RFP Issued: July 23, 2024
Proposals Due: July 30, 2024, 2:00 PM EST
Anticipated Award: August 1, 2024
Contact for this RFP:
Michael A. Genito, Village Treasurer
Village of Suffern
61 Washington Avenue
Suffern, NY 10901
mgenito@suffernny.gov
845-641-9276
The Village of Suffern, New York is seeking qualified vendors to convert two (2) existing microfilm rolls containing approximately 3,500 images of payroll records from January 1, 1957, through December 31, 1993, to indexed Tag Image Format File (TIFF) images suitable for uploading into the Village's Laserfiche document management system.
Roll 1 contains 2,599 images and Roll 2 contains 923 images. Both rolls include leaders, trailers, and informational/divider records that are not required to be imaged to TIFF. Approximately 490 images on Roll 1 are handwritten ledger sheets, one image per employee per payroll (calendar) year that includes the employee’s first name, middle name/initial, last name, and the amount paid each month in the payroll (calendar) year. The remaining records on Roll 1 and those on Roll 2 are printed ADP payroll reports, one image per employee per payroll (calendar) quarter that include the employee’s first name, middle name/initial, last name, social security number, and the amount paid each bi-weekly payroll in the payroll (calendar) quarter. The indices for each TIFF image must include the employee’s first name, middle name/initial, last name, payroll (calendar) year of pay, and for the ADP images, the employee’s social security number. Samples of the images as described herein are attached to this RFP.
The vendor must provide a copy of the TIFF images electronically to the Village and to ICC-CDS, the vendor supporting the Village's Laserfiche system, and work with ICC-CDS to ensure that the images are properly labeled, indexed, clear, accurate, and complete. ICC-CDS will provide the vendor with specifics on image file names and indices. All images must be converted from the microfilm to TIFF at a minimum of 300 DPI. The polarity of any negative microfilm (white text on black background) must be reversed so that the TIFF is positive (black text on white background).
The vendor must describe their quality assurance process to ensure that the TIFF images converted from the original microfilm are clear, accurate, and complete. This quality process must include comparing every microfilm image to the converted TIFF image independently by at least two individuals working for the vendor. Any TIFF image of poor quality must either be corrected and replaced or proven to the Village that the quality of the original microfilm image did not allow for a better TIFF image.
The vendor must quote a total not-to-exceed cost for this project and provide a proposed project schedule with key dates for project start, processing, and completion. Vendors may review the microfilm to be converted by making an appointment with Michael A. Genito, Village Treasurer,
mgenito@suffernny.gov or 845-641-9276. Please note that the Village does not have a microfilm reader. The vendor must bring a microfilm reader to Village Hall if the vendor wishes to review the actual microfilm images.
The Village will package the two microfilm rolls and label the package for pickup by the vendor. The vendor must describe their policy on safeguarding the microfilm while in the custody of the vendor and during transportation. This is to include the entire chain of custody from the initial pick-up, how and where the microfilm is stored prior to and immediately following the conversion to TIFF, who the vendor uses for transport (vendor's own resources, common carriers, subcontractors, etc.) and final delivery of the microfilm back to the Village. All efforts must be made, and industry best practices must be applied, to eliminate the risk of the microfilm being lost, stolen, damaged, destroyed, or the confidentiality of the information on the microfilm compromised.
All work is to be performed off-site at the vendor’s location. Vendor must clearly indicate the location of their facility where all the work to complete this project will be performed.
Vendors must always maintain control over the microfilm. The microfilm must be stored in a secure environment, with protection from damage due to the temperature, humidity, elements, human error, and other threats. Under no circumstances is the microfilm or the records they contain to be shared, copied, or transferred to another person or organization outside of the expressed intent of this project.
The microfilm must be returned to the Village intact and undamaged, and in the same condition as when it was picked up from the Village. The Vendor will provide written verification that the microfilm was not damaged and/or lost and that all information on the microfilm remains confidential.
The vendor must have demonstrated experience converting microfilm to indexed TIFF images. Experience preparing such images for upload into the Laserfiche document management system is a plus. The vendor must provide at least three references that the vendor performed a microfilm to digital image conversion, including the company name, contact name, contact title, contact email address, and contact phone number. References for work that involved working with the Laserfiche document management system are a plus.
The vendor must procure and maintain at their own expense the following insurance and shall maintain said insurance for all work performed pursuant to this RFP:
