HomeMy WebLinkAboutAgreement A-15-366 with Kofile Preservation, Inc..pdfAgreement No. 15-366
AGREEMENT 1
2
3 THIS AGREEMENT (hereinafter "AGREEMENT" or "Agreement") is made and
4 entered into this ..11!!!._ day of August , 2015, by and between the COUNTY OF FRESNO,
5 a political subdivision of the State of California, hereinafter referred to as "COUNTY'', and Kofile
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
1 0 WHEREAS, the CONTRACTOR is qualified and willing to perform said services.
11 NOW, THEREFORE, the parties agree as follows:
12 W I T N E S S E T H:
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
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. g62-5337.
20
21 1. OBLIGATIONS OF THE CONTRACTOR
22 A. CONTRACTOR agrees to furnish all labor and materials, including tools,
23 implements, and ap·pliances 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
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
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attached hereto and incorporated herein by reference.
2. OBLIGATIONS OF THE COUNTY
A. The COUNTY will coordinate with the CONTRACTOR for the
CONTRACTOR’s pickup and return of COUNTY’S documents, records or images as specified in
Attachment B. Except as is provided in Section 12, herein, all documents, records or images
received by CONTRACTOR from COUNTY (including any copies or reproductions of said
documents, records or images made by CONTRACTOR) shall be returned to COUNTY no later
than 21 days after COUNTY has sent to CONTRACTOR written verification of CONTRACTOR’s
satisfactory performance of its obligations hereunder and a request to return all documents,
records or images to COUNTY.
B. COUNTY shall pay CONTRACTOR as specified in Attachment B and
Attachment C for CONTRACTOR’S performance of CONTRACTOR’S obligations as specified
herein.
3. TERM
This Agreement shall become effective on the date first written herein above
and shall be effective for an initial term of three (3) years. Thereafter, this Agreement may be
renewed for a maximum of two (2) separate one (1) year periods, under the same terms and
conditions set forth herein, upon written authorization of the COUNTY’S Assessor-Recorder or his
designee. In no event shall the AGREEMENT extend beyond five (5) years from the date first
written herein above.
4. TERMINATION
A. Non-Allocation of Funds - The terms of this Agreement, and the services to
be provided thereunder, are contingent on the approval of funds by the appropriating government
agency. Should sufficient funds not be allocated, the services provided may be modified, or this
Agreement terminated, at any time by giving the CONTRACTOR thirty (30) days advance written
notice.
B. Breach of Contract - The COUNTY may immediately suspend or terminate
this Agreement in whole or in part, where in the determination of the COUNTY there is:
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1) An illegal or improper use of funds;
2) A failure to comply with any term of this Agreement;
3) A substantially incorrect or incomplete report submitted to the
COUNTY;
4) Improperly performed service.
In no event shall any payment by the COUNTY constitute a waiver by the COUNTY
of any breach of this Agreement or any default which may then exist on the part of the
CONTRACTOR. Neither shall such payment impair or prejudice any remedy available to the
COUNTY with respect to the breach or default. The COUNTY shall have the right to demand of
the CONTRACTOR the repayment to the COUNTY of any funds disbursed to the CONTRACTOR
under this Agreement, which in the judgment of the COUNTY were not expended in accordance
with the terms of this Agreement. The CONTRACTOR shall promptly refund any such funds upon
demand.
C. Without Cause - Under circumstances other than those set forth above,
this Agreement may be terminated by COUNTY upon the giving of thirty (30) days advance written
notice of an intention to terminate to CONTRACTOR.
5. COMPENSATION/INVOICING: COUNTY agrees to pay CONTRACTOR and
CONTRACTOR agrees to receive compensation as follows: CONTRACTOR shall submit
monthly invoices in triplicate to the County of Fresno Assessor-Recorder Department.
CONTRACTOR shall allow for a minimum of forty-five (45) days from date of receipt of invoice by
the COUNTY for payment of such invoice.
In no event shall services performed under this Agreement be in excess of
$5,500,498.75 during the term of this Agreement. It is understood that all expenses incidental to
CONTRACTOR'S performance of services under this Agreement shall be borne by
CONTRACTOR. CONTRACTOR shall strictly follow, without any deviation, its “COST
PROPOSAL” in Attachment B and Attachment C when determining and submitting invoiced
charges for performing its services and obligations under this Agreement.
6. INDEPENDENT CONTRACTOR: In performance of the work, duties and
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obligations assumed by CONTRACTOR under this Agreement, it is mutually understood and
agreed that CONTRACTOR, including any and all of the 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 venturer, partner, or
associate of the COUNTY. Furthermore, COUNTY shall have no right to control or 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 this Agreement,
CONTRACTOR may be providing services to others unrelated to the COUNTY or to this
Agreement.
7. MODIFICATION: Any matters of this Agreement may be modified from time
to time by the written consent of all the parties without, in any way, affecting the remainder.
8. NON-ASSIGNMENT: Neither party shall assign, transfer or sub-contract this
Agreement nor their rights or duties under this Agreement without the prior written consent of the
other party.
9. CONFIDENTIALITY: CONTRACTOR acknowledges that all documents,
records or images received from COUNTY pursuant to this AGREEMENT are strictly confidential.
CONTRACTOR agrees to maintain the strict confidentiality of all documents, records or images
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received from COUNTY while in the possession of the CONTRACTOR. Except as may be
required for CONTRACTOR to fulfill its obligations under this AGREEMENT, CONTRACTOR
agrees not to copy or reproduce any such documents, records or images thereof belonging to
COUNTY and under no circumstances shall any documents, records or images or
copies/reproductions thereof, be provided to a third party. All copies or reproductions of
documents, records or images made by CONTRACTOR pursuant to the AGREEMENT shall be
subject to all confidentiality provisions herein and CONTRACTOR expressly acknowledges that
said copies or reproductions are solely the COUNTY’s property to the same extent as the originals
from which they were made. CONTRACTOR shall return to COUNTY all copies or reproductions
made pursuant to the AGREEMENT at the same time as the originals of said copies or
reproductions are returned to COUNTY. CONTRACTOR agrees to follow the Security Plan
stated in Attachment “B” to maintain the physical safety of all official record documents while in
possession of the CONTRACTOR.
10. HOLD HARMLESS: 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.
11. 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 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
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($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.
D. Worker's Compensation
A policy of Worker's Compensation insurance as may be required by the
California Labor Code.
E. Umbrella Liability
Umbrella Liability with limits of not less than Fifteen Million Dollars
($15,000,000) per occurrence, Fifteen Million Dollars ($15,000,000) aggregate.
F. Errors and Omissions Coverage
Errors and Omissions Coverage with limits not less than Ten Million
Dollars ($10,000,000).
G. Valuable Papers Coverage
Valuable Papers Coverage with limits not less than One Million Dollars
($1,000,000).
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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 signs and 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, Paul Dictos,
Assessor-Recorder, P O Box 1146, Fresno, CA 93715, 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 issued by admitted insurers licensed to do business in the
State of California, and such insurance shall be purchased from companies possessing a current
A.M. Best, Inc. rating of A FSC VII or better.
12. AUDITS AND INSPECTIONS: The CONTRACTOR shall at any time during
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business hours, and as often as the COUNTY may deem necessary, make available to the
COUNTY for examination all of its records and data with respect to the matters covered by this
Agreement. The CONTRACTOR shall, upon request by the COUNTY, permit the COUNTY to
audit and inspect all of such records and data necessary to ensure CONTRACTOR'S compliance
with the terms of this Agreement.
CONTRACTOR acknowledges that COUNTY may, from time to time, require the
immediate return to COUNTY of documents, records or images received from COUNTY pursuant
to the AGREEMENT. CONTRACTOR shall, upon 24-hour notice from COUNTY, deliver to
COUNTY any documents, records or images requested by COUNTY (hereinafter “Recalled
Documents”). If, at the time COUNTY provides said 24-hour notice, CONTRACTOR has not
completed its services under this AGREEMENT upon the Recalled Documents, COUNTY shall
deliver the Recalled Documents to CONTRACTOR not less than six (6) months before the
expiration of this AGREEMENT.
If this Agreement exceeds ten thousand dollars ($10,000.00), CONTRACTOR
shall be subject to the examination and audit of the Auditor General for a period of three (3) years
after final payment under contract (Government Code Section 8546.7).
13. NOTICES: The persons and their addresses having authority to give and
receive notices under this Agreement include the following:
COUNTY CONTRACTOR
COUNTY OF FRESNO Kofile Preservation
Paul Dictos, Assessor-Recorder Joseph B Arbios
P O Box 1146 1558 Forrest Way
Fresno, CA 93725 Carson City, NV 89706
Any and all notices between the COUNTY and the CONTRACTOR provided
for or permitted under this Agreement or by law shall be in writing and shall be deemed duly
served when personally delivered to one of the parties, or in lieu of such personal services, when
deposited in the United States Mail, postage prepaid, addressed to such party.
14. GOVERNING LAW: Venue for any action arising out of or related to this
Agreement shall only be in Fresno County, California.
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The rights and obligations of the parties and all interpretation and performance
of this Agreement shall be governed in all respects by the laws of the State of California.
15. DISCLOSURE OF SELF-DEALING TRANSACTIONS
This provision is only applicable if the CONTRACTOR is 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 this agreement. 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 Self-Dealing Transaction
Disclosure Form, attached hereto as Attachment D and incorporated herein by reference, and
submitting it to the COUNTY prior to commencing with the self-dealing transaction or
immediately thereafter.
16. AUTHORITY: Each individual executing this Agreement on behalf of
CONTRACTOR represents and warrants that that individual is duly authorized to execute and
deliver this Agreement on behalf of CONTRACTOR and that this Agreement is binding upon
CONTRACTOR in accordance with its terms.
17. ENTIRE AGREEMENT: This Agreement constitutes the entire agreement
between the CONTRACTOR and COUNTY with respect to the subject matter hereof and
supersedes all previous Agreement negotiations, proposals, commitments, writings,
advertisements, publications, and understanding of any nature whatsoever unless expressly
included in this Agreement. In the event of any inconsistency in interpreting the documents which
constitute this Agreement, the inconsistency shall be resolved by giving precedence in the
following order of priority: (1) the text of this Agreement; (2) Attachment "A", the COUNTY'S
Request for Quotation No. 962-5337; (3) Attachment “B,” the CONTRACTOR'S response to
COUNTY'S Request for Proposal No. 962-5337 and (4) Attachment “C”.
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
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ATTEST: _3uSANV 13;sb0)0
Clerk to the Board of Supervisors
DATE:
I
APPROVED AS TO ACCOUNTING FORM
By: !11 /"'Q ~
Auditor-Contro~reas;er:a;Collector
APPROVED AS TO LEGAL FORM
19 b
20 By: _.--L.Lf~~---:::......:/.:::....<=:c:..._/ ____ _
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County Counsel
FOR ACCOUNTING USE ONLY:
ORGNo:
Account No.:
Requisttion No.:
04200200
7295
4201501014
CONTRACTOR
Kofile Preservation, Inc.
6300 Cedar Springs Rd.
Dallas, TX 75235
DATE: _....!..7_-_,_/..::::(p_-...:./~§:._-----
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PD-040 (01/15)
COUNTY OF FRESNO
REQUEST FOR PROPOSAL
NUMBER: 962-5337
RECORDS PRESERVATION FOR ASSESSOR-
RECORDER
Issue Date: March 2, 2015
Closing Date: APRIL 9, 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 gcornuelle@co.fresno.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
Attachment A
Proposal No. 962-5337
1A
CCOOUUNNTTYY OOFF FFRREESSNNOO PPUURRCCHHAASSIINNGG
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. BID PREPARATION:
A) All prices and notations must be typed or written in ink. No erasures
permitted. Errors may be crossed out, initialed and corrections printed
in ink by person signing bid.
B) Brand Names: Brand names and numbers when given are for
reference. Equal items will be considered, provided the offer clearly
describes the article and how it differs from that specified. In the
absence of such information it shall be understood the offering is
exactly as specified.
C) State brand or make of each item. If bidding on other than specified,
state make, model and brand being bid and attach supporting
literature/specifications to the bid.
D) Bid on each item separately. Prices should be stated in units specified
herein. All applicable charges must be quoted; charges on invoice not
quoted herein will be disallowed.
E) Time of delivery is a part of the consideration and must be stated in
definite terms and must be adhered to. F.O.B. Point shall be
destination or freight charges must be stated.
F) All bids must be dated and signed with the firm’s name and by an
authorized officer or employee.
G) Unless otherwise noted, prices shall be firm for one hundred eighty
(180) days after closing date of bid.
2. SUBMITTING BIDS:
A) Each bid must be submitted on forms provided in a sealed
envelope/package with bid number and closing date and time on the
outside of the envelope/package.
B) Interpretation: Should any discrepancies or omissions be found in the
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
for verbal interpretations. Questions regarding the bid must be
received by Purchasing stated within this document. All addenda
issued shall be in writing, duly issued by Purchasing and incorporated
into the contract.
C) ISSUING AGENT/AUTHORIZED CONTACT: This RFP/RFQ has been
issued by County of Fresno, Purchasing. Purchasing shall be the
vendor’s sole point of contact with regard to the RFP/RFQ, its content,
and all issues concerning it.
All communication regarding this RFP/RFQ shall be directed to an
authorized representative of County Purchasing. The specific buyer
managing this RFP/RFQ 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/RFQ.
Contact with any other County representative, including elected
officials, for the purpose of discussing this RFP/RFQ, its 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/RFQ,
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.
D) Bids received after the closing time will NOT be considered.
E) 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.
3. FAILURE TO BID:
A) If not bidding, return bid sheet and state reason for no bid or your
name may be removed from mailing list.
4. TAXES, CHARGES AND EXTRAS:
A) County of Fresno is subject to California sales and/or use tax
(8.225%). Please indicate as a separate line item if applicable.
B) DO NOT include Federal Excise Tax. County is exempt under
Registration No. 94-73-03401-K.
C) County is exempt from Federal Transportation Tax. Exemption
certificate is not required where shipping papers show consignee as
County of Fresno.
D) Charges for transportation, containers, packing, etc. will not be paid
unless specified in bid.
5. W-9 – REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND
CERTIFICATION & CALIFORNIA FORM 590 WITHHOLDING EXEMPTION
CERTIFICATE:
Upon award of bid, the vendor shall submit to County Purchasing, a
completed IRS Form W-9 - Request for Taxpayer Identification Number and
Proposal No. 962-5337
1B
Certification and a California Form 590 Withholding Exemption Certificate if
not currently a County of Fresno approved vendor.
6. AWARDS:
A) Award(s) will be made to the most responsive responsible bidder;
however, the Fresno County Local Vendor Preference and/or the
Disabled Veteran Business Enterprise Preference shall take
precedence when applicable. Said Preferences apply only to Request
for Quotations for materials, equipment and/or supplies only (no
services); the preference do not apply to Request for Proposals. RFQ
evaluations will include such things as life-cycle cost, availability,
delivery costs and whose product and/or service is deemed to be in the
best interest of the County. The County shall be the sole judge in
making such determination.
B) Unless bidder gives notice of all-or-none award in bid, County may
accept any item, group of items or on the basis of total bid.
C) The County reserves the right to reject any and all bids and to waive
informalities or irregularities in bids.
D) Award Notices are tentative: Acceptance of an offer made in response
to this RFP/RFQ shall occur only upon execution of an agreement by
both parties or issuance of a valid written Purchase Order by Fresno
County Purchasing.
E) After award, all bids shall be open to public inspection. The County
assumes no responsibility for the confidentiality of information offered
in a bid.
7. TIE BIDS:
All other factors being equal, the contract shall be awarded to the Fresno
County vendor or, if neither or both are Fresno County vendors, it may be
awarded by the flip of a coin in the presence of witnesses or the entire bid
may be rejected and re-bid. If the General Requirements of the RFQ state
that they are applicable, the provisions of the Fresno County Local Vendor
Preference shall take priority over this paragraph.
8. PATENT INDEMNITY:
The vendor shall hold the County, its officers, agents and employees,
harmless from liability of any nature or kind, including costs and expenses,
for infringement or use of any copyrighted or un-copyrighted composition,
secret process, patented or unpatented invention, article or appliance
furnished or used in connection with this bid.
9. SAMPLES:
Samples, when required, must be furnished and delivered free and, if not
destroyed by tests, will upon written request (within thirty (30) days of bid
closing date) be returned at the bidder's expense. In the absence of such
notification, County shall have the right to dispose of the samples in
whatever manner it deems appropriate.
10. RIGHTS AND REMEDIES OF COUNTY FOR DEFAULT:
A) In case of default by vendor, the County may procure the articles or
service from another source and may recover the cost difference and
related expenses occasioned thereby from any unpaid balance due the
vendor or by proceeding against performance bond of the vendor, if
any, or by suit against the vendor. The prices paid by the County shall
be considered the prevailing market price at the time such purchase is
made.
B) Articles or services, which upon delivery inspection do not meet
specifications, will be rejected and the vendor will be considered in
default. Vendor shall reimburse County for expenses related to delivery
of non-specified goods or services.
C) Regardless of F.O.B. point, vendor agrees to bear all risks of loss,
injury or destruction to goods and materials ordered herein which occur
prior to delivery and such loss, injury or destruction shall not release
vendor from any obligation hereunder.
11. DISCOUNTS:
Terms of less than fifteen (15) days for cash payment will be considered as
net in evaluating this bid. A discount for payment within fifteen (15) days or
more will be considered in determining the award of bid. Discount period will
commence either the later of delivery or receipt of invoice by the County.
Standard terms are Net forty-five (45) days.
12. SPECIAL CONDITIONS IN BID SCHEDULE SUPERSEDE GENERAL
CONDITIONS:
The “General Conditions” provisions of this RFP/RFQ shall be superseded if
in conflict with any other section of this bid, to the extent of any such conflict.
13. SPECIAL REQUIREMENT:
With the invoice or within twenty-five (25) days of delivery, the seller must
provide to the County a Material Safety Data Sheet for each product, which
contains any substance on “The List of 800 Hazardous Substances”,
published by the State Director of Industrial Relations. (See Hazardous
Substances Information and Training Act, California State Labor Code
Sections 6360 through 6399.7.)
14. RECYCLED PRODUCTS/MATERIALS:
Vendors are encouraged to provide and quote (with documentation) recycled
or recyclable products/materials which meet stated specifications.
15. YEAR COMPLIANCE WARRANTY:
Vendor warrants that any product furnished pursuant to this Agreement/order
shall support a four-digit year format and be able to accurately process date
and time data from, into and between the twentieth and twenty-first
centuries, as well as leap year calculations. "Product" shall include, without
limitation, any piece or component of equipment, hardware, firmware,
middleware, custom or commercial software, or internal components or
subroutines therein. This warranty shall survive termination or expiration of
this Agreement.
In the event of any decrease in product functionality or accuracy related to
time and/or date data related codes and/or internal subroutines that impede
the product from operating correctly using dates beyond December 31, 1999,
vendor shall restore or repair the product to the same level of functionality as
warranted herein, so as to minimize interruption to County's ongoing
business process, time being of the essence. In the event that such warranty
compliance requires the acquisition of additional programs, the expense for
any such associated or additional acquisitions, which may be required,
including, without limitation, data conversion tools, shall be borne exclusively
by vendor. Nothing in this warranty shall be construed to limit any rights or
remedies the County may otherwise have under this Agreement with respect
to defects other than year performance.
16. PARTICIPATION:
Bidder may agree to extend the terms of the resulting contract to other
political subdivision, municipalities and tax-supported agencies.
Such participating Governmental bodies shall make purchases in their own
name, make payment directly to bidder, and be liable directly to the bidder,
holding the County of Fresno harmless.
Proposal No. 962-5337
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17. 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 if 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.
18. 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/RFQ. Appeals should be submitted to County of Fresno Purchasing,
4525 E. Hamilton Avenue, 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/RFQ 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.
19. OBLIGATIONS OF CONTRACTOR:
A) CONTRACTOR shall perform as required by the ensuing contract.
CONTRACTOR also warrants on behalf of itself and all subcontractors
engaged for the performance of the ensuing contract that only persons
authorized to work in the United States pursuant to the Immigration
Reform and Control Act of 1986 and other applicable laws shall be
employed in the performance of the work hereunder.
B) CONTRACTOR shall obey all Federal, State, local and special district
laws, ordinances and regulations.
20. AUDITS & 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 (3) 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.
21. DISCLOSURE – CRIMINAL HISTORY & CIVIL ACTIONS:
Applies to Request for Proposal (RFP); does not apply to Request for
Quotation (RFQ) unless specifically stated elsewhere in the RFQ document.
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.
22. DATA SECURITY:
Individuals and/or agencies that enter into a contractual relationship with the
COUNTY for the purpose of providing services must employ adequate
controls and data security measures, both internally and externally to ensure
and protect the confidential information and/or data provided to contractor by
the COUNTY, preventing the potential loss, misappropriation or inadvertent
access, viewing, use or disclosure of COUNTY data including sensitive or
personal client information; abuse of COUNTY resources; and/or disruption
to COUNTY operations.
Individuals and/or agencies may not connect to or use COUNTY
networks/systems via personally owned mobile, wireless or handheld
devices unless authorized by COUNTY for telecommuting purposes and
provide a secure connection; up to date virus protection and mobile devices
must have the remote wipe feature enabled. Computers or computer
peripherals including mobile storage devices may not be used (COUNTY or
Contractor device) or brought in for use into the COUNTY’s system(s)
without prior authorization from COUNTY’s Chief Information Officer and/or
designee(s).
No storage of COUNTY’s private, confidential or sensitive data on any hard-
disk drive, portable storage device or remote storage installation unless
encrypted according to advance encryption standards (AES of 128 bit or
higher).
The COUNTY will immediately be notified of any violations, breaches or
potential breaches of security related to COUNTY’s confidential information,
data and/or data processing equipment which stores or processes COUNTY
data, internally or externally.
COUNTY shall provide oversight to Contractor’s response to all incidents
arising from a possible breach of security related to COUNTY’s confidential
client information. Contractor will be responsible to issue any notification to
Proposal No. 962-5337
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affected individuals as required by law or as deemed necessary by COUNTY
in its sole discretion. Contractor will be responsible for all costs incurred as
a result of providing the required notification.
23. PURCHASING LOCATION & HOURS:
Fresno County Purchasing is located at 4525 E. Hamilton Avenue (second
floor), Fresno, CA 93702. Non-holiday hours of operation are Monday
through Friday, 8:00 A.M. to 12:00 Noon and 1:00 P.M. to 5:00 P.M. PST;
Purchasing is closed daily from 12:00 Noon to 1:00 P.M. The following
holiday office closure schedule is observed:
January 1* New Year's Day
Third Monday in January Martin Luther King, Jr.’s Birthday
Third Monday in February Washington - Lincoln Day
March 31* Cesar Chavez’ Birthday
Last Monday in May Memorial Day
July 4* Independence Day
First Monday in September Labor Day
November 11* Veteran's Day
Fourth Thursday in November Thanksgiving Day
Friday following Thanksgiving
December 25* Christmas
* When this date falls on a Saturday, the holiday is observed the
preceding Friday. If the date falls on a Sunday, the holiday is observed
the following Monday.
24. FRESNO COUNTY BOARD OF SUPERVISORS ADMINISTRATIVE
POLICIES:
The County Administrative Policies referenced below will apply to this
Request for Proposal:
ADMINISTRATIVE POLICY NUMBER 5
Contract Salary Limitation Fresno
County Administrative Policy No. 5 provides that in contracts with non-
profit organizations that primarily serve Fresno County and professional
service contracts where Fresno County is the sole client, the contractors
must agree to the following contract language: “The contractor agrees to limit
administrative cost to a maximum of 15% of the total program budget and to
limit employee benefits to a maximum of 20% of total salaries for those
employees working under this agreement during the term of the agreement.
Failure to conform to this provision will be grounds for contract termination at
the option of the County of Fresno.” Any bidder that wishes an exemption
from this contract requirements must set forth the request for exemption, as
well as a complete explanation of why the exemption should be granted, in
the bidder’s response to the RFP. Only the Board of Supervisors can
approve such exemption.
Policy Statement: Contractors shall be limited to a maximum 15%
administrative cost as compared to the total program budget and employee
benefits shall be limited to a maximum of 20% of salaries.
The following language will be included in each applicable contract:
"The contractor agrees to limit administrative cost to a maximum of 15% of
the total program budget and to limit employee benefits to a maximum of
20% of total salaries for those employees working under this agreement
during the term of this agreement. Failure to conform to this provision will be
grounds for contract termination at the option of the County of Fresno."
The above provision shall be applied to renewal or multi-year contracts with
non-profit organizations which primarily serve Fresno County and
professional services contracts where
Fresno County is the sole client, such as:
Community based organization service contracts related to social
services, health services, or probation services.
Cultural art program contracts.
Professional services contracts.
This policy will not apply to contracts between the County and the Federal or
State governments; or one-time contracts. The Board of Supervisors will
consider exemptions to this policy only upon the recommendation of the
County Administrative Office.
Management Responsibility: It shall be the responsibility of any County
official authorized by the Board of Supervisors to execute contracts or enter
into agreements on behalf of the County to review all applicable contracts to
insure that this policy is fully enforced.
It shall be the responsibility of the County Administrative Officer to review
requests for exemptions to this policy and to make recommendations to the
Board of Supervisors on such requests for exemption.
ADMINISTRATIVE POLICY NUMBER 34
Competitive Bids and Requests for Proposals
Fresno County Administrative Policy No. 34 provides that no person, firm
or subsidiary thereof who has been awarded a consulting services contract
by the County, may submit a bid for, or be awarded a contract for, the
provision of services, procurement of goods or supplies, or any other related
action which is required, suggested, or otherwise deemed appropriate in the
end product of the consulting services contract. Any bidder that wishes an
exemption from this contract limitation must set forth the request for
exemption, as well as a complete explanation of why the exemption should
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
interests of the County, can waive this policy.
Definitions: Purchasing Authority and Responsibility – In accordance with
the State of California Government Code Section 25500 et seq., and the
Fresno County Ordinance Code Chapter 2.56, the Board of Supervisors has
established a County Purchasing Agent. The Board has designated the
County Administrative Officer as the Purchasing Agent. Unless otherwise
restricted, all necessary authority and responsibility has been delegated to
the Purchasing Agent to satisfy the acquisition requirements of the County.
The Purchasing Agent may defer day-to-day acquisition management to the
Purchasing Manager as appropriate.
Policy Statement: Competitive bids or requests for proposals shall be
secured for all contracts for goods or services which are proposed to be
acquired by the County except when in unusual or extraordinary
circumstances, a department head, requests an exception to competitive
bidding. All such requests must be documented by the department head
including a detailed description of the facts justifying the exception. The
request must receive concurrence of the procurement authority who will sign
that particular contract i.e. the Board of Supervisors or Purchasing
Agent/Purchasing Manager. The following circumstances are examples
which constitute “Suspension of Competition”:
Proposal No. 962-5337
1E
In an emergency when goods or services are immediately necessary
for the preservation of the public health, welfare, or safety, or for the
protection of County property.
When the contract is with a federal, state, or local governmental
agency.
When the department head, with the concurrence of the Purchasing
Agent, finds that the cost of preparing and administering a competitive
bidding process in a particular case will equal or exceed the estimated
contract amount or $1,000 whichever is more.
When a contract provides only for payment of per diem and travel
expenses and there is to be no payment for services rendered.
When obtaining the services of expert witnesses for litigation or special
counsel to assist the County.
When in unusual or extraordinary circumstances, the Board of
Supervisors or the Purchasing Agent/Purchasing Manager determines
that the best interests of the County would be served by not securing
competitive bids or issuing a request for proposal.
Contracts for services should not usually cover a period of more than one
year although a longer period may be approved in unusual circumstances.
Multiple year contracts must include provisions for early termination and
must be contingent on available funding. Unless exempted as provided for
above, no contract for service shall extend, either by original contract or by
extension, beyond three years unless competitive bids have been sought or
a Request for Proposal has been processed.
During any competitive bidding procedure, all bids shall be opened publicly
and the dollar amount of each bid shall be read aloud. Under no
circumstance shall a bid which is received at the designated place of
opening after the closing time be opened or considered.
Contracts for goods or services shall not be effective until approved by the
Board of Supervisors or, if appropriate, the Purchasing Agent/Purchasing
Manager. Contractors and vendors shall be advised by the responsible
department head that performance under the contract may not commence
prior to such approval.
Medical Professional Contracts
The competitive recruitment process, 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.
A salary survey for physician services shall be conducted every two years.
Contracts for physician services shall not extend, either by original contract
or by extension, beyond five years unless competitive bids have been sought
or unless exempted as provided above.
Contracts for Legal Services
The competitive recruitment process, 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.
A salary survey for legal services shall be conducted every two years.
The selection of and contracting with firms to provide legal services shall be
coordinated through the County Counsel's 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. County Counsel
shall be involved throughout the process of selecting a firm, developing a
contract, and monitoring the billing and services provided throughout the
contract period.
Prohibited Bids Concerning End Product of Consulting Contracts
No person, firm, or subsidiary thereof who has been awarded a consulting
services contract by the County, shall be awarded a contract for the
provision of services, procurement of goods or supplies, or any other related
action which is required, suggested, or otherwise deemed appropriate in the
end product of the consulting services contract. This policy may be waived
by the Board of Supervisors on a four-fifths (4/5) vote finding that such
waiver is in the best interests of the County.
Management Responsibility: The County Administrative Officer is
responsible for preparing and issuing written procedures to assure
compliance with this policy by all County officials and departments.
ADMINISTRATIVE POLICY NUMBER 71
Prohibiting the Use of Public Funds for Political Advocacy
Fresno County Administrative Policy No. 71 provides that no County
assets, including money, shall be used for political campaigns of any type.
Political campaigns are defined as political advocacy for or opposition to a
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.
Policy Statement: Government assets, including money, grant funds, paid
staff time, equipment and supplies, facilities or any other government asset
shall not be used for political campaigns of any type. Political campaigns are
defined as political advocacy for or opposition to a matter or person that has
qualified for the ballot.
Management Responsibility: Department Heads shall be held responsible
for ensuring that government assets within their control are not used to
advocate for or against any matter or person that has qualified for the ballot.
This section does not prohibit the expenditure of government assets to
create and provide informational or educational materials regarding a matter
that has qualified for the ballot. Such information or educational materials
shall provide a fair, accurate and impartial presentation of relevant
information relating to the matter that has qualified for the ballot. However,
government assets shall not be expended to create and provide such
informational or educational materials in the 90 days prior to the election
unless specifically authorized by the Board of Supervisors or required by the
Public Records Act or other law.
Proposal No. 962-5337 Page 2
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TABLE OF CONTENTS
PAGE
OVERVIEW ..................................................................................................................... 3
KEY DATES .................................................................................................................... 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
SCOPE OF WORK ........................................................................................................ 23
COST PROPOSAL ........................................................................................................ 26
PROPOSAL CONTENT REQUIREMENTS .................................................................. 30
AWARD CRITERIA ....................................................................................................... 33
CHECK LIST ................................................................................................................. 34
Proposal No. 962-5337 Page 3
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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.
Proposal No. 962-5337 Page 4
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KEY DATES
RFP Issue Date: March 2, 2015
Vendor Conference: March 16, 2015 at 10:00 A.M.
Vendors are to contact Gary E.
Cornuelle at (559) 600-7114 if planning
to attend vendor conference.
County of Fresno - Purchasing
4525 E. Hamilton Avenue, 2nd Floor
Fresno, CA 93702
Deadline for Written Requests for
Interpretations or Corrections of RFP:
March 26, 2015 at 5:00 P.M.
E-Mail: gcornuelle@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
Proposal No. 962-5337 Page 5
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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.
Proposal No. 962-5337 Page 6
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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
Secrets in a separate marked binder.** (Company Name)
Has not submitted information identified as Trade
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.
(Company Name)
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.
Proposal No. 962-5337 Page 7
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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.
Proposal No. 962-5337 Page 8
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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.
Proposal No. 962-5337 Page 9
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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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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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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.
Yes, we will extend contract terms and conditions to all qualified agencies within the
Central Valley Purchasing Group and other tax supported agencies.
No, 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@co.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.
Proposal No. 962-5337 Page 22
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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: 9:00AM
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.
Proposal No. 962-5337 Page 23
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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.
l) 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
Proposal No. 962-5337 Page 24
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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.
Proposal No. 962-5337 Page 25
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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.
Proposal No. 962-5337 Page 26
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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 of Book/Notes Book
Count
No. of
Pages
Page Size Cost Per
Book
Taxable
Amount
Total
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 Thru 54a(Birth) 42 500 8 X 7
170 Thru 185(Birth) 16 750 6 1/2 X 11
Selma, Coa, Etc (Birth Small City) 71 125 8 X 6 1/4
Kgs I , Rdly I, Etc (Birth Big City) 11 200 18 X 11
Selma, I Ii Iii (Birth Big City) 4 120 14 X 9 1/2
Fresno I (Birth Fresno City) 1 164 15 X 10 1/4
Fresno City 1-15 (Birth Larg City) 15 500 15 1/2 X 9 1/2
Fresno (Birth County Index) 10 1000 17 1/2 X 14
A Thru Z (Birth City Index) 3 1000 17 1/2 X 14
1 Thru 9 (Birth Largh Delyed) 9 160 17 1/2 X 11 1/2
1 (Birth Large Delayed) 1 400 10 1/2 X 6 1/2
10 (Birth Large Delayed) 10 400 10 1/2 X 6 1/2
1 Thru 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 Thru 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 Thru 81 (Death Small County) 8 750 10 1/2 X 6 1/2
A Thru I (Death Lettered Spine) 9 500 7 3/4 X 8
Proposal No. 962-5337 Page 27
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Type of Book/Notes Book
Count
No. of
Pages
Page Size Cost Per
Book
Taxable
Amount
Total
1a Thru 23a (Death "A" Books) 23 450 8 1/2 X 7
I & Ii (Death Coalinga Large) 2 200 12 X 15 1/2
I & Ii (Death Fowler & Firebaugh) 2 200 12 X 15 1/2
6, 7 & 8 (Death Coalinga) 1 300 8 X 7
3, 4 & 5 (Death Coalinga Small) 3 200 6 3/4 X 8
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 (Marriage Large) 71 500 17 1/2 X 11 1/2
88 Thru 95 (Marriage Small) 8 750 11 X 6 1/2
Men A-Z, Women A-Z (Marriage Index) 12 500 18 X 14
1 Thru 5 (Marriage Index) 5 300 17 1/2 X 11 1/2
1a, 2a & 3a (Marriage Index "A" Books) 3 500 11 X 16
A Thru Z (Marriage) 26 500 17 1/2 X 11
27 Thru 41 (Marriage Certs) 15 500 17 1/2 X 11
1 And 2 (Death Index Lrg Reedley) 2 200 15 1/2 X 10
3, 4 & 5 (Death Index Reedley) 3 100 7 1/2 X 8
1 Thru 16 (Marriage Regular) 16 500 17 1/2 X 11
1, 3, 5 & 5 (Correct) (Marriage Affidavits) 4 500 17 1/2 X 11
1889 Thru 1900 (Marriage Certs, Thin Books) 12 400 14 X 8
1 (Fresno Death Index I) 1 325 15 1/2 X 10 1/2
1 (Fresno Death Index Ii) 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 X 8
1 (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 X 8
1,2,4,5,6 & 7 (Selma Deaths Small) 6 120 7 3/4 X 8 1/2
3, 8, 9 & 10 (Selma Deaths Large) 4 150 14 X 8 1/2
1b, 2b, 4b (Deaths B Books) 3 500 6 3/4 X 8
A-K And L-Z (Fresno Death Small Index) 2 500 21 X 14
Proposal No. 962-5337 Page 28
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Type of Book/Notes Book
Count
No. of
Pages
Page Size Cost Per
Book
Taxable
Amount
Total
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 Sml Parchment) 16 750 10 1/2 X 6 1/2
1 And Ii (Fresno Birth I And Ii) 2 170 15 X 10 1/2
Iii (Fresno Birth Iii) 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 X 6 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 7 1/2 X 6 1/2
15-17, 18-20, 21-23, 24-25 (Coalinga Birth Tri
Books)
4 200 7 X 8 1/2
1, 2 (Firebaugh Birth Regular) 2 50 6 3/4 X 7 1/2
1a Thru 7 (Fowler Births Small) 7 100 6 X 8
1 (Fowler Births Large) 1 100 17 1/2 X 11
1,13,14,15, 16 (Selma Births Large) 5 150 14 X 8
2 Thru 12 (Selma Births Small) 11 100 6 X 8
1 (Sanger Birth Large) 1 150 14 X 8
2 Thru 15 (Sanger Birth Small) 13 200 6 3/4 X 8
Men A-Z, Women A-Z (Mar Index Lettered
Spine)
12 500 17 1/2 X 15
1 (Reedley Birth Large) 1 150 14 X 8
1a Thru15 (Reedley Birth Small) 15 105 6 X 8
1 (Kingsburg Birth Large) 1 150 14 X 8
3 (Kingsburg Birth Small) 1 12 6 3/4 X 8
2 And 2 (Kingsburg Birth Thick) 2 770 6 3/4 X 8
1a Thru 9a (Fresno Births City Tri) 4 500 16 X 11
Proposal No. 962-5337 Page 29
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Type of Book/Notes Book
Count
No. of
Pages
Page Size Cost Per
Book
Taxable
Amount
Total
16 Thru 22 (Fresno Birth) 7 500 16 X 11
13a Thru 54a (Fresno Birth Thick Small "A") 42 500 6 3/4 X 8
A Thru K (Fresno Birth City Initialed Spine) 5 750 15 1/2 X 11
A Thru Z (State Death Index 1905-1929) 8 540 8 X 10
A Thru Z (State Death Index 1930-1939) 8 100 8 1/2 X 11
1b Thru 13b (Fresno Births Thick 1949) 25 250 7 X 9 1/2
1889 Thru 1900 (Fresno Marriage Thin Books) 12 550 17 1/2 X 8
1,3, 5 And 5 ( Aff Correct) (Fresno Marriage) 4 500 17 1/2 X 11
1 Thru 16 (Fresno Marriage Regular) 16 500 15 1/2 X 9 3/4
1905 Thru 1955 (California Birth Index) 20 1751 8 1/2 X 10 1/2
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
Proposal No. 962-5337 Page 30
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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.
Proposal No. 962-5337 Page 31
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V. TRADE SECRET:
A. Sign where required.
VI. CERTIFICATION – DISCLOSURE – CRIMINAL HISTORY & CIVIL ACTIONS
VII. 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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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.
XII. 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
Proposal No. 962-5337 Page 33
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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.
MANAGEMENT PLAN
A. Is the organizational plan and management structure adequate and appropriate for
overseeing the proposed services?
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 66 I 65
COUNTY OF FRESNO, CALIFORNIA
RFP NO. 962-5337
RECORDS PRESERVATION
FOR ASSESSOR-RECORDER
ORIGINAL
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
SUBMITTED BY: KOFILE PRESERVATION, INC.
6300 CEDAR SPRINGS ROAD
DALLAS, TEXAS 75235
214-351-4800
ONE ALLEN MARTIN DRIVE
ESSEX, VERMONT 05452
800-639-3027
1558 FORREST WAY
CARSON CITY, NEVADA 89706
855-767-8697
COMPLETE SOLUTIONS FOR PERMANENT RECORDS PRESERVATION.
PRESERVE I IMAGE I INDEX I MICROFILM I ACCESS
XXXVT
Attachment B
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 69 I 65 PAGE iii
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 71 I 65
III. TABLE OF CONTENTS
I. RFP PAGE 1 AND ADDENDUM(S) .......................................................................... i
II. COVER LETTER ....................................................................................................... iii
III. TABLE OF CONTENTS ........................................................................................ iv
IV. CONFLICT OF INTEREST STATEMENT .......................................................... 1
V. TRADE SECRET ........................................................................................................ 2
VI. CERTIFICATION—DISCLOSURE—CRIMINAL HISTORY &
CIVIL ACTIONS ...................................................................................................... 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
Staff Resumes ..................................................................................................... 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
Quality Assurance Plan ...................................................................................... 19
X.F. Company Financials .......................................................................................... 20
X.G, X.H, and X.I Corporate Good Standing ........................................................... 20
XI. SCOPE OF WORK .................................................................................................. 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
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 72 I 65
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 .................................... 51
APPENDIX B: SAMPLE REPORTS ............................................................................ 53
APPENDIX C: SAMPLE IMAGE PROCESSING CAPABILITY .............................. 56
PAGE v
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 1 I 65
IV. CONFLICT OF
INTEREST STATEMENT
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.
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.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
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VII. REFERENCES
Humboldt County Clerk-Recorder
825 Fifth Street, Fifth Floor
Eureka CA 95501
707 445-7481 1995—Present
Hon. Kelly Sanders, Clerk-Recorder
Los Angeles County Clerk & Recorder
12400 Imperial Hwy., #5001A
Norwalk CA 90650
562 462-2081 2004—Present
Portia Sanders, Public Records Div. Manager
Sacramento County Clerk & Recorder
600 8th Street
Sacramento CA 95814
916 874-6334 1991—Present
Hon. Donna Allred, Clerk-Recorder
Santa Clara County Clerk-Recorder
70 W. Hedding Street, East Wing, 1st Floor
San Jose CA 95110
408 299-5688(2481) 10/1/2010—Present
Hon. Regina Alcomendras, Clerk-Recorder
Ventura County Clerk-Recorder
800 South Victoria Avenue
Ventura CA 93009
805 654-2266 1994—Present
Hon. Mark A. Lunn, Clerk-Recorder
Kofile Preservation, Inc.
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 map collection and provides an archival map storage system for maps.
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.
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.
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.
Services included surface cleaning, mending, de-acidification, encapsulation, and
imaging of Deed Records and Vitals, and Maps. This project also included microfilming.
RFP NO. 962-5337:
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COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
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IX. EXCEPTIONS
A. Exceptions to General Conditions.
Kofile Preservation, Inc. Response: None to declare.
B. Exceptions to General Requirements.
Kofile 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 may be 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 other part of this RFP.
Kofile Preservation, Inc. Response: None to declare.
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X. VENDOR COMPANY DATA
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
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.
Another factor is the original wood pulp
paper-making process, as it introduced
bleaching agents or acidic-sizing agents to
achieve brightness. Now, years and
decades later, the bright white is replaced
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.”
This 1828-1829 Spanish document from a Texas
County Clerk’s Office records a property exchange.
It suffered from iron gall ink burning through the
sheet. Even with the greatest of care and handling,
the risk of losing fragile pieces of text and further
compromise integrity was high until treated and
encapsulated by Kofile.
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Effective Records Management
ensures that records are kept only as
long as they have some administrative,
fiscal, or legal value.
...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
to prolong the existence and useful life of the
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, CA
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.
A permanent volume before and after
preservation services.
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Shasta County Assessor Recorder’s Office,
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 County Assessor-Recorder’s Office,
Bakersfield, CA
Restoration of Patents, Miscellaneous Records,
Vital Records, and maps. Projects commenced
in 1992, and are currently ongoing.
Los Angeles County Clerk and Recorder’s
Office, Norwalk, CA
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
tape, mending, de-acidification, encapsulation,
and binding.
Santa Clara County Clerk-Recorder’s Office,
San Jose, CA
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 key personnel are included in the following pages.
■ Dennis Curran, Vice President and Director of Western Operations
■ Joseph J. Marotti Jr., Special Projects Consultant
■ Michael J. Marotti, Senior Conservator and Facility Manager
■ Randy Barnes, COO of the Digitization and Microfilming Division
Shasta County Clerk-Recorder officials
examine their newly preserved plats and
installed Enduro™ plat cabinets, Redding, CA.
Maps were restored, encapsulated, and a
customized storage solution was designed and
installed by Kofile.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
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DENNIS CURRAN
For over 25 years, Dennis Curran has worked with Clerks, Recorders, and Records Managers,
gaining extensive experience identifying and prioritizing public 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
Kofile 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
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JOSEPH J. “JOE” MAROTTI
Joe Marotti’s experience is in art restoration and the preservation of archival materials such as
books and manuscripts (primarily public records housed by County and Municipal Clerks). His
interested was peaked during his early days working in his father’s municipal and county
supplies company. When the company opened a conservation division in 1985, they hired
several professional conservators, including Leopold Saint Paul, as Director, and Maria
Pukownik. With 23 years of conservation experience, Saint Paul’s expertise included the
restoration of incunables and rare manuscripts dating back to the 9th century. Norman
Beaudoin, who had four years of previous conservation experience, was hired as conservation
assistant and apprentice to Saint Paul.
In 1985, Mr. Marotti established Vermont's first private conservation laboratory specializing in
public documents, oil paintings, works of art on paper, books and manuscripts, maps and charts
and vellum and parchment artifacts. Mr. Marotti established records preservation programs in
150+ Vermont municipalities. With his support and education endeavors, Vermont record
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 New England. He frequently travels across the United States and
consults with other Kofile conservators and technicians on best practices.
During his career, Mr. Marotti has conserved books, maps, artwork, parchment, vellum, and
even papyrus. He routinely treated artwork that included offset reproductions, pen and ink
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
Joseph J. 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
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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)
RFP NO. 962-5337:
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COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
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MICHAEL J. “MIKE” MAROTTI
Mike Marotti has experience and professional training in the traditional art of bookbinding,
hand sewing, leathering, leaf casting, gold leaf embossing, polyester welding, paper de-
acidification including aqueous solutions and spray processes, and loose leaf binding/punching
configurations. His technical knowledge concerning information technology includes
microfilming and document scanning and guiding vital projects. With his foresight, the
establishment and operation of our Nevada 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
Joseph J. 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
1995—2003 Assistant Conservator and Director of Western Accounts
Joseph J. 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—1995 Conservation Technician
Joseph J. Marotti Co.
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COUNTY OF FRESNO, CA
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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 Université 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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COUNTY OF FRESNO, CA
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RANDY BARNES
Randy Barnes designs, implements, and manages the various processes employed by the image
processing and indexing production groups. He has over 15 years experience in imaging
technology including imaging hardware, software, and leading edge imaging technologies. Mr.
Barnes was the Project Manager for successful sovereignty image and indexing projects in
some of largest local and national Counties. He has vast experience in Land Record, Criminal,
Civil and Appraisal system implementations and system training. Mr. Barnes’ technical
background and in county experience give him a unique view into how government records are
used by Kofile clients and their customers.
Professional History
2009 – Present Chief Operations Officer
Kofile, Inc.
2000—2009 Product and Project Manager
Affiliated Computer Services (ACS)
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.
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COUNTY OF FRESNO, CA
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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. Moving forward
with the Kofile name, familiar faces remain. Each of our three
primary root companies is introduced below.
Joseph J. Marotti Co., Inc. dates to 1961, and it operated under that name for 48 years.
Brown’s River Bindery dates to 1972, and operated under that name for 37 years.
Louisiana Binding Service, Inc. (LBS) dates to 1987, and operated under that name for 24
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.
LIST OF PUBLIC ACCOUNTS 2011—2014
STATE County Town Township City Village Public Library Historical Society Other TOTAL
Alaska 6 5 Boroughs 11
Alabama 1 State Entity 1
Arkansas 1 1
Arizona 4 4
California 36 4 1 Water District 41
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STATE County Town Township City Village Public Library Historical Society Other TOTAL
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 1
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
District
14
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 5
Tennessee 3 1 1 5
Texas 92 4 1 97
Virginia 57 1 58
Vermont 1 253 8 1 Academy, 1 University,
1 Fire District 265
Washington 8 1 9
West Virginia 3 3
TOTALS 352 904 12 85 19 10 9 33 1,450
Colorado 2 2
Connecticut 87 8 1 1 1 Misc., 1 Cemetery 99
Florida 1 1
Georgia 5 5
Iowa 1 1
Illinois 1 3 4
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Experience at the Nevada Laboratory
President Abraham Lincoln, President
John Quincy Adams, Bruce Lee, President
John F. Kennedy, General Stonewall
Jackson, King George III, Wyatt Earp,
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 of the notable
projects completed at the Carson City
office include:
■ San Francisco County and City of
San Francisco, CA, McInerny
Judgments
■ Shasta County, CA, Original Shasta
County map 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
Map and Deeds of Conveyances
■ Cochise County Superior Court, AZ ,
Wyatt Earp Manuscripts
■ Pima County, AZ, San Pedro Cattle
Company Records
Carson City staff treating maps from the Finding
Frémont: Pathfinder of the West Exhibit: Nevada
State Museum, 2013. This project conserved
historically significant mid-1800s maps integral
to Nevada’s history per the Nevada State
Museum’s sesquicentennial exhibit focusing on
John C. Frémont.
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COUNTY OF FRESNO, CA
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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 County is open to inspect the records at any point of the project without notice.
■ At every stage, Kofile will advise the County of unusual or unexpected conditions and
proceed only with authorization by the County Assessor-Recorder or authorized designee.
■ Upon the County’s request, Kofile can provide a written status report at midpoint of
restoration reporting progress relative to the full collection for restoration.
■ Upon award and approval, Kofile is confirm all necessary monthly 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.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 20 I 65
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.
5. 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.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 21 I 65
XI. SCOPE OF WORK
XI.B.1. 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
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
in a Disaster Safe County Binder™, and
placement in high density archival shelving.
Do It Right the First Time. Kofile recommends that physical preservation accompany digital
preservation projects so the document may be 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 forget it” 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.
The Kofile corporate headquarters, in Dallas,
Texas.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 22 I 65
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 shall maintain an information log for each volume received noting all of 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 o f original lettering on spine and covers.
j) Loose pages and attachments.
k) Pages blank on both sides.
l) 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
■ Name(s) of the conservator
who worked on the item or held
a supervisory position
■ Name(s) of the technician who
worked on the item
■ Condition of document upon
receipt
■ Proper alignment of pages
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 23 I 65
Conservation Treatment Report
Disclaimer (below)/Dedication Plates
■ 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
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 24 I 65
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 anyu 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.
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.
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
time, pages that are blank on both sides will
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,
soot, airborne particulates, sedimentation
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.
Surface cleaning with a soft dusting brush.
The volume pictured above suffered from binding
that compromised the text of the pages.
Dismantling required careful removal by hand.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 25 I 65
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
equipped to process chemical treatments correctly and
safely. If possible, the removal of water-soluble repairs
are accomplished by water or steam. Previous repairs
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 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 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 the text block lies flat without external pressure.
b) Reinforce weak or tattered sheets with acid-free, reversible adhesive or proven equal
A Kofile Conservator performs
adhesive reduction and removal to a
permanent public record.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 26 I 65
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.
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 1/2" if the Document is going to be encapsulated.
All of the materials utilized
for mending are acid free
and reversible. Japanese
paper and ethyl cellulose
paste or Crompton tissue
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
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 the
Document, without clashing
aesthetically or historically
with the original. Other
types of Japanese paper
used frequently include
Zangetsu, Gampi, Tosa
Tengujo, Seikushu, and
Thin Uda. Filmoplast® may
also be used for
reinforcement of damaged
An 1848 Probate Record. The image to the right shows the page
after deacidification, tape removal, and mending with archival
Japanese tissue. The image above shows a Kofile conservator
piecing the document together after the adhesive was reduced.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 27 I 65
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
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
best available technology as a functioning
and efficient vendor.
A tacking iron—a conservator’s flattening tool.
An Ultrasonic Humidification Chamber.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 28 I 65
5. 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.
Bookkeeper® De-acidification
Spray, manufactured by
Preservation Technologies, Inc.
(PTI) is a commercially-
prepared buffer solution and is
applied to both sides of the sheet
with compressed air sprayer
equipment, see pictured above
right. The solution is non-
flammable and non-toxic. The
active ingredient, magnesium
oxide, neutralizes acid, and
provides an alkaline reserve.
This chemical is inert, safe, and
does not degrade the sheet.
Once the buffer is applied, the
paper’s pH is slowly altered.
After de-acidification, random
testing ensures an 8 pH with a
deviation of no more than 2-4%.
DE-ACIDIFICATION
Alkalization (or de-acidification) refers to the addition
of a finely divided alkaline material to paper fibers. The
addition of an alkaline buffer is approved for use on
papers that would otherwise deteriorate because of their
tendency to produce acid, or for acidic papers that
cannot be washed.
AIC Definitions of Conservation Terminology, Directory of the American
Institute for Conservation of Historic and Artistic Works.
WHAT THIS MEANS TO FRESNO COUNTY
Chemicals deteriorating within the paper fibers cause
deterioration of bindings and pages (if the paper is not
acid-free). With time, these papers become increasingly
acidic. This breakdown is evident in yellowing or
browning paper. In addition, the paper becomes brittle.
Deacidification will halt this process.
Most are familiar with the classic experience of handling
of an old book—the binding is worn, the pages are
brittle and yellowed, and it releases a slight fragrance. As
the years pass, handling the treasure grows more difficult
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.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 29 I 65
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.
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.
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 Lay Flat
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 1½”
or 1¼” binding margin.
Our patented pocket is welded closed on
three sides and the binding process seals
the fourth side with a static seal. A
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.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 30 I 65
Re-binding in a Disaster Safe County Binder™ (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 1/4” 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.
Proprietary Features
Kofile proposes its proprietary Disaster Safe County
Binder™ (DSB). It offers unparalleled protection
against water and fire damage. It also enables the
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™ Shelving.
The DSB provides unparalleled
protection and storage.
Developed after Hurricane Katrina
to address the devastation of the
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 County Binder™ (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.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 31 I 65
Binder components are manufactured per book, sized
to ¼” 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.
Security Lock—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
Codes1 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 of the DSB cover
components. The layers include:
1. Imitation Leather (red)
2. Fire Resistant Material (black)
3. Self Extinguishing Board
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 32 I 65
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/space/capacity needed for returned
volumes.
a) Flexible storage and display options for
the binders will be presented.
b) Coordinate with the County Architect in
evaluating floor loads 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.
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 staff and public. As Kofile owns the DSB, we provide
the exact storage solution that Fresno County requires. Our
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 33 I 65
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 Shelving™ 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.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 34 I 65
Archival Imaging
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.
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.
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.
What would this image
look like if imaged “AS IS?”
Imaging As Is— Tape
Compromises Legibility
Document After Tape and
Adhesive Reduction
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 35 I 65
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.
The article infers that partial document destruction is normal. This is unacceptable and contrary
to any preservation standard. Kofile 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 by Digitizing Them: Some Century-
Old Pages Crumble When Touched.” Courier Press, August 21, 2013 <www.courierpress.com/news/local-news/
digitizing-historical-records> and <www.courierpress.com/news/local-news/county-digitizes-century-old-
records>.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 36 I 65
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.
Examples of before and after image processing by Kofile.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 37 I 65
Quality Targets (see pictured)
establish the baseline digital
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
Perfect measures each image at
a minimum for the following
attributes:
Kofile performs negative Photostat polarity reversal (black
characters on a positive background). The document
certification strip (file strip) is inverted to match the polarity
of the final image.
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 Quality Assurance 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.
Target DPI
Target Tone scale and correction
Color Management
Brightness/Contrast Correction
Gamma Adjustment
White Balancing
Page Orientation
Exposure uniformity
Color reproduction data
Quality Targets permit operators
to view image quality at the time
of the scan. Images, even with
scanning on different devices, are
“normalized” as if they were from
the same scanner. Rather than
using ad-hoc algorithms and
tricks, this software measures
image quality and propagates this
data through the imaging chain.
The Quality Targets establish the
baseline digital capture quality of
the scanner at the time of
scanning.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 38 I 65
10. Vendor shall submit an Estimated time frame for the completion of the project
based on the Scope of Work.
SAMPLE PROJECT TIMETABLE
FOR A BATCH OF BOOKS
WEEK PROJECT PHASE COMMENTS
1 COMMENCEMENT
& RECORDS
TRANSPORT
Project Manager meets with the Fresno County Assessor-
Recorder and/or designated staff. Document and books are
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 &
DEACIDIFICATION
Folio surface cleaning. Adhesives and repairs are removed. All
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—14 BINDER ASSEMBLY 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
CONTROL
Collection undergoes final quality check. Treatment reports are
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.
8—12 IMAGING Document preparation, batching, and scanning, while adhering to
strict quality control policies.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 39 I 65
11. Contractor will describe all privacy safeguards to protect Personal Identifying
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 Security Measures
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 of the County and 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.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 40 I 65
13. Vendor is strictly forbidden 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 County property in accordance
with this Scope of Work. A security plan 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 1558 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.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 41 I 65
An independent HVAC system connects to a drop for spot chemical treatments, fume hood
vents, and deacidification booths. The lab work area is over 5,000 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—see pictured 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
the entire process, the point of contact,
production manager, and floor
managers coordinate and monitor
progress by direct observation,
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.
Project Tracking
Each project is assigned a job number. All
instructions and recordkeeping reference this
number. Assigned personnel document each
item and enter job numbers into our tracking
database. All project phases are dependent on
contract guidelines and authorized requests.
Work order and individual documentation logs
accompany the item throughout the entire
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
Point of Contact/Account Manager:
Joe Arbios, Director of Sales, Western US
As Point of Contact, Arbios ensures that the
project is completed on schedule and to the
client’s satisfaction. Arbios is available to
periodically meet with Fresno County.
Arbios is responsible for overall project
supervision. All project phases are
dependent on contract guidelines and
authorized requests from Fresno County.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 42 I 65
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-Ups
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
power grids, separate weather climates, and
different transportation networks. Each
center is vested with staff with working
knowledge of the activities and business rules
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.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 43 I 65
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.
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.
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.
Amador County Recorder-Clerk, Jackson, CA
Hon. Kimberly L. Grady, County Clerk/Recorder/Registrar of Voters
County Record Books restored, microfilmed, and imaged. 1997—Present.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 44 I 65
Kern County Assessor Recorder, Bakersfield, CA
Hon. Jon Lifquist, Assessor-Recorder
Restoration of Patents, Miscellaneous Records, Vital Records, and maps. 1992 to present.
Monterey County Recorder-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.
Ventura County Clerk and Recorder, Ventura, CA
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
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 45 I 65
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 being preserved shall
be provided 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.
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
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.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 46 I 65
XXI. COST
Kofile Preservation, Inc.
$17,000.00 $36,000.00 $340,000.00
$10,400.00 $12,800.00 $166,400.00
$4,500.00 $5,500.00 $49,500.00
$4,500.00 $7,500.00 $67,500.00
$3,900.00 $3,600.00 $46,800.00
$6,500.00 $21,000.00 $273,000.00
$4,550.00 $5,600.00 $72,800.00
$2,640.00 $20,448.00 $187,440.00
$2,600.00 $2,200.00 $28,600.00
$5,200.00 $1,600.00 $20,800.00
$6,500.00 $500.00 $6,500.00
$3,250.00 $3,750.00 $48,750.00
$5,200.00 $4,000.00 $52,000.00
$13,000.00 $3,000.00 $39,000.00
$3,062.50 $3,543.75 $27,562.50
$6,800.00 $400.00 $6,800.00
$12,750.00 $7,500.00 $127,500.00
$3,900.00 $3,600.00 $46,800.00
$3,250.00 $250.00 $3,250.00
$3,900.00 $2,700.00 $35,100.00
$4,160.00 $24,000.00 $312,000.00
$9,750.00 $6,000.00 $78,000.00
$6,500.00 $4,500.00 $58,500.00
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 47 I 65
$6,500.00 $11,500.00 $149,500.00
$1,300.00 $200.00 $2,600.00
$1,300.00 $200.00 $2,600.00
$3,900.00 $300.00 $3,900.00
$1,300.00 $300.00 $3,900.00
$850.00 $100.00 $1,700.00
$1,300.00 $500.00 $6,500.00
$4,160.00 $22,720.00 $295,360.00
$5,200.00 $3,200.00 $41,600.00
$5,200.00 $4,800.00 $62,400.00
$5,200.00 $2,000.00 $26,000.00
$13,000.00 $3,000.00 $39,000.00
$3,900.00 $7,800.00 $101,400.00
$3,900.00 $4,500.00 $58,500.00
$1,300.00 $200.00 $2,600.00
$1,300.00 $300.00 $3,900.00
$3,250.00 $4,000.00 $52,000.00
$3,250.00 $1,000.00 $13,000.00
$6,500.00 $6,000.00 $78,000.00
$3,900.00 $300.00 $3,900.00
$3,900.00 $300.00 $3,900.00
$1,300.00 $100.00 $1,300.00
$1,950.00 $600.00 $7,800.00
$1,300.00 $100.00 $1,300.00
$1,950.00 $1,050.00 $13,650.00
$1,950.00 $900.00 $11,700.00
$2,600.00 $800.00 $10,400.00
$6,500.00 $1,500.00 $19,500.00
$13,000.00 $2,000.00 $26,000.00
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 48 I 65
$9,750.00 $3,000.00 $39,000.00
$3,600.00 $400.00 $3,600.00
$9,750.00 $750.00 $9,750.00
$9,750.00 $1,500.00 $19,500.00
$3,250.00 $15,500.00 $201,500.00
$4,225.00 $31,525.00 $409,825.00
$4,550.00 $5,600.00 $72,800.00
$3,900.00 $600.00 $7,800.00
$5,200.00 $400.00 $5,200.00
$3,960.00 $432.00 $3,960.00
$5,280.00 $4,608.00 $42,240.00
$5,280.00 $1,728.00 $15,840.00
$5,280.00 $5,760.00 $52,800.00
$10,560.00 $4,608.00 $42,240.00
$2,640.00 $576.00 $5,280.00
$2,640.00 $2,016.00 $18,480.00
$860.00 $72.00 $860.00
$2,580.00 $1,080.00 $12,900.00
$860.00 $792.00 $9,460.00
$1,320.00 $144.00 $1,320.00
$6,600.00 $9,360.00 $85,800.00
$5,200.00 $4,800.00 $62,400.00
$850.00 $50.00 $850.00
$850.00 $750.00 $12,750.00
$850.00 $50.00 $850.00
$850.00 $50.00 $850.00
$9,750.00 $1,500.00 $19,500.00
$3,900.00 $1,200.00 $15,600.00
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 49 I 65
*Please note that each volume is priced per its specific condition, needs, sheet size, and page counts.
There is also minimum price for each book. The average cost per book is $4,756.00—however, this price
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).
$3,250.00 $1,750.00 $22,750.00
$6,500.00 $21,000.00 $273,000.00
$4,225.00 $1,625.00 $21,125.00
$7,800.00 $4,800.00 $62,400.00
$7,800.00 $4,800.00 $62,400.00
$3,250.00 $6,250.00 $81,250.00
$6,500.00 $6,000.00 $78,000.00
$3,250.00 $1,000.00 $13,000.00
$3,250.00 $4,000.00 $52,000.00
$16,200.00 $36,000.00 $324,000.00
Please see
note.* $446,337.75 $5,301,392.50**
18 DVDs*** $90.00 $0.00 $90.00
$50,000.00 $0.00 $50,000.00
$24,000.00 $0.00 $24,000.00
None to declare.
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 50 I 65
XIII. CHECK LIST
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 51 I 65
APPENDIX A: SAMPLE
CERTIFICATE OF INSURANCE
FOR BID PURPOSES ONLY
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 52 I 65
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 53 I 65
APPENDIX B: SAMPLE
REPORTS
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
PROCESSED
OVERVIEW
BY KOFILE
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 54 I 65
Sample Treatment Report
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 55 I 65
Sample Quality Control and Inspection Report
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 56 I 65
Example of Original Scanned Image and Final Processed Image I
CHEVRON OFFSHORE DRILLING PLATFORM SCHEMATIC, 1980
APPENDIX C: SAMPLE
IMAGE PROCESSING CAPABILITY
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 57 I 65
Example of Original Scanned Image and Final Processed Image II
LAVACA COUNTY, TEXAS, TALLY SHEET, 1846
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 58 I 65
Example of Original Scanned Image and Final Processed Image III
BEFORE IMAGE PROCESSING
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 59 I 65
Example of Original Scanned Image and Final Processed Image III
AFTER IMAGE PROCESSING
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 60 I 65
Example of Original Scanned Image and Final Processed Image IV
BEFORE IMAGE PROCESSING
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 61 I 65
Example of Original Scanned Image and Final Processed Image IV
AFTER IMAGE PROCESSING
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 62 I 65
Example of Original Scanned Image and Final Processed Image V
BEFORE IMAGE PROCESSING
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 63 I 65
Example of Original Scanned Image and Final Processed Image V
AFTER IMAGE PROCESSING
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 64 I 65
Example of Original Scanned Image and Final Processed Image VI
BEFORE IMAGE PROCESSING
RFP NO. 962-5337:
RECORDS PRESERVATION FOR ASSESSOR-RECORDER
COUNTY OF FRESNO, CA
DUE: THURSDAY, APRIL 9, 2015, 2:00 P.M. PST
PAGE 65 I 65
Example of Original Scanned Image and Final Processed Image VI
AFTER IMAGE PROCESSING
PAGE 1 I 7 COUNTY OF FRESNO, CA
RECORDS INDEXING FOR THE ASSESSOR-RECORDER
JULY 1, 2015
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 FOREVER
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
DALLAS, TEXAS 75235
214-351-4800
ONE ALLEN MARTIN DRI VE
ESSEX, VERMONT 05452
800-639-3027
1558 FORREST WAY
CARSON CITY, NEVADA 89706
855-767-8697
Attachment C
PAGE 2 I 7 COUNTY OF FRESNO, CA
RECORDS INDEXING FOR THE ASSESSOR-RECORDER
JULY 1, 2015
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
software compares the entries. If they do
not match, the record is sent to a
supervisor. This supervisor identifies the
problem with the field entry and
determines if it is a one-time keying error
or a prevailing issue. The supervisor
decides if a new keying standard is
needed for all operators to follow. The
record is then sent to another indexing
technician and keyed again. With this
methodology, each field is blind-keyed
three times.
Our Data Entry Manager, Wanda Gomez,
has over 43 years of experience. She excels
at placing customer's needs first.
SCOPE OF SERVICES
PAGE 3 I 7 COUNTY OF FRESNO, CA
RECORDS INDEXING FOR THE ASSESSOR-RECORDER
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.
YYYYFBBBPPPPMM.ppp
YYYY – four digit year of the event
F – Form type:
1 = Birth 3 = Death 5 = Confidential marriage
2 = Fetal death 4 = Marriage 9 = Official record
some use other characters for other documents, such as O for Oath, B for FBN, etc.
BBB – Three digit book number
PPPP – Four digit page number
MM - Multi-code:
00 = Original
ppp= number of pages contained in the multi-page tiff
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.
NAMING CONVENTIONS
PAGE 4 I 7 COUNTY OF FRESNO, CA
RECORDS INDEXING FOR THE ASSESSOR-RECORDER
JULY 1, 2015
EXAMPLES
Image (19411040000100.pdf) would have the name of 19411040000100.001.
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
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.
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
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.
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
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
Some of the vital records do consist of more than one page. The older
books (which are the subject of the RFP) have amendments either stapled
or taped to the page).
BOOK 40 PAGE 1
BIRTH CERT.
BOOK 40 PAGE 2
BIRTH CERT.
BOOK 40 PAGE 3
BIRTH CERT.
AMENDMENT TO
BOOK 40 PAGE 3
PAGE 5 I 7 COUNTY OF FRESNO, CA
RECORDS INDEXING FOR THE ASSESSOR-RECORDER
JULY 1, 2015
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
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
microfilm on an ongoing basis. Kofile
is able to track the individual status
of each document flowing through our system
and is used further for audit tracking purposes
for each employee.
The Assessor-Recorder is welcome to
inspect the Kofile facility—with or
without notice—at any time.
LOCATION OF WORK
PAGE 6 I 7 COUNTY OF FRESNO, CA
RECORDS INDEXING FOR THE ASSESSOR-RECORDER
JULY 1, 2015
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
pursuit of excellence make her an invaluable asset to our customers.
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 the
verification of legal documents for Title Customers. Casey creates
and updates the data entry process and procedures manual. She
directly communicates issues and suggestions to the Indexing
Manager. She is available to answer questions concerning
document interpretation. She also oversees the transfer of new
documents from Daily Indexing to Internal Systems, and releases new
indexes to Daily Indexing from Internal Systems.
PROJECT PERSONNEL
PAGE 7 I 7 COUNTY OF FRESNO, CA
RECORDS INDEXING FOR THE ASSESSOR-RECORDER
JULY 1, 2015
*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
sgr
COUNTY OF FRESNO, CA
UNIT PRICING
LEVEL OF SERVICE UNIT PRICE UNIT
Indexing (as defined herein) $0.25* Document
PRICE QUOTE
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: