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Home My Public Portal About1996-04 South Miami Grafix scanning services agreementRESOLUTION NO. 96-4 A RESOLUTION OF THE VILLAGE OF KEY BISCAYNE, FLORIDA; AUTHORIZING THE VILLAGE MANAGER TO EXECUTE AN AGREEMENT, ON BEHALF OF THE VILLAGE, WITH SOUTH MIAMI GRAFIX, MIAMI, FLORIDA, FOR THE PROVISION OF SCANNING SERVICES FOR THE BUILDING, ZONING AND PLANNING DEPARTMENT; PROVIDING FOR AN EFFECTIVE DATE. BE IT RESOLVED BY THE VILLAGE COUNCIL OF KEY BISCAYNE AS FOLLOWS: Section 1. That the Village Manager is hereby authorized to execute an agreement, on behalf of the Village, with South Miami Grafix, Miami, Florida, for the provision of scanning services for the Building, Zoning and Planning Department, pursuant to the proposal attached as Exhibit A. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 12th day of March, 1996. JOHN" F. FESTA, MAYOR GUIDO H. I(VGUANZO, JR., CMC, VILLAGE CLERK APPROVED AS T RIC ORM AND LEGAL SUFFICIENCY: AGE ATTORNEY iI)UTIII mIAmI EXHIBIT Orafir 6811 SW 81 Terrace TEL: 305-661-5030 Miami, FL 33143 FAX: 305-669-9632 We're not just for blueprints any more! PROPOSAL FOR DIGITAL ARCHIVING Presented to the Village of Key Biscayne February, 1996 Scanning and Printing Costs A true digital archiving system includes provisions for both input (scanning) and output (printing) . Our prices for the high volume you require are as follows: Size Scan 1st Print Dup.Prints E (30x42) 4.50 D (24x36) 3.00 C (18x24) 1.50 B (12x18 or 1.00 11x17) A (8.5x11 or 1.00 8.5x14) 2.97 1.44 1.92 .96 . 99 .48 . 66 .32 . 66 .20 Scanning is based on a charge of .50 per sq.ft. with a 2 sq.ft. minimum. Reprints are quoted for bond paper copies at .32 per sq.ft. for a single copy, and .16 per sq.ft. for duplicate copies. Reprints can also be made on vellum or mylar for 1.00 and 2.25 per sq.ft. respectively. This would allow blueprint copies to be made from the reprints. Note that the software also allows printing on your in-house laser printers and plotters. Reprints can be made any size regardless of the size of the original. This means you can offer reduced or full-size copies. Full-size copies are 100% accurate and to scale. Modem File Transfers Transferring files by modem, perhaps overnight, appears to be the best way to deliver the scanned images. Our modems will handle rates up to 28,800 baud, giving a transfer time of about 3 minutes per megabyte. The BBS we use for receiving plot files from our customers can be set up to make the scanned images available for you to download. At your convenience you would just have to dial and select the files to be transmitted. In the event of a bad transmission, you could easily retrieve any individual file again. This process could be further automated so that it would involve a minimum of time and attention on both ends. 1 Mass Storage Options We can also support file transfers on removable high -density disks -- currently Bernoulli and Zip disks by Iomega. Other formats could be supported at your request. Software License Options We supply a variety of software packages that access, view, and print scanned images, and also provide for automating the transmission of files to be reprinted by us. Multiuser prices can be quoted on request. WINDOWS (3.11, NT, 95) Apprentice -- viewer/printer/remote transmission Views/prints DWG, DXF, DGN, TIF, GP4, and HPGL or Calcomp PLT files on any Windows device. Automated remote transmission for service bureau printing. $ 99.00 Image Access -- customized MS Access database for image retrieval. Includes Access runtime. Full multiuser. Supports multiple file viewers. 800.00 DOS UltraView image viewer/printer for TLC 300.00 U1traTransit import/export option for UltraView 2,000.00 Software support is free for the first 90 days, $40.00 per hour thereafter. Option for Future Expansion If your needs grow, you have the option of purchasing a KIP 3800 Digital Copier to do your own scanning and printing. South Miami GRAFIX is a Shacoh USA dealer for the 3800 and provides maintenance contracts for the machine. The current price is approximately $60,000 including the computer interface. 1 i ¶00Th_ifilfiml -- - # I 1 #ara/i,� FAX 1 1 1 1 11 6811 SW 81 Terrace TEL: 305-661-5030 Miami, FL 33143 FAX: 305-669-9632 We're not just for blueprints any more! From: Steve Donachie To: John Little. Building & Zoning Company: Village of Key Biscayne MESSAGE: Re: Document Scanning Project PROPOSAL In response to your concerns about the limitations of the UltraBase software product, I propose the folfrwing: We will replace UltraBase with a custom database application developed to your specifications at no additional charge. Further, we will save you the future expense of upgrading to DataScan's multiuser site -license by including full multiuser capabilities at no additional charge. Your only future licensing requirement will be for any added "seats" for the UltraView file viewer, which are $295.00 each, or UltraMark markup utility, which is $195.00. You will retain the UltraTransit, View, and Mark utilities and their licenses for use with TLC images and the database we will supply. You may wish to upgrade to the Windows version of the viewer when it becomes available. In place of DataScan's 15% annual maintenance fee on UltraBase, I propose an hourly rate ($40.00) for program modifications if and when they become necessary after the initial design has been installed and meets your approval. We will supply all code to you, so you will be able to make your own modifications in the future as you see fit. FEATURES As we have discussed. the features to be included in our custom application will be: 1) Relational file structure. with the main record representing the Building Permit, and suPtrecords listing all available documents. 2) Pushbutton viewing and printing of selected documents. 3) Ability to search on any field or combinations of fields. 4) Flexible memo fields for miscellaneous data. 5) Industry standard Microsoft Access data format, with ability to attach to other database tables. 6) User-designable reports. 7) Direct support of TLC. GP4, PCX, BMP, and TIF images, so that document sets can be of mixed formats. 8) No artificial limits on filename conventions or directory structure for the scanned documents. 9) Access privileges limited by user group and/or user name. TIMETABLE As we discussed on the phone. I already have a working model of the database structure and entry forms for you to evaluate. If this preliminary design meets your approval, I should be able to deliver a working version by mid -January that would immediately allow you to begin entering data and using the scanned images. Once this version proves itself in use. it can be refined into a standalone application suitable for distribution to other users on your network. This form of the application would use an Access runtime module (no charge) so that a full installation of the Access database product would not be required by other users. It would offer enhanced ease of use by techniques like substituting buttons for more complicated menu commands. It would also prevent casual users from modifying the way the application is designed. This final phase of development should not take more than 30 to 60 days. If this is agreeable, pending your approval of the database model, please initial a copy of this document and return for our records. or just fax a memo indicating acceptance. Development will continue immediately. Thanks for your collaboration in this ground -breaking project. Steve Donachie, President I