ECS Imaging, Inc
Providing Paperless
Solutions Since 1990
_______________
Laserfiche Support
Document Scanning
Records Management
Project Management
Data Migration
Integration
________________
Largest Provider of
Laserfiche in Western
USA
Southern California
5905 Brockton Ave., Suite C
Riverside, CA 92506
Northern California
5052 Forni Dr. Suite A
Concord, CA 94520
Phone (951) 787-8768
Fax (951) 787-0831
Toll Free (877) 790-1600
www.ecsimaging.com
sales@ecsimaging.com
Request for Proposals
Document Scanning and Quality Control
Services
Submitted to:
City of La Quinta
July 7, 2017
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DOCUMENT SCANNING AND QUALITY CONTROL SERVICES
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
ATTN: Monika Radeva
Dear Monika Radeva,
Thank you for including us in your request for proposals for your Document Scanning and Quality
Control Services project. We are committed to meeting and exceeding the City of La Quinta’s
comprehensive document imaging needs for its immediate and future requirements. ECS currently
supports the City’s Laserfiche system and is already familiar with the City’s document management
needs.
ECS currently has two scanning bureaus, one in Concord, CA serving Northern California, and another at
its headquarters in Riverside, CA. Both of these operations can perform paper scanning as well as
scanning of Microfilm and Microfiche. The benefit that this has for our Laserfiche customers is that we
can scan any document and have the scanned images loaded on to your Laserfiche server, making them
immediately accessible without the need for additional conversion or indexing.
We have been providing high quality, cost effective document scanning and conversion services to
government agencies since 1995 and can successfully provide all digitization services as requested in the
RFP. We have developed methods to ensure superior scanning and conversion results in order to
accommodate a variety of imaging requirements. ECS takes great pride in providing accurate and cost
effective scanning and conversion services to support local government.
The information and pricing contained in this proposal are valid for a period of 90 days following the
date of submission. All work will be performed by ECS Imaging and no sub-contractor will be utilized for
this project. Scanning will be done in compliance with all applicable ANSI and AIIM standards. All
individuals who will perform work for the City are free of any conflict of interest. We look forward to
continuing our partnership with the City by providing superior scanning services that meet or exceed the
requirements of the City and this RFP.
Our 27 years as the Document Management Experts and our reputation for great service makes ECS the
right choice for your project needs. We look forward to serving the City’s needs in a responsible and
professional manner.
Thank you.
Sincerely,
Debbi Bodewin
Executive Vice-President
ECS Imaging, Inc.
(951) 787-8768 x 109
debbi@ecsimaging.com
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Table of Contents
INTRODUCTION ..................................................................................................................................................... 4
FIRM BACKGROUND, QUALIFICATIONS, AND EXPERIENCE ..................................................................................... 5
REFERENCES ........................................................................................................................................................... 6
DISCLOSURES ......................................................................................................................................................... 8
EXPLANATION OF METHODOLOGY – SCANNING SERVICES .................................................................................... 9
PROJECT APPROACH ....................................................................................................................................................... 9
PICK-UP AND DELIVERY ................................................................................................................................................... 9
DOCUMENT TRACKING ................................................................................................................................................. 10
DIGITAL CONTENT TRACKING ......................................................................................................................................... 10
INDEXING PROCEDURES ................................................................................................................................................ 10
NAMING CONVENTION ................................................................................................................................................. 11
OUTPUT TO DELIVERY MEDIUM ..................................................................................................................................... 11
PRICING CHART .................................................................................................................................................... 12
SUBCONTRACTING SERVICES ............................................................................................................................... 13
EVIDENCE OF INSURANCE .................................................................................................................................... 14
NON-COLLUSION AFFIDAVIT ................................................................................................................................ 15
ACKNOWLEDGEMENT OF RECEIPT OF ADDENDUM ............................................................................................. 16
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Introduction
ECS Imaging is submitting our proposal to provide document scanning and quality control services to the
City of La Quinta. As your current Laserfiche provider, we are already familiar with the City’s document
management requirements and can provide the services requested in the RFP.
ECS Imaging, Inc. is a full-service document management solutions provider with over 20 years of
experience providing document management related services to local government. ECS currently
supports more than 400 Laserfiche Systems and has provided professional scanning services to many of
our City government clients. We support over 100 Cities in California and have provided ongoing
scanning services for many years to dozens of them including but not limited to the Cities of Agoura
Hills, Aliso Viejo, Tustin, and West Hollywood.
The Scope of Services to be performed by ECS as outlined in the RFP include the following tasks:
Pickup materials to be scanned from City location
Provide protected chain of custody during transport
Inventory/audit all materials received in-house
Document preparation as needed (remove staples/sticky notes/paperclips, repair torn corners, etc.)
Scan documents as TIFF Group IV (or preferred format) at 200 -400 DPI
Establish preferred document naming protocol and indexing procedures provided by City
Employ quality control measures to ensure superior scan
Reassemble documents in same order as received
Deliver scanned images as Laserfiche Briefcase or Laserfiche Volume on DVD for upload to Laserfiche
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Firm Background, Qualifications, and Experience
ECS Imaging was founded in 1990 by CEO, Jim Pappas, a pioneer in the content management industry.
The company has maintained the same Executive Management since its inception. Originally called
Empire Computer Solutions, ECS Imaging became a Laserfiche Value Added Reseller (VAR) in 1995 and
has achieved top performance recognition consistently ever since.
ECS Imaging is a Gold Certified Laserfiche provider and has continuously been ranked as the top value
added reseller (VAR) in the Western United States for 21 consecutive years. We focus our efforts on
helping organizations become more efficient by eliminating paper-based business processes. We
specialize in providing government and commercial organizations innovative turn-key document
management solutions with the award winning Laserfiche Enterprise Content Management Systems.
ECS has over 27 years of industry experience and 22 years with Laserfiche.
ECS Imaging is a full service document management solutions provider and currently employs 46 full
time staff providing the following range of services:
Scanning Services (including Large Maps, Microfilm, Microfiche conversion)
Project Management
Laserfiche Software Installation
Software and Hardware Integration
Data Conversion Services
On-going Support of Software and Hardware
On-Site Training and Support
Integrations with 3rd party applications
o PlanetPress
o GeoDocs
o NovusAGENDA
o Zynbit Email Management
o Docusign Digital Signatures
o Psigen Capture Solutions
Custom Application Development
Documentation
Complimentary Quarterly User Group Workshops
Annual Complimentary Client Conference
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References
City of Agoura Hills
30001 Ladyface Court
Agoura Hills, CA
Functional Contact: Kimberly Rodrigues, City Clerk
Phone: (818) 597-7303
Email: krodrigues@ci.agoura-hills.ca.us
Technical Contact: John Axsom, IT Consultant
Phone: (805) 682-9981
Email: jaxsom@lanspeed.com
Project Description: ECS installed and configured a 2-user Laserfiche system in 2000 and in 2004
provided scanning services for the Planning Department. Over the years we provided several upgrades
to their system which is currently on version 9. In 2014 the city added additional users and Weblink to
access Laserfiche via a web browser. They also use Laserfiche Plus Plug-in to archive documents to a CD
with a built-in search engine. ECS recently won the City’s scanning bid and is currently providing
scanning services for the City Clerk’s Department. The initial project included over 400 map boxes and
over 100 Bankers boxes of files to be digitized.
City of Aliso Viejo
12 Journey #100
Aliso Viejo, CA 92656
Contact: Joanna Stevens – Permit Technician
Email: permittech@cityofalisoviejo.com
Phone: (949) 425-2546
Project Description: ECS Imaging provides on-going scanning services to Building and Safety, Planning,
Public Works, and the City Clerk’s Office. Scanning projects included Agenda items for the City Clerk,
Large maps and drawing for the Building and Safety, Planning, and Public Works Departments as well as
Microfilm and Microfiche conversion for various departments. Document preparation was conducted on
all materials to be scanned. Quick Fields was used to index, all digital images were then verified and
burned to delivery media. All material was returned to the city in the same order and condition
received. ECS has scanned a total of 26,126 E-Size documents, 268,925 letter-legal size documents, and
converted 7,860 Microfilm images and 11,396 Microfiche images.
City of Tustin
300 Centennial Way
Tustin, CA 92780
Contact: Kim Bond – Building Technician
Email: kbond@tustinca.org
Phone: (714) 573-3131
Project Description: ECS Imaging has been providing scanning services to the City since early 2004. We
have scanned documents for most departments including Building and Planning, Community
Development, Economic Development, Public Works, Finance, and the City Clerk’s Office. ECS scanned a
total of 321,738 letter-legal size documents and 38,405 E-Size maps and drawings and converted 72, 185
Microfilm images and 217,215 Microfiche images.
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City of West Hollywood
8300 Santa Monica Blvd
West Hollywood, CA 90069
Functional Contact: Yvonne Quarker, City Clerk
Phone: (323) 848-6408
Email: yquarker@weho.org
Technical Contact: Rony Fozoonmehr, Systems Engineer – Laserfiche Administrator
Phone: (323) 848-6352
Email: rfozoonmehr@weho.org
Project Description: ECS acquired the City of West Hollywood through an RFP process and in June of
2013 installed and configured a Laserfiche Avante system with 12 Full Users. The City uses Import Agent
to automatically pull files from a network folder received via email, fax, etc. into Laserfiche. Distributed
Computing Cluster allows them to distribute processing work over several machines. The city provides
their constituency access to public records via a Standard Public Portal. While automatic data capture is
provided through the use of Quick Fields Real Time Lookup. ECS also won their scanning business
through an RFP process as well. We began scanning for the City’s Rent Stabilization Dept. in May of 2014
and have digitized over 430,800 Property Files.
Map of ECS Customer Locations
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Disclosures
ECS Imaging is not now and has never been the subject of criminal litigation or pending investigation.
ECS has no negative history.
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Explanation of Methodology – Scanning Services
ECS Imaging, Inc. is a full-service document management solutions provider with over 20 years of
experience providing document management related services to local government. ECS currently
supports more than 400 Laserfiche Systems and has provided professional scanning services to many of
our government clients. We support over 100 Cities in California and have provided ongoing scanning
services for many years to dozens of them including the Cities of Agoura Hills, Aliso Viejo, Costa Mesa,
Tustin, and West Hollywood.
From the beginning of the project you will be in communication with your Account Manager to
determine any details or requirements not specified in the RFP. The Scan Bureau Supervisor can also
provide specific recommendations based on best practices learned from previous scanning projects. All
materials will only be handled by ECS employees to ensure a protected chain of custody; at no time will
ECS utilize a sub-contractor to perform the work. Our Scan Bureau Supervisor will be in contact with
your project lead throughout the life of the project to determine specific scanning requirements
including naming convention, indexing and output to media if not already determined.
Project Approach
Below is the general processes performed on each batch of scanning. Modifications to our processes are
made as needed to further ensure the overall quality of each scanning project. Client contact and
interaction will affect the outcome.
The term “Documents” is a general term that refers to any material to be digitized.
The term “Boxes” is a general term that is meant to include any container in which material/media may
be transported.
Pick-up and Delivery
Materials will be picked up by ECS employee using a secure vehicle. When received at our Riverside
scanning facility, the Scan Bureau Supervisor will inventory the material and check it against the
inventory list provided by the City. The City will be notified immediately of any discrepancies. If
requested, the material can be returned in the same manner.
Each batch of scanning will be given a unique “job number” that will assist ECS with project tracking,
turnaround times, production process management, quality control and inventory of records
throughout the entire project.
Typically, documents are transported in standard size banker’s boxes. Each box will be counted and
inventoried at the time of pick up. The driver will have a pick up order clearly identifying the “job
number”, date of pick up, type of records, and number of boxes (i.e. 30 boxes numbered 1 - 30). City
staff will sign and verify the number of boxes being picked up and a copy will be left.
Upon Completion of that job (batch) ECS will contact the City representative and schedule the return
delivery. A Delivery sheet for that “Job number” will accompany the return delivery of the boxes and the
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completed images. City representative will sign and verify the return of the documents and the
completed images. Standard turn-around time for most scanning projects is 30-60 days.
Document Tracking
Document tracking begins with the customer. The better the files are prepared for pick-up, the better
we can track and verify throughout the process. A comprehensive inventory of the files to be picked up
should be provided whenever possible. Inventory verification information should be referenced on the
outer face of all boxes to allow for verification at time of pick-up. Based on the provided information we
will document which files and boxes have been provided. The provided inventory of files will be used for
Quality Assurance purposes throughout the scanning process. The final verification of files will be
conducted prior to delivery after all other processes are completed.
Digital Content Tracking
The digital content is created via Laserfiche scanning software and is housed directly onto a server
designated to our scanning customers. Each separate scanning project will be processed in a separate
repository specifically created to suit the unique needs of the project. Each box will be processed as a
separate unit (see processing steps below). All processing will be conducted at “box level” until the final
formatting is conducted by the scan supervisor. Each box will be tagged upon arrival. The tag will
provide a single location to track the processes listed below.
Each box will be prepped and the tag will be signed off by that operator
Each box will be scanned and the tag will be signed off by that operator
Laserfiche will retain the “created by” information to track who scanned the box
Each box will be indexed and the tag will be signed off by that operator
Laserfiche will retain the “last modified by” information to track who indexed the box
The indexed data for each box will be verified by a second operator and the tag will be signed off by that
operator. If any corrections are made to a document, the “last modified by” will be changed to track
who last edited the file. The indexed data and document structure for each box will be further verified
by the scan supervisor before the box is considered “validated”. Validated boxes are physically
segregated from the in-process boxes. Images for the validated boxes are segregated within the
repository. Data properties (number of documents, number of images, and data size) are recorded and
tracked throughout the scanning process.
Indexing Procedures
Indexing requirements are unique to each scanning project. Customers are encouraged to be heavily
involved in the development of indexing criteria. The index process will include capture of unique
document details as indicated in the RFP. Second pass Image quality control and job specifications
verification is done at this time.
Quickfields auto-population is strongly recommended*
Identify a key piece of information known as a Unique Identifier. This would be the only
manually entered data we enter into your template
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Provide an excel file that will tie the Unique Identifier to other desired field data. This file will be
used to auto-populate the fields you wish to have indexed.
The scanning supervisor will conduct the auto-population and verify accuracy
*Using this processing technique we can eliminate many common data entry errors.
Paper based documents will be imaged and captured as TIFF images at 300 DPI unless otherwise
indicated, named and indexed according to the document naming conventions determined by the City.
Manual indexing is limited to what is available on the scanned images of any given document.
Naming Convention
Naming conventions are specified by the customer and vary based on customer needs. We recommend
that Quickfields be used to auto-populate the template fields and to name the documents. A
document’s field data will comprise the document name and will create a standardized format for the
naming convention. The scan supervisor will ensure the final product meets the needs specified by the
requirements of the RFP. Any document that does not fit the specified criteria will be addressed with
the City staff; any variations to the criteria must be specified in advance or additional charges may be
incurred.
Output to Delivery Medium
The scanned and indexed images are verified for burn to delivery media. The media attendant will verify
image quality and index integrity via spot checking throughout the job (batch). The burned media will be
tested for functionality and labeled as specified prior to delivery. This is our final pass for Image Quality
Control.
Scanned images with OCR will be burned to a DVD as a Laserfiche Briefcase for upload to the City’s
Laserfiche system. We can also provide a Laserfiche Plus DVD which contains a built-in search engine for
easy search and retrieval of files contained on the disc, at an additional cost. The Laserfiche Plus DVD
can also be used for archival purposes in addition to potential direct upload to Laserfiche.
Individualizing task segments allows us to physically review the image quality in 3 separate passes while
maintaining projected production speeds. This is the most efficient means of minimizing production
errors without the high cost of “Page by Page Individual Review”. Page by Page Individual Review can be
done if requested by the City at an additional cost per hour.
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Pricing Chart
SERVICES PRICE per image
SHIPPING: 35 boxes @ $250 / pick up & delivery
100 boxes @ $450 / pick up & delivery
PRE-SCANNING DOCUMENT PREPARATION: $ 30.00 / box
SCANNING: (best Image rate: 200 – 400 DPI):
Black & White (Sizes: 8.5 x 11 and 8.5 x 14) $ 0.07 / image
Greyscale (Sizes: 8.5 x 11 and 8.5 x 14) $ 0.09 / image
Full Color (Sizes: 8.5 x 11 and 8.5 x 14) $ 0.09 / image
Black & White (Sizes: E-size up to 24 x 36) $ 0.85 / image
Greyscale (Sizes: E-size up to 24 x 36) $ 1.05 / image
Full Color (Sizes: E-size up to 24 x 36) $ 1.05 / image
FILE RE-ASSEMBLY: $ 30 / box
INDEXING (per filed pricing): $ 30 / box
OCR-ing: Included in per image cost
DATA TRANSFER (per CD / DVD or Laserfiche Briefcase
or Volume)
$ 50.00 / DVD, Laserfiche Briefcase or
Volume
QUALITY CONTROL: Included in per image cost
OTHER CHARGES, FEES, OR BILLABLES:
Use additional copies of this form if space is needed Signed:
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Subcontracting Services
ECS Imaging will not utilize a subcontractor on this project, all work will be performed by qualified ECS
employees.
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Evidence of Insurance
ECS will provide all required insurance documentation if selected to perform the services requested. ECS
Imaging maintains the following insurance policies:
Public Liability: Hartford Casualty Insurance Co
Policy # 72SBAKT6798
Expires: 10/1/2017
Workers’ Compensation: Lockton Affinity, LLC.
Policy # C47964209
Expires: 10/1/2017
Professional Liability Insurance: RLI Technologies
Policy # TEC0001980
Expires: 03/10/2018
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Non-Collusion Affidavit
NON-COLLUSION AFFIDAVIT FORM
Must be executed by proposer and submitted with the proposal
I, Debbi Bodewin_______________________________________ (name) hereby declare as follows:
I am Executive Vice-President____________________ of ECS Imaging, Inc._________________ ,
(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: Debbi Bodewin______________________________
Proposer Title: Executive Vice-President________________________
Company Name: ECS Imaging, Inc._____________________________
Address: 5905 Brockton Ave., Suite “C”, Riverside, CA 92506________
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Acknowledgement of Receipt of Addendum
ADDENDUM NO. SIGNATURE INDICATING RECEIPT
N/A