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Home My WebLink AboutC2024-047 - 3/26/2024 - Approved CO-OPERATIVE PURCHASE AGREEMENT NO. 5688 Document Imaging of Vital Records THIS Document Imaging of Vital Records Co-operative Purchase Agreement ("Agreement") is entered into by and between the City of Corpus Christi, a Texas home- rule municipal corporation (“City”) and MCCi, LLC (“Contractor"), effective upon execution by the City Manager or the City Manager’s designee (“City Manager”). 1. Co-operative Agreement. Contractor has agreed to provide Document Imaging of Vital Records in accordance with its agreement with BuyBoard 716-23 (the “Co- operative Agreement”), which is incorporated by reference herein as if set out here in its entirety. In the event of a conflict between this Agreement and the Co- operative Agreement, this Agreement shall govern to the extent allowed by the Co-operative Agreement. 2. Scope. Contractor will provide Document Imaging of Vital Records in accordance with the attached Statement of Work, as shown in Attachment A, the content of which is incorporated by reference into this Agreement as if fully set out here in its entirety. 3. Term. The Term of this Agreement is one year beginning on the date provided in the Notice to Proceed from the City’s Procurement Division. The parties may mutually extend the term of this Agreement for up to zero additional zero-year periods (“Option Period(s)”), provided, the parties do so in writing prior to the expiration of the original term or the then-current Option Period. The continuation of this Agreement after the close of any fiscal year of the City, which fiscal year th ends on September 30 annually, is subject to appropriations and budget approval specifically covering this Agreement as an expenditure in said budget, and it is within the sole discretion of the City’s City Council to determine whether or not to fund this Agreement. The City does not represent that this budget item will be adopted, as said determination is within the City Council's sole discretion when adopting each budget. 4. Compensation and Payment. This Agreement is for an amount not to exceed $146,912.82, subject to approved amendments and changes. All pricing must be in accordance with the attached Quote, as shown in Attachment B, the content of which is incorporated by reference into this Agreement as if fully set out here in its entirety. Invoices must be mailed to the following address: Co-operative Purchase Agreement Standard Form Page 1 of 3 City of Corpus Christi Attn: Accounts Payable P.O. Box 9277 Corpus Christi, Texas 78469-9277 5. Notice. Any notice required under this Agreement must be given by fax, hand delivery, or certified mail, postage prepaid, and is deemed received on the day faxed or hand-delivered or on the third day after postmark if sent by certified mail. Notice must be sent as follows: IF TO CITY: City of Corpus Christi Attn: Tina Belock Deputy Registrar 1201 Leopard St., Corpus Christi, TX 78401 Phone: 361.826.3244 Fax: n/a IF TO CONTRACTOR: MCCi, LLC Attn: Donny Barstow President 3717 Apalachee Parkway, Suite 201, Tallahassee, FL 32311 Phone: 850.701.0725 Fax: 850.564.7496 6. Entire Agreement. This Agreement, along with the Co-operative Agreement, constitutes the entire agreement between the parties concerning the subject matter of this Agreement and supersedes all prior negotiations, arrangements, agreements and understandings, either oral or written, between the parties. \[Signature Page Follows\] Co-operative Purchase Agreement Standard Form Page 2 of 3 CONTRACTOR Signature: Printed Name: Title: Date: CITY OF CORPUS CHRISTI _________________________________________________ Josh Chronley Assistant Director of Finance – Procurement Date: APPROVED AS TO LEGAL FORM: _________________________________________________ Assistant City Attorney Date Attached and Incorporated by Reference: Attachment A: Scope of Work Attachment B: Bid/Pricing Schedule Incorporated by Reference Only: Co-operative Agreement: BuyBoard 716-23 Co-operative Purchase Agreement Standard Form Page 3 of 3 PROJECT SCOPE GENERAL DESCRIPTION D OCUMENT S IZE Half pages Birth certificates and Full page Death Certificates D EPARTMENT D OCUMENT T YPES Birth and Death Certificates D OCUMENT/R OLL/F ICHE C OUNT N/A I MAGE C OUNT 218,790 I MAGES P ER 306 Binders with approximately 650 pages per; added 10% due to some of them D OCUMENT/R OLL/F ICHE have writing on the back that needs scanned in. DOCUMENT PREPARATION C URRENT S TORAGE M ETHOD Tina Belock C ONDITIONS OF D OCUMENTS All pretty good shape in binders and on shelves IMAGE PROCESSING & INDEXING DPI & C OLOR Black & White N UMBER OF I NDEX F IELDS Up to 2 Fields (Year/Month and Last name, First name) D OCUMENT N AMING C ONVENTION F IELDS TO BE I NDEXED Year / Month and Last name / First name O PTICAL C HARACTER Included R ECOGNITION IMAGE OUTPUT D ELIVERY M ETHOD Secure FTP Transfer O UTPUT T YPE Laserfiche Briefcase MATERIAL HANDLING S HIPPING L OGISTICS Scan Onsite in conference room S HIPPING & D ELIVERY T ERMS Scan Onsite in conference room P HYSICAL D OCUMENTS Scan Onsite in conference room Scanning Order Page MILESTONES, TASKS & DELIVERABLES MILESTONE TASKS / DELIVERABLES #1: Project salesperson will set up a project kickoff call. During the kickoff call, the MCCi team Kickoff will walk Client through the project scope and contract. Requirements, timeline, and other project specifics will be discussed with Client. MCCi may utilize Basecamp to communicate with Client on a regular basis about project progress, issues, etc. MCCi may not conduct Client kickoff for continuations of existing project(s). #2: On-site Requirements Client will provide ample and comfortable workspace for the MCCi team to set up computers and imaging equipment. This space will be available at a minimum of 7am to 6pm M-F for up to 4 people, tables, and chairs, with internet access, power, and free parking. Client will provide access to all files contained within this scope at time of arrival of the MCCi team. #3: Sample Sign-Off preserves as much detail, clarity, and quality as possible. MCCi will review these sample scans with the Client. Once Client agrees that the sample scan quality is satisfactory, the MCCi team will proceed with the rest of the project. Sample scans may not be needed if MCCi and Client have previously worked on similar conversion projects together. Client will review sample scans within two (2) hours of receiving them from MCCi. #4: Scheduled Finished At regular intervals (typically monthly), the MCCi team will electronically deliver the digitized Product documents that were finished in the previous period. Delivery Billing will occur upon completion of this milestone. These documents will have gone through MCCi prepping, scanning, and quality control processes. The delivery schedule will vary based on the size and scope of project. MCCi will make every effort to complete the project as quickly as possible. #5 Physical Document to the designated area where they were found. Documents Return will continue to be treated with care while in MCCi Client should review all returned documents to ensure all originals are back in their possession. Scanning Order Page SCANNING ASSUMPTIONS The following assumptions serve as the basis for this SOW. Any service or activity not described in this SOW is not included in the scope of services to be schedule and require a change order. DELIVERABLE ACCEPTANCE CRITERIA Both Parties acknowledge that the acceptance period noted herein is in conflict with the Master Agreement and the terms defined below take precedence. Client shall then have the right to conduct its own review of the Deliverable as Client deems necessary. cannot be accountable for records not reflected in the original inventory report provided by Client. MCCi will correct only those valid discrepancies above the acceptable error rate reported within the Acceptance Period (defined below). If Client, in its reasonable discretion, determines that any submitted Deliverable does not meet the agreed upon give written notice to MCCi specifying the deficiencies in reasonable detail. MCCi shall use reasonable efforts to promptly resolve any such deficiencies. Upon resolution of any such deficiencies, MCCi shall resubmit the Deliverable for review as set forth above. Notwithstanding the foregoing, if Client fails to reject any Deliverable within 30 days, such Deliverable shall be deemed accepted. GENERAL 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. Client during the course of the project. work schedule is dependent upon, among other things, the accuracy of the assumptions and representations made by Client, the timeliness of Client business decisions, and the performance of personnel in meeting their obligations for this project and in accordance with this Order. MCCi maintains partnerships for the purpose of offering additional capacity and flexibility in meeting Client expectations. In the event partners are used for a project, the management and support of the project will be 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. 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 Client may be stored in Basecamp. Client is responsible for creating and operating any workflows needed to import data. Our import assistance is only for importing into Laserfiche and does not cover any workflow diagnosis or modifications. Scanning Order Page DOCUMENTS Client understands that MCCi will process every image supplied to MCCi by Client as furnished. Client is responsible for removing any documents before shipping to MCCi for processing. Client will furnish MCCi with all hardcopy/electronic documents for its use in preparing the document imaging project for conversion. Upon completion of scanning, MCCi will return the documents to the Client in the order as received from Client but not placed back into their file folders/envelopes or re-prepped unless specifically stated otherwise in the Project Scope. picking up the entire project described in the scope of services in one (1) shipment. At the time of updating or if additional trips are required due to Client not having all the documents ready for pick up, additional charges will be applied. If Client chooses to ship via a certified carrier, Client incurs all shipping costs. DOCUMENT & DATA STORAGE the return of hardcopy documents to 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. Online Document Hosting Services. MCCi periodically reviews and deletes Client data from previous projects. The timing of the periodic revi in writing and for obtaining confirmation of data deletion. LASERFICHE Laserfiche system clients with a pre-existing template are required to supply MCCi with a Laserfiche Briefcase of their current folder/template structure, prior to each scanning project. LIMITED LIABILITY If the Master Agreement is silent on each limited liability, or there exists no master agreement, except for breach of any intellectual property right, or end user terms of use, and/or license agreement, liability is limited to the amount of dollars received by MCCi directly associated with this Order in the twelve (12) months prior to the date of the Claim. If the applicable agreement provides for a limitation of liability, then such limitation applies to the greatest extent allowed. MCCi also does not warrant any third-party products procured on behalf of Client. If there are any product warranties provided by the manufacturer of the product, any remedy should be requested directly from manufacturer and MCCi has no liability associated therewith. Scanning Order Page PRICING 3717 Apalachee Parkway, Suite 201 Bill /Ship to: Tina Belock Tallahassee, FL 32311 TinaB@cctexas.com 850.701.0725 cc AP Contact: itinvoice@cctexas.com; 850.564.7496 fax accountspayable@cctexas.com Client Name: City of Corpus Christi Quote Date: March 1, 2024 Client Address: PO Box 9277, Corpus Christi, TX 78469-9277 Quote Number: 30532 Order Type: Scanning MCCi SCANNING SERVICES Regular Size Images up to 11x17" (< 250,000) Doc218790 $0.100 $0.0949 $20,763.17 Prep Per Image Regular Size Images up to 11x17" (< 250,000)218790 $0.142 $0.1347 $29,471.01 Scanning Per Image 218790 $0.016 $0.0149 $3,259.97 Regular Size Images up to 11x17" OCR Per Image 437580 $0.189 $0.1800 $78,764.40 Indexing Fields Per Index (> 100,001) 1 $35,000.00 N/A $35,000.00 Scanning Services, Onsite 1 $10,125.00 $9,618.75 $9,618.75 Project Management for Scanning 1 GRAND TOTAL - SCANNING SERVICES ($29,964.49) TOTAL SCANNING PROJECT COST This is NOT an invoice. Please use this confirmation to initiate your purchasing process. BuyBoard Pricing - -To- 716-23. The rates and terms listed are based upon the complexity and volume of the project(s) outlined in this SOW. The rates listed may be Scanning Order Page the complexity of those projects and if needed modify the rates accordingly. BILLING SCHEDULE Deliverables will be billed monthly for work completed during the previous month. Client is responsible for all images processed by the MCCi project team. Any expected overages will be raised with Client before such overage is to occur so that Client can appropriately make arrangements to accommodate for the overages. SALES TAX Sales tax will be invoiced where applicable and is not included in the fee quote above. Scanning Order Page