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HomeMy Public PortalAboutClk_mcci contract 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: e �c� —e�� 0 / �. By: (Signature) AaS it'rtil �tcLF7-,e._ �k) I 117H`7(61� (Printed Name &Title) Witness: �— - (Signature) (Printed Name &Title)