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GRM Proposal for the City of DOCUMENT SCANNING AND QUALITY CONTROL SERVICES July 7th, 2017 GRM Information Management Services (“GRM”) is pleased to submit this proposal in response to the City of La Quinta’s document scanning and quality control services RFP for the City, which is due July 7th, 2017. We believe our firm is best qualified to perform these services due to the fact that we are the 3rd largest records management firm in the world with 30 years of records management experience and 14 locations across the nation. All production will be completed for this project at our local 170,000 sq-ft secure facility at 8500 Mercury Lane, Pico Rivera , CA 90660. Our project manager, Dave Poltl, who will be your day to day contact, has 20 years of experience managing scanning projects in Southern California including many city clients including the City of Commerce (200,000 + Large Format Plans scanned and formatted for upload into Laserfiche), City of Fountain Valley, City of Monterey Park, etc. Thanks for the opportunity and we look forward to working with you on this project in the near future. We would also like to invite the City in for a tour of our 170,000 sq-ft secure facility. I. Cover Letter GRM Information Management Services provides a complete blended solution designed to meet your document management needs. Our service offering addresses the complete life cycle of your documents. GRM provides secure document storage, scanning services, hosted document imaging system, secure pick- up/delivery via GRM owned vehicles including bonded drivers, and certified shredding. GRM has been in business for nearly 30 years, founded in 1987 and has over 50 employees at the local facility in Los Angeles and over 500 nationwide. The location of the local facility and the location of the facility that would service this project, which is a 170,000 sq-ft secure facility, is 8500 Mercury Lane, Pico Rivera , CA 90660. All information and pricing provided in the proposal is valid for 120 days and all individuals who will perform work for the City of La Quinta is free of any conflict of interest. Here are a few reasons why we believe GRM is the company best qualified to handle this project for the City of La Quinta: • GRM has years of experience working with municipalities including the City of Commerce, City of Fountain Valley, City of South Pasadena, City of Rancho Santa Margarita, City Monterey Park, etc. • GRM has years of experience formatting scanned images/index data for seamless upload into the City’s existing Laserfiche Imaging System. • GRM is the largest records management company in the United States with 14 locations across the nation, privately held. • All boxes will be picked up by a GRM bonded driver in one of our large fleet of vehicles and securely transported to GRM’s 170,000 sq-ft secured facility. • GRM tracks all boxes/documents via a powerful barcode tracking system so we can provide quick and easy access to the City throughout the project. • Your GRM account manager has been in the imaging industry managing these large backfile scanning projects for 20 years including many City clients. • Once the project is complete, GRM can store the physical files/boxes for up 90 days at no additional charge, during the quality review period and GRM also offers certified shredding services upon request. Dave Poltl Digital Sales Executive (562) 373-9033 - Office DPoltl@GRMdocument.com II. Firms Background, Qualifications, and Experience, including the following: 1. Number of years in business: 30 Years 2. Taxpayer identification number: 13-3468713 3. Number of years scanning and indexing for government agencies: 10 years 4. Resumes of the Project Manager and key personnel who will be responsible for performance of any agreement resulting from this RFP Project Staff List and Key Project Staff Background Information NAME TITLE YEARS IN INDUSTRY David Symanski VP Operations 20 years Jay Crider VP of Sales West Coast 20 years Dave Poltl Digital Sales Executive 20 years Austen La Digital Senior System Engineer 10 years Albert Arcebal Conversion Manager 30 years Dave Poltl, Digital Sales Executive - The primary contact and account manager for this project with the City of La Quinta. Dave Poltl is a graduate of Chapman University. He has been in the Document Imaging Industry for 20 years managing GRM’s largest accounts in Southern California. Dave is currently managing similar scanning projects for a number of cities including the City of Fountain Valley, City of Monterey Park, City of Commerce, etc. He has extensive experience working with documents from all city departments and formatting the digital images and related data for seamless upload to Laserfiche. David Symanski, VP Operations Mr. Symanski has been in the business of electronic document management in support of operations, litigation, business and government for over 20 years. Working throughout the U.S., Europe, Central America and the Caribbean, he has designed and setup imaging organizations to process a wide variety of documents in mission critical environments. During this time he has worked with conversion technologies from drawing conversion, paper, microfilm and the process of scanning microfilm to digital formats. A founding member of the Autodesk Council to develop WorkCenter, engineering and design document management system. Mr. Symanski is also the Chief Architect for the ImageTool Document Management System. In his current role of VP operations – Digital Division, he is responsible for all imaging projects for GRM nationally, and the GRM Document Management Data Center which is a SAS 70, web based, hosted document repository. Jay Crider, VP of Sales West Coast Mr. Crider has been in the software industry since 1997. He’s the VP of Sales for GRM on the West Coast, and his responsibilities include managing the entire digital division for GRM. Mr. Crider is a graduate of Shepherd University, and his skill sets include document imaging, project management, and account management. Austen La, Digital Senior System Engineer Mr. La has been directly involved in projects that are very similar to this project for the City of Thousand Oaks since 2000. His expertise include archiving, E-Discovery, Content/Records Management, Electronic Discovery Reference Model (EDRM), Backup/Recovery, Storage Management, ILM, Email Security and he has certifications in the following: MCSE 4.0, MCSE 2000, MCSE 2003, MCSA 2000, MCSA 2003, VMWARE VTSP, A+ Albert Arcebal, Conversion Manager Mr. Arcebal has been in the document imaging industry for 30+ years and currently manages GRM’s conversion center. He will be assigned as our project manager to oversee, provide direction, and manage the entire production process for the City of Thousand Oaks. 5. Firm ownership and if incorporated, the state in which the firm is incorporated and the date of incorporation 6. If the firm is a subsidiary of a parent company, identify the parent company For Question 5 and 6 please refer to the following 2 attachments: • 07-07-17 GRM of California - Formation Documents in Delaware - RFP Response • 07-07-17 GRM of California - Business registration with the state of CA - RFP Response III. References of California government agencies (preferably cities utilizing) Laserfiche) for similar projects within the last three (3) years, which shall include: 1) City of Commerce GRM has performed backfile scanning for the City of Commerce and continues to perform on-going scanning for Public Works and Development Services Development Services. The project includes 200,000+ large format plans. The contract is a multiple year contract and was awarded through an RFP bid process. The images and data are returned to the City formatted for seamless upload into their existing Laserfiche imaging system. Contact Information: Matt Marquez City of Commerce Deputy Director of Development Services (323) 722-4805 Ext. 2349 mattm@ci.commerce.ca.us Date of Service: 10-01-15 to Current 2) City of South Pasadena GRM has completed a number of large back-file scanning projects for their Building and Planning department including building permits and large format plans. The contract was awarded through an RFP bid process. The permits consisted of over 300,000 pages and the Plans consisted of close to 20,000 Plans. The images and data were returned to the City formatted for seamless upload into their existing Laserfiche imaging system. Contact Information: John Mayer Senior Planner 626-403-7228 jmayer@ci.south-pasadena.ca.us Date of Service: 07-01-14 to 12-01-17 3) City of Fountain Valley GRM has performed backfile scanning for the City of Fountain Valley and continues to perform on-going scanning for the Building and Planning department including building permits and large format plans. The contract is for 4 years and was awarded through an RFP bid process. The images and data are returned to the City formatted for seamless upload into their existing Laserfiche System. Contact Information: Lee Pratt Information Services Manager 714-593-4666 Lee.Pratt@fountainvalley.org Date of Service: 09-01-14 to Current IV. Disclosures Disclosure of any alleged significant prior or ongoing agreement failure, any civil or criminal litigation or investigation pending, which involved the proposer or in which the proposer has been judged guilty or liable within the last five years. If there is no information to disclose, proposer must affirmatively state there is no negative history. There is no negative history to report V. Explanation of methodology PROJECT APPROACH / METHODOLOGY We will follow the same basic procedures that we implemented for similar projects with municipalities recently including the City of Commerce, City of Fountain Valley and the City of South Pasadena where we formatted the images/metadata for easy and seamless upload into their existing Laserfiche imaging system. Please see below regarding our specific project approach and overview for this project for the City of La Quinta: Project Approach & Overview GRM will scan and index the following documents of varying sizes for the City of La Quinta and provide the digital files for seamless upload into the City’s existing Laserfiche Imaging system: SCOPE OF SERVICES Some of the file types to be scanned will consist of:  Building Permits  Building Plans  Planning Case Files  Engineering Plans  Encroachment Permits  Capital Improvement Projects  Code Compliance Permits  Specialized Studies GRM has years of experience formatting images and metadata for seamless upload into the City’s Laserfiche imaging system including the City of Fountain Valley, City of South Pasadena, City of Commerce, etc. Box Preparation and eAccess Document Tracking System Prior to pick up by GRM, the City of La Quinta will prepare the boxes by affixing a barcode label to the outside of each box. The barcode labels will be provided in advance by GRM. This process will insure that all boxes are tracked throughout the entire project by GRM’s powerful eAccess document tracking system. Document Imaging Procedure All boxes will be picked up by a GRM bonded driver in one of our large fleet of trucks/vans and securely transported to GRM’s 170,000 sq-ft secure facility. Once the boxes arrive at GRM’s imaging center, a dedicated team of operators will prepare the files, scan, index, perform quality control review, and create an electronic file for delivery. All documents will be scanned at 300 DPI resolution in either B&W, grayscale or color depending on the requirements of each document. During scanning the capture software will provide automatic clean-up of the images including de- speckle, de-skew, automatic rotation, black border removal, automatic blank page deletion, etc. After scanning is complete, all documents and plans will be returned to their original file folder and box in the same order in which they were received. At any time while GRM has the documents in their possession the City of La Quinta can request either the original document or digital files to be delivered within 24 hours. Final Inspection/Acceptance, Document Storage, Destruction and Delivery Options GRM can store the physical boxes/documents for up 90 days at no additional charge in our 170,000 sq-ft secured facility to allow the City of La Quinta adequate time to perform a quality control review of the files. GRM can also shred the files and provide a certified destruction letter upon request. VI. Description of proposer’s warranty / guarantee of work product Additional Quality Control Procedures Quality is an integral part of each process function, as well as an overall culture, at GRM. Below are general descriptions of our Quality Processes. Specific Quality Control features may vary by project. During the Design Phase and finalization of your project requirements, GRM will work with you to determine any additional “Best Practices” for managing the quality of your conversion. Image Tracking • Tracks documents from receipt to delivery • Records time, date and operator at each step • Enables location and check-out of in-process documents • Audit reporting ensures all items received are processed Document Preparation Q/C • Certification process for document identification via pre-indexing • Ensures document preparation clerks identify and classify document per client specifications 100% Page-For-Page Q/C • Visual review of every image vs. the original • Verifies all images are scanned • Adds any missing images • Reprocesses poorly scanned images Index Q/C via Database Verification • Matches indices for scanned documents to client-supplied database record • Allows capturing additional index values from the database Index Q/C Visual Inspection • 100% visual inspection of Indices • Provides enhanced accuracy compared to single pass indexing Image Audit • Database-driven reporting system • Ensures that all documents have been successfully processed • Ensures that any missing documents are reported in a timely fashion Reporting GRM can provide reports of scanned documents based on the requirements of the City. GRM produces a wide variety of reports for customer use. Examples of some of our reports are: • Production (conversion) – Daily report • Files/Pages received and scanned • Special handling information (backup and linking processes) VII. Completed Pricing Chart (Attachment 1) SERVICES PRICE per unit SHIPPING: $300 Transportation – Each Trip PRE-SCANNING DOCUMENT PREPARATION: Included at no additional cost SCANNING (300 DPI): Black & White (Sizes: 8.5 x 11 and 8.5 x 14) $.049 Per Image Greyscale (Sizes: 8.5 x 11 and 8.5 x 14) $.049 Per Image Full Color (Sizes: 8.5 x 11 and 8.5 x 14) $.049 Per Image Black & White (Sizes: above 8.5 x 14) $.75 Per Image Greyscale (Sizes: above 8.5 x 14) $.90 Per Image Full Color (Sizes: above 8.5 x 14) $1.05 Per Image FILE RE-ASSEMBLY: (Standard re-assembly is included at no additional charge. Documents will be placed back into their original folder and original box in the same order as received at no additional charge. However, if documents need to be re-stapled, etc. the additional charge per hour will apply.) $28.00 per hour, if required INDEXING (per character pricing): $.002 Per Character OCR-ing: $.0075 Per Image DATA TRANSFER (per CD / DVD or Laserfiche Briefcase or Volume) Digital Images/data will be delivered electronically via GRM’s secure hosting site at no additional charge QUALITY CONTROL: Included at no additional cost OTHER CHARGES, FEES, OR BILLABLES: Use additional copies of this form if space is needed Signed: VIII. List of complementary services offered by proposer along with corresponding prices. 1. A list of complementary services offered by the vendor. We provide a complete blended solution designed to meet your data and document management needs. Our service offering addresses the complete life cycle of your data. GRM provides secure document storage, scanning, hosted solutions, electronic form development, data vault storage, pick-up/delivery, and certified shredding. IX. Subcontracting services Subcontrancting any portion(s) of the Scope of Services is not preferable; however, if a proposer can demonstrate to the City’s satisfaction that is in the best interest of the project to permit a portion of the service(s) to be subcontracted by the proposer, it may be considered. Provide details on the role of any subcontractor that will be used. Assignment is prohibited. N/A X. List of services and / or information needed from the City in order for the project to succeed. Prior to pick up by GRM, the City of La Quinta will prepare the boxes by affixing a barcode label to the outside of each box. The barcode labels will be provided in advance by GRM. This process will insure that all boxes are tracked throughout the entire project by GRM’s powerful eAccess document tracking system. XI. A statement that, if selected, the proposer will provide the minimum insurance coverage and indemnification noted in Exhibit E of the City’s Professional Services Agreement (Attachment 2). GRM will provide the minimum insurance coverage based on exhibit E XII. Non-Collusion Affidavit executed by an official authorized to bind the firm (Attachment 3). NON-COLLUSION AFFIDAVIT FORM Must be executed by proposer and submitted with the proposal I, Dave Poltl, hereby declare as follows: I am the digital sales executive of GRM Information Management Services, 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: Dave Poltl Proposer Title: Digital Sales Executive Company Name: GRM Information Management Services Address: 8500 Mercury Lane - Pico Rivera - CA 90660 XIII. Acknowledgment of Addenda (Attachment 4) ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA ADDENDUM NO. SIGNATURE INDICATING RECEIPT Answers to Bidders Questions If any addendum / addenda are issued, the proposer shall initial the Acknowledgment of Addenda. XIV. Submit three (3) identical paper copies of the complete proposal; including all attachments with original signatures of an authorized company official. N/A – GRM will email the RFP response