HomeMy Public PortalAbout100_010_Contract - P&Z Dept - scan rolled plans MAYOR CITY MANAGER
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Jason Buelterman ,4 , Diane Schleicher
CITY COUNCIL ;' CITY CLERK
Wanda Doyle,Mayor Pro Tern ,'4 Janet LeViner
Barry Brown j
Rob Callahan CITY ATTORNEY
Bill Garbett Edward M.Hughes
Monty Parks
Paul Wolff
CITY OF TYBEE ISLAND
City Council Agenda Item Request
Agenda Item Requests and supporting documentation must be submitted to the Clerk of Council by
4:00PM on the Thursday prior to the next scheduled Council meeting. If this form is received after the
deadline, the item will be listed on the next scheduled agenda.
Council Meeting Date for Request: October 9, 2014
Item: Contract
Explanation: MCCi, a subsidiary of Municipal Code Corporation; for scanning/indexing rolled plans from the
archive room for the Planning& Zoning Department; $5,000 for fiscal year 2015
Budget Line Item Number (if applicable): 100-7220-52-1300, Contract Services
Paper Work: Ai Attache&
Audio/Video Presentation**
* Electronic submissions are requested but not required. Please email to
jleviner@cityoftybee.org.
** Audio/video presentations must be submitted to the IT department at City Hall
by 4:00PM on the Thursday prior to the scheduled meeting.
Submitted by: Dianne Otto
Phone /Email: (912) 472-5031 / dotto@cityoftybee.org
Comments: The City Attorney facilitated a needed contract language change. He approved the language of the
attached contract on September 29, 2014.
Date given to Clerk of Council: September 29, 2014
* * *
P.O. Box 2749—403 Butler Avenue,Tybee Island, Georgia 31328-2749 *Certified
(866) 786-4573—FAX(866) 786-5737 City of
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Municipal Code Corporation
PO Box 2235 •Tallahassee, Florida 32316
TELEPHONE (770)313-9782 • FAX(850) 701-0715
Nathan Hansard,Account Executive • extension 1720 • NHansard(tmccinnovations.com
September 29, 2014
Ms. Dianne Otto
Planning and Zoning Manager
City of Tybee Island
P.O. Box 2749
Tybee Island, GA 31328
Dear Ms.Otto:
Thank you for speaking with me recently regarding Scanning and Indexing your records and our archiving
services for your permanent records. Per our conversation we have included a Proposal for scanning your
documents so you have a searchable archived copy of your records. Our Scanning and Indexing service provides
many benefits including:
Full Search Features—Your typed documents will be fully searchable through the run-time CD equipped
with the Laserfiche software. This powerful searching includes general text searching as well as date
searches. Both of these searches can be combined to find documents instantly from your desk versus
spending countless hours manually searching through your hard copy records.
7 Back File Document Management/Processing—One of the consistently growing issues our customers are
facing is how to get their documents caught up to a point they can work from a complete "day forward"
process within Laserfiche. By outsourcing the scanning of your records, for use in Laserfiche with MCCi,you
will have access to electronic records much sooner.
Disaster Recovery—By scanning and indexing your documents, you will no longer have to depend on the
hard copies for finding information. This can be extremely valuable in the event of a disaster and your
records were unobtainable temporarily or permanently.
If you have any questions concerning our proposal or desire additional information, please do not hesitate to
contact me on our toll-free number. We appreciate your interest and hope that we will have the pleasure of
working with you and continuing to serve the City of Tybee Island.
Sincerely,
Nathan Hansard
Account Executive
Quotation Sheet
SCOPE OF SERVICES AND PROJECT PRICING
The Client will furnish MCCI for its use in preparing the document imaging project all hardcopy/electronic
documents to be converted.
PROJECT SCOPE–All estimates are based on information provided by the client
• General Description
Department: Planning/Building Department
Document Types: Building Plans—Large Format Commercial
Image Counts: See Document Breakdown on follow page for full synopsis:.
• Estimated Large Format:
- Commercial 3,915
• Document Preparation
Current Storage Method: Rolled Plans- Neatly Boxed
Condition of documents: Good
• Image Processing
DPI & Color: 300 DPI, Black&White
Indexing Requirements:
Optical Character Recognition Not Included
• Image Output
Media:
Output &Content: Laserfiche Briefcase
• Material Handling
Shipping Logistics: MCCi Pickup
DOCUMENT BREAKDOWN
Indexing Requirements:
• Project Name
• Permit#
• Address
Indexing information for each plan will be located on outside of plan written in Black.
Rolled Plans on Shelves in Boxes
• Rolls Total
o 261 Rolls
o 15 Images per Roll
• Estimated total of 3,915 Total Images
PROJECT PRICING
The Client will furnish MCCi for its use in preparing the document imaging project all hardcopy electronic
documents to be converted. Prices listed are per image/per job. If the project is broken up into multiple parts
the volume pricing must be broken up as well.
Conversion of Large Format Documents up to 42"Wide, Black and White, 300 dpi:
• 0—1,000 images=$1.25
• 1,001 -5,000 images=$1.20
• 5,001 - 15,000 images= $1.15
• 15,001+ images=$1.10
Shipping Expenses:
• $10 per box pickup and $10 per box delivery
Special notes: Based upon the estimated project scope and assuming the entire project is completed at once the
expected total project cost would be$4,698, although final pricing will be determined by actual final image
count. The pricing terms listed are in effect for 3 years from signed contract date.At the completion of the 3 year
term the agreement can be modified and/or extended as needed. The volume based per image prices are on a
per job basis, if the job is broken up into multiple parts the volume pricing must be broken up as well. Any
projects requiring modifications to the outlined scope such as heavy document prep, documents of very poor
quality, additional index fields or on-site projects may require modifications to listed pricing.
PAYMENT& BILLING TERMS
MCCi will invoice project on a monthly schedule, based on deliverables(via Electronic media or the internet).
Payment is due upon receipt of an invoice.
MCCi,a Limited Liability Company and subsidiary of MUNICIPAL CODE CORPORATION,which is duly organized and existing under the laws of the
State of Florida,hereinafter referred to as MCCI,hereby offers the Laserfiche Software&Services to the CITY OF TYBEE ISLAND,GA, a corporation
duly organized and existing under state law,hereinafter referred to as the Client,according to the following terms and conditions.
MCCI DOCUMENT SERVICES—INDEXING SERVICES. Once MCCI has received your documents,the following process will occur according to the
terms laid out in MCCi's pricing proposal and may vary according to services selected.
CONSULTATION. A Consultation will be scheduled via a telephone conference after receipt of signed contract. This consultation is designed to go
over the following:the signed contract and terms,folder structure,current searching methods,document naming scheme,document preparation
requirements,and document shipment and/or pick up.
DOCUMENT PREPARATION. If you decide to send paper documents to MCCI,the process of document preparation begins with removing any
materials that may prohibit the document from being fed through the scanner(i.e. Removal of documents from file folders,Removal of staples,
paperclips,tape,clips,etc)and is described as Document Preparation. Upon completion of scanning,MCCi will organize the documents into their
original order as received from the Client but not placed back into their file folders or reprepped unless specifically stated otherwise in the project
scope.
DOCUMENT ORGANIZATION&INDEXING. Based on the scope of the project and outcome of your consultation,MCCI will organize and index your
documents. Each project will have its own required organization and indexing requirements.Our project management team will work with the
Client to identify those requirements. Prior to project kickoff we will send the Client example template cards and file-tree structure for their
approval.Or,if the Client already has existing Laserfiche template cards created for a specific document series,they can send us that template via
Laserfiche Briefcase.
DOCUMENT QUALITY CONTROL. MCCi performs a thorough quality control process after the job has been completed. Each scanned image is
inspected for quality,legibility,and accuracy. Steps are taken to ensure each document has been captured,the quality of the scanned image is
comparable to the original,and all manual indexing errors have been corrected. MCCi cannot be accountable for records not reflected in original
inventory report as provided by Client. MCCi will correct only those discrepancies reported within 90 days after delivery of hard copy materials.
DOCUMENT STORAGE. MCCi's facilities contain secure rooms for hardcopy"work in progress"document storage that are designed to prevent
damage from natural disasters. MCCI will arrange for the return of hardcopy documents to the client after completion of scanning. If documents
reside at MCCi facilities for a period longer than 90 days after a request for delivery has been made,storage charges will apply. MCCI is not
responsible for maintaining permanent archive and accepts no responsibility to loss of electronic data.
FUTURE UPDATES. The Client can provide MCCI additional documents after completion of initial project. The updates can be on a schedule,or as
desired by the Client. The Client shall forward to MCCi copies of the final documents via e-mail,certified mail carrier,or through the MCCI pick up
and delivery service(offered in select states only). At each update,the Client may elect to purchase an updated version of their records on
electronic media. All copies will be disposed of within 60 days upon completion of work. Original documents will be returned to the Client.
ENTERPRISE WIDE SCANNING SERVICES. In accordance with the terms and conditions as laid out here within,MCCi can provide any department in
the organization with scanning services for documents other than those described in Section I of the pricing proposal. All costs are volume based
and can be provided upon request. MCCi will consult with each department interested in beginning their own project to determine individual
scanning and indexing needs.
MICROFILM&FICHE CONVERSION SERVICES.MCCi offers electronic conversion services for microfilm,microfiche,and aperture cards.The Client
will provide MCCi with data to be converted to electronic format. MCCI will extract the images contained on the film/fiche and migrate them to
Laserfiche or to another industry standard format as requested by the Client. The images will be captured based upon the reduction ratio and
threshold between the beginning and ending of new images on the original film. MCCi is not responsible for the accuracy of existing image quality,
such as black borders,skewed images,blurry images,non-legible images,or other errors that are not controllable by MCCI. Unless otherwise
specified in the project scope,MCCi will index by the roll/card number or unique identifier.
LASERFICHE SEARCH ENGINE CD/DVD AND MINIMUM HARDWARE REQUIREMENTS. MCCi will integrate the documents with the LaserFiche
Software to provide the Client with the most powerful index retrieval search engine available with the following features:intuitive browse window,
index cards,and full text word search. MCCI will provide the Client with the appropriate media containing all documents scanned and integrated
with Laserfiche. The Laserfiche version 8 software requires the use of Windows XP(Service Pack 2),Windows Server 2003(Service Pack 1),
Windows Vista(Service Pack 1),Windows Server 2008,Windows Server 2008 R2,or Windows 7 to access the CD/DVD.
ONLINE DOCUMENT HOSTING. MCCI will post the documents to the web for a minimal annual fee. MCCi provides the Client with a direct link
which can then be linked to the Client's website for public access if desired. Document storage cost is determined upon actual image count. All
documents on the site are integrated with a search engine,and updates are incorporated as the database is amended.
PROJECT TIMELINE. MCCi will complete and deliver the project within the predetermined project timeline as agreed upon with the Client.Should
MCCI require additional time,the Client will be notified immediately.
DOCUMENT TRANSPORTATION. The client is required to package all materials per MCCi's instruction prior to delivery of materials to MCCi
facilities. If the client chooses to utilize MCCi's pick up and delivery service(offered in select states),pricing is based on picking up the entire
project described in the scope of services in one shipment. At the time of updating or if additional trips are required due to the Client not having all
the documents ready for pick up,additional charges will be applied. If the client chooses to ship via a certified carrier,the client incurs all shipping
costs.
PRICING. Charges apply on a per project basis and are dependent upon size and volume of documents. MCCI requires having the entire project in
bulk,rather than in small quantities. Breaking the project into smaller quantities will affect the volume pricing,and additional charges per image
may apply. A sample may be required prior to confirming large volume job pricing.
UNANTICIPATED DOCUMENT TYPES&SIZES. The prices quoted are made with the expectation that customer will properly prepare and annotate
materials for scanning bureau use and that documents are consistent with the description provided in the scope of services. If documents are not
as initially represented,additional charges will apply. MCCI will call for authorization to proceed with the project.
LASERFICHE SYSTEM CUSTOMERS. Due to requirements by Laserfiche systems regarding the importing of images and indexing information,it is
highly recommended that Clients who already have a Laserfiche system have their documents scanned using only Laserfiche software. This will
ensure that all associated indexing information will be properly retained after the importing of images into the Laserfiche system. MCCi has
knowledge of the software versions,indexing requirements,and compatibility issues for each of our Laserfiche system clients. For these reasons,
MCCi should be considered as a Sole Source provider for scanning services.
MCCI CERTIFIED PARTNERS. MCCi maintains partnerships for the purpose of additional capacity and flexibility in meeting client expectations. In
the event partners are used for a project,the management and support of the project is handled directly by MCCi.
AGREEMENT EXTENDED TO OTHER GOVERNMENTAL UNITS.MCCi agrees to allow any other Government agency to purchase items at the same
terms,conditions and pricing as this contract during the period of time that this contract is in effect. Minor changes in terms and conditions may be
negotiated by MCCi and participating Government agencies. Any orders issued against this agreement shall be the sole responsibility of the
Government agency placing the order. It is understood that the Client shall incur no financial responsibility in connection with any purchase by
another Government agency.
TERMINATION. The services provided in this agreement will be in full force and effect for a period of three(3)years from the date of shipment of
the completed product to the organization. Thereafter,this agreement will be automatically renewed from year to year,provided that either party
may alter or cancel the terms of this agreement upon sixty(60)days°written notice.
INITIAL TERM AND EXTENSION OF AGREEMENT. The initial term of this Agreement shall be from the effective date until the close of the calendar
year in which it was executed. Thereafter,this Agreement shall automatically renew for a period of one year ending at the closing of each
succeeding calendar year for which it may be renewed without further action by the parties, unless either party gives written notice to the other of
its intent not to renew at least ninety(90)days prior to the end of the then current term or renewal period.
FORCE MAJEURE.Neither party shall be liable for any delay or failure in performance due to causes beyond its reasonable control.
CLIENT FINANCIAL SOLVENCY/BANKRUPTCY. MCCI may require payment in advance for products and services in response to learning of financial
solvency or bankruptcy issues.
LIMITED LIABILITY. In no event shall MCCi's total liability to the client exceed the project fees paid to MCCi by the client.
PAYMENT&BILLING TERMS. MCCi will invoice project on a monthly schedule,based on deliverables(via Electronic media or the internet).
Payment is due upon receipt of an invoice.
The terms of this agreement shall remain in force and effect for a period of ninety(90) days from the date
appearing below, unless accepted by the Client.
Submitted by: MCCi, a Limited Liability Company
Date: September 29, 2014
By:
(Signature)
(Printed Name&Title)
Witness:
(Signature)
Noted Items Accepted by: CITY OF TYBEE ISLAND,GA
Date:
By:
(Signature)
(Printed Name &Title)
Witness:
(Signature)
(Printed Name&Title)