Loading...
HomeMy WebLinkAboutCONTRACT WITH MCCI, LLC TO ENTER INTO PHASE IV AS A SOLE SOURCE VENDOR FOR THE PURPOSE OF DIGITIZING AND INDEXING HISTORIC BUILDING PLANS DocuSign Envelope ID:5FD9A3AE-897D-42C4-8655-12EA29559C0E Prepared For: Augusta - Richmond County, GA Presented By: Mike Beaudreau SCANNING SOLUTION Issued: April 23, 2019 KCCi docuSign Envelope ID:5FD9A3AE-897D-42C4-8655-12EA29559C0E sicci CORPORATE OFFICE MICHAEL BEAUDREAU Sales Department Account Executive 1958A Commonwealth Lane w Tallahassee,FL 32303 Atlanta,Georgia Office Phone(800)342-2633®Fax(850)564-7496 (770)855-9159•mbeaudreau@mccinnovations.com April 23, 2019 Ms. Debbie Freeman Augusta- Richmond County 535 Telfair Street Building 2000 Augusta, GA 30901 Dear Ms. Freeman: Thank you for allowing me to work with you regarding our Digitization services.While reviewing the enclosed Proposal, please keep in mind the following advantages of being a MCCi Client: Experience- MCCi was created by Municipal Code Corporation to focus on innovative solutions for the public sector. MCCi has been providing scanning, indexing,and conversion services to entities including Cities, Counties, State Agencies, Special Districts,School Districts, Law Enforcement,and more for over 15 years.We have completed hundreds of projects and have a long list of satisfied Clients. Client Commitment-We are committed to making sure your project is done right. If the quality of our work is not what you expect,we fix it. Our Clients come first. Safe&Secure-All Scanning Division staff go through HIPAA and CJIS training for sensitive documents. Sensitive data is stored and accessed using several levels of security. Leading Provider- MCCi is the leading provider of Laserfiche in the world and a Laserfiche Gold VAR. Even if you don't have Laserfiche,we know document management and can help make sure you are able to leverage your digital documents. Complete Solutions- In addition to converting documents,we provide solutions for document management, business process improvement,and managing public records requests.We are passionate about helping our Clients go paperless and improve overall efficiency.Working with a single partner can help reduce costs and improve project outcomes. If you have any questions concerning our proposal or desire additional information, please do not hesitate to contact me.We appreciate your interest and hope that we will have the pleasure of working with you. Sincerely, Michael Beaudreau Account Executive • DocuSign Envelope ID:5FD9A3AE-897D-42C4-8655-12EA29559C0E EXECUTIVE SUMMARY OUR HISTORY Our story goes back to the 1950s,as a one-man operation,for the sole purpose of codifying municipal laws and ordinances and printing this material. George Langford,the founder of Municode,was a true pioneer. He bought the first copy machine in Florida and carried it from city to city in the trunk of his Buick. Fast forward 65 years and look at us now! MCCi is committed to leading the industry, staying abreast of technology and focusing on the needs of our clients so that everyone-our clients and our employees- may grow. OUR CULTURE We are fanatical about client success.Success starts with our eagerness to understand our client's goals.We understand that excellent service, client education and follow up are all part of the successful life cycle. We don't just want to date our clients.We demand every member of our team understand and practices the foundation of a long-term relationship: communication, caring,and commitment. We innovate and evolve. Our growth initiatives are based on what our clients need and where they are headed.We understand that we must continuously evolve and improve to support our clients. OUR TEAM MCCi is a leading provider of digitization services in the nation.With scanning facilities throughout the U.S., coupled with our on-site scanning services,we have the capabilities to handle projects large and small.We are not just your scanning service provider.We are consultants who can draw from more than 15 years of experience to provide customized solutions. CLIENT RELATIONS From the beginning,we take the time to learn about your organization's needs to provide you with top- notch service to help you achieve your goals.Your account executive will assist in managing customer service communication through the life of the product. PROJECT MANAGEMENT When it is time to start your project,we will introduce you to your project team. During this introduction, the team will discuss the project objectives,the anticipated timeline, and answer any questions. PRODUCTION TEAM From document preppers, indexers to scanning operators and quality control, our team members have extensive experience in the digitization process.The team follows specific project guidelines for each step of the process,ensuring quality and accuracy. LEADERSHIP You can rest assured that our company stands behind our work. Our scanning division managers, chief operating officer, and even our president is available to handle escalated issues to make sure every client is satisfied.We listen to our client's needs and always make that our number one priority. DocuSign Envelope ID:5FD9A3AE-897D-42C4-8655-12EA29559C0E WHY NOW IS THE TIME STORAGE SPACE Large quantities of paper documents and records can take up valuable office space and limit the ability to run your department. If you utilize off-site storage, scanning your documents can save you money on retrieval requests and storage fees. By digitizing your files,you can save space, money,and time. DISASTER PREPAREDNESS Moving to electronic files can be an important part of your disaster preparedness and business continuity plan. Scanned documents provide backup copies of your files in an easily portable digital format.This provides extra assurance that you will be able to access your information in the event of a disaster. TRACKING &SHARING Scanning your documents and records can help you share the information instantly with staff and clients at any location. Electronic files can eliminate the need for costly reproduction, mailing,and are easier to track. Search,find, and share your documents in minutes instead of hours. SCANNING SERVICES RECORDS TYPES Documents come in countless formats from letter or legal size,to large format. Don't forget about microfilm, microfiche, and bound books! PICKUP&SHIPPING Scanning facilities located throughout the U.S. provide easy pick-up or shipping of records. FLEXIBLE SCHEDULES Monthly,quarterly,and annual scanning schedules are available. ACCESS TO RECORDS While records are in MCCI's possession,you can request a copy of any documents and typically fulfilled within 24-hours. SAFE&SECURE Our facility maintains HIPAA and CJIS certifications for working with sensitive records. Our team is trained in document handling procedures to ensure that your records are processed with care. LASERFICHE EXPERTS As the top Laserfiche provider in the world, MCCi can integrate the scanned documents with your Laserfiche solution to provide a powerful index retrieval search engine. Docusign Envelope ID:5FD9A3AE-897D-42C4-8655-12EA29559C0E QUALITY CONTROL IS OUR TOP PRIORITY From the time we receive your documents until the project is complete,we treat your documents as if they are our own.We understand the care needed to ensure that documents are properly preserved. SECURE DOCUMENT TRANSPORTATION We can provide pickup and transportation of the documents to our secure production facility.All documents have a high-level inventory checkpoint, carefully loaded on our truck,signed by the driver,and transported to our secure facility. Upon arrival, a manager will verify and sign for the documents. Each project will be inventoried into our facility, labeled,and secured until the project process begins. PREPARATION Our preparation team prepares the documents for scanning according to the clearly defined project specifications,agreed upon with MCCi and our client. Document preparation can include removing staples and otherwise preparing the documents and large format drawings for scanning.The prep team is assigned specific work and focused on one project to ensure accuracy. SCANNING After preparation is complete,our scanning team receives documents ready to be scanned.We prepare scanner settings, proper document separation, and ensure the document batch is ready to be digitized. Images are reviewed during the scanning process for clarity and page capture for proper standards. Our clients review the first batch of scanned images to verify quality meets their expectations. Scanners are inspected and regularly maintained to ensure proper working order. INDEXING Before we start your project,we will have consultations to understand your complete indexing needs. Verifying the correct metadata associated with your documents can be critical to the success of the project. Our indexing team follows specific instructions based on the client's project. IMPORT OF RECORDS MCCi offers import services to ensure that scanned records can be easily imported into the client's system, decreasing the workload on the Client. Our team is experts on importing records, Laserfiche best practices, architecture standards,and templates/metadata. QUALITY ASSURANCE IS A TEAM EFFORT Our production team follows a proven process specifically designed to review and monitor the quality of the client's information throughout the entire process.As the work passes through each phase, it is quality checked randomly by the unit. Upon reaching the final phase,we produce a quality product that multiple team members have reviewed to look for missing, blank, or rotated pages and other issues. Upon receipt of delivery from MCCi,we encourage our clients to conduct their own quality assurance inspection to ensure accuracy and quality: • Verify general contents of the returned shipment • Spot check documents to assure proper order according to project specifications • Validate physical images match digital images • Let MCCi know promptly of any found errors or issues. bocuSign Envelope ID:5FD9A3AE-897D-42C4-8655-12EA29559C0E SCANNING SOLUTION 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 Document Size: Large Format up to 42"wide Department: Planning and Development Document Types: Plans Document Count: 1,479 Image Count: 59,160 Images Per Document: 40 ® Document Preparation: Current Storage Method: Boxes/Mail Condition of documents: Generally good ® Image Processing& Indexing DPI &Color: 300 DPI, Black&White Number of Index Fields: Up to 4 Fields(Document name counts as an index) Document Naming Convention: Document Name,year,type,TBD Fields to be Indexed: Document Name,year,type,TBD Optical Character Recognition: Not Included ® Image Output Method of Delivery: Secure FTP Transfer Output Type: Laserfiche Briefcase ® Material Handling Shipping Logistics: MCCi Pickup Shipping& Delivery Terms: Up to 1 shipment(if job is broken up,volume pricing must be also) ® Special notes: •Any corrections such as rescans or indexing changes must be brought to MCCi's attention within 90 days of the date that MCCi delivers the data to the Client. Corrections will not be made after 90 days. • MCCi will recycle the documents,at no additional cost,once the job is done and the Client gives approval. MCCi Page 6 of 10 DocuSign Envelope ID:5FD9A3AE-897D-42C4-8655-12EA29559C0E PROJECT PRICING Project I-Conversion of Documents estimated cost Not to Exceed$85,000.00 Excess Images @ $1.43 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 I Page 7 of 10 docuSign Envelope ID:5FD9A3AE-897D-42C4-8655-12EA29559C0E MCCi,a Limited Liability Company,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 AUGUSTA-RICHMOND COUNTY,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.Steps are taken to ensure documents have been captured,the quality of the scanned images are comparable to the originals,and manual indexing errors have been corrected. Even with the best quality control processes,there are going to be occasional errors that go uncorrected.MCCi's acceptable error rate will be less than 0.5%for the overall project,unless otherwise stated in writing.MCCi cannot be accountable for records not reflected in original inventory report as provided by Client.MCCi will correct only those valid discrepancies above the acceptable error rate reported within 90 days after delivery of electronic data to Client. DOCUMENT STORAGE.MCCi's facilities contain secure rooms for hardcopy"work in progress"document storage.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 converted electronic data is delivered to client storage charges of$2.50 per cubic foot per month will apply. DATA STORAGE MCCi is not responsible for maintaining a copy of Client data,with the exception of Clients who contractually and on a recurring basis,utilize MCCi's Online Document Hosting Services.MCCi periodically reviews and deletes Client data from previous projects.The timing of the periodic review and deletion of data is at MCCi's discretion.MCCi recognizes that for records retention and security compliance,the Client may require MCCi to delete copies of it's data prior to MCCi's process of deleting data;If so,the Client is responsible for making the request in writing and for obtaining confirmation of data deletion. ENTERPRISE WIDE SCANNING SERVICES.In accordance with the terms and conditions herein,MCCi can provide any department in the organization with scanning services for documents other than those described in this 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 MEDIA.If included in the Scope of Services,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. 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 Client 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. MCCi I Page 8 of 10 • bocuSign Envelope ID:5FD9A3AE-897D-42C4-8655-12EA29559C0E LASERFICHE SYSTEM CLIENTS.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 Preferred/Best Value provider for scanning services. Additionally,Laserfiche System Clients are required to supply MCCi with a Laserfiche Briefcase of their current folder/template structure, prior to each scanning project/updates to existing projects. 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..Physical documents will never leave the United States,but our partners may utilize offshore resources to handle document indexing,quality control,and other processes. 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. 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.Notwithstanding anything in this Agreement to the contrary,MCCi's total liability to the client for any and all claims,damages,or liability arising out of or related in any way to this agreement or the products or services being provided by MCCi to Client shall be strictly limited to the project fees paid to MCCi by the Client for the preceding 12-month period immediately preceding the event giving rise to the claim by the Client,and shall also be limited to the fees paid to MCCi for the particular service/product that the Client's claim was caused by or arose out of. INDEMNIFICATION.If MCCi or our affiliates(owners or partners),or any of our or their respective employees,agents,or suppliers(the"Indemnitees")is faced with a legal claim by a third-party arising out of your actual or alleged gross negligence,willful misconduct,violation of law,failure to meet the security obligations required by the Agreement,or violation of your agreement with your customers or end users,then you will pay the cost of defending the claim(including reasonable attorney fees)and any damages award,fine or other amount that is imposed on the Indemnitees as a result of the claim.Your obligations under this subsection include claims arising out of the acts or omissions of your employees or agents,any other person to whom you have given access to the Services,and any person who gains access to the Services as a result of your failure to use reasonable security precautions,even if the acts or omissions of such persons were not authorized by you.You must also pay reasonable attorney fees and other expenses we incur in connection with any dispute between persons having a conflicting claim to control your account with us or arising from an actual or alleged breach of your obligations to them. 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. MARKETING&REFERENCES.Client agrees to allow MCCi to publicly announce the client's selection of MCCi for the specific solution(s),at the time of the client contracting with MCCi.Additionally,upon the client providing written consent,MCCi is authorized to publish and publicize testimonials and case study information pertaining to MCCi's work with the Client.This information,including the Client's organization name,logo,and contact information will be used in all media types. USE OF BASECAMP.Through the course of this project,MCCi may choose to utilize the third-party service Basecamp(http://www.basecamp.com)for project management and team collaboration.Documentation and correspondence exchanged between MCCi and The Client may be stored in Basecamp.The Client acknowledges that Basecamp is responsible for secure storage of this documentation,and agrees that Basecamp's security guidelines located at https://basecamp.com/security are acceptable for the storage of The Client's data and correspondence exchanged with MCCi. MCCi I Page 9 of 10 DocuSign,Envelope ID:5FD9A3AE-897D-42C4-8655-12EA29559C0E Submitted by: MCCi,a Limited Liability Company Date: April 23,2019 roDocuSigned by: By: n22D0B124fiC21BB... (Signature) Donny Barstow President (Printed Name&Title) Noted Items Accepted by: AUGUSTA—RICHMOND COUNTY,GA Date: By: 1 l ignature lel"6 /4 ?1� 124115, . n17.0/2- (Printed 17,702(Printed Name&Title) ATTEST: Deputy ,G7--ktry „ emissidly � * iS ae ® I # i r t. t ": ,w 8 ,,7-'4,i :;�� . " 8 ( 0S siti% 0.... MCCi Page 10 of 10 cOiBCotl M'1~