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Home My Public Portal About2017-39 Agreement with Advance Data SolutionsRESOLUTION NO. 2017.39 A RESOLUTION OF THE VILLAGE COINCIL OF THE VILLAGE OF KEY BISCAYI\B, FLORIDA, APPROVING THE PURCHASE OF SCANNING, INDEXING, IMAGING AND MEDIA CONVERSION SERVICES FROM ADVANCED DATA SOLUTIONS, INC.; PROVIDING FOR AUTHORIZATION; PROVIDING FOR A WAIVER OF COMPETITIVE BIDDING; AND PROVIDING F.OR AN EFFECTIVE DATE \THEREAS' the Village of Key Biscayne ("the Village") requires scanning, indexing, imaging and media conversion services (the "Services") to provide effective administration of Village services; and WHEREAS, the Village desires to purchase the Services through a vendor; and \ryHEREAS, Section 2-86 of the Village Code of Ordinances (the "Village Code"), provides that purchases made under state purchasing contracts or for contracts of other municipal or government entities that were awarded substantially similar to the Village's competitive bidding procedure shall not require separate competitive bidding by the Village; and WHEREAS, the Village Council desires to purchase the Services from Advanced Data Solutions, Inc. based upon the same terms and conditions of the City of Fort Lauderdale's Bid for scanning, indexing, imaging and media conversion services (Request for Proposals # 575- 11786), (the "Fort Lauderdale RFP"); and WHEREAS, the Village Council finds that this Resolution is in the best interest and welfare of the citizens of the Village. NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF KEY BISCAYNE, FLORIDA AS F'OLLOWS: Section 1. Recitals. Each of the above-stated recitals are hereby adopted, confirmed, and incorporated herein by reference. Section 2. Approval. The Village Council hereby approves Advanced Data Solutions Inc. for the Services consistent with the proposal attached hereto as Exhibit ooA," which is based upon the same terms and conditions as the Fort Lauderdale RFP. Section 3. Authorization. The Village Council hereby authorizes the Village Manager to execute an agreement with Advanced Data Solutions, Inc. for the Services consistent with the proposal attached hereto as Exhibit o'4," subject to approval by the Village Attorney as to form, content and legal sufficiency. Section 4. Waiver of Competitive Biddins. The Village Council hereby waives the Village's competitive bidding procedures pursuant to Section 2-86 of the Village Code based upon the Fort Lauderdale RFP. Section 5. Effective Date. This Resolution shall be effective immediately upon adoption. PASSED and ADOPTED this 29th day of August.2017. h LINDSAY UE,C APPROVED S FORM AND LEGAL S MA MA A 2 VILLAGE ATTORNEY EXHIBIT A Proposal l)ocument Presented For: Request for Proposal I)ocument Imaging I)ue: August 2lr 2017 Submitted by: Advanced Data Solutions, fnc. AtlantalMiami/Tampa rY\ryvy.adsus.net A,ovlxcED Dlrn Solwtoxg, lnc, August 210,2017 Village of Key Biscayne Attn: Ana de. Varona 88 West Mclntyre Street Key Biscayne, FL 33149 Ref: Document Imaging Project To whom it may concern: Advanced Data Solutions, Inc. (ADS) is pleased to submit this response to your Request for Proposal Document Imaging Services If selected as your solution provider, ADS is ready to perform in accordance with the State of Florida's Records and Retention Guidelines and the requirements set forth in this contracts and the tetms and conditions in a timely manner. As an experienced Document Imaging Provider, ADS has developed a reputation for reliability in meeting short deadlines and providing top quality services to countless government enterprises. With a client focus on State and Local government, ADS has provided electronic document management solutions to countless entities with records management needs and documentation similar (if not identical) to yours. This is what we do and who we are. We have worked directly with numerous agencies completing huge back-file conversion projects, system implementations, web hosting and on-going records management needs. Narrative Statement of Proponent's Approach to Providing the Services in this RFP ADS will provide high quality scanning equipment and software that has superior optics and state- of-the-art software technology. Our systems are described in detail within our response document. Our technology will remain current to ensure the best possible image quality and metadata acavÍacy. Your team of conversion, indexing and quality control personnel are trained and possess years of industry experience. We will utilize our quality control standards and procedures (developed over l9 years) on your project. Our main operations facility is in Oldsmar, Florida (Tampa Bay). We handle the systems and outsourcing requirements for over 200 enterprises throughout Florida and Georgia. Our primary focus in the service bureau is on the conversion of microfilm, standard paper and large- format drawings to digital images. We have over 19 years of experience integrating and interfacing literally millions of source-image and index files into countless document imaging systems. Because of this, we are uniquely qualified to provide your conversion services. We have the strongest expertise within the municipal government and learning institutions of document imaging in the Southeastem US. 141 Scarlet Blvd, Ste A Oldsmar, Florida 34677 Phone: II3-855-3545 Fax: 813-855-6575 www.adsus.net Proponents Name Advanced Data Solutions, lnc Proponents Corporate Address l4l Scarlet Boulevard, Suite A Oldsmar" Florida 34677 Proponents Phone i FAX #8 1 3.855.354 5 Oldsmar Phone 8 I 3.855.657 5 Oldsmar FAX Authorized Signer and Future Contact Person Information Melody S. Engle, President 141 Scarlet Boulevard, Suite A Oldsmar, Florida 34677 813.855.3545 Office Phone Email: menelelâ.adsus.net Our commitment to client success remains at the forefront of our strategic purpose. We believe that by investing time to understand each client's needs and business objectives we can design and deliver "best of breed" solutions. We enjoy harmonious & mutually beneficial working relationships with our existing clients and look forward to continuing the same with the Village of Key Biscayne. We don't offer voicemail, we offer people resources instead. Feel free to contact our offrce any time, day or night, to speak to a person who will be glad to offer personal assistance. Kindest regards, Melody S. Engle, CEO Advanced Data Solutions, lnc Table of Gontents Gompany information Scope of Work / Project Plan Experience and References Gost 1 2 3 4 Section A Section B Section C Section D VILLAGE OF KEY BISCAYNE DOCUMENT IMAGING PROJECT SECTION A COMPANY INFORMATIOI\ Executive Summary Advanced Data Solutions, lnc. is a Florida Corporation formed in 1999. Our primary service is the conversion of paper and microform records for city and county government offices. We specialize in building and growth management records but have also worked with dozens of other departments including Police, City / County Cterk, Human Resources, Finance, Public Works, Planning and Zoning, Engineering, Public Defender and many others. Often, our contracts extend to all departments within a city or county office. We have served Florida government offices for over eighteen years. The primary operations center and corporate office for Advanced Data Solutions, lnc. is in Oldsmar, Florida (Tampa Bay). Our other service bureau is in Dallas, Georgia (Metro Atlanta). We have a satellite (technical support) office in Miami as well. Our Georgia location has served a similar government client base for over four years. We own and operate from our9,000 SF building in Florida (Tampa Bay) and our 1,500 SF building in Georgia (MetroAtlanta). Our buildings are owned, not rented or leased. As such, we are in full control of our security measures and can satisfy client-specific requirements on demand. All equipment is owned, not leased. The company maintains a very high credit rating and has strong relationships with software and equipment vendors. ADS are in very good standing with Kodak, Fujitsu, Contex and Laserfiche with available credit to have immediate shipment of new equipment and software with basically no financial limitations. Since inception, we have serviced over 200 government clients including, but not limited to State Agencies, Local Agencies, Counties and Cities. Advanced Data Solutions is the only specíalized conversion company on Florida State Contract having passed rigorous credit and reference checks on three separate occasions during the last ten years. Additional Facts Þ We scan over 120 tons of paper records to digitalformat annuâlly. Þ We support various software systems including Laserfiche, FileNet, Hummingbird, On-Base, SharePoint, Kodak Capture Pro, OpenText and many more. Þ We believe in personal contact, not voicemail. Þ Our technology partners are an extension of our company and reputation. Þ We own ALL our equipment and do not subcontract services. Operational Stability Advanced Data Solutions has demonstrated operational stability by focusing on one service line through its entire 19 years of operation. We convert paper, microfilm and microfiche media to digital format. We have done this since our business opened during March 1999. ln addition, we have specialized solely on the conversion of government records, many of which mirror your current initiative. lmages in Millions Over200 Million Since lnception Noafl moofl ifmttr00øoOÐOÐOÐdÉıÐÐogaNNNNNNN ofl We have converted over 200,000,000 images to digital format in 18 years! r- I II I t I I i "..* t7 I ñ il il oN frgr fii : NdoN ÐN .; tÕN n ary oEN do We have grown with the industry and have basically established benchmark standards through our direct involvement with the Florida Deparlment of State Division of Archives. Our policies have been copied and used repeatedly in public records management initiatives throughout the Southeastern United States. Conclusion Advanced Data Solutions has demonstrated operational stability by focusing on one service and software line through its 19 years of operation. We convert paper, microfilm / microfiche media to digital format primarily to one specific vertical market: Government. We also implement Laserfiche electronic records management systems within this market. Our focus has remained unehangêd since we began CIpêration ln 1999. Key Elements of the Proposal Throughout our response, we will document our iechnical experience, industry expertise and conversion methodologies that we have developed in 19 years of operation. We willexpand on the following key elements which support our qualifications to satisfy and surpass your requirements for the completion of your project. Your Project Team The company's President, Melody S. Engle, has run Advanced Data Solutions since inception in 1999. She holds afl officer positions and is deeply involved in the company's daily project management. The company's key employees are tenured and have been with ADS for several years. ADS has 40 employees in our service bureaus. Our staff members are all hands-on and cross trained in most capacities. Many of our employees have been with us for years and have been exposed to all government office document types and metadata requirements. tfour Project Team Melody Engle Florida Office Working President & CEO 19 Years' Experience at ADS High Level Project Management Project Design and lmplementation Production Schedule and Budget Kick Off Meeting Policy and Procedure Development Ongoing Client Communication Adherence to Production Schedules Kay McNeil Florida Office Project Manager & Team Leader 14 Years' Experience at ADS Metadata and File Transmission Beta Testing of Metadata and File Transmissions Proof of Concept & Client Acceptance Completeness Checks Source lmages & Metadata & Review Overall Project Management Project Design and Implementation Staff Training I Train the Trainer Kick Off Meeting Ongoing Client Communication Adherence to Production Schedules John Givale Florida Office Vice President of Sales 14 Years' Experience High Level Project Management Kick Off Meeting Policy and Procedure Development Ongoing Client Communication Estimating and Budget James Watt Florida Office I nformation Tech nology Director 16 Years' Experience at ADS High Level Project Management Network Design and Configuration lmplementation of Security Practices Ongoing Support of Security Practices Ongoing Client Communication MglooY S. ENGLE, CPA EMAIL rlrengle@aclsus. riet GENERAL fì¡ce cf tirtlr: Miami, Florida COMMUNITY M etropolitan fuli¡ri:trier Hc¡nehou¡rtl Meall / Heritage Llnited MethsdiEt Disa:ter Relief Efforts Advanced Data Solutions, lnc. March 1999 - present She is the orîginal founder of ADS having direct involvement in all system installations & outEourced imâging directives. She is heavily involved in the database management and workflow of all clíent engagenrenb. She has been involved ín document imaging andthe evslution of Flsrida Munícípal Electronic Êecordkeeping for fourteen years. Able Bodv Labor - L5 Corporetions thief Finønd'at O¡¡iær 7996 - 7999 ' ManägemÊnt süpervisisn of the Finance & lnformation Iechnology Departmentç. f mplernentation of EDMS sïstem managing l"û millian records annually. PricewaterhouseCoope rs Audif Msnsger lggt - 1996 Managed the audit procËss for clients in the financíal services and manufacturlng industries. ln addition, she worked in lhe fÍrm's national office, developing advanced audit traíning materials wed ir¡ local/national continuing professiunal education progrâms" She was a team leader for the training & implementation of the paperless audit ruorkflow environment for the SE United State5. Due to the success of the project, the fÍrm was able to reduce audlt paper retentiÕft by 930Á. . CertÍfied Public Accountant / Strong Focus on Systems Documentâtion and lnternal Controls - !-aserfiche Certified Records Management - Specialist ' Certified Kodak Capture Frø Ímaging Product Specialist. Certified Document lmaging ArchÍtect - Pendíng - Certified Records Manager - PendÍng ' Traíning: Fujitsu, Ksdak, Mekel, WÍcks & Wil¡on, Conte& Alchemy and Liberty EDMS Workflow Prsduct: - TråÍning: Fuj¡tsu, Kodak, Mekel, Wícks & Wílson, contex, Alchemy and Liberty EDMS Wbrkflow Products Wonx ExprRrsn¡cr PnoressroruAr sxrlt-s Joxru Crunu PHONE s54-553-4ü99 EMAIL .ir,ivale @adsq;s.net ADDRESS l"4L 5c*rlet 3lr¡d" üldsmar; Flarici¿ 34ú77 GENERAL üat* af Sirti:: 1lll1V 11967 På*te cf Sirth: NYt, COMMUNITY Trr:*¡: i-eaier - Br:y 5t:outs of America ilr-i rricarre Ån dr*y.' Êelíef [fforts î*r,vn cf üavi* - ü¿Eebali and Soccer C,¡*cl:. Advanced Data Solutions Ju[y 2ü17 - prespnt John joined AÐ5 in July 2t17 as Vice Fnesident of 5ales rvith over 34 years in t!'le Document Management lndustry, He possesses a wealth of sales and operational experfrence ¿nd knolvledge in document scanruing and mic,rographlc service technologies. lohn is a FCRM, Florida Certified Reccrds Managen DRS lrnag¡ng June 2O{18 -June ?üI/ john joined the DRS Grtup irrJune 2û08 as Senior VP of tsuslnesr Develcprnent with over 29 years in the Ða c u ment Managernent lndustny, HOV Systems / Lason Services Generol lvïø nuger I997-Ztû8 Gener¿l fu'lanager ıvÊrseeing ûperations and Saleç. John closed millions !n sales and grelv the base of accnunts through hard ,.vork and the knowledge of the dccument imäging industry Arnerican Micro-lmage, lnc. Vice FrEsident 198{-1997 As Vire Fnesident Johrl r,'¡aE responsible far the day to d.ay' operation and increasing rÊuenr.Je by 1-45% in 5 years. lohn alçu added new products and cøn.¡ir'ac FCRM {Florida Certified Re¿orcis Manager} Certified Docunnent lrnaging Architect {pending} Kcdak Capture Pr,o lfi'Tãgíng Froducts La serfich,e Ðo cu m e nt lì,ilana gernent P rod u rts Contex and Kip Large Format Scanners ScantS Lrrge Fonmat Software Cãpture li,/ideIrnage Large Fon*at Scf,tware Capture Wicks &'',iJitson SCÊ't'ifi I m Co nversion Fta rdware/Softwa re Ftigh speed F u jitsu/Kocl ak/Ca n':n Prçciucti on Sca nnerE Wonr ExprnrrrucE Pnorsssror{Ar snrlrs Jnrvrgs M. WArr PHONE 83"3-855-3545 EMAIL jlv*tt€*adsus. net ADDRESS l-¡lL Scarlet Saulevard Õld:rnar, F¡- 34677 GENERAL lJate of Birth: 1971 Flece of Birth: Ner,v York COMMUNITY Pånellas Cor"nity Sherriff - RicJe ancl Run with the Stars Girl !cot¡ts Lakey Ch*rities ,/ Similar Past Projects Citv of ïampa Advanced Data Solution¡, lnc. Aprif 2û0û - presen'f Jim has designed implemented and supparted a wíde array of business lT solutions including mobile worHorce automation, remote access, network securÍty, email and group\Ä¡âre selutions, network wide threat assssmerts, project management and mäny other !rusiness technology solutions for ADS. Connelly lnsurance Group II SpecÌadÍst -Í.988 - prssenf .iÍm is the lT specialíst for The Connelly tn5urance AgËncy iClG). l¡/itlr ClG, he designs, ímp{ements and supports an array of automation prËjÊcts for the agency, whlch includes ân agency-wide scännlng and document management slstem, díred ts the desldop network fax solution and Citrix Metaframe remete acæss sptem and other Agency Ar¡tomation projects. MOON Communications ll5peciøfist 19S6 - lSgS Before jüininË CIG, Jirn Watt designed, ímplemented and supported the LAN/X¿VAN infrastructure fsr MOON Comrnl¡nicâtions. lt supported patient medical records with security and fault tolerance in mind, implernented MOON's rnain camputer room consisting of DEC Alpha 41"00 servers wÌth DEC Storage lrlbrks, Ciscs Cert{ified Meraki Network Administrator CiSccCCNA Microsoft MCSE Digium dSSe Apple ACTC SonicWallCSSA Wonx ExprRlrrucE PnorrssroruAr sxrtls ADS initially converted records for the Growth Management area for the City of Tampa from 2003 to 2010. Through the years, the project expanded to include the conversion of over 8 million Paper, Microfilm and Microfiche Records. We also hosted over 2 Terabytes of data within our web platform which was accessible via the Restricted Access portal on our website. We converted millions of smalf and large format building permit files. As part of our services, we separated all records classified as non-public for inclusion within a Homeland Security repository. These records consisted of airport, mall, hospital, school and government building diagrams. We have converted millions of microfilm records as well consisting of similar type documentation. Hillsborouqh Gountv Public Defender's Office During 2015, ADS converted a million pages of case files for the lnformation Technology Department at Hillsbórough County Public Defender's office. The conversion took place within 60 days according to their short timeline requirement. As part the conversion, we created a custom import script which facilitated a simple upload of both metadata and source image files into their Optix system. As part of the conversion, we segregated the project in a secured area with dedicated project team members who had passed certain security designations. All related data was securely transferred to the client and removed from all ADS storage devices and systems. Citv of Homestead During 2014, we were awarded the contract to perform the back-file conversion for the City of Homestead. The project was unique. lt required the cleansing, handling and conversion of over a million small format records and72 thousand wide format prints which had been maintained in the basement of Old City Hall. The records were from all departments within the city and required a significant amount of sorting and classification. The files and metadata were then imported into the City's Laserfiche EDMS system. The project was completed during their fiscal year 2015. We have recently been awarded the contract to complete the project which consisted of approximately 600 boxes or 1.4 million records. Citv of Atlanta / Hartsfield lnternational Airport During 2016, we performed a special project which involved the conversion of security badges, social security number redaction and extensive metadata. We completed the project within a few months. lt consisted of million pages with nearly that much in keystroke metadata consisting of 19 separate fields. Allthe above projects were managed using our Project Management Software: ADS WebFlow. They were all completed on time and within our budget projections. '/ Sustainable Business Practices Sustainable Business Practices The company's founder and President, Melody Engle, was a practicing CPA for many years prior to forming Advanced Data Solutions. She draws upon 20 years of public and private accounting experience to manage the financial affairs of ADS. As such, the company is financially strong and unencumbered. All vehicles and equipment are fully owned. Our facilities are either owned outright or have mortgages which require less than 5% of monthly cash outflow. We focus on effective project management. By creating our own project management software (ADS WebFlow) and managing our labor costs, we operate in a streamlined environment that considers revenue, margins and overhead rates in day-to-day operations. Our primary expense is labor. Through WebFlow, we closely match our billings to our labor costs. WebFlow is described in more detail throughout of proposal response. We utilize its capabilities for budgeting efforts which include labor time and project billings. Financial Stability As a private company, we do not publish internal financial statements, contract documents or client lists. We maintain liquidity ratios that more than double those of other companies in our industry. We have reported solid revenue numbers in a failing economy and have increased our headcount steadily since inception. We operate on a basis of managed growth and conservative fiscal policies. We have access to extensive lines of credit, of which, we have never used. We have credit terms with all our equipment and software vendors and maintain high credit ratings despite the less than favorable economic period. We have had total uncollectible accounts of less than $2,000 in over 18 years of business. We choose to purchase equipment rather than incur loans or leases. Through effective cash management and budgeting, we are able to acquire new conversion equipment, vehicles and software staying current with our industry and developing technology. Many of our financial assertions are inherently verified through the mere existence of our State Contract. The Department of Management Services does a thorough review of all bidding vendors during the RFP review process which includes verification of credit ratings and other financial measurements. Our fiscal policies have rema¡ned unchanged since inception. ,/ Business Structure / WMBE / Gompany lnformation / Demograph¡cs Advanced Data Solutions, lnc. is a Florida Corporation which was formed in 1999 (19 years). We currently have 40 employees and operate primarily from these two locations. Key resumes and the Project Team Overview has been included in the previous section. We possess a current Florida Department of Management Services State Services Contract #973- 561-010-1. We are an active legal entity with the Florida Division of Corporations. We are certified as 100% Woman Owned / WMBE with the Florida Department of Management Services, Office of Supplier Diversity. We also possess active business licenses at our office locations. Advanced Data Solutions, lnc. Corporate Headquarters '141 Scarlet Boulevard, Suite A Oldsmar, Florida 34677 813.855.3545 phone Primary Contact: Melody S. Engle Website: www.adsus. net Email Address: menole@adsus.net Advanced Data Solutions, lnc. Georgia Office 364 West Memorial Drive Dallas, Georgia 30132 678.363.1723 phone Primary Contact: Melody S. Engle Contact Email Address. menqle@adsus.net Onsite ADS lnternal Network ¡lJi::¡ WIRELESS ACCESS LAYER . OFFICE I only åæess¡l¡le xy Ad¡n¡n sl¡il (qù)-.J- Front Offic€ Shtrêd otr Sêcond6ry OC t iii{i':ait Èack Ofiice Frort olfce Shðæd off gecondÂry Dc t Cisao MX66W rDsft9s cor6 ssJitct Ptfirûry OC Prid6ry Fs ¿O CLIENT WOR(STAÍIONS SERVERS Upsrairs OliceFront tShåred ol Sòcondary OC NÀ.S ÞROAO Bætup Appf¡añce ,t sg-r-D* Network The current network topology consists of 50MB fiber coming from Frontíer FIOS (Fiber Optical Service). This gets routed through our Cisco Meraki MX65W firewall, which also acts as our core router. The Cisco Meraki MX65W provides IDS/lPS (lntrusion Detection/Prevention System) as well as malware protection for the network. By using Cisco's cutting-edge Sourcefire detection engine, the firewall provides real time threat analysis and gives regular reports on its findings to our lT department allowing them to adjust our network security accordingly. Securlty report 8y tímo ðnrj prigr¡ly t : Nì ) : tsl ,æj s 8y signaturs ts{r if,rÈ3!ñ Lês CglU¿ r9OA æ;223a Cg2f,ü?fl .., eã üt:25 Port fon¡yarding ís setup on the firewall, allowing only specific protocols to be utilized. SFTP (Secure File Transfer Protocol) is configured for secure file transfers to and from our core file server, allowing only authorized users temporary access. DHCP reservations are setup for all servers and networking devices to bolster our network security Servers Our server room is an air conditioned, combination locked room located in the Administrative offices of ADS. Only high-level management have authority and access to this room. lf any changes or issues occur with our servers, lT receives automatic alerts from our Remote Monitoring and Management system (RMM). ln addition to remote monitoring, we perform monthly inspections of the network systems, applications and infrastructure to ensure all processes are functioning as designed. Our RMM system also includes Bitdefender, an anti-virus and anti-malware program that runs real time threat detection and automatically quarantines any potentially malicious content. Our core domain controller and file server is a Dell PET430 running Windows Server 2012 Standard (latest available). All source images, files, and metadata are housed in the central file server until processing occurs. Once all data has been processed, it is sent to the customer per their request. Data currently on the server is backed up by our backup appliance. This server also runs our SFTP application allowing for secure fíle transfers as requested by our customers. The secondary domain controller is a Dell PET410 running Windows Server 200812 Standard. This server runs as a backup for our core file server, as well as a redundant file server if required. ln addition to the secondary duties, this server also monitors the backups for the primary file server. Email System rr, j.¡ i: i./ j ii. j_Jl:,ri i\;l j rr- ;r/l.r!r 1i, :il:'l : r :,. ì' r-:', j Crsao ilêrshr U¡crosfr tir4ê 165 gaacêntår 9rooiÞûlnlforÊd Ssaurtry .t-ilt ¡ g ü F---t I+ I Ir'Ë!*î r .r. Rernde ftndonnq dd i HNrrCeùrÊ{rùrÀourtrV*ndor' br rd ùrm ÂV Our email is currently deployed through Microsoft Office 365, providing the most up to date compliance, including PCI-DSS level one and HIPAA-Business Associate Agreement. By hosting in Microsoft's datacenter, this allows for redundancy for all network operations. Microsoft applies real time malware and spam filtering that helps protect inbound and outbound email from malicious software and spam. Audit logs for the entire mail directory are taken and recorded in Microsoft's Exchange Administration Console (EAC) for review if necessary. ln addition to Microsoft's spam filtering, we deploy Proofpoint Email Protection. This provides enhanced security against malware, and also provides URL defense and spoof protection by checking sender-recipient relationship, email headers and domain reputation checks. Proofpoint also employs its own brand of Enterprise Continuity, allowing standalone access in the event of an emergency. This is an automatic service that gets deployed immediately when an outage has occurred. .w" Backups and Redundancy l'.., , i j::...¡ ;., -, l'.".;i, '.. ^ = .'):.":_:, . !ndêrilg srJ¡En* l,dc¡l 8.ctÌFs D I n tr#i,rt t'úir æ* rt : # Our backup appliance runs encrypted virtual images of the server hourly. These backups are stored locally on our Datto device, which provides file level restores as well as a host for the server images locally. Hourly file level restores in addition to real time threat detection which allows for minimum exposure to new viruses, including the new forms of ransomware. These encrypted backups are sent offsite to Datto's secure datacenters which meet SSAE-16 standards. All backups are secured with AES-256 encryption with the passkey kept only by onsite administration. This level of redundancy, in addition to current standards of anti-virus and anti-malware protection help prevent data loss from any type of encryption viruses. ln the case of a server failure, we have the ability to host the most up to date virtual image on our backup appliance. ln addition to providing another level of redundancy, this eliminates downtime while our lT department resolves the issue, allowing us to stay on schedule. ln the event the building was compromised, we have the ability to host the server in the cloud, allowing for access to data from one of our other sites if necessary. Wireless Wireless access is distributed from the Meraki MX65W using Cisco's WIPS (Wireless lntrusion Protection System) Air Marshal. This allows for real time protection against rogue access points, malicious clients sending packet floods and man in the middle attacks. ln complíance with Payment Card lnformation Data Security Standards (PCl DSS), the device is locked in the server room with limited access by administration and lT. lt records wireless archives from WIPS for up to one year. We perform quarterly wireless scans and have monitoring setup for all alerts that get sent to administration and lT. We currently deploy a hidden SSID with a complex password. Only administration staff has access to the wireless network. Wireless access is never used to access or manipulate data on the network. Workstations All workstations on the domain are running Windows 7 Professional or Windows 10 Professional operating systems. Each user has their own Active Directory account, with access to only the application and record batch of which they have been assigned and approved. Workstations dealing with sensitive data have encrypted hard drives following HIPAA guidelines and are properly disposed of after phasing out of the workstation life cycle. Current domain policies dictate all user accounts have a unique password with at least eight characters, including a capital letter and a number. Passwords for all users are required to be changed every 30 days. Workstations are set to automatically lock after eight minutes of idle time preventing any unauthorized access. Client machines are all individually setup with antimalware and antivirus protection using Bitdefender. Bitdefender is an industry leading real-time anti-virus and anti-malware product that prevents viruses from being run on the local work station as well as proactively scanning emails to ensure no threats exist in any attachments, including OST and PST files. This is provided and actively monitored by our lT department. lf a virus or malware is detected, Bitdefender automatically quarantines the item and sends a notification based on severity of the flagged item. This is then processed by lT to ensure proper procedures on virus and malware removal. ln addition to software, allclient machines are monitored by our lT department. Automated alerts are sent to lT when any hardware failure has occurred. See below for standard workstation hardware and scanning specifications. Common Workstation Configuration (20 total client workstations) lntel Core i5 4GB DDR3 RAM 25OGB+ HDD External Hard Drives for backups UPS Battery Backups Windows 7/1 0 Professional Kodak Production Scanners Kodak Capture Pro Software to Capture, QC, and lndex Kodak Production Scanners (Scan Stations) Daily Volume: up to 30,000 pages per day Throughput: 100 pages per minute File Formats: TIFF/Multi-page TIFF, PDF, RTF, TXT, Searchable PDF, PDF-A Features: Streak filtering, controlled stacking, Perfect Page technology, iThresholding, automatic color detection, autocrop, image edge fill (black or white), aggressive crop, deskew, content-based blank page detection & deletion, multi-color dropout, hole fill, automatic orientation Output Resolutions: 100 / 150 I 200 I 240 I 300 / 400 / 600 dpi Compressions: CCITT Group lV ; JPEG or uncompressed output Multi-Feed Detection: lntelligent ultrasonic technology; three sensors that work together or independently ADS WebFlow and lnventory Tracking We manage all of our services using ADS WebFlow. ADS WebFlow is a comprehensive Project Management software that we developed and own exclusively. NO OTHER SERVICE BUREAU has such a program. lt tracks all records from pick-up to re-delivery. lt provides management repofts and communication options that facilitate effective and immediate project management. lt manages every record, every employee, every function, groups, project teams and payroll. We will provide screenshots of our program throughout our response. Within WebFlow, we enter each batch of records upon receipt at our facility. For example, City of Orlando - Batch 65 is entered as follows: Orlando Batch 65 10-25-16100 Boxes Within WebFlow, we create detailed instructions for each function We use our program to communicate any unusual items or irregularities. We create groups for each project team that details instructions which are available immediately to the entire team. Our Project Manager monitors all issues and modifies processes as necessary. Any matters requiring client input are communicated quickly so that production is not affected. WebFlow is the source of our payroll. Staff routinely log in and out of projects generally according to client, batch, box and function. We use this program to provide "real-time" management reports that tell us the status of each project by function. WebFlow tracks each box of records at various levels from arrival to our warehouse through its conversion, review and ultimate data transmission. lt provides a multitude of information Various control mechanisms are in place within all phases of production which quickly facilitate the identification and remedy to any production issues. This includes record discrepancies, legibility issues, non-standard document and index matters, timeline issues, equipment requirements, staffing requirements and training requirements. lf there ís a records request, we can immediately identify where the record is within our program This makes records requests a quick process. Records Requests Records requests are usually initiated using our request(ôadsus.net email address that gets routed to six different employees. One person is typically tasked with records requests with a back-up person established as necessary. You may require physical re-delivery of certain files. We will adhere to this requirement. Regardless, if a record is needed immediately, digital records requests are typically satisfied within an hour. WebFlow facilitates the quick identification of records by their stage of production. lf a box is already scanned, our clients can expect a link to the requested record within minutes. lf the file has not yet been scanned, the box is retrieved and the correct file is converted and electronically sent within an hour. ADS Pick-Up Procedures Our driver and warehouse manager is introduced at project inception as a member of the project team and identified by an ADS uniform. our facility. This screenshot depicts the initial receipt of Batch 65, picked up on 1012712016 consisting of 100 boxes. No work has begun yet on this project. All boxes are tracked through all levels of production. Sho$$g þ¡¡6i lôr iriú¡ot âát{h ûa rû-2'/"16 rtii 3s¡€5 SEJTqil} 3orul¡ I 8¡x*s Li:l + Àd1 Û:r,ë) ¡or tllln. I Box !oi)l I Bor 1002 I Box !003 I B€r t0{tl I Box l00l.' I gox l00l I Box !ff¡7 I Box 100ß I fior loüft a Box l0lu tbü0 F¡ep¿.É{1. l¡i¡pa(rd - P,Èp¿tet_l ' P/etì.lrc(f. P.,rpn,¡,d. P@ÐaGo - 11 . 11 ot l00l lPâqo 1 ol Âsüonr fi? Ètoirty ì Lìclelc t?r.rod¡ry lt oelere |:7 Àbdift .i 0€télc tZ iitodny ' rtebtt€ l./ Âlodly -' t).ilûtt Ø ¡'tlúrly ì ûeletÈ Q ¡,!ù,ig i Dèlej.ë l? t"1ø1ifr ' oel4tÈ r¿ ilodtht . úeþtr L1 Ètodrty : uıtct{, ttf Ìl 0 i) ù ú .!) , ¡ ít ¡J LF [wubrto* rv.r.. t ,rr.ii ¡|t .',', ' ."t 6 .r,,t r,ri tt This screenshot depicts that boxes 1001 thru 1010 have been prepared. Through other reports, we can review box preparation times, budget times, average times and projected completion dates. All boxes are tracked through all levels of production. rnân3a Sateh tiı rì)-27-lrl :ûÛ Soxr$ ùE:::tìC'; 3ore9 i;it to¡ t¡m I 8ox l&1 I Box 1002 I Bðr l0O3 I úox 16${ || ttr lt¡tt5 I Bor lúûô a 8o¡ !ù07 : Box rû08 | ßff r00! ¡l Bù¡ flr0 | Ê¡ox ltì11 a Bor lrrl? I Brx itl3 | &ûx 1014 I fø¡ 1(¡15 I tì{r ilrln -¡h li!.'' J t!.,'. t- " ;,1 ah..r,'r I t'. af-". llìr : lì,' l f ".i: ¡i "':. 11 tr lor uc¡ This screenshot depicts boxes 1001 thru 1010 have been partially prepared and scanned. All boxes are tracked through all levels of production rLF (t it t6 N*r! No1! Ner, ¡lerr tt¡ u ù 0 I 0 t ù ù ú ,l D t ,l A.tloß r/ Mdry Ë ilod,fy |f Àh¡t tt ìtù!ù l],. ñloôly ø stor{y ú etdty û rrdty ü ilNtfy lî rfødt ütìtdtu ú [rûd¡f t oryrlô :r ùffi1€ '-ì Deqld I 0scte 'i ooi¡to -i oùÎc ,i UsÞìÈ :i ueilE 'r 0oislo i' oorto :, .l,J r ¡ir .r l aú tt hr¡- a $wubllo* ¡,.,, a .''.,,1 ¡} ltrr !| .rr,Õ $w.bii"- ¡ I I This screenshot depicts boxes 1001 thru 1010 have been partially prepared, scanned and reviewed. All boxes are tracked through all levels of production. WebFlow allows us to drill down to every box and every employee to see start and stop times and review any discrepancies or issues encountered. ''¡ ¡¡-., À¡,..r ;r :._i...', ; ri:-l Cjìs{,:Èr¡' 4i:- a.¡¡5 a Èù^û! r':l aer tat a h¡ !ßjr a tra r@3 I ùa !ü,, | &¡ 108¡ I &, rrtñ lú*1M ¡ þf lri¡r¡ | &¡ 1¡r* | *ì¡ i¡{Ér a tll¡ lttiì ;l 1l d túll9q ! it I *r* . ¡È! .. lb* ',1.-' I lsrr* .: ¡i. rl _ 't øh il.r.; /6d! .û(i¡..- '/út¡ li.r. t l*'ll i Í'.r. _ 'lbñ r. - tr$S i rì,.- br¡ ß¡llí O.r.ry LeranNoth 0h 4ft1 lndrxing IL, a 5.;ñ¡ú11 ¡,ó¡r,nrs,: Lotab arown {h 41r¡ì t!r Through WebFlow reporting, we can quickly determine if a project is on schedule for completion. lt quantifies production in terms of average times by function and by employee so that we can see if our budget hours were accurately estimated at project inception. a rnd/,r,@ O Ésr:!s 90¡ ¡l.m 8or 1{t1 EûL lffi) go¡ 1¿0f, Fo¡ ìfi{ For lûf' aota!, loÞl ùlùr ù¡ 47rn tn l5mtn t1¡r Small Format Document Scanners (Black and White, Color and Grayscale) Large Format Print Scanners (Black and White, Color and Grayscale) Microform Digital Conversion (Black and White and Grayscale) The list below details our inventory of conversion equipment. We constantly purchase new equipment and software as technology often changes Document Scanning Software: Kodak Capture Pro, Version 5.1.3 Laserfiche Avante Version 10.0 Wide Format Scanning Software: Nextlmage Scan & Archive, Version 7.3 Microfifm Conversion Software: Quantum Scan 1.02.22 / Quantum Process 1.04.77 Qtv Description 4 Contex Crystal 40 Plus I HD 4250 Large Format Scanners - Black & White (B&W), Grayscale & Color Scannino Caoabilities / ScanOS Software 1 Contex HD 5450 Large Format Scanner - Black & White (B&W), Grayscale & Color Scanning Caoabilities / ScanOS Software 1 KIP 40 Plus Large Format Scanner - B&W, Grayscale & Color Scanning Capabilities - ScanClient Software - Version 2.0.0.16 1 Kodak ¡660 - 120 Page Per Minute (PPM) Scanner I 240 Page Per Minute (PPM) D uplex Capability/ B&W & Grayscale Scanning Capabilities / Scans Up to Ledger (11" x17") Size - Kodak CapturePro Software 6 Kodak a4200 - 120 Page Per Minute (PPM) Scanner I 240 Page Per Minute (PPM) Duplex Capability / B&W & Grayscale Scanning Capabilities / Scans Up to Ledger (11" x 17") Size - Kodak CapturePro Software 3 Kodak a14/rÙ - 100 PPM Scanner / 200 PPM Duplex Capability / B&W & Grayscale Scanning Capabilities / Scans Up to Ledger (1 1" x 17") Size - Kodak CapturePro Software 1 Fujitsu f¡6800 -130 PPM Scanner / 260 PPM Duplex Capability / B&W & Grayscale Scanning Caoabilities / Scans Up to Ledqer (11" x 17") Size 1 Fujitsu f¡6670 - 70 PPM Scanner / 260 PPM Duplex Capability / B&W & Grayscale Scanning Capabilities / Scans Up to Ledqer (11" x 17") Size 1 Fujitsu Fl5900C - 120 PPM Scanner / B&W, Grayscale and Color Capabilities / Scans Up to Leqer (11" x 17") Size 6 Fujitsu Ff-5650C / 5750 - 57 PPM Scanner I 114 PPM Duplex Capability / B&W, Color & Grayscale Scanning Capabilities / Scans Up to Ledger (11" x 17") Size 1 Fujitsu Fl4860C - 60 PPM Scanner / 120 PPM Duplex / B&W, Color & Grayscale Scanning / Scans Up to Ledqer (1 1"x17") Size 5 M4097D - IPC (lmage Enhancement Controls) - 50 PPM Scanner / 100 PPM Duplex Capability / B&W & Grayscale Scanning Capabilities / Scans Up to Ledger (11" x 17") Size 6 M4120C - 25 PPM Scanner / 50 PPM Duplex Capability / B&W, Golor/Grayscale Scanning Capabilities/ Scans Up to Legal (8.5" x 14") Size 1 Mekel Mach V Microfilm Scanner - Quantum Scan Software / B&W and Grayscale Capabilities / Scans 35mm - 16mm roll film / Group lV tiff images and/or Jpeg files are created automatically during conversion. Other file options available. 100% lmage Capture 1 Wicks & Wilson - 4100 Microfilm Scanner / B&W and Grayscale Capabilities /Scans 35mm and 16mm roll fílm / Group lV tiff images are created automatically during conversion. Other file options can be chosen prior to media conversion. 1 Mekel Mach Vll Microfiche Scanners - / B&W and Grayscale Capabilities / Scans 35mm, 16mm, Comm Fiche, Jacketed and unjacketed / Group lV tiff images and/or Jpeg files are created automatically during conversion. Other file options available. 100% lmage Capture We utilize Kodak and Fujitsu scanners for our document conversion. ln addition, we utilize Kodak Capture Pro scanning software which is a subset of Kofax VRS (Best Practice within our industry). File format is determined at output within our Kodak software. The below chart depicts the various options for this function. Obviously, we can choose from many options including single, multi-page, Group lV TIFF, PDF, Black & White, Color, Grayscale and many other features. rl¡oe¡r bûr {}¡$i¡t D*rñt¡ôr, [{rr{rar,rls ElFrr(rl r¡tt pt lno*:I*n tdÊirrÞtÊdj [fFitd¿j E'Y!$lr{!l Es,ftid{ð [Ëmrrt þPnnt Eñlrrporott 5hreFcrnt flln{r lrtmtr fotrltror Qlalr lnrrqht ìol¡tron å¡¡varr{r¡l L\¡trùrs fitnrqa ñ,rce19n¡ fllroa!r Othr *reçro t/hra ùJ3i (:ù[lü.. ïlFF Sctup Ëroup bv; ttd t tlhtË {oûrprÈr¡an : I oår lir ¡v¡c/t torrrDr Êt¡hll i Cctor qrrth: ü¡pOv furc:¡iqrn¡rË ¡:a*.d=ËÐ rgfcÍ.T P¡TH)'ii.ryt.HA'{E: 1' {É¡TC}l,Kt 'ÈA]E ra{ , {OATE r'r } ,:åtrCH ¡¡f¡Ë: : : ':D{ ilrF ' :-;- r\- .:.': -..t :,i_ jpa€ l. ..r\:-¡.ii::.ì ]Jilrer i ü'rr: J**rr,r¡rrr, Fati Os¡rdcpry 'l n¡t+acÊ T¡FFür o0ffi... f.?l*" ':ûtùr.. 'lr \¡¡ t':a1ù',1. Ègl: rfittçF ¡lË rü¡â sh¡dü* lËr 5.r* J¡¡¡¡l l)oc¡¡rnr S¡rc ¡c ü TX {Jtrl 0f üdi.d rnrcl 6rcåf,4 €rrd This dialog box screenshot is a help screen that supports the file output options depicted previously ilFF Seiup dårlcg hox UtS rri ¡ri¡ :G ¡rr^Xç-at *.ñx ¡:çll¡i: t¡ rJ,5iE QlrrY¡lT otú.4 Ð . *x.ù 1FË r¡.14 trt¡$' i:r E¡rr,0rt-fi{¡a rx tuår'pl¡'.¡rrir F{allt!!-.ì!'f¡.¡t*{r:thai¡{att¿}ßA,tt.tr+H¡rt'4:rl!tr*1r¡a+rrTiSr!ìl!¡!¡trfi},}lrydH! PaCl.o<C¡¡nfù¡ or lfieù it p¡et &r¡ri! 4ttrâf* A{ç¡ ırÉ, .rt* r¡t}rt .r< ¡hÊt ¡ tThtá tü!ìÉrrfr¡fi ùË)r;¡ì þàlir*t, i*l¡r¡ St{q;l 6rq.Êa o. {ñ.¡} lsr! ¡r*,*Bl}doùr }Ël ri ?sûr il¡lpùt c}(^r# {a*l dq i¡'4¡,Hd+ or*gor "'1]a Èolorrtl&ryr{* rrriìpfrr¡tü rf ú cú{of $¡atlT.:¡r"}ir& 164rÊ ¡ülÈ¡aç . Cûl.ilG.rf¡r,lll coír¡¡ür¡flr . ¡dcci,Jftg, JPË(tr I t$f St,Ï t¡lÛr¡). r G¿¡Oi r*¡ûftl' - Hþir åï €l ûä tañÉi¡ xi'1{r 'ro$ ï!ó 'irl\p.ël}r*¡ þl if,lr ¡¡ rcrnrFd, olrtt. Elfld, Ertù., Ihl. e útçff¡s. acaì ûo¡¡.¡ aa{ñ¡h{r' . c¡€t lÈn r¡{cloú4 1: To{¡h' f, ¡l år fll¡'ttú ùrlaa1 B {il!,l!lr P¡Õ gj'?Êtfå rlå rrr¡i*'rrrSn¡rd l¡,K trt ld¡{¡rç* úc¿¡t!r* r*J¡.¡ ç¡ðl!,Éi IfË t9f ¡rr*lû '.îtáâf *}qi¡l* Íür' ÊG '.tåd lil '.rr¡+ û{ót ¡ ':(ttÉì {¡¡ri*! ñr¡0á l"å6 rjix ÕËr &iirÈX à Nrv *} t'} .ôàl ;a\'*i l,ìat |¡'r"çq.l tìt nr¿tjs ,Àü{k.fú'¡.ydlåitÊiyñb'tdttlEhnqVdt!*1$iärü1¡r.:.]?.*r.af..,},råL$tImr1{¡p*$¡r!!d{¡{l¿r*t Olt " irjÛsl fq dfiflÃ¡{ þ{¡ iïaú rÈfÀdrö ¡}:Ë i :: j:,r i : í r!.! I llt ù{tu jr '*! 3, r$a * lt¡ {:¡¡erç ù.1bé "...-t* I,;: rre¡¡ try ¡a ¿¡-l$,iÈ l{!. i;1,;à t*Q. Tç ¡*t'F ir F{ åa¡ $¡tup ¡þi}g ¡.Jr Capture Pro allows us to define index field / metadata requirements which includes the set-up of dual entry. Our technicians are trained and certified in the set-up and ma¡ntenance of this software. Basically, the metadata input can be tailored to meet any requirements and greatly assist in the prevention of input errors. The software even allows us to create a lst file for direct input and interface into Laserfiche. Dual Entry is further illustrated towards the end of this section. The following graphics demonstrate the image enhancements available using Kodak Capture Pro software. Although we have other scanning options, we typically use Kodak scanners and software because of the image quality which we feel is superior to other leading scanners and software. We've concluded this through side-by-side comparisons of difficult images such as documents with watermarks, raised seals, thermo fax pages, carbon copies, dot matrix generated documents, faded records and many others. lmage quality is critical when converting police records especially. Often photographs are dark and unrecognizable when using just a standard color or grayscale setting. Othcr CEpturG Conrldcratlonj >PeBeSet-Up Selection >Network Level Joù sct-Ups âccording to sOW -'t rT;E.a=ra!5O: 'A --" PaS.OrLn!¡don / Auto croppln¡ ..lPurÍot P¡ge Aútoñôtl. Oil.nloht '' ouloñqlícollyrololot ¡ tì Document Capture )Q qiret*x./* illltt:li irl!r j¡l;(i rlllrJ Å<:tli:l:i*.: iit¡i,::i¡r,¡'l f.:rt':1 t;.ì!;r'ii, iÅli'i Re:i;l?.; r¡ i ênhsnced imoga quality L'¡f rr j reodob¡l¡ty Kodak's Perfect Page technology and optics provide the best image quality available. Wide Format Print Scanning We utilize only the highest quality equipment and software. Our scan operators are tenured and have been with our companies for many years. All prints will be scanned on both sides if there is writing or information on both sides. A visualverification is made to ensure all raised seals are embossed and that plans stamped "VOlD" on back-sides are stamped on the front side as well. We scan at 300 DPI in accordance with Florida, Washington and national standards. Not all print quality is the same. Scanner experience and equipment / software quality is impofiant. Software and optics should enable brightness, contrast and adaptive threshold settings to achieve the highest quality image. Our wide format scanners facilitate oversized plans, well exceeding the common Size E drawing. Our wide format scanners also have color and grayscale settings which are necessary in certain circumstances. lt should be noted that all wide format scanners are calibrated prior to each use thus stitching errors, if any, are identified. We use 27" monitors for all our wide format scan stations so that operators can clearly identify fine lines, faded areas, aerial sections, raised seals, void stamps and signatures and frame orientation. As you can see below, each scan operator has messages sent by a project manager or teammate utilizing ADS WebFlow. Our program prohibits job commencement until all related messages have been read. They are only eligible for deletion after they have been read. ln addition, our program is the source for our ADP payroll. Thus, credit for work can only be obtained when notes are read and projects are logged for performance. Hctsage Fromr Kay McNeil S6nt:4/14/14 1.01pm r' o{- - "w"\ - ¿.-- @@ Please scan all pí¡nls rn this balch wÍthin acetate sleeves. Thev are old br¡tlle a¡d very h¡sloÍ¡cal Exlra caution musl be laken For darker (blue) pnil9. please use anAdaplive fhreshold setling belween 15 and 20 suc¡! lhal all lrght l¡res and graphs a.e legbl€ @ CÍl¡I= ç;*i ras¡ {wrur'* El.r= -E Real-Time Review As an industry leader, we understand the best time to review image quality is during and immediately following scan. As such, our reviewer looks at all images with the scan operator after the completion of each box. At that time, rescans, if any, are performed. We perform a complete review of client data. This includes the physical removal of EACH file from every box and making real comparisons to the images and data on the screen. Thumbnail and individual images are reviewed in the case of small format documents. Review is performed by the highest levels of management. We feel the qualifications of our review staff are the highest in the industry and are clearly over-qualified for this function. This is critical. Years of records management and data management experience exemplify our dedication to quality control. Not only is image quality and accuracy performed during the review stage, index field verification is as well. lndividual and batch index screens are reviewed and compared to client logs (if any). Human review cannot be replaced with computer generated index review. This supplement review already performed during the index phase previously described. Document familiarity and records management experience support this function. We set the benchmark while competitors replicate and duplicate our processes (many of our competitors outsource directly to us). VILLAGE OF KEY BISCAYNE DOCUMENT IMAGING PROJECT SECTION B SCOPE Scope of Work / Project Plan Project Approach & Methodologies - Paper Records & Microform Media Our experience and focus on teamwork is the core of our approach to Records Management. During the preliminary stage of project inception, a project discovery meeting will be scheduled with critical project team leaders from both ADS and your staff. During the meeting, items for discussion will include departmental timelines, record confidentiality, privacy considerations, file type, format and index requirements and overall expectations. Sample documents will be obtained to begin the beta testing phase of the project. Much of how we plan a project is based on prior experience, information gathering and an initial orientation when our professional relationship begins. We ask a lot of questions and offer suggestions based on our experience with similar projects. lnformation is exchanged which includes contact names, phone numbers and email addresses of allADS team members to be involved in your project. Project timelines and budgetary considerations are also discussed. lf there are any sensitive records, we want to know (i.e. your police department and human resource records). This includes certain homeland security issues and personal privacy matters. Other discussion matters may include On-Site Records Conversion (your police department and human resource records), Server Space Considerations, Office Staff Coordination, Security lssues, Hours of Operation / Access, Client Deadlines any Other Special Needs or matters. Proof of Concept and Beta Testing We begin projects by processing a sample batch of records for your review. This "Proof of Concept or Beta Testing" phase helps to ensure we meet your specific project requirements and eliminate misunderstandings. During this phase, we process a small batch of your records and provide you with source files and related index data. Sample batches are examined, job set-up / profiles determined and conversion begins. Metadata will be created and efficiencies determined. Output files are created and transferred to your authorized team leader for review. Any modifications should be determined and performed at this point. lf there are any required changes, we can make any necessary modifications prior to project commencement. Once your staff approves our file format, indexing scheme and upload sequence, proof of concept is achieved and full conversion will begin. ln certain circumstances, ADS are employed to perform batch uploads remotely on a pre-established schedule. This typically occurs late at night or during "after hours" time designations. Upon proof of concept and your acceptance, we schedule the first full pick-up. The below diagram depicts a basic conversion project. Within Phase I and ll of a project, our programs develop custom interface source and index file schemes which allows the direct batch import of thousands of files within your system. Pha¡e I Dkcovery Ù Detsr¡ine the sizr, rcçe iod tineline ofthe project tt Esubli¡h ard¡ionrhþ rvith office mu¡gerr, saf{ & seff tù D*e'Eiue doc¡¡¡rent t}?e¡ arrerdy used wiùin curreot syltu & popored Èlectroqric filbg sysror Pt¡rc tr Prlof of Cc@ O Obmrdcouvertmple filer I I Proce*&u@oad rorple flcr iabarh forar wähin proporcd {) dscrroub 6lirg ryrtor (} Obuia poof of coucçt iom sl6c€ afuiûist{aÌ, & ¡d 9 r) Plr$IlI Pq;CoYcdo Convasiou beginr will full ruffadryrørtbpl@ Boxa¡re uloadd qd pEpcdintxact orda ad accudbg ro bstuctiot¡ creæd drroglroof of Co¡c4 Filaiuntdidy rcand ã¡Þbd.*è4 ltrificd rdr+ bırûd File¡nûe4 h¡ICLEARLT nrtcds poccrrcd td conplcæ lhrllfeâ*b. rf Dauifctira;Qurlþ A¡q¡acc t, Ifûbkr¡cl rcr¡iry ptnold paføalindatodat coøfin¡ir¡ of Ec u.o¿ & ID, eoruatty¡r, ado'thrc prtiuatfufuroair. Tbir proanrooctn inørdy folloçiûg oû oor r¡tlrüt b Fbs.Itr t) Puxodpøæodud r¡*¡y¡oddt di¡rpøiladodbt udlï pctroocl I Ttorss&oúfilr¡ ær4h¡lid odprogre!€d o ¡¿o}r¡ly iuqrowiùdiot rpø ù C¡¡.¡t¡rg¡{ffoùùEd Throughout our response, we have provided documentation of our ADS WebFlow project management software and its capabilities. We have demonstrated our government-specific industry expertise and shown that your project requirements mirror what we do already daily for many municipalities throughout Florida. Basically, your project plan has been written and utilized for the last 18 years of our operation. Project Work Plan Our Work Plan will be finalized during the planning phase of project implementation. We will use our WebFlow program to schedule out all batches and files to be converted. Project team members will be assigned their respective tasks within WebFlow. Since our program allows for interoffice commun¡cation, we will establish the team and ensure all instructions and notes get transmitted to everyone involved. lf an exception or new trend is discovered during conversion, we make sure everyone who works on the project is notified immediately. Projects cannot be billed or released until all levels of production have been accomplished within our program. - lnwt IDæútltânlst frgr $fiC tw:@ ouþ,î1 lültill ,.t *ó Êit I ie/ We manage all client production requirements through WebFlow. This program is the source for all task scheduling, budget and time management, enterprise, group / individual communication / notification and payroll reports. All tasks are managed at the detailtask level such as record pick-up, document preparation, document scanning, wide format scanning, indexing I data input, review, output, billing, re-delivery and destruction. All projects are managed at the box or batch level and at the project level. ADS WebFlow is a great project management tool. However, we also employ certain manual operations which serve to reinforce the controls we track electronically. For example, all deliveries are manually entered into the Workflow upon box unloading. Total box counts are reconciled to the Pick-Up documents signed by authorized client and ADS representatives. Document Preparation, Small Format Scanning, Large Format Print Scanning, Microform Conversion, Compilation and Review functions are indicated on the physical boxes themselves via color coded labels, signatures, dates and scan/review stations. All of these controls are cross checked with the WebFlow program through each batch lifecycle. Hourly labor usages vary widely depending on client requirements as they constantly change. Our WebFlow projects and captures activity by batch, box, employee, function and client. lf a project goes over budget, it is identified and resolved immediately. Thus, we are always on task for project completion according to agreed upon schedules. lnterface and System Diversity The conversion of millions of images includes more than just scanning paper or microformed records. lt involves extensive industry experience and programming knowledge that easily facilitates the batch upload of thousands of batch files into various EDMS systems. We utilize Laserfiche internally to run our operations and have experience with exporting records via Briefcases or Volumes. VILLAGE OF KEY BISCAYNE DOCUMENT IMAGING PROJECT SECTION C EXPERIENCE / REFERENCES Oranqe Countv I Document lmaqinq, Data Convercion and Custom Interface ADS was contracted for the conversion of millions of small / large format, microfilm and microfiche images initially as paft of a basic conversion project in 2Q04. The project outlined specific volume milestones and required close teamwork with client project team members. After pro¡ect commencement, multiple technical issues were encountered which required significant research, beta testing and custom programming. ADS provided industry expertise beyond the scope of the contract which resulted in a best of breed solution that exceeded expectations and product timeline deliverables. Our industry expertise facilitated the immediate creation of a custom interface and program designed specifically for a client's unique operating environment. Over 20 million images and 100 million indices have been successfully implemented within this client's system over the last 10 years. Our contract extends to all departments within the County and has included the County Administrator's Office, Contracts and Legal, Planning & Zoning, Environmental Protection, Public Works, Research and Growth Management. Services are ongoing. Name: Aneta Duhigg Address: 201 S. Rosalind Avenue, Orlando, Florida 32801 Telephone: 407-836-5873Email: Aneta.Duhigg@ocfl.net Completion Date: Ongoing / Monthly Pick-Ups Project Cost: lnitially $750,000 / Recurring Revenues Approximate $200,000 Citv of Orlando / Document lmaoinq Services ADS began converting small and large format documents for the City during 2014. Since that time, we have primarily converted small and large format documents for the areas within Growth Management. All records are imported into the City's EDMS system. Metadata and source image formats are designed for simple integration. Services are ongoing. To date, we have convefted 3,123,000 small format pages and 515,000 large format prints for the city. Contact Name: Tisa Mitchell, Project Manager Address: 400 South Orange Avenue, Orlando, Florida 32801 Telephone: 407-246-3179 Email: Tisa.Mitchell@cityoforlando.net Completion Date: Ongoing. Project Cost: $214,000 To Date Pompano Beach / Document lmaqinq. Microform and Svstem lmplementation ADS began converting small and large format documents for the City during 2002. ln 2010, we began the back-file conversion of millions of microformed images & data input resulted in concise data management & drastically improved record retrieval times. We converted nearly 1 million images from the City's microfiche library and tagged files with appropriate metadata. This prolect was completed in eighteen months. Paper scanning services are ongoing citywide. We work with various departments including police, finance, public works and others, but focus primarily on Growth Management. We convert building permit files consistin$ of a multitude of small documents and large format prints. To date, we have converted over three million small format documents and 250 thousand large format prints. During 2003, we implemented an Alchemy document imaging system within the City Clerk's office. This system grew to 45 users. The system managed paper records spanning 50 years and simplified public records requests. We have managed the set-up & suppotl of multiple databases (Folderstructures, indexing schemes, password security, drop-down menus, search routines, and extensive OCR). During 201512016, we migrated the city from Alchemy to Laserfiche in a citywide deployment that included all of the above plus the development and design of several extensive workflows and forms processing routines. Gontact Name: Robin Bird, Director of Growth Management Address: 100 W. Atlantic Boulevard, Pompano Beach, Florida 33060 Telephone: 954-786-4629Email: Robin.Bird@copbfl.com Completion Date: Ongoing. Project Cost: Microfiche Conversion - $250,000 / Paper Conversion -$100,000 Annually Bloomin'Brands. lnc. lfka Outback Steakhousel Document lmaqinq Conversion ADS began converting small format documents for BBI(OSl) during 2011. We are responsible for the daily pick-up, document imaging, indexing and nightly upload of thousands of payable and accounting records. The project serves to immediately process vendor payable files for over 1,200 Outback Steakhouse, Flemings, Carrabba's and Bonefish Grill fine dining restaurants. As pafi of our beta testing and proof of concept, we were asked to provide custom programming of full text OCR searches which performed cross checks with BBI's vendor information and lookup iables to populate certain metadata fields. Subsequent to our processing, images and metadata are uploaded to secured servers nightly. The metadata is further refined and accessed by processors from offshore locations. High volume days can involve the conversion of up to 50,000 images with 400,000 keystrokes of metadata. Contact Person: William Sizemore Address: 2202 North West Shore Boulevard, Sth Floor, Tampa, Florida 33607 Telephone: 813-830-4327 Email: WilliamSizemore@BloominBrands.com Completion Date: Ongoing Project Cost: $425,000 / $10,000 Per Month Ongoing VILAGE OF KEY BISCAYNE DOCUMENT IMAGII\{G PROJECT SECTION D COST Conversion Price Proposal Based on the Cify of Fort Lauderdale Contract Assumptions: 700-800 1.2 cubic foot boxes Average box between $ 90.00 - $125.00 per box Description Price Small Format scanning 300DPI Bitonal up to I l"x 17"50.0345 per imase Larse Format scannins 300DPI Bi-tonal over I l"x 17"S0.415 per imase 35mm Film Scanning $0.0345 per imase l6mm film scannins S.0019 per imase Destruction $0.10 per oound Indexing above 30 characters $0.0025 per keystroke Pickup and Delivery Included í1 . Lu,,*-t^ß.J-{- t8gfnr u - cür ?is6ât ?Aot - rãrllED f']ùË.?fn:l)-l¿'{nc-. 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