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Matrix ImagingREQUEST FOR PROPOSAL DOCUMENT SCANNING AND QUALITY CONTROL SERVICES 0 GEM of the DESERT — — Proposed by � Matrix IMAGING Matrix Imaging Products, Inc. 20512 Crescent Bay Drive, # 100 Lake Forest, CA. 92630 800.399.7144 James.Iinhart@matriximaginginc.com July 7, 2017 1 Re: RFP Attn: Monica Radeva, Deputy City Clerk City of La Quinta 78495 Calle Tamico La Quinta, CA 92253 Matrix Imaging Products, Inc 20512 Crescent Bay Drive, # 100 Lake Forest, CA. 92630 P 800.399.7144 — F 714.513.2376 James.linhart@matriximaginginc.com Matrix Imaging Products, Inc. (Matrix) is pleased to submit this proposal to the City of La Quinta. We are confident Matrix Imaging is the best and most knowledgeable vendor for the following reasons: Established in 1996 with over 20 Years of detailed knowledge of Electronic Document Management System (EDMS) applications and Archival Conversion Services, Matrix has converted similar documents and delivered services for 100+ government agencies, education, and private sector clients. Our highly experienced staff and state of the art equipment allows Matrix to convert paper and microform (film, fiche, aperture cards) in a timely manner and above standards. Matrix's secure conversion facility and proven methodology will ensure that your data is protected and accurately accounted for. Matrix Imaging is an approved / certified vendor for the following agreements: Orange County Master Agreement - MA-017-12011896 State of California Master Agreement - CMAS Contract #3-14-36-099A All information and pricing in the enclosed proposal shall remain valid for a period of at least ninety (90) days from the due date of July 7, 2017. Matrix Imaging does not employ any individuals that would have any conflict of interest. All records will be converted in Southern California. Jay Linhart, President and CEO, and the undersigned are authorized to make decisions on the proposed configuration and prices quoted herein. Matrix Imaging looks forward to being of service to the City of La Quinta. Sincere) , — Ja i President/CEO James Linhart VP of Sales and Marketing Ed Berkowitz VP of Operations TABLE OF CONTENTS I: COVER LETTER Page 2 II: MATRIX IMAGING BACKGROUND, QUALIFICATIONS Page 4 AND EXPERIENCE III: REFERENCES Page 8 IV: DISCLOSURES V: EXPLANATION OF METHODOLOGY Page 9 VI: DESCRIPTION OR PROPOSERS WARRANTY / Page 15 GUARANTEE OF WORK VII: COMPLETED PRICING CHART (ATTACHMENT 1) Page 15 VIII: LIST OF COMPLIMENTARY SERVICES ALONG WITH Page 16 CORRESPONDING PRICES IX: SUBCONTRACTING SERVICES Page 16 X: LIST OF SERVICES AND/OR INFORMATION NEEDED FROM Page 16 THE CITY IN ORDER FOR THE PROJECT TO SUCCEED XI: MINIMUM INSURANCE STATEMENT Page 16 - EXHIBIT E (ATTACHMENT 2) XII: NON -COLLISION AFFIDAVIT EXECUTED BY AN OFFICIAL Page 16 TO BIND THE FIRM (ATTACHMENT 3) 3 II: MATRIX IMAGING BACKGROUND, QUALIFICATIONS, EXPERIENCE Since 1996 Matrix Imaging Products has been a leading supplier of scanning, indexing, and micrographic services to our clients located throughout the western United States. Matrix Imaging has provided conversion services for 250+ public sector, education, healthcare, and private sector clients. Our client references stated within our proposal can attest to our high quality work and commitment to excellence. Matrix is excited for the opportunity to work with the City of La Quinta, we have extensive knowledge and experience working with the same departments and documents within numerous Cities. Scanning/data off -site conversion services are completed at our highly secure conversion facilities in Lake Forest, California. Our conversion center has 24/7 video surveillance, fire and burglar alarms, including independently monitored sound and motion detection. Our facilities meet the State of California Title 22 standards for offsite storage of records. Access codes are limited to supervising staff; unsupervised access is prohibited. The nature of the business and the record types that are processed restrict the Center from dealing with the general public. The staff is trained and supervised in the specific production and records management processes of the Conversion Center. Each Matrix Imaging employee is required to sign a confidentiality agreement prior to working at the facility as well as pass extensive background check. Matrix Imaging is committed to maintaining the integrity and availability of our client's information throughout our production process. Resumes of the project managers and key personnel that will be involved with this project. Jay Linhart, President and CEO Mr. Linhart is co-founder/owner of Matrix Imaging. Jay has a Bachelors' Degree in Engineering from University of Pittsburgh and an MBA Degree from the University of Rochester. His imaging career spans from 1966 when he served as an Electrical Engineer for Kodak's Imaging Division. Prior to founding Matrix Imaging in 1996 with Burdett Hallett, Mr. Linhart served as Vice President, Marketing/Sales of Photomatrix Corporation. Prior to Photomatrix, Mr. Linhart served as Regional Sales Manager for Law Cypress, an international document imaging products distributor, for 2 years. Prior to Law Cypress, Mr. Linhart held sales management and field sales positions at Kodak for 27 years — during those years he was in product management positions for 8 years, and design engineering positions for 6 years. Mr. Linhart is a recognized expert in imaging technology, and his skill sets include project management, imaging systems design, and implementation. James Linhart: VP of Sales and Marketing is based out of Matrix Imaging corporate office in Lake Forest, CA and has been working in the document imaging industry since 1996. James Linhart lived in San Luis Obispo for 4 years, he received his AA Degree from Cuesta College and his Bachelor degree in Business Administration at Cal State Long Beach. Mr. Linhart began his career in association with Jay Linhart at Photomatrix Corporation where he managed production for an imaging service bureau. He started his career in document imaging working for an international document imaging distribution company called Cranel headquartered in Columbus Ohio, starting as account executive he quickly became successful exceeding quota on annual basis, after 1 year was promoted to account development manage and exceeded in that position for an additional 4 years. James then worked for an enterprise software company called Westbrook as Senior Account Manager, for 3 years before coming back to Matrix. He has worked with Matrix Imaging for over 10 years as an Account Manager and Account Development Manager, now Vice President of Sales and Marketing. James has significant experience working with the public sector. Some of the government accounts include James 4 has been involved with include City of Irvine, Westminster, Oxnard, Beverly Hills, Santa Maria, Costa Mesa, Los Angeles, Encinitas, Rancho Water, County of Los Angeles, County of Orange. If Matrix is awarded this project James will be assigned as Lead Project Manager to oversee, provide direction, and help manage the production process. CERTIFICATIONS CDIA+ Software: EMC Application Xtender/Web Xtender, Kofax Capture Software, Kodak Capture Pro, Fujitsu PaperStream Scanners: Kodak, Fujitsu, Panasonic and Canon Paper scanners, Wicks & Wilson Fiche WW5100 and FS200 Scanners, Wicks & Wilson Roll Film WW4100 and RS series Scanners. Ed Berkowitz: VP of Operations Graduating at California State University Northridge, California BS degree in Business Concentration: Business Management and Information Technology. As VP of Operations Ed manages the conversion jobs in our Lake Forest facility. Ed works with clients to schedule workload, set priorities, and follow up to ensure client satisfaction. Gather and compile each project's image count, project costs, and production hours weekly to assist accounting with billing. Operations Manager May 2005 to January 2012 Provided training to client's IT staff as well as their end -users, developed training manuals and held training webinars. Consistently completed projects on or before deadline. Optimized and configured document management software to improve productivity for our conversion centers as well as for our customers including similar current projects: Orange County Public Works, County of Los Angeles, County of Kern, City of Irvine, City of Costa Mesa, City of Westminster, CERTIFICATIONS ■ Software: Laserfiche, EMC Application Xtender/Web Xtender, Kofax Capture Software, Kodak Capture Pro, Fujitsu PaperStream Scanners: Kodak, Fujitsu, Panasonic and Canon Paper scanners, Wicks & Wilson Fiche WW5100 and FS200 Scanners, Wicks & Wilson Roll Film WW4100 and RS series Scanners. COMPUTER PROFICIENCIES Windows XP/NT/2000/Server2000-2008/Vista/7, SQL Server, Adobe Photoshop, Network Administration, Hardware/Software Troubleshooting, Server/LAN/WAN Optimization, Microsoft Office Eric Berkowitz: Director of Quality Insurance April 2006 to current s Supervise a subset of the Matrix Conversion Service Center staff with 64 people, handling up to 2.4 million images monthly from my projects. Converted many client file types such as standard size and large format paper along with micro fiche, roll film and aperture cards. Over saw multiple ongoing projects from start to finish. Occasionally assist salespeople in assessing client's needs and recommending products. Set-up and install software, configure systems, train staff members and convert backlogs. Helped handle tier 1 & 2 level support calls, ranging from scanner/software installs to trouble shooting automated importing scripts. JMS — North Hollywood, CA March 2004 to April 2006 ➢ Managed a Warehouse ➢ Handled the shipping and receiving on a daily basis ➢ Repaired/Restored diodes, Eproms, transistors, and various other electronic components INDUSTRY SKILLS / SOFTWARE CERTIFICATIONS ■ Laserfiche ■ EMC Documentum ApplicationXtender ■ Fujitsu, Canon, Kodak High End Document Scanners using Kofax, Digitech, Captiva & Kodak Capture Products ■ Mekel Fiche Mach VII ■ Mekel Roll Film Mach V ■ Wicks & Wilson Fiche WW5100 and FS200 Scanners ■ Wicks & Wilson Roll Film WW4100 and RS series Scanners ■ Contex/ldeal Magnum 54 Wide Format Scanner COMPUTER SKILLS ■ Quantum Process • Microsoft Word • Microsoft PowerPoint • Microsoft Microsoft Outlook • Microsoft Access ■ Adobe Acrobat ■ Microsoft SQL ■ Excel Adobe Photoshop • ScanFix • Hardware/Software Troubleshooting • Network Administration • Windows XP/NT/2007/311 /Server 2003 Project Management • Server/LAN/WAN Optimization 1.1 III: REFERENCES The following references are current/ongoing conversion services projects with similar work and document types: City of Irvine Debby Tracy 949-724-6284 Dtracyaa ci.irvine.ca.us HTTP://www.cityofirvine.us Dates of Service: 01/05/2005 to Current Description: On -going conversion project of converting various size paper documents including engineering/construction drawings, permits, microfilm, microfiche, and aperture cards. City of Costa Mesa Michael Dunn Deputy City Clerk 714-754-5327 MICHAEL.DUNN(a)-costamesaca.gov www.costamesaca.gov Dates of Service: 01/01/2007 to current Description: On -going conversion of engineering/construction drawings, permits, microfilm, microfiche, and aperture cards. File upload into their Laserfiche system. In addition Matrix has had an on -site facilities management team to convert their entire backlog of historic City Hall records, approx. 2 million images. We upload into Laserfiche System City of Westminster Soroosh Rahbari, AIA-CBO Community Development Director/Building Official (714) 548-3468 srahbari@westminster-ca.gov http://www.ci.westminster.co.us/ Dates of Service: 01 /01 /2013 to current Description: On -going conversion project of engineering drawings and permits (C, D, and E) and 8.5xl 1. We upload into Laserfiche System City of Whittier Alfredo Hernandez City of Whittier Senior Engineering Technician 562-567-9512 ahernandez@cityofwhittier.org hftp://www.cityofwhiftier.org/ Dates of Service: 01 /01 /2016 to current Description: On -going conversion project of engineering drawings and permits (C, D, and E). City of Bellflower Justin Tamayo Assistant Planner 7 City of Bellflower) Planning Division (562)804-1424 ext. 2238 jtamayo@beliflower.org www.bellflower.org Dates of Service: 01 /01 /2017 to current Description: On -going conversion project of engineering drawings and permits (C, D, and E) as well as 8.5 x11. We upload into Laserfiche System City of Garden Grove Alana Cheng City of Garden Grove (714) 741-5040 alanac@ci.garden-grove.ca.us www.ci.garden-grove.ca.us Dates of Service: 01 /01 /2017 to current Description: On -going conversion project of engineering drawings and permits (C, D, and E), as well as 8.5xl 1. We upload into Laserfiche System Newly Awarded City contracts: City of San Gabriel City of Temecula — we will be uploading into their Laserfiche System City of El Segundo - we will be uploading into their Laserfiche System Master Agreements: Orange County Master Agreement - MA-017-12011896 State of California Master Agreement - CMAS Contract #3-14-36-099A P V: EXPLANATION OF METHODOLOGY Shipping method and in -transit security for original records: Matrix Imaging understands the risks associated with the movement of client documents. That's why we track all documents from initial pickup, through the production process, and to delivery through a documented chain of custody. Matrix Imaging offers company -owned vehicles to provide secure local document pickup and delivery services, and we offer encrypted media delivery upon request. Matrix Imaging's document security includes: • Local pickup and delivery by trained Matrix Imaging employees with security clearance • Transmittal sheets required at each drop off and delivery by authorized personnel • Documents secured at every point • Delivery media encrypted upon request • Documented chain of custody • All documents treated as confidential Methods of protecting client's documents from fire, theft, and other losses and damages: Data Security: Matrix Imaging recognizes the importance of protecting your data. For that reason, Matrix Imaging treats all data, regardless of classification, as confidential. Matrix Imaging's Document Services team works hand -in -hand with our operational and physical security teams, as well as legal and audit departments, to ensure that robust, relevant data policies, procedures and processes are always in place. Matrix Imaging's data security includes: • Secure coding process • Dedicated, secure document network • Password -protected screensavers • 24/7 Fire alarm system • 24/7 Security Camera System • Offsite backup servers • Encryption Software • Production area access restricted and monitored Facility Security: Matrix Imaging's document processing centers are secured with controlled, restricted and monitored access, and is not open to the public. Data, whether electronically stored information (ESI) or paper, is physically protected within our centers and is subject to our data security policies and processes. We also conduct regular and unannounced security audits to review and reinforce compliance. Matrix Imaging's facility security includes: • Dedicated corporate security team • Site -specific business continuity plan • Security leads in each location • All facilities locked and secured 24x7 • Office access controlled and monitored • All guests escorted • Regular and unannounced security audits • Clean desk policy 9 • No personal items allowed in production areas (including cell phones) • Production areas controlled and monitored • 24x7 on -site operational staff State of the art / industry leading scanning equipment: • Matrix Imaging uses Fujitsu, Kodak, and Canon High Volume scanners along with enterprise capture technology by Kofax Capture and Kofax VRS image cleanup to scan pages up to 11 x17 in grayscale, bitonal, and color • Matrix Imaging uses Context HD Ultra Engineering scanners to scan large format size drawings/plans (C, D, E) in grayscale, bitonal, and color. Our Context scanners capture at 48 bits, the best in its class. • For microforms we use Mekel scanners to achieve the highest quality images. We use a server/client network configuration and run our network at gigabyte speed. Our operators are trained to clean and calibrate (very important on large format scanners) our scanners twice a day, once first thing in the morning and again after lunch to make sure they provide the best possible image quality. Matrix also employs a full-time certified scanner technician who works on site to fix the machines if they break. Our scanning process consists of 5 steps: "Prep", "Scan", "Quality Control", "Index", and "Export". Below is the breakdown and benefits of each step. Document Preparation: Our team will pull staples, remove/re-locate post -it notes, fix bent corners, and make a note of any particularly bad document so the scan team is aware. The prep team does the first look at the paper to fix anything needed such as torn pages or they might mark a page as very light so when it gets to the scanners they can adjust properly. For large format drawings, our prep team will unfold/unroll the drawings and let them straighten out so they feed through the scanner with less chance of being de -skewed or wrinkled. They will also insert any poor quality Mylar sheets into a clear slip (big envelope) so they will not be harmed during the scanning process. Scanning: After the box has been prepped it will go to our scan team. At this point Matrix will use our scanners to scan everything at 200dpi or 300 dpi in black and white, grayscale, or color as needed. We do not need to sort by size because our scanners will automatically detect the document size and scan it correctly for a 1 to 1 ratio. We set the scanners up to enhance the pages by using de -skew, de -speckle, crop, and edge cleanup. The software allows the scan operator to view the images as they are scanned. Our scan operators look at every image that is scanned. Quality Control: After the images have been scanned they will move on to our Quality Control step where our QC team will review each image a third time. They will look for and fix anything 10 that the prep team and the scanner operator did not catch or fix. They have the ability to re - scan an image if the quality is not acceptable. For film, a second person (2nd set of eyes) will use "Quantum Process" to do a manual QC of the images, image by image. In Quantum we get a view of the entire fiche, film, or Aperture Card to make sure that every image is captured. We then work on the image quality of each individual image. (Other brands of scanners can only scan and process at one setting). We can also crop (to remove black borders), deskew, despeckle, rotate, and enhance images at this time. We are working off the uncompressed grayscale images we scanned earlier so we can adjust the image quality just as well as we can as if we were scanning. We utilize this step to compare the scanned images to the original to make sure the quality is at least as good as the original images; most of the time it's better. Quality Control #2: The next step in our process is to import the film into our industry leading enterprise capture software called Kofax. In Kofax, we can index the documents and convert .TIFF file format. Importing also allows us to have a 3rd set of eyes QC the images as it comes into Kofax. Any unacceptable images will be fixed at this point. When confirmed with the quality and the filing, the batch then moves to our Indexing Step. Indexing: The next step in the process is indexing. Your documents will be indexed by a barcode value or manually depending on the document type. Matrix uses a custom code to catch any errors. For example, we can set the rule that there cannot be letters read from the barcode number or that the field must be only so many digits. In this step we make sure that everything gets assigned the correct value. This is our fourth look at the images. Verification: To ensure the City of La Quinta has the highest level of quality assurance we will have a 5th set of eves do what's called a "Blind Verification" of the indexes. What this means is a second indexer does what the first indexer did all over again. If they type something different from the first person the system will stop and say "this is what you typed", "That is what indexer #1 typed", "which is correct? The system will then allow the indexer to manually enter a different value in case neither was correct. After the indexes have been verified, the batch goes to export. Export: During this step, Matrix will use a custom code that we wrote to take the images and indexes and convert them into the proper format. The images will be converted to regular uncompressed "Black and White" Tiffs, group 4 compressed Tiffs, "Grayscale" jpg compressed Tiffs (PDF also available). We can do single or multi -page based on your requirements. Create DVD's: Once exported, Eric Berkowitz, our director of Quality Assurance will do a review of the final product to check everything from the image quality to the output format. Once he checks that everything is in order and approves of the deliverable, Eric will burn the final DVD (or external drive, which we recommend). Delivery: The last step is for us to return the deliverables to you. Matrix will contact the City's project manager to schedule a delivery date and time. Just like at pickup, we will be using a Matrix employee and a company van to deliver the documents along with the DVD's back to you. All the media will be in its original box or bin. Once onsite we ask that you review what we 11 are returning and sign off on the same transmittal that was used during the pickup. We will also pick up the next set of documents and start the process again. Document Request: Should CITY OF LA QUINTA need a document that is in our possession but has not been scanned, you will be provided an electronic document request form that can be emailed. Once request is received Matrix will be able to deliver (via secure FTP site or Dropbox) that specific page/document request within 1 hour. Communication - is one of the keys to our success. We pride ourselves in making sure our work is above standards, timelines are met, and if there are any discrepancies the appropriately people are notified immediately and a written agreement is in place before the project continues. 12 Sample transmittal sheet — (customizable to City of La Quinta specs) Customer / Client Name: City of La Quinta — Community Development Dept Job Number #: 121212 Address of Customer: 100 Civic Center Drive, La Quinta, CA Customer Contact: Lanny Krage Address of Matrix office: 20512 Crescent Bay Dr # 100, Lake Forest, CA Matrix Contact: Ed Berkowitz Date of Pick up: 12-07-2016 Number of Boxes: Customer Signature Pickup: Matrix Signature Pickup:_ Date of Return: Page Range / Description: Customer Signature Return: Matrix Signature Return:_ Number of Boxes: Ticket 13 Sample Production Status and Project Plan Excel Sheets (customizable to CITY OF LA QUINTA specs) Matrix Imaging Production Status as Dale of Pickup Target Dale of Delivery lob Number Number of Boxes Target#of B.Sxll Images Received Target #of Wide Format Images Received Actual #of i Reov.d! zImages Received actual #of Wide Format Received Valance Indexing Final CIAof Actual Date Delivery Remarks/Issues/Queries 12/7/2015 12/14/2015 9500 40 48,OW 3,000 46,295 3,119 3.97% Done Dane -EB 12/14/2015 Sample Issue: could not loa[e a Plan Number. Indexes as plan 99999 9501 Total 40 48,000 3,000 46,295 3,119 3.9796 Matrix Conversion Services Project Plan Parameters Format TargetValume 9.5x 11 4,BOO,ODO Images TargetVolwre Wide Formal 300,000 Images Targetilluration Months 23 Total Number of Staff 30 Staff Members Work schedule two shifts Tamd: 3:30 workdays Monday Friday V ofworkdays perweek 5 Weeks Week2 Weeks Week4 Weeks I Week6 Week? WeekB Week9 Week10 Week11 Week12 Tofal Matrix Pkk.up 40 40 40 40 40 40 40 40 40 40d51,OMWD Matrix Delivers Back(Boxes 40 40 40 40 40 40 40 40 40 40 4 Matrix Delivers Back8.5 x 111maes 48,000 48,000 48,000 48,000 48,000 48,000 48,000 48,000 48,000 48,000 528,C Matrix Deliven Back iM& Formal In s 3,000 3,000 3M 3,000 3,000 3,000 3,000 3,000 3,000 3,000 33,C Delie Ta et Ima esl 51,000 51,000 51000 51,000 51,000 51,000 51,000 51,000 51,000 5100 56LC '51,000 i02,000 153,OD0 204,000 255,000 306,000 357,000 406,000 459,000 510,OW 561,000 14 VI: DESCRIPTION OR PROPOSERS WARRANTY / GUARANTEE OF WORK Matrix Imaging guarantees 100% quality assurance work. If work is considered unsatisfied Matrix will re -do at no charge. VII: COMPLETED PRICING CHART (ATTACHMENT 1) Following page 0�1 ATTACHMENT 1 PRICING CHART SERVICES PRICE per image SHIPPING: , OOP PRE -SCANNING DOCUMENT PREPARATION: p �� SCANNING (best image rate: 200 - 400 DPI): Black & White (Sizes: 8.5 x 11 and 8.5 x 14) �35 Greyscale (Sizes: 8.5 x 11 and 8.5 x 14) O 3S Full Color (Sizes: 8.5 x 11 and 8.5 x 14) FILE RE -ASSEMBLY: " dOS INDEXING (per filed pricing): 0 f OCR-ing: COS - DATA TRANSFER (per CD / DVD or Laserfiche Briefcase or Volume) Inc lined QUALITY CONTROL: r�c(u�Q�gO OTHER CHARGES, FEES, OR BILLABLES: Use additional copies of this form if space is needed Signed: Document Scanning and Quality Control Services Request for Proposals City of La Quints Due Date: July 7, 2017 at 4:00 p.m. Page 9 of 34 VIII: LIST OF COMPLIMENTARY SERVICES ALONG WITH CORRESPONDING PRICES IX: SUBCONTRACTING SERVICES X: LIST OF SERVICES AND/OR INFORMATION NEEDED FROM THE CITY IN ORDER FOR THE PROJECT TO SUCCEED Index data and Laserfiche import format XI: MINIMUM INSURANCE STATEMENT - EXHIBIT E (ATTACHMENT 2) XII: NON -COLLISION AFFIDAVIT EXECUTED BY AN OFFICIAL TO BIND THE FIRM (ATTACHMENT 3� 16 Thank You for Considering — Matrix Imaging Products, Inc. — MatrixIMAGIN www.Matriximaginglnc.com Matrix Imaging Products, Inc. 20512 Crescent Bay Dr, #100 Lake Forest, CA 92630 James.linhart@matriximaginginc.com 949-413-0759