DataArc, LLC
DataArc, LLC Electronic Archiving Division A CRS Company
2295 A Street, Santa Maria, CA 93455 Tel: 805-928-5175 Fax: 805-928-8042 Website: www.DataArcLLC.com
7/7/5/2017
Monika Radeva
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
Subject: RFP – DOCUMENT SCANNING AND QUALITY CONTROL SERVICES
Ms. Radeva,
We would like to thank the City of La Quinta for giving DataArc the opportunity to bid on this
digital scanning services project. We have carefully reviewed the Scope of Work. We are very
confident that DataArc will be able to perform an outstanding job for the City. The City will
receive a high quality and accurately finished product.
85% of DataArc’s clients are City and County Building, Planning and Engineering Departments.
We believe that for the following reasons that DataArc is well suited for this project:
- DataArc currently supports many government agencies. We currently scan for Agency
Building, Planning, Engineering and City Clerks as well as Schools Districts and Banks.
- DataArc has two conversion centers – Santa Maria, CA and San Luis Obispo CA - DataArc
uses only the top of the line hardware and software to perform the data conversion work.
DataArc uses Kofax to scan and prepare our Client’s data.
- DataArc has the capacity to process over a 100K images a day. This includes paper files,
large drawings and data files.
-DataArc\CRS has scanned many millions of documents in the last 25+ years. In the entire 25
years of business, DataArc has successfully completed every project without exception.
- The project managers and systems engineers who will be assigned to the City of La Quinta’s
project have combined over 20 years of experience in the scanning and data conversion
industry.
DataArc will perform all the City of La Quinta work at DataArc’s Data Conversion Center Santa
Maria. DataArc has full "chain of custody" control - from the time the files are pickup to the
return of the confidential documents and finished product to the City of La Quinta.
Although DataArc has years of experience and takes a very formal approach to processing
projects, you will also find DataArc to be flexible enough to meet the needs of our Clients. If we
DataArc, LLC Electronic Archiving Division A CRS Company
2295 A Street, Santa Maria, CA 93455 Tel: 805-928-5175 Fax: 805-928-8042 Website: www.DataArcLLC.com
are chosen for this project, you can expect DataArc to work hard to meet your project
expectations.
Proposal is valid for 90 days and neither CRS nor DataArc has any conflict of interests.
All items submitted with this proposal are true and correct.
Thank you,
Sincerely,
Stan Miner
Principal
DataArc, LLC Electronic Archiving Division A CRS Company
2295 A Street, Santa Maria, CA 93455 Tel: 805-928-5175 Fax: 805-928-8042 Website: www.DataArcLLC.com
Company Profile
Firm Name: DataArc, LLC A CRS Company
Firm Address: 2295 A Street, Santa Maria, CA 934556
Firm Telephone Number: 805-928-5175 (direct) 805-714-9053 (cell)
Firm Fax Number:
Number of years in existence: DataArc 9+ years CRS 30+ years
Management person responsible for direct contact with City La Quinta:
Name: Stan Miner
Title: Principal
Phone: 805-928-5175 (Direct) 805-714-9053 (Cellular)
Email: stanm@dataarcllc.com
Person responsible for day-to-day servicing of the account:
Name: Stan Miner
Title: Principal _____
Phone: 805-928-5175 (Direct) 805-714-9053 (Cellular)
Email: stanm@dataarcllc.com
Types of services provided by the firm: Document, Oversize Plan sheet, microfilm,
Aperture Card & Microfiche conversion and microfilm creation. Services also include
indexing, printing and other reprographic services.
DataArc, LLC Electronic Archiving Division A CRS Company
2295 A Street, Santa Maria, CA 93455 Tel: 805-928-5175 Fax: 805-928-8042 Website: www.DataArcLLC.com
1. Qualifications
a. Coastal Reprographics Services (CRS) printed its first images nearly 25 years ago.
Since the 1990’s, CRS has been providing top of the line digital printing and
scanning services with includes drawing and document scanning. CRS has digitally
printed and converted millions of documents and plan sets into electronic format.
CRS launched a division which is the Electronic Archiving Division of CRS called
DataArc, LLC. DataArc was founded June 1, 2008. While CRS has been providing
scanning and archiving services for many years, DataArc was formed to provide full
archiving services including scanning and indexing services for paper documents
and drawings.
DataArc performs all its own conversion work at our Santa Maria and San Luis
Obispo, California locations.
Insurance:
DataArc currently carries insurance, which covers us to a maximum of $2,000,000.00
Experience with various types of documents/departments:
Building Departments
City Clerk
Planning Departments
Engineering Departments
School Records
Assessor’s Files
Police Departments
Legal Files
Proposed Team:
Stan Miner, Archiving Division Principal for DataArc: Stan’s strengths include
project management and understanding client’s requirements. He has “hands-on”
experience with each phase of electronic archiving with an emphasis job setup,
image quality and image production as well as database design. Stan brings to
DataArc 20+ years of project management experience. Stan is responsible to
overseeing the Prep, Scanning, Indexing, QC and file transfers.
Tony Westbrook, Principal for CRS and DataArc. His background includes
production, quality control, system development and digital reprographics. 10+
year’s digital reprographics experience.
DataArc, LLC Electronic Archiving Division A CRS Company
2295 A Street, Santa Maria, CA 93455 Tel: 805-928-5175 Fax: 805-928-8042 Website: www.DataArcLLC.com
Sean Duval, Quality Control Manager: DataArc specializes in processing large
volumes of data and images in a very accurate and expeditious fashion. This
accuracy is derived from the efforts of Sean. He has developed and implemented
numerous “double-check” modules within our system that assures us of maintaining
the highest image quality available, as well as having each database record
perfectly matched with the appropriate image file. 13+ years Quality Control and
Data Management experience.
DataArc, LLC Electronic Archiving Division A CRS Company
2295 A Street, Santa Maria, CA 93455 Tel: 805-928-5175 Fax: 805-928-8042 Website: www.DataArcLLC.com
References:
City of Chino, CA
Michael Heroux
Building & Code Compliance Manager
Building & Safety Division
13220 Central Avenue
Chino, CA 91710
Phone: (909) 334-3308
E mail: MHeroux@cityofchino.org
Scan & Index City Permit Plans & Documents and Microfiche for import into the City’s LaserFiche Record
Management System
Project: Ongoing (2016-Present)
City of Rancho Cucamonga
Thai Nam Pham-Management Analyst
City Clerk’s Office
10500 Civic Center Drive
Rancho Cucamonga, CA 91730
Phone: (909) 477-2700 Ext. 2018
E Mail: Thai.pham@cityofrc.us
Scan & Index City Permit Plans & Documents and Microfiche for import into the City’s LaserFiche R ecord
Management System
Project: Ongoing (2013-Present)
City of San Luis Obispo
Heather Goodwin
City Clerk’s Office
990 Palm Street Room 4
San Luis Obispo, CA 93401
Phone: (805) 781-7102
E Mail: hgoodwin@slocity.org
Scan & Index City Documents and Microfiche for import into the City’s LaserFiche Record Management System
Project: Ongoing (2014-Present)
City of San Jose, CA
Lance Willis
Program Manager
Inspection Support Services
200 E Santa Clara St. 2nd Floor Tower
San Jose, CA 95113-1905
Phone: (408) 535-7632
E mail: lance.willis@sanjoseca.gov
Scan & Index City Permit Plans & Documents for import into the City Record Management System
Project: Ongoing (2016-Present)
DataArc, LLC Electronic Archiving Division A CRS Company
2295 A Street, Santa Maria, CA 93455 Tel: 805-928-5175 Fax: 805-928-8042 Website: www.DataArcLLC.com
Scope of Work- Methodology
a) Required services- DataArc is at about 50% capacity and CRS at about 70%
capacity. There are 10 large format scanners and 6 document scanners available to
complete the work. Typically, two to three document scanners and one large format
scanners would be utilized for the project as described in the RFQ.
b) Services and Data to be provided by City- City to provide any electronic tables
available that contain index info. For instance for a Building Department Permit file,
the client provides a table that includes Permit Number, Project Number, Address,
Tract, APN and Applicant, DataArc will only need to keypunch the Permit number
(usually least amount of character keypunch) then import any of the required info
from the Client provided table. This will save time and money for indexing since we
will only have to keypunch usually less than 10 characters and save potentially
keypunching over 100 characters. This will save the City money for indexing and
increases index accuracy.
c) Subcontracting- No subcontracting will be used for this job.
2. Project Approach
a) Shipping-DataArc will pick up and return boxed documents in a DataArc vehicle.
DataArc will provide boxes and labor to remove folders/files from cabinets. Each Box
will be labeled with range on items contained in the boxes.
b) Scanners: Large Format >11X17” will be scanned on either Oce, Image Access, KIP or
Canon Scanners. Each scanner large format scanner will scan approximately 600-800
per shift.
c) Scanners: Small Format<11X17” will be scanned on Fujitsu fi6670A. Each small
format scanner can scan approximately 10-15K page per shift.
d) Turnaround time – Less than 15 days per 20 box pickup for type of project as
described. DataArc will complete 20 boxes every 15 days.
e) Process for tracking files and documents- DataArc will count quantity of boxes or
other packing methods to verify client inventory list is correct prior to sign off.
f) City boxes will be segregated from other client boxes when they reach our Santa Maria
facility. Boxes will have labels attached that include pick up date, client name, box
number, prep, doc scanned and plan scanned signoffs.
Document Prep: Each document will be removed from the original file folders and/or envelope and
separated by a bar code sheet. Small format and Large Format will be scanned on the appropriate
scanner.
DataArc, LLC Electronic Archiving Division A CRS Company
2295 A Street, Santa Maria, CA 93455 Tel: 805-928-5175 Fax: 805-928-8042 Website: www.DataArcLLC.com
Each sheet of paper or plan document is scanned at 300 dpi in PDF or TIFF format. After the
scanning process, Documents will be bound (stapled/rubber banded) together in the original order
then returned to the empty file folder/envelope then returned to the same box and in the same
chronological order they are removed. Scanners will be using auto Color Detect as required.
Process for tracking digital content and method of accountability-scanners have double
feed detect to provide assurance there should be no double page feeds. If double feed occurs,
scanner stops and double feed removed. DataArc uses attendant scanning. Images are
reviewed the first time while scanning.
After images scanned, image count is completed. An original copy of the images is backed up
nightly. A copy of the images is transferred to workstations for image review. Image count is
done after the copy transfer to assure all images are present prior to image QC. Any scans that
are not legible, too light or dark will be rescanned at no cost to the City.
Indexing procedures- Indexing info is contained on first page of the document. Two operators
will keypunch the required information into tables (Double Blind Entry). The index from the two
tables is compared by software and a third operator will resolve discrepancies while viewing the
related image(s).
If the City provides electronic tables that contain the index info, DataArc will use this info
complete indexing. For instance for a Building Department Permit file, the client provides a
table that includes Permit Number, Address, APN, Permit and Applicant, DataArc will only need
to keypunch the Permit number (usually least amount of character keypunch) then import any of
the required info from the Client provided table. This will increase index accuracy.
After the docs/plans have been scanned, the list of items scanned will be compared against the
item/inventory list DataArc compiled while boxing the documents for transport.
DataArc will group the images into a single, multi-paged PDF image. Each page of the image will be
indexed as required by the RFP specification by document type.
After indexing has been completed using the images and client provided tables they are
combined with the images. Image samples are reviewed along with corresponding index as one
last verification prior to sending to the client.
The next step is 100% review of all images to remove any blank pages not removed by the
scanning software. Orientation is checked, images deskewed and black borders removed.
f. Naming conventions- DataArc name the multi-paged per the required format. Like indexes
will have a _1, 2 or 3… so there will be no duplicates. _D or _P will be added to end of the
image name to denote Doc or Plan. No two images will have the same number. Index tables
with the required fields will be in either Excel or Access as required by City of La Quinta .
g. Format- LaserFiche volumes will be provided on external USB3 drives.
DataArc, LLC Electronic Archiving Division A CRS Company
2295 A Street, Santa Maria, CA 93455 Tel: 805-928-5175 Fax: 805-928-8042 Website: www.DataArcLLC.com
h. QA/QC procedures-All scanning is attended scanning. All Images are reviewed during the
scanning process. Any items not legible will be rescanned at no cost to the City. Image count
is performed and a working copy made. Originals are kept should any questions arise.
i. Security- Both CRS and DataArc’s facilities are connected directly to the Fire and Police
Departments. Both facilities are fenced. Unauthorized personnel are not allowed in the
production area.
No personal computers, hard drives or stick memory are allowed in production areas where the
work is done.
DataArc will have full chain of custody from the time files are picked up to the return of the
original documents and the final product until returned to the City of La Quinta.
All work warranted for 1 year. Any images that need to be rescanned will be done at no charge.
Backup copies of all LaserFiche Volumes sent to City will be maintained up to 1 year after
completion of contract.
j. Documents requests-DataArc will locate and scan requested files within 2 hours of request.
Should the City need original documents, overnight delivered will be used.
k. Exceptions/Deviations:
DataArc does not carry Errors and Omissions Insurance. Typically this is not requirement for
Document Scanning Services. While scanning is being considered a Professional Service,
technically it is not a professional service since there is no state license required.
DataArc will meet/exceed all other minimum insurance requirements.
DataArc, LLC Electronic Archiving Division
Request for Proposals – Document Scanning Services
ATTACHMENT 1A DataArc PRICE LIST
1 of 1
Description Unit Price
Document Pick-Up I Delivery Base Rate
No Charge for >25 boxes
Round Trip $50.0000
Document Preparation
Image $0.0100
Scanning - Letter and Legal Image $0.0200
Scanning >11 X 17 Image $0.45000
Document Indexing Image $0.0120
OCR Processing Image $0.0070
Microfilm 16mm Imaging $0.0400
Microfiche COM 16mm Imaging $0.0350
Microfiche Jacketed 16mm Imaging $0.0365
CD/DVD Mastering Master $5.0000
Boxes (Banker Boxes) Box $2.0000
Packing, Organizing and Labeling Services Box $2.0000
Document Destruction -Recycle Box $1.0000
Document Storage
3 months storage after LF volumes delivered – No charge
Overnight delivery charges for Original file return to the City Per shipment $20.0000
Scan and E mail required documents to City in 2 hours or less Per request N/C
16GB USB3 Flash Drive Flash Drive $15.0000