.Ut, uu,.iah�d act whh W rot.A It
§jiwm wader my,htil and..i of office thi.th• 7 day fJ?if D.]ple>=
s%tq n�l;'�i l�`'.t' �y++++,,,•✓%'h"•�Xy,��,u" Notary Public W and for `'Z ZZLLL Counh,ftne
Filed for Record on the lath day of Mav at
1.00 otclock__Z._M. Duly Recorded this the loth day r,f_ MR,
.D.1966 at 4:00 o`clock Pi_P'.
P,4T LL', CLI'ITCR, County Clerk,
Deputy peeves Co,mty, _exas
FILE NO. 3044 J. RAY STEWART TO W. W. MEEKER
N1glliiglunPIit of (Oil alto (has 'IrPFI a II
WHEREAS,on the 21st day of May 1965,a certain oil and gas
mining lease was made and entered into by and between 1
Sara M. Smith, also known as Mrs. Robert L. Smith, a widow,
individually and as agent for the State of Texas ,Lessor
and J. Ray Stewart ,Lessee
covering the following described land in the County of Reeves and State of Texas,to-wit:
All of Tract No. Seven (7), Lot No. Three (3),
Section 34, Block 50, TownshiP 7, T&P Ry. Co. Survey,
Reeves County, Texas
Said lease being recorded in the office of the County Clerk in and for said County in book 248
page 271-273 .3= Deed Records of Reeves County, Texas
Whereas,The said lease and all rights thereunder or incident thereto are now owned by
J. Ray Stewart
Now,Therefore,for and in consideration of One Dollar (and other good and valuable considers-
tiona),the receipt of which is hereby acknowledged,the undersigned,the present owner of the
said lease and all rights thereunder or incident thereto,do es hereby bargain,sell,transfer,assign
and convey all rights,title and interest of the original lessee and present owner in and to said
lease and rights thereunder in so far as it covers the above described land.
together with all personal property used or obtained in connection therewith to
W. W. Meeker and his heirs,successors and assigns.
And for the same consideration,the undersigned forhimself and his heirs,successors and
representatives,do as covenant with the said assignee his heirs,successors,or assigns,that
he Is
the lawful owner of the said lease and rights and interests thereunder and of the personal property
thereon or used in connection therewith;that the undersigned has good right and authority to
sell and convey the same,and that said rights,interest and property are free and clear from all liens
and incumbrances,and that all rentals and royalties due and payable thereunder have been duly paid
and that the undersigned will warrant and defend the name against the lawful claims and demands of
all persons whomsoever., by, through and under assignor herein, but not otherwis
in Witness Whereof,The undersigned owner and assignor has signed this instrument
this llth day of August .19 65
J. STEWAAT
PAGE 65165
KO F I L E PRESERVATION
Attachment C
KO F I L E PRESERVATION
July 1, 2015
Gary E. Cornuelle
County of Fresno—Purchasing
4525 E. Hamilton Avenue, 2nd Floor
Fresno, CA 93702-4599
RE: Indexing SOW for RFP No. 962-5337 Records Preservation for Assessor-Recorder
Dear Mr. Cornuelle,
Please find enclosed the specifications, naming conventions, and pricing for indexing per
the award of the above-mentioned RFP for the Fresno County Assessor-Recorder's Office
by Kofile Preservation, Inc. (Kofile). All services are provided onshore from our Dallas, TX,
office. Kofile is the nation's oldest and most experienced company specializing in the
preservation, digitization, and access of permanent and historical records.
Please note that one sample file will be indexed at the beginning of the project to ensure
naming convention is acceptable to the County. Pricing is presented at an unit rate as the
final document count is unknown at this time. A follow up assessment is required to
determine how many additional "indexes" are accounted due to multiple documents on
individual pages. All inventories and final counts are approved by the County.
DO IT ONCE, DO IT RIGHT, DO IT FOREVEK
Our goal is to provide consistently keyed index fields to improve document retrieval. During
indexing, Kofile blind re-keys each field at least three times. Our indexing services maintain
a 99.98% accuracy rate. Kofile will re-index upon reasonable request. Kofile offers indexing
at our secure Dallas facility, ensuring data confidentiality and security. On the other hand,
low-bid projects will offshore indexing to India, the Philippines, China, etc.—and this work
often necessitates re-indexing.
Kofile's key assets are its employees and their extensive history indexing records throughout
the U.S. True pioneers in Data Entry solutions for public service departments manage our
projects. Our Data Entry Manager has over 43 years of experience.
Kofile understands the need for access to public records, and the ease of rapid digital
retrieval. Our services are not 'as-is' or 'scan it and forget it' methodologies. Our basis for
success is decades of experience, realistic solutions, and professional analysis. Kofile has an
extensive history providing indexing services for County government. Kofile specializes in
land-related records. We have taken an innovative approach to this project to ensure
successful completion.
Our projects often continue in multiple phases over many years and administrations. With
the combination of an experienced Imaging team and technology competence, and
considering our status as a software developer, our capability to enhance the image
processing process extends well beyond that of competitors.
6300 CEDAR SPRINGS ROAD ONE ALLEN MARTIN DRIVE 1558 FORREST WAY
DALLAS, TEXAS 75235 ESSEX, VERMONT 05452 CARSON CITY, NEVADA 89706
214-351-4800 800-639-3027 855-767-8697
SCOPE OF SERVICES W#Mmd
OVERVIEW OF SERVICES
Key and Blind Re-Key Verification of Documents
Disaster Recovery Electronic Off-Site Backup
Images will be delivered on two sets of original master archival Gold DVDs. A DVD index
referencing book title and volume number will be supplied as well. Please note that Kofile's
imaging price proposal includes naming convention to identify each image by type, year,
book, page, page count or other indicator(s) depending on the County's final
requirements. Any additional indexing requirements will require additional charges to
address the number of fields and/or key strokes necessary.
INDEXING SPECIFICATIONS
Prior to beginning any indexing project, Kofile conducts a comprehensive assessment of
the office's indexing specifications. The assessment process includes documenting
established methods of indexing specific instruments, clarifying terminology, and
determining the standards used for entering names, dates, and other basic information
required for indexing. This analysis produces essential information to ensure the metadata's
accuracy and integrity.
Full consideration is given to all indexing situations, including cross-indexed documents,
differentiation between individual names and corporation names, government
departments and agencies, alternate and alias names, the inclusion of abbreviations,
titles, and consistency in naming format—including hyphens, numbers, spaces, and
suffixes. Thoroughly examining Fresno County's particular requirements allows for accurate
and consistent indexes, guaranteeing quick searches for users.
Data Entry Procedures
Data integrity is essential. Consistently keyed fields will improve document retrieval and
build a dependable, searchable database for staff and public users. Kofile performs key
entry at least twice for every field.
Following the initial field key entry, the
record displays to a second indexing
operator. This individual also keys the
field (also termed a "blind re-key"). The —
Z software compares the entries. If they do
0 not match, the record is sent to a
supervisor. This supervisor identifies the
> problem with the field entry and
LU determines if it is a one-time keying error r= -
w or a prevailing issue. The supervisor
a decides if a new keying standard is �'� � .. .
Wneeded for all operators to follow. The
record is then sent to another indexing
J technician and keyed again. With this Our Data Entry Manager, Wanda Gomez,
methodology, each field is blind-keyed has over 43 years of experience. She excels
three times. at placing customer's needs first.
LL
OCOUNTY OF FRESNO,CA PAGE 2 17
RECORDS INDEXING FOR THE ASSESSOR-RECORDER
hGo JULY 1,2015
In our quality control procedures, managers and supervisors internally research and
answer questions about any problematic process. If the Assessor-Recorder's Office is
required to provide input, Kofile will contact the Assessor-Recorder for a clarification and/
or decision. Client involvement demonstrates our pride in building successful professional
relationships with our clients.
Document Code and Definition Cleanup
Kofile's Data Entry Manager has identified common problems faced by counties today.
Kofile has identified hundreds of incorrect or redundant document codes and definitions.
Incorrect and redundant document codes arise when document codes are duplicated or
incorrectly copied during the original conversion to the current system, in the process of
converting a partial indexing system to full service, or when a single document receives
several entries correlated to conflicting codes or definitions.
There are several problems associated with system that contain too many codes. The
main issue becomes apparent when a user enters a code to query a search. If a
document type such as a Deed Record (DR) has been indexed under multiple codes over
the years, the user will not locate all of the documents associated with a search. Another
problem is when numeric codes and codes with special characters need to be merged
into a master code. During upgrades, these excessive codes can create issues by not
allowing the new software to locate and consolidate all of the various document types.
Kofile is equipped with the experience and personnel to combat these and other
problems. Fresno County will receive an index code and definition cleanup and merge.
Kofile will work with the Assessor-Recorder and staff to reduce the code set down to an
agreed upon manageable number. This consulting service will help eliminate incomplete
document searches and help improve system efficiency. Kofile has internal indexing
guidelines to assist the Assessor-Recorder's Office.
= NAMING CONVENTIONS
YYYYFBBBPPPPMM.ppp
YYYY-four digit year of the event
F- Form type:
Z 1 = Birth 3 = Death 5 = Confidential marriage
0 2 = Fetal death 4 = Marriage 9 = Official record
some use other characters for other documents, such as O for Oath, B for FBN, etc.
z BBB -Three digit book number
V) PPPP- Four digit page number
LU MM - Multi-code:
a 00 = Original
W ppp= number of pages contained in the multi-page tiff
J As instructed, Kofile will not use the extension `.tif' in the name of the image, as Fresno
County's Image viewer is trained to open tiff images without the extension.
LL
OCOUNTY OF FRESNO,CA PAGE 3
RECORDS INDEXING FOR THE ASSESSOR-RECORDER
hGo JULY 1,2015
EXAMPLES
Image (19411040000100.pdf) would have the name of 19411040000100.001.
BOOK 40 PAGE 1 1941 (first 4 characters) -year of document
1 (fifth character) - indicates document type. In this case 1 = birth
040 (sixth, seventh, and eighth characters) - Book Number, this case
Book 40
BIRTH CERT. 0001 (ninth, tenth, eleventh and twelfth characters) - Page Number,
this case page 0001
00 (thirteenth and fourteenth characters) - place holders
.001 (this would replace the extension `.pdf' and the image would be
a multi-page tiff) -indicates the number of pages in this image
Image (19411040000200.pdf) would have the name of 19411040000200.001.
BOOK 40 PAGE 2 1941 (first 4 characters) -year of document
1 (fifth character) - indicates document type. In this case 1 = birth
040 (sixth, seventh, and eighth characters) - Book Number, this case
Book 40
BIRTH CERT. 0002 (ninth, tenth, eleventh and twelfth characters) - Page Number,
this case page 0002
00 (thirteenth and fourteenth characters) - place holders
.001 (this would replace the extension `.pdf' and the image would be
a multi-page tiff) -indicates the number of pages in this image
Image (19411040000300.pdf) would have the name of 19411040000300.002.
BOOK 40 PAGE 3 1941 (first 4 characters) -year of document
1 (fifth character) - indicates document type. In this case 1 = birth
040 (sixth, seventh, and eighth characters) - Book Number, this case
Book 40
BIRTH CERT. 0003 (ninth, tenth, eleventh and twelfth characters) - Page Number,
this case 0003
00 (thirteenth and fourteenth characters) - place holders
.002 (this would replace the extension '.pdf' and the image would be
a multi-page tiff) -indicates the number of pages in this image
z Some of the vital records do consist of more than one page. The older
0 books (which are the subject of the RFP) have amendments either stapled
or taped to the page).
Q AMENDMENT TO
BOOK 40 PAGE 3
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OCOUNTY OF FRESNO,CA PAGE 4
RECORDS INDEXING FOR THE ASSESSOR-RECORDER
hGo JULY 1,2015
LOCATION OF • '
TEXAS-BASED INDEXING SERVICES
The work is completed at the Kofile
facility in Dallas, TX. Kofile is a Texas-
based company and takes pride in
providing services without reliance
on offshore indexing subcontractors.
The Kofile facility is F5 Tornado
Resistant according to an
architectural assessment preformed
by Tanner Consulting, January 2010.
Our entire national laboratory is
contained within a fire resistant brick d
and concrete building—which
contains structural steel support ' -
members, and fire-rated walls, ,
ceiling, and flooring.
Kofile combines a 24/7 manned on- _
site security person with electronic
surveillance. A state of the art Motion _
Detector Security System protects
the entire building.
Production Tracking System (PTS) .
Kofile uses its Production Tracking
System (PTS) capability to enhance
the management of the project by
producing unique IDs for each
control unit. PTS provides staff with
the tools necessary to positively
control the project and to manage
the inventory of images, boxes, and
Z microfilm on an ongoing basis. Kofile
p is able to track the individual status The Assessor-Recorder is welcome to
of each document flowing through our system inspect the Kofile facility—with or
Q and is used further for audit tracking purposes
for each employee.for notice—at any time.
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OCOUNTY OF FRESNO,CA PAGE 5 17
RECORDS INDEXING FOR THE ASSESSOR-RECORDER
hGo JULY 1,2015
PROJECT
Kofile has the manpower, experience, and resources to provide all of the necessary
project specifications. Kofile and its key employees have a deep and rich history in
Imaging and Indexing records throughout the United States.
The Account Manager, Joe Arbios, will handle all communication with the County. This
ensures the project is completed on schedule and to the client's satisfaction. The Account
Manager is responsible for project supervision.
Other key personnel are identified below.
MANDY WIGGINS, INDEXING GROUP MANAGER
Wiggins has been at the forefront of software operation
and implementation for over ten years serving as an
expert in document imaging and troubleshooting
database issues. Wiggins's has spent most of her career
coordinating business objectives with client expectations.
Her technical background and proficiency in customer
service provide county clients and their customers with a
unique, client-focused approach to enhancing the ease
of using government records.
WANDA GOMEZ, DATA ENTRY MANAGER
Gomez brings a vast amount of experience. Wanda's career in
the field of land records management spans over 42 years.
Wanda's expertise extends into Government and Land Title
businesses. Wanda has overseen the indexing of both current and
historical records for Counties. She has been instrumental in
developing the indexing standards used in the offices of many
Clerks today. Wanda was the manager of the indexing
department of Global 360 BGS. She was the manager of the
indexing department for Government Records Corp. for 15 years.
Prior, she was the land records manager for Business Records
Corporation for five years. Wanda's knowledge, reliability, and
Z pursuit of excellence make her an invaluable asset to our customers.
0
JANICE CASEY, INDEXING SUPERVISOR
> Casey is responsible for overseeing key and verifying locates and GFs
from the Map Room. She is also responsible for key and theLU
V) verification of legal documents for Title Customers. Casey creates
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and updates the data entry process and procedures manual. She
a directly communicates issues and suggestions to the Indexing
W Manager. She is available to answer questions concerning
document interpretation. She also oversees the transfer of new
J documents from Daily Indexing to Internal Systems, and releases new
indexes to Daily Indexing from Internal Systems.
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OCOUNTY OF FRESNO,CA PAGE 6 1 7
RECORDS INDEXING FOR THE ASSESSOR-RECORDER
hGo JULY 1,2015
COUNTY • •
MALUNIT PRICING
LEVEL OF SERVICE UNIT PRICE UNIT
Indexing (as defined herein) $0.25* Document
*Any additional indexing requirements will require additional charges to address the
number of fields and/or key strokes necessary.
All work is held to the highest possible standard of workmanship and quality. Please do not
hesitate to contact me with any questions.
Sincerely,
Jerry Cobb
President
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OCOUNTY OF FRESNO,CA PAGE 7 1 7
RECORDS INDEXING FOR THE ASSESSOR-RECORDER
JULY 1,2015
ATTACHMENT D
SELF-DEALING TRANSACTION DISCLOSURE FORM
In order to conduct business with the County of Fresno (hereinafter referred to as "County"),
members of a contractor's board of directors (hereinafter referred to as "County Contractor"), must
disclose any self-dealing transactions that they are a party to while providing goods, performing
services, or both for the County. A self-dealing transaction is defined below:
"A self-dealing transaction means a transaction to which the corporation is a party and in which one
or more of its directors has a material financial interest"
The definition above will be utilized for purposes of completing this disclosure form.
INSTRUCTIONS
(1) Enter board member's name,job title (if applicable), and date this disclosure is being made.
(2) Enter the board member's company/agency name and address.
(3) Describe in detail the nature of the self-dealing transaction that is being disclosed to the
County. At a minimum, include a description of the following:
a. The name of the agency/company with which the corporation has the transaction; and
b. The nature of the material financial interest in the Corporation's transaction that the
board member has.
(4) Describe in detail why the self-dealing transaction is appropriate based on applicable
provisions of the Corporations Code.
(5) Form must be signed by the board member that is involved in the self-dealing transaction
described in Sections (3) and (4).
(1)Company Board Member Information:
Name: Date:
Job Title:
(2)Company/Agency Name and Address:
(3)Disclosure(Please describe the nature of the self-dealing transaction you are a party to):
(4)Explain why this self-dealing transaction is consistent with the requirements of Corporations Code 5233(a):
(5)Authorized Signature
Signature: Date: