HomeMy WebLinkAboutPHASE III CONTRACT WITH MCCi, LLC AS A SOLE SOURCE VENDOR FOR THE PURPOSE OF DIGITIZING AND INDEXING HISTORIC BUILDING PLANS Prepared For:
Augusta - Richmond County, GA
Presented By:
Mike Beaudreau
SCANNING
SOLUTION
Issued: May 13, 2018
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CORPORATE OFFICE MICHAEL BEAUDREAU
Sales Department Account Executive
P.O.Box 2235•Tallahassee,Florida 32316 Atlanta,Georgia Office
Phone(800)342-2633•Fax(850)564-7496 (770)855-9159•mbeaudreau@mccinnovations.com
May 13,2018
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
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"
Department: Planning and Development Plans
Document Types: Plans
Document Count: 1479
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 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: Laserfiche Briefcase
Output Type: Laserfiche Briefcase
• Material Handling
Shipping Logistics: MCCi Pickup
Shipping&Delivery Terms: Up to 1 shipment
• 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.
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PROJECT PRICING
Project I -Conversion of Documents to be completed by 12/31/2018
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.
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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 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.
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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 Sole Source 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.Jt 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 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.
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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: May 13, 20 :
By: - - .�
(Signature)
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(Pfinted Name&Title)
Noted Items Accepted by: AUGUSTA—RICHMOND COUNTY,GA
Date: ,)Wae, CJ, Q °L
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