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Digital Archive Technology, LLCDIGITAL ARCHIVE TECHNOLOGY, LLC Proposal for Scanning & Quality Control RFP Digital Archive Technology, LLC 3551 Voyager Street, Suite 102 & Suite B Torrance, CA 90503 (562) 786-8500 (310) 373-4100 DIGITAL ARCHIVE TECHNOLOGY, LLC 3551 Voyager Street, Suite 102 & Suite B Torrance, CA 90503 (562) 786-8500 (562) 786-8501 (direct) Part I. June 3, 2017 Monika Radeva City of La Quinta 78495 Calle Tampico La Quinta, CA 92253 Dear Ms. Radeva: Thank you for the opportunity to respond to your RFP for Document Conversion and Quality Control services. By way of introduction we are a document management services company and have been in this business for the last 17 years. We serve businesses but primarily government agencies such as Palos Verdes Estates, LAUSD, LA Metro, the County of Orange and many others in California and across the Continental United States. As a Certified Small Business that is family owned we offer a level of personalized service unmatched in the industry. The following proposal will document our qualifications and ability to perform on this project through completion. Our pricing will and final deliverables will be as requested in the RFP. We are currently providing the same services for Palos Verdes Estates and have been for the last 10 plus years and is included in our reference section. Sincerely, Clay Ramsdell, Presdient Part II. 1. We have been in business for 17 years. 2. Tax Payer ID is 95-4809568. 3. We have been providing these same services for government agencies for all 17 years that we have been in business 4. Resumes Project Manager: Michael Riggs Michael@datscans.com 310-373-4100 x203 EDUCATION Keller Graduate School of Management, Long Beach, CA Masters of Business Administration, 2008-2010 Illinois State University College, Normal, IL Bachelors of Science in Economics, 2004-2006 PROFESSIONAL EXPERIENCE DIGITAL ARCHIVE, Torrance, CA Project Manager, August 2006-Present • Manage the operation of multiple projects and sites. • Responsible for projects quality and schedule • Interfacing directly with clients. Understand their needs for the project and delivering the data they need in a format that meets their needs and integrates in already existing document management systems. Formats used - Excel, XML, Laserfiche, CSV • Evaluate new projects. Estimate workload, time to complete, levels of service • Generate final output for delivery to client and handling of the original files ranging from destruction of the original files to returning the files in picked up condition. • Instruct staff in complex data entry, document processing tasks. • Responsible for the conversion of five California counties' retirement files, LAUSD new construction project management files, Orange County District Attorney’s files seized by search warrant, conversion and tagging discovery for multiple attorneys, escrow files and banking, Los Angeles County Housing Authority files, and various Orange County Public Works projects including permit applications, street improvements, and environmental reports. • Handle confidential material such as financial, medical, criminal evidence, and personnel files. COMPUTER EXPERTISE/PROFICIENCY Microsoft Word, Excel, PowerPoint, Access, and Outlook, Adobe Acrobat DC Ascent Capture Fast Fiche, Quantum Process XML Laerfiche, Alchemy, Concordance, Law ADDITIONAL SKILLS Maintain High Volume Scanners, Kodak, Bell and Howell, Fujitsu, Contex Wide Format Set up workstations and user accounts Work without direct supervision Troubleshooting Systems and client support President Clay Ramsdell Clay@datscans.com 310-373-4100 x201 EDUCATION University of Southern California, Los Angeles, CA Bachelor of Science, Business Administration PROFESSIONAL EXPERIENCE DIGITAL ARCHIVE, Torrance, CA Founder and President • Oversee all projects • Liaison between company and clients • Design scope of work, methodologies, and timelines for all projects • Interface directly with project managers to keep projects on schedule and ensure a successful completion • Certified Document Management Professional • Certified Concordance Administrator COMPUTER EXPERTISE/PROFICIENCY Microsoft Word, Excel, PowerPoint, Access, and Outlook, Adobe Acrobat DC Ascent Capture Fast Fiche, Quantum Process XML Laerfiche, Alchemy, Concordance, Law, VMWare ADDITIONAL SKILLS Highly motivated Hands on and attentive to detail Excellent at managing projects and meeting clients needs Lead Supervisor Connie Gillham Years of Service: 6 Education: Banning H.S. graduate Connie is very proficient at quality assurance. She is very detail oriented and is able to pass on her skills to other employees as well as oversee their work. 75% to 80% of time would be spent on this project. 5. The Company is organized as an LLC formed the State of California in June 2000 and is owned 100% Clay and Heather Ramsdell. 6. Digital Archive is not a subsidiary of any company. III. References 1) Larry Stansifer County of Orange Larry.Stansifer@ocpw.ocgov.com (714) 667-3286 Cleared out maps from warehouse, microfiche, aperture cards, standard size documents. Approximately 280,000 maps plus 100,000 maps in other areas of Public Works. Indexing by Permit Number, Street Address. 2) Irma Rivas, Assisted Housing Division Supervisor Housing Authority of the Couty of Los Angeles Irma.Rivas@hacola.org (626) 586-1600 Scanning, Quality Conrol, OCR, Indexing of Housing Files. Output in Laserfiche forma. 3) Jay Golida, Office of General Counsel LAUSD jay.golida@lausd.net (213) 241-5140 Four of the highest profile cases totaling over 10 million documents in the District’s history. Scanning, Collection, Analysis, Review, Productions and detailed tracking and chain of custody of all documents 4) Donna Shellabrger City of Palos Verdes Estates Dshellabarger@pvestates.org (310) 378-0383 ext. 2211 Scanning, Quality Control, OCR, Indexing, and online hosting of plan sets for the Building & Safety Department 4) Paul Litchenberg, Investigator Orange County District Attorney Bureau Of Investigation paul.litchenberg@da.ocgov.com (714) 664-3913 office Insurance Fraud Investigations. Scanning of documents, Quality Control, OCR, Indexing, and litigation support services for over 10 ongoing investigations with chain of custody and tracking issues. Part IV. Disclosures In our 17 years in business Digital Archive has never had an agreement failure (actual or alleged), has never been involved in a civil or criminal investigation or lawsuit. This is to affirm that there is no negative history. Part V. Explanation of Methodology Meeting with the City and Project Managers • Initial meeting to confirm the final details in regards to indexing, document separation, deliverables, pickup and return schedule and to clarify any other issues. While the documents are in our possession there will be a maximum of a 2 hour turn around time for requested files at no charge. When acceptable to the City requested documents will be scanned and emailed or if needed will be delivered. Our offices are less than 20 minutes from the City and delivery personnel are available 8AM to 5PM. • Project Managers will meet to document the precise process and develop a working document of procedures to share and make sure that everyone (Delivery, DocPreppers, Scanners, Indexers, Quality Control personnel, and Output Coordinators) have a thorough understanding of the exact process and this document will be available to everyone for reference • Discuss the timeline with the City. Pick Up / Delivery • Documents will be transferred to boxes if needed by DAT personnel and an inventory sheet will be given to the City documenting the range of files taken. • Prior documents will be returned to their original location and again the City will be given an inventory sheet of what is returned also documenting files that may have been misfiled. • All pick ups are handled by DAT employees and we only do single pickups to ensure the integrity of the documents and inventory. We do not utilize outside services Document Preparation: • Boxes barcoded and entered into our tracking system and assigned status of Prepping • Inventory of documents in our possession confirmed by a Supervisor • Box assigned to DocPrep personnel • Staples and clips removed • Torn pages repaired with clear tape • Copies made of deteriorated pages • Dog-ears unbent • Barcode sheets inserted • Paper aligned for the scanner • Batch created, entered into our tracking system, status changed to Scanning, and assigned to a scanner Scan: • Five test boxes scanned to finalize scan settings on to identify any issues • Image Enhancement setup – despeckling, deskew, background suppression, edge enhancement, adaptive threshold • Documents scanned at 300 dpi or higher, if necessary, to ensure that image quality is the same or better than the original. • Documents will be scanned with auto color detect on a “one to one” basis as outlined in the RFP (BW to BW, GS to GS, Color to Color) • Documents will be scanned into PDF or Tif format as requested by the City • Ultrasonic double feed detection is used as well as having the scan operator confirming every page is scanned • First round Quality Control check Quality Control • Quality Control personnel review page by page to ensure quality, proper document separation, and other issues that may arise • Rejected pages are rescanned, improper separation if any corrected, and improper Document Types corrected OCR / PDF • Documents are run through OCR and PDF Conversion module. • Any errors will cause the batch to be routed back to Quality Control where the issue will be addressed Index: • Index fields will be keyed according to City specifications • The final indexing scheme will be determined by the City at the initial meeting Verification • We utilize double blind data entry. A separate operator will rekey the essential fields and the results will be compared to the first. If a discrepancy is found this operator will either confirm the original entry or correct it Release • Documents released to our secure servers in the appropriate folder structure • Metadata and images released in Laserfiche format Deliverables • Project Manager will review the output for any errors • Documents transferred to any media desired by City (Hard drive, USB drive, FTP, DVD) • Documents returned to folders • Final deliverable handed over to the City Document Destruction • Documents shredded on-site if desired and Destruction Certificate delivered • If desired by City the documents will be returned Part VI. Warranty / Guarantee of Work Product Digital Archive will guarantee the quality of our work for a period of 5 years from completion. Document Scanning and Quality Control Services Request for Proposals City of La Quinta Due Date: July 7, 2017 at 4:00 p.m. Page 9 of 34 ATTACHMENT 1 PRICING CHART SERVICES PRICE per image SHIPPING: PRE-SCANNING DOCUMENT PREPARATION: SCANNING (best image rate: 200 – 400 DPI): Black & White (Sizes: 8.5 x 11 and 8.5 x 14) Greyscale (Sizes: 8.5 x 11 and 8.5 x 14) Full Color (Sizes: 8.5 x 11 and 8.5 x 14) FILE RE-ASSEMBLY: INDEXING (per filed pricing): OCR-ing: DATA TRANSFER (per CD / DVD or Laserfiche Briefcase or Volume) QUALITY CONTROL: OTHER CHARGES, FEES, OR BILLABLES: Use additional copies of this form if space is needed Signed: included included $0.0525 $0.0575 $0.06 included included included included $0.01 for prescaned images include for images scanned VII. Pricing Chart Part VIII. List of Complementary Services Document Shredding……….$1.00 / Banker Box IX. Subtracting Services Digital Archive does not subcontract any services – all tasks are performed by DAT employees. Part X. List of Services and/or Information Needed from the City DAT would need only standard information such as procedure for any exception files not covered under the scope of work, any indexing clarification, database of indexing values if it exists. Part XI. If selected DAT will provide the minimum insurance coverage and indemnification noted in Exhibit E of the City’s Professional Services Agreement (Attachment 2) Document Scanning and Quality Control Services Request for Proposals City of La Quinta Due Date: July 7, 2017 at 4:00 p.m. Page 33 of 34 ATTACHMENT 3 NON-COLLUSION AFFIDAVIT FORM Must be executed by proposer and submitted with the proposal I, ______________________________________________ (name) hereby declare as follows: I am ______________________________________ of _______________________________ , (Title) (Company) the party making the foregoing proposal, that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the agreement of anyone interested in the proposed agreement; that tall statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative hereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Proposer Signature: _______________________________________ Proposer Name: _______________________________________ Proposer Title: _______________________________________ Company Name: _______________________________________ Address: _______________________________________ Clay Ramsdell President Digital Archive Technology Clay Ramsdell President Digital Archive Technology, LLC 3551 Voyager St, Ste 102, Torrance, CA 90503 Part XII. Document Scanning and Quality Control Services Request for Proposals City of La Quinta Due Date: July 7, 2017 at 4:00 p.m. Page 34 of 34 ATTACHMENT 4 ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA ADDENDUM NO. SIGNATURE INDICATING RECEIPT NONE Only Q&A