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Home My WebLink AboutC2013-042 - 2/12/2013 - Approved1 Experience Excellence Municipal Code Corporation SALES DEPARTMENT PO Box 2235 • Tallahassee, Florida 32316 TELEPHONE (817) 788 -1102 • FAX (850) 701 -0715 Russell Haddock, Senior Account Executive s rhaddock @mccinnovations.com January 4, 2013 Ms. Elsa Martinez City of Corpus Christi PO Box 9277 Corpus Christi TX Dear Ms. Martinez: Thank you for speaking with me recently regarding Scanning and Indexing your records and our archiving services for your permanent records. Per our conversation we have included a Proposal for scanning your documents so you have a searchable archived copy of your records. Our Scanning and Indexing service provides many benefits including: ➢ Full Search Features- Your typed documents will be fully searchable through the Laserfiche software. This powerful searching includes general text searching as well as date searches. Both of these searches can be combined to find documents instantly from your desk versus spending countless hours manually searching through your hard copy records. ➢ Disaster Recovery- By scanning and indexing your documents, you will no longer have to depend on the hard copies for finding information. This can be extremely valuable in the event of a disaster and your records were unobtainable temporarily or permanently. 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 and serving the City of Corpus Christi. Sincerely, Russell Haddock Senior Account Executive 2013 -042 2112113 M2013 -029 V1CCi, LLC INDEXED SCOPE OF SERVICES 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 0 General Description Department: Building Department Document Types: Permit Files — Primarily Large Format, Some Regular Format Estimate of 82,350 Large Format Images, based upon assumption of 610 plan bags, with 135 images each. ® Document Preparation: Current Storage Method: Plan Bags ® Image Processing DPI & Color: 300 DPI, Black & White Indexing Requirements: Up to 4 Fields (will use client provided excel database for naming and QC process) Optical Character Recognition Not Applicable for Maps /Plans /Blueprints ® Image Output Media: CD/DVD or External Hard Drive Output & Content: Laserfiche Briefcase or Volume ® Material Handling Shipping Logistics: MCU Pickup and Delivery. The City may also choose to have MCCi shred the plans (via 3rd party vendor) upon project completion. MCCi will require a signed waiver acknowledging that the City has received digital images for all the physical records sent to MCCi prior to document destruction. PROJECT PRICING Prices listed are per image /per job. If the project is broken up into multiple parts the volume pricing must be broken up as well. DIR discounted rates (actual rates applied to work) appearin bold. Conversion of Standard Documents up to 11'x17': • 0 — 50,000 images = $026 (DIR 5% = $0.247) • 50,001 - 100,000 images = $0.21 (DIR 5% = $0.199) • 100,001+ images = $0.16 (DIR 5% = $0.152) Large Format Documents up to 42" in width: • 0 — 15,000 images = $1.15 (DIR 5% = $1.09) 0 15,000-40,000 images =$1.05 (DIR 5% = $0.997) • 40,001+ = $0.95 (DIR 5% = $0.902) Color Documents = $1 per image in addition to regular per image rate Shipping Expenses /Document Destruction Expenses: • $5 per plan bag pickup and $5 per bag delivery o Not to exceed $1,500 per one way trip • Shredding Services billed at cost from 3 rd party vendor: Not to exceed $1,000. Optional Services: • Onsite assistance from MCCi Project Manager 0 Document Prep Assistance • Indexing Needs and Template Design • Pre - Scanning Workflow Design Consultations (can be done offsite at client request) • $2,100 per day Remote import assistance from MCO Project Manager • Incorporate scanned work into clients existing file structure • Review completed work 0 Answer any client questions • $110 per hour S hours included at no charge when job billing total exceeds $50,000 Special notes: The pricing terms listed are in effectfor 3 years from signed contract date. At the completion of the 3 year term the agreement can be modified and /or extended as needed. The volume based per image prices are on a per job basis, if the job is broken up into multiple parts the volume pricing must be broken up as well. Travel expenses for on -site document prep and consultation will be invoiced at MCCi cost. PAYMENT & BILLING TERMS MCCi will invoice project on a monthly schedule, based on deliverables (via Electronic media or the internet). Payment is due within 30 days of receipt of a valid invoice. MCCII, 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 MCCII, hereby offers the Laserfiche Software & Services to the City of CORPUS CHRISTI TX, a Texas home -rule city 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 MCC! 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, MCC! will organize the documents into their original order as received from the Client. DOCUMENT ORGANIZATION & INDEXING. Based on the scope of the project and outcome of your Consultation, MCC! will organize and index your documents. This will enable them to be searched and organized by three different methods. The first method includes organizing your documents in a tree -like folder structure, similar to Windows Explorer. This provides a visual method to store and locate your documents. The second method involves the use of electronic template cards. These templates contain unique information pertaining to that particular document. Once a template layout has been agreed upon, no changes can be made once the job has already been started. The third method includes running a process called optical character recognition (OCR), allowing for full -text indexing and searching capabilities. The OCR process converts printed words into alphanumeric characters dependent upon font and paper quality. This enables each occurrence of an OCR'd word to be searched and retrieved. Microfilm, Maps, Poor Quality, and Handwritten documents will be searchable by keyword index only (via template card). 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. MCO 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 mall carrier, or through the MCC! 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 iald 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 MuniScan project to determine individual scanning and indexing needs. For further information and instruction regarding this service please contact our Service Bureau Manager. MICROFILM & FICHE CONVERSION SERVICES. MCCi offers electronic conversion services for microfilm, microfiche, and aperture cards. The Client will provide MCC! with data to be converted to electronic format. MCO 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 MCCL 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 2000 or higher or Windows XP to access the CD /DVD. ONLINE DOCUMENT HOSTING. MCCi will post the documents to the web for a minimal annual fee at www.mccinnovations.com MCCi also 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 90 days after receipt of documents. Should MCCi require additional time, the Client will be notified immediately. The delivery for routine updates to the database will be within 30 days. DOCUMENT TRANSPORTATION. The client is required to package all materials per MCCi's instruction prior to delivery of materials to MCC! 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. MC0 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 maybe 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 MCCL AGREEMENT EXTENDED TO OTHER GOVERNMENTAL UNITS. MCC! 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 yearto year, provided that either party may alter or cancel the terms of this agreement upon sixty (60) [lays' written notice. LIMITED LIABILITY. In no event shall MCCYs total liability to the client exceed one million dollars. PAYMENT & BILLING TERMS. MCCi will invoice project on a monthly schedule, based on deliverables (via Electronic media or the internet). Payment is due within 30 days of receipt of a valid 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: January 4, 2013 B az�l L (Signature) P C 5 F (Printed Name & Title) Witness: K/ (Signature) Noted Items Accepted by: CITY OF CORPUS CHRISTI, TX Date: By: (Printed Name & Title) Witness: onn� (Signature) 1 1 �7 ( — b ' I (Printed Name & Title �f L u uuv . . Sy MlIRGII_- �Driala L. 01S6YA 0 AA Ma* MUNICA OP ID: TB ACORD` DATE (MMmnmYY) CERTIFICATE OF LIABILITY INSURANCE 01/03/2013 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the Certificate holder Is an ADDITIONAL INSURED, the policy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsemen s . PRODUCER CONTACT Phone:850�$6 -1119 NAME: Rogers, Gunter, Vaughn Fax: 850 - 385 -9627 PHONE FAX Insurance, Inc. A1C No Ext : LVC No). 1117 Thomasville Rd. E-MAIL Tallahassee, FL 32303 ADDRESS: INSURE PAS) AFFORDING COVERAGE NAIL# INSURER A: Charter Oak Fire Insurance Co. 25615 INSURED MCC;, LLC INSURER B: Safeco Insurance Company 01950 P.O. Sox INSURER C; Travelers Indemni Company 25558 Tallahasseeee, , FL 32316 INSURERD:Traveler5 Casualty & Surety 1903$ INSURER E! INSURER F. COVERAGES CERTIFICATE NUMBER RFV1_4IONi NI IMRFR- THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. I LTR TYPE OF INSURANCE A POLICY NUMBER P OLICY EFF MW�ON YY LIMITS GENERAL LIABILITY EACH OCCURRENCE $ 1,000,00 A X COMMERCIAL GENERAL LIABILITY X 1660454M5347COF13 0110112013 01/01/2014 PREMISES Ea occurrence $ 100,00 CLAIMS -MADE a OCCUR MED EXp (Any one perswe) $ 6,00 PERSONAL & ADV INJURY $ 1,000,00 GENERAL AGGREGATE $ 2,000,00 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/Op AGO $ 2,D00,00 X I POLICY PRO- LOC Emp Ben. $ 1/200000 AUTOMOBILE LIABILITY M1 INNED UMrr $ 1,000,00 A X ANY AUTO X BA8662H918134EL 01/01/2013 0110112014 BODILY INJURY (Per person) $ ALL OWNED SCHEDULED BODILY INJURY (Per accident) $ AUTOS AUTOS HIRED AUTOS NOR-OWNED AUTOS PROPERTY DAMAGE Per..ident $ $ X UMBRELLA UAB X OCCUR EACH OCCURRENCE $ 5,000,00 O EXCESS UAB CLAIMS -MADE CUP3296R8981342 01101/2013 01/01/2014 AGGREGATE $ 5,000,00 DED I X RETENTION$ 5,000 $ WORKERS COMPENSATION WC STATU- OTH- X AND EMPLOYERS' LIABILITY Y!❑N g OFFIGE RJPARTUDED? CUT VE NIA X 04WC643938210 01/01/2013 01/01/2014 E.L. EACH ACCIDENT $ BOO, (Mandatory in NH) , d ff yes ®scltbe under E.L. DISEASE - EA EMPLOYEE $ 500,60 DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 500,00 O Professional Liab 105785468 04/01/2012 04101!2013 Ech Occur i 1,000,00 . i Aggregate 1,000,00 DESCRIPTION OF OPERATIONS 1 LOCATIONS 1 VEHICLES (Attach ACORD 101, Addleonal Remarks Schedule, If more space is required) This Certificate is for Proposal P Blanket Additional Insured Owners, Lessees or Contractors CGD105 04 94 CITYCO5 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Corpus Christi THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Attn Risk Management ACCORDANCE WITH THE POLICY PROVISIONS. Post Office Box 9277 Corpus Christi, TX 78469 -9277 AUTHORIZED REPRESENTATIVE O 1988 -2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD COMMERCIAL, GENERAL LIABILITY N i� o^ Q o o a THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS This endorsement modifies Insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART PROVISIONS: 1. WHO IS AN INSURED (SECTION II) is amended to Include as an insured any person or organiza- tion (called hereafter ftadditional insured ") whom You have agreed in a written contract, executed prior to loss, to name as additional insured, but only with respect to liability arising out of "your work" or your ongoing operations for that addi- tional Insured performed by you or for you. 2. With respect to the Insurance afforded to Addi- tional Insureds the following conditions apply; a. Limits of Insurance -- The, following limits of liability apply: I. The limits which you agreed to provide; or 2. The limits shown on the declarations, whichever is less. b. This Insurance Is excess over any valid and collectible Insurance unless you have agreed In a written contract for this Insurance to apply on a primary or contributory basis. 3. This Insurance does not apply: a. on any basis to any person or organization for whom you have purchased an Owners and Contractors Protective policy. b. to "bodily Injury," "property damage," "per- sonal injury," or "advertising injury" arising out of the rendering of or the failure to render any professional services by or for you, In- cluding: I- The preparing, approving or failing to Prepare or approve maps, drawings, opinions, reports, surveys, change or- ders, designs or specifications; and 2. Supervisory, Inspection or engineering . services. CG D1 05 04 94 Copyright, The Travelers Indemnity Company, 1984. Includes Copyrighted Material from Insurance Services Office, Inc. Page 1 of i 4D2755