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HomeMy WebLinkAboutCI Imaging Contract (final) for City of PascoInformation Management Presents an Imaging Solution To: City Of Pasco Debbie Clark Minutes, Ordinances and Resolutions Flash Drive Presented by: Brandi Holt 509,586.60190 (138) Service Agreement # IIIA CI Information Management Confidential 1124/2017 Our Goal: Information Management We have been in the information management business since 1984 and we offer a wide range of information management services and our goal is to solidify business relationships through service and dependability. We understand that each clients needs are different and we pride ourselves on assisting each of our clients in finding the solution that meets your specific needs in an economical, timely and professional manner. Our Capability: We have an experienced staff that understands the correlation between satisfied customers and our continued success. We value quality ahead of profitability and rely on our ability to provide "quality" to allow us to experience "profitability". We utilize production scanners that promote quality output while delivering production level throughput. We visually can monitor each image as it is captured and make image quality adjustments as needed on the front end. This ability coupled with our detailed document preparation and post capture duality control efforts, ensures our clients of the best possible quality output. The capture and end-user software we utilize is developed by Qigitech Systems, Inc., one of the most respected and experienced software providers in Electronic Content Management. They provide feature rich products that produce quality images at the point of capture and then also provide user friendly functionality at the point of image delivery, access and viewing. Some of the features and functionality of the ©igitech Systems suite of products are: - Full text OCR - Zonal OCR. for potential auto -indexing capability Workflow processing - 3rd party application system integration - Addition of electronic content from your desktop - Barcode recognition - Chain of custody reporting Data encrypted at all times (in transit and at rest) - Image retention management - Index header editing capability Print/fax/email/save to desk top Our data entry staff are all on our payroll and managed by our service bureau management team. This allows you the peace of mind that your images are not being transmitted around the globe each night while you sleep. We truly believe in keeping US dollars in the US. Cl Information Management Confidential 51212016 Comments: This is a quote for al/ 3 document types. Inventory Control and Process Workflow: You will be provided with a project transmittal that will allow you to record a generic box description for each box containing originals to be scanned by our service bureau, This transmittal also has labels attached that should be affixed to each box recorded on the transmittal. Each transmittal can accommodate up to 20 boxes. Should your project consist of more than 20 boxes please use additional transmittals. This process allows us to identity the owner of each box that is processed in our service bureau. It also allows us to quickly retrieve an original for immediate scanning, in the event you need a document scanned ahead of its normal processing schedule. Your cooperation is greatly appreciated Cl Information Management Confidential 5/212016 Information Project Summary: WManagement Document Title - Minutes, Ordinances and Resolutio Total estimated # of images: 13,000 Frequency of Project - one-time Total # of imps adj for duplex: 14,300 Percentage 8Yz x 11 - 60% Total est. miscellaneous quantity: 0 (Not Applicable) Percentage simplex - 90% Post capture 'Full reassembly: No Avg images per file - 20 Post capture original disposition: Return # of output media setts per project - 1 # of index fields data entered: 2 # of media containers vaulted - 1.00 Ability to auto-capture or match Yes and merge, reducing data entry? Percentage of black & white 100% WorkF[ow l Integration Requested No Desired image output file format - 0% Does the client desire to have Yes Image output method -- Flash Drive full text OCR capability? Comments: This is a quote for al/ 3 document types. Inventory Control and Process Workflow: You will be provided with a project transmittal that will allow you to record a generic box description for each box containing originals to be scanned by our service bureau, This transmittal also has labels attached that should be affixed to each box recorded on the transmittal. Each transmittal can accommodate up to 20 boxes. Should your project consist of more than 20 boxes please use additional transmittals. This process allows us to identity the owner of each box that is processed in our service bureau. It also allows us to quickly retrieve an original for immediate scanning, in the event you need a document scanned ahead of its normal processing schedule. Your cooperation is greatly appreciated Cl Information Management Confidential 5/212016 Additional Project Fees: Rate Per Unit Project Processing Fees:Information IvManagement Monthly Storage - Media Security Copy: $0.00 container 1 Estimated Cost: (actual throughput will be charged): Image Output I Transfer Fee: $35.00 Rate Per Unit Quanti Charge Document Preparation/Reassembly: $0.0357 page 13,000 464.29 (Document Condition) = good $0.00 Destruction Fee per Project: Indexing (incl's auto indexing and OCR): $0.430 file 650 279.50 Imaging/Capture: $0.023 image 14,300 321.75 Misc Item: (Not Applicable) $75.000 each 0 0.00 Total Estimated Project Processing Fees: (set-up fee not incl): $15.00 1,065.54 Average Cost per Image: (does not include requested image output method): $0.075 Additional Project Fees: Project Cast Summary: Total Project Fees: $1,338.54 Total Per Image Cost: (Includes all charges outlined above) $0.094 CI Information Management Confidential 5/212016 Rate Per Unit Quanti Charge Monthly Storage - Media Security Copy: $0.00 container 1 $0.00 Image Output I Transfer Fee: $35.00 transfer 1 $35.00 iChamberT"" - Monthly Access and User Fee: $25.00 auth user 0 $0.00 Destruction Fee per Project: $6,00 box 0 $0.00 Courier Fee per Project: $19.00 trip 2 $38.00 Estimated iChamberTM (Charged Monthly): $15.00 gig stored 0.00 $0.00 Total Estimated Additional Project Fees: $73.00 Initial Client Set -Up - (Includes the following): $200.00 Authorized User Set-up and/or CD/DVD Burn Formatting Client Functionality Configuration Initial Testing and Client Approval Process Project Cast Summary: Total Project Fees: $1,338.54 Total Per Image Cost: (Includes all charges outlined above) $0.094 CI Information Management Confidential 5/212016 Project Completion Info: Client Desired Completion (in months): 1.00 Proposed Completion: 0.61 Months 2.86 Weeks 12.78 Days Originals will be returned to client at completion of project, Project Indexing info: Index Headers: Year Minute date or RES/ORD # Project Labor Breakdown: 3A7°/o_ 334%0.00% Information Management - Image Integrity - Dependable Delivery - Competitive Pricing - Outstanding Quality - Flexible Services ■ Imaging / Capture • Prep • Indexing ■ Stor/Access/CD ■ Courier/Fest Misc. Chgs Cl Information Management Confidential 512/2016 Project Acceptance Agreement:. Exhibit A Company Name: Primary Contact: City Of Pasco Debbie Clark Exhibit A - Pricing Recap: Information Management Document Title: Minutes, Ordinances and Resolutions Project Output: Flash Drive Total Estimated Charges $1,338.54 Note -1, Proposed Project Pricing Expires ---- 6116/2016 Project Schedule: Nate -2: Represents an estimated number of images. Note -3: Actual image throughput will be charged. Client agrees to have originals boxed and ready for pick-up on ------- / I Assuming above pick-up date is met, project to be completed on -- 1 / Accepted By: Presented By: Authorized Representative: Cl Information Management Name: (please print) Ernie Flowers Signature: 509.586.6090 (118) Title: Date: Service Agreement Number: N/A CI Information Management Confidential 51212016 /Unit Est. City Est. Tot J$$ Document Prep $25.00 /hr 18.57 $464.29 Indexing - Data Entry/Auto Index/OCR $0.43 / file 650 $279.50 Document Imaging 1 Capture $0.0225 1 img 14,300 $321.75 Courier and Destruction Services $0.00266 1 img 14„300 $38.00 Media. Security Copy Vault Storage (monthly) $0.00 / cont 1 $0.00 Initial Set-up Fee (one-time charge) $200.00 / proj 1 $200.00 iChamber7N1 -Access/User Mgt Fee (monthly) $25.00 1 user 0 $0.00 Est. Elec Retention & Retrieval via -- iChamber” $15.0000 / gig 1 $0.00 Total Misc Charges - (Not Applicable) $75.0000 1 unit 0 $0.00 Image Output / Transfer Fee: $35.000 1 transfer 1 $35.00 Scan on Demand - as requested by Client $0.100 1 image 0 $0.00 Total Estimated Charges $1,338.54 Note -1, Proposed Project Pricing Expires ---- 6116/2016 Project Schedule: Nate -2: Represents an estimated number of images. Note -3: Actual image throughput will be charged. Client agrees to have originals boxed and ready for pick-up on ------- / I Assuming above pick-up date is met, project to be completed on -- 1 / Accepted By: Presented By: Authorized Representative: Cl Information Management Name: (please print) Ernie Flowers Signature: 509.586.6090 (118) Title: Date: Service Agreement Number: N/A CI Information Management Confidential 51212016 Document Imaging Project Service Agreement:Informa tion Pg. I *lWanagement This Document Imaging Project Service Agreement (the "Agreement") is entered into by and between the "Client" and "Vendor" (as specified below) and effective as of the date noted by the signature of an authorized representative of the Client and provides for certain document imaging services to Client. Client: Vendor: City Of Pasco Cl Information Management Oebbie Clark Ernie Flowers 525 N 3rd Ave, Pasco 411 W Railroad Ave. Washignton, 99338 Kennewick, WA 99336 1. Services: Client hereby engages Vendor to perform certain document imaging services and, upon Client's request, to provide for the electronic storage of images (the "Services"), as specifically noted on the "Project Acceptance Agreement" (attached hereto). 2. Term: The term of this Agreement shall begin on the date originals are picked up by Vendor and shall continue either (a) for Services consisting solely of document imaging, until completion of the document imaging project, or (b) for Services consisting of document imaging and electronic storage of the images, until such day that is one (1) year from the date hereof, with such initial one-year term automatically extended for successive one-year terms until terminated as provided herein. For Services consisting of document imaging only, either party upon written notice to the other party, no less than thirty (30) days prior to the document imaging project completion date, may terminate this Agreement. For Services consisting of document imaging including the electronic storage of images, either party upon written notice to the other party no less than sixty (60) days in advance of the applicable termination date may terminate this Agreement at the expiration of the initial one-year term or at the expiration of any successive one-year term thereof. 3. Project Billing and Payment: (a) Invoices will detail all project related charges by the type of service provided (Le.. Prep, Indexing, etc.) per "Exhibit A" (attached hereto). Vendor will invoice Client at the beginning of each month for all Services provided the previous month and, if Client has also engaged Vendor to provide electronic storage of Client's records, charges for electronic storage shall be billed, in advance, for the current month. Client agrees to pay all applicable state and local taxes. Exemption from tax payment will be allowed upon presentation of applicable state or local proof of tax exemption status. All rates included in "Exhibit A" will be subject to annual adjustment. (b) invoices are payable upon receipt, Payments over thirty (30) days late may be assessed a late payment fee of 1.5% per month on the base invoice charge. Client agrees to reimburse Vendor for all collection costs, including reasonable attorneys' fees, incurred by Vendor in attempting to collect past due amounts. (c) Upon termination of the Agreement, for any reason, by the Client before the completion of the Services or the expiration of the current term, Client shall pay all amounts due for Services provided by Vendor through the date of termination, plus (i) all unpaid and waived non-recurring charges reasonably expended by Vendor, as well as all costs incurred by Vendor to establish the Services to the Client and (ii) an amount equal to the average monthly charge for that portion of the Services consisting of the electronic storage of images (based on the most recent three (3) months) multiplied by the number of months remaining on the current term of the Agreement. SA# NIA Document Imaging Project Service Agreement: Information Pg. 2 *Management 4. Confidential Information: Vendor will not disclose any Client business information obtained while performing the Services required under this Agreement. Vendor shall exercise that degree of care in safeguarding the records entrusted to it by Client which a reasonable and careful company would exercise with respect to similar records of its own. Client acknowledges that Vendor shall only be liable to Client for any breach of the confidentiality obligations set forth in this Section 4 resulting solely from the gross negligence or willful misconduct of Vendor and any such liability shall be limited to an amount not to exceed the applicable insurance proceeds set forth in Section 7 of this Agreement. 5. Client Representations and Warranties: (a) the scanning, imaging or otherwise reproducing the records of the Client by Vendor pursuant to this Agreement will not infringe or otherwise violate any intellectual property rights of any third parties; (b) the scanning, imaging or otherwise reproducing the records of the Client by Vendor will not violate any applicable laws; (c) Client has full power and authority to enter into this Agreement; (d) the scanning, imaging or otherwise reproducing the records of the Client by Vendor pursuant to this Agreement will not violate, conflict with, or result in a breach of, any agreement to which the Client is a party, or by which Client's assets may be bound or affected; (e) the scanning, imaging or otherwise reproducing the records of the Client by Vendor pursuant to this Agreement does not require the consent of any governmental or regulatory agency or any other third party. (f) Client has full authority to control and electronically store any images under this Agreement and no image to be stored under this Agreement shall be owned by a party other than Client, except as agreed to by Vendor; (g) Client will provide a list of authorized representatives of Client, together with list of authorization rights of each representative with respect to the access of images stored electronically, to this Agreement and the Services, with any changes to such list to be provided, in writing, to Vendor, of any additional authorized individuals. 6. Indemnification; Client shall indemnify, defend and hold harmless Vendor, its employees, officers, directors, owners and agents from any and all claims, losses, liabilities, costs and expenses incurred by Vendor (including reasonable attorney fees) by reason of Vendor complying with its obligations under this Agreement to image, scan or otherwise reproduce the records of the Client or to store the images, or as a result of Client's breach of any of its representations, warranties or obligations provided in this Agreement. Notwithstanding the preceding sentence, Client shall not be liable for any loss or damage caused solely by the gross negligence or willful misconduct of Vendor. The indemnification provided in this Section shall survive the termination of Agreement. 7. Limitation of Liability: (a) Vendor shall be liable for loss or damage to items provided to Vendor by Client under this Agreement only when such loss or damage is caused solely by the gross negligence or willful misconduct of Vendor. In the event Vendor is determined to be liable for loss or damage, such loss or damage is further limited as follows: (i) In the event the damaged items consist of boxes of paper records, the liability of Vendor is expressly limited to the replacement of the physical box or container which is damaged or destroyed without any consideration or value whatsoever given to any data or information which may be contained in such paper records, as such amounts are further limited by applicable insurance proceeds described in Section 7; SA# NIA Information Document Imaging Project Service Agreement: WManagement Pg. 3 (ii) In the event the damaged items consist of documents stored electronically, Vendor liability is expressly limited to the costs of recapture or restoring electronically stored items from back-up or from original documents, as such amounts are further limited by the applicable insurance proceeds described in Section 7: (iii) The Client acknowledges that Vendor has in effect and shall maintain casualty and extended coverage insurance covering loss or damage to the Client's property incurred as a result of the gross negligence or willful misconduct of Vendor (x) with respect to paper records stored, in the amount of $2.00 per unit stored, (y) with respect to documents stored electronically an amount not to exceed $2.500.00 per any one occurrence, in recreating, gathering and assembling such electronic data. (iv) the Client acknowledges that the liability of Vendor for claims, losses or damages incurred by Client as a result of a casualty involving damage to Client's property shall in no event exceed and is expressly limited to the available insurance proceeds described in Section 7(a)(iii) above. Upon Client's request, Vendor will furnish Client proof of insurance coverage for all items belonging to Client provided to Vendor pursuant to this Agreement. (v) the client acknowledges that the Vendor also has in effect and shall maintain professional liabilitylerrors and omissions insurance covering, among other things, the cost and expense incurred in connection with a data or information security breach. The Client acknowledges that Vendor shall only be liable for any claims, losses, costs, expenses or damages incurred in connection with a data or information security breach resulting solely from the gross negligence or willful misconduct of Vendor and any such liability shall not exceed an amount equal to the available insurance proceeds from such professional liability/errors and omissions insurance policy. (b) Client acknowledges that it may carry its own insurance coverage on its property provided to Vendor pursuant to this Agreement and such insurance shall be in addition to any insurance coverage provided by Vendor. Client is encouraged to review its own insurance coverage to determine the applicability of such coverage to the property it intends to provide to Vendor pursuant to this Agreement. (c) Neither Vendor nor Client shall be liable to the other party for any special, indirect. incidental or consequential damages of any kind, including, without limitation, lost profits or loss of use of data or information regardless of the form of the claim and regardless of whether any such damages were foreseeable. (d) Client acknowledges that it is Client's responsibility to promptly review the scanned images delivered by Vendor for acceptability and completeness. Should Client believe that Vendor failed to perform all of its obligations under this Agreement, Client shall provide written notice to Vendor describing in reasonable detail the faOure of Vendor to adequately perform its obligations hereunder and such notice shall be delivered to Vendor by no later than ninety (90) days following Vendor's delivery of the scanned images. Upon timely receipt of such notice by Vendor, Vendor shall use its commercially reasonable efforts to re-scan and such re-scanning by Vendor shall be the sole remedy of the Client for any failures to provide acceptable scanned images. SA# NIA Document imaging Project Service Agreement: Information Pg.4 Management 8. Miscellaneous: (a) All notices, demands or other communicalions to be given or delivered under or by reason of the provisions of this Agreement shaft be in writing and shall be deemed to have been given when delivered personally to the recipient, sent to the recipient by reputable overnight courier service (charges prepaid), mailed to the recipient by certified or registered mail, return receipt requested and postage prepaid or sent via facsimile with a copy mailed to the recipient. Such notices, demands and other communications shall be sent to the parties at the addresses indicated in the authorized signature section of this Agreement. (b) This Agreement (consisting of all exhibits and schedules attached and the Project Acceptance Agreement) constitutes the entire agreement between Vendor and Client with respect to the subject matter of this Agreement, and supersedes all previous agreements between them with respect to the subject matter hereof. No change, amendment, supplement, modification, waiver or discharge of any provision of this Agreement shall be valid unless in writing and executed by both parties. (c) This Agreement shall be governed by the laws of the State of giving effect to its conflicts or law provisions. S. Authorized Signatures: Accepted By: SA# -- NIA Authorized Representative: Name: (please pri Ric rwa Signature: A4�1� Title: Director A&CS Date: t011 Washington , without Presented By: CI Information M Name: Signature: Title: Vendor Client # Assigned ------