Raycom Data Tech Inc
Raycom Data Technologies, Inc
Proposal For
Request for Proposals
Document Scanning
And Quality Control Services
July 7, 2017
Submitted To
Ms. Monika Radeva
Deputy City Clerk
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
Contacts
Ayaz Pandhiani Eddie Davila Lauren Ehlers
President Vice President Office Administrator
ayaz@raycomdtech.com eddie@raycomdtech.com lauren@raycomdtech.com
Raycom Data Technologies
1320 E. Imperial Avenue
El Segundo, CA 90245
www.raycomdtech.com
Phone: (310) 322-5113
Fax: (310) 322-6025
Table of Contents
1. Cover Letter Page 3
2. Background, Qualifications, Experience Page 4
3. References Page 8
4. Disclosures Page 13
5. Explanation of Methodology Page 14
6. Description of Warranty/ Guarantee Page 19
7. Pricing Chart (attachment 1) Page 20
8. Complimentary Services Pricing N/A
9. Subcontracting Page 21
10. List of Services/Info Needed from City Page 21
11. Insurance Page 21
12. Non-Collusion Affidavit Page 22
13. Acknowledgement of Addenda Page 23
1. Raycom has been in business for 39 years
II. Raycom Background, Qualifications and Experience
2. 95-3218920 id our Taxpayer Identification Number
3. Raycom has been scanning and indexing for our customers including local government, state agencies,
and corporations for 28 years, since 1989. Raycom performed its first document conversion with our
own developed and fully customizable document imaging software RDIS in 1989 for Security Pacific
Bank. Raycom has digitized several billion documents since starting to provide scanning services
for our customers. The largest scanning project Raycom did was for Los Angeles County Sheriff’s
Department where 77 Million documents were converted.
4.
Raycom Personnel Roster
Name Position
Years of
Experience Job Duties
Hours
Per
Week
Ayaz Pandhiani President 38 Problem Resolution 10
Eddie Davila Vice President, Operations 29 Project Manager 20
Mauricio Baez Systems Analyst 31 Programming 5
Harry Rivera Customer Support 18 Manager 20
Lauren Ehlers Office Administrator 7 Customer Support 15
Sher Ghilzai
Scanner Operator, QA Data
Indexing 12 Supervisor 40
Kimberly Gonzalez
Scanner operator, Q/A, Data
Indexing 5 Supervisor 40
Mireya Reyes Q/A, Data Indexing 5 Operator 40
Esmirelda Avalos Q/A, Data Indexing 3 Operator 40
Felix Zaragoza Q/A, Data Indexing 4 Operator 40
Gladis Garcia Scanner Operator 3 Operator 40
Adrian Gonzales Scanner Operator 8 Operator 40
Omar McCutchan Scanner Operator 10 Operator 40
Alejandra Arevalo Scanner Operator 4 Operator 40
5. Raycom was Incorporated in the State of California on September 1, 1977
6. Raycom is not a subsidiary of a parent company
Raycom Data Technologies, Inc
Background
Our mission at Raycom is to deliver high-quality technology solutions that enable companies to meet their
business goals more efficiently. It's a commitment to customer satisfaction that has been a part of Raycom’s
mission since day one. Our goal is to provide the best products with exceptional service. Raycom wants to
continuously improve our customer's ability to efficiently manage the lifecycle of data and information.
Raycom commits to provide solutions that deliver lasting business value to our clients on time and always
within budget. Raycom’s mission is to remain a recognized leader in providing premier professional
information technology services. Raycom is committed to supporting our client's requirements by delivering
cost effective, ethical, reliable, and high quality solutions of strategic value, while sustaining a challenging and
rewarding work environment for our largest asset, our employees.
Raycom is committed to maintaining customer satisfaction, trust and integrity by delivering quality products
and services. Raycom stands above the competition by providing our customers with exceptional services,
quality products and unparalleled customer support.
Raycom Data Technologies, Inc
Background
Raycom Data Technologies, Inc was established as a California Corporation in 1977.
In 1983 Raycom provided support to Fuji Film in developing Com Film RF500. This is widely used in
Microfiche recorder through out World.
In 1991 Raycom Developed COLD (computer output to lased disk; i.e. Worm, CD_Rom, DVD)
Software on request of its customer “Cigna Health Plan” to replace microfiche. Software allows
customer authorized personnel to search and retrieve data by multiple search fields. Data can be shared
or sent via e-mail, faxed over organization LAN/WAN system. Software is currently used by many of
Raycom customer’s.
In 1993 Raycom Data Technologies, Inc on behest of its customer “Security Pacific Bank” developed
document imaging software. Raycom’s Document imaging Software (RDIS) is widely used by Raycom
for backlog conversion, Day forward conversion of documents, Microfilm, Microfiche, Large format
drawings, check scanning, and aperture card scanning.
RDIS has a capability of full text OCR, multiple search fields, annotation. RDIS can be utilized in
single station Network environment with multiple licensed users or software can work of self contained
CD/DVD.
Personnel fingerprinted for background checks before beginning previous high-security projects.
Established secure electronic delivery service through FTP (File Transfer Protocol) server.
Web site development and maintenance services.
Accomplished custom development of exporting methods to match importing requirements of other
document management software uses standard release scripts to connect seamlessly to business systems
from IBM®, Oracle®, Microsoft®, Open Text®, Hyland®, Interwoven®, and many others. Kofax
Capture can also export to any ODBC-compatible database or to a delimited ASCII file.
Custom programming service.
In 1996 upgraded RDIS for additional feature for Aero California to track document trail i.e. document
searched, copied, faxed and by who.
In 2002 Developed Software for Los Angeles County Sheriff’s Department to track multiple arrest and
booking of individuals in different events of person involvement. Over 77 million records on microfiche
were scanned and performed full text OCR for conversion in ASCII file and restore to Sheriff’s
Department Main Frame Computer.
Raycom Data Technologies, Inc
Background
In 2004 accepted Raycom Data Technologies as a Partner and, allowed Raycom to incorporate
their Binarization of Gray-Scale-KSC-12490 processing technique in Raycom imaging software (RDIS)
In 2006 upgraded RDIS to access Data via Web browser, added capability to work with USB connected
Scanners.
In 2008 added feature in RDIS to scan images in PDF format.
Raycom has a staff that varies in size depending on scope of projects.
Raycom’s staff combined has over 100 years experience. Raycom currently has employees that are on a
contractual basis and will bring them on to full time status if needed, and more staff will be hired to
handle the workload of this project or the other current Raycom projects. When staff has been need
Raycom over the past 25 years have contracted through Select Temp Agency for employees previously
employed by Raycom on various projects.
Raycom has the experience needed to effectively provide the requested services in the RFP. Raycom has
provided the requested services to local governments and companies as you will see from the provided sample
list of Raycom Customers.
The benefit of choosing Raycom as a vendor is Raycom is the developer of its own document imaging software,
RDIS. This means there will be no third party software used. Raycom also provides its own software and
hardware maintenance. This allows a quick response from Raycom support. Programmers are hired that work
exclusively for Raycom that help customize the RDIS software to the need of the customers. This allows
Raycom to keep costs down for our customers.
Raycom likes to give a quick or even immediate response to customers, therefore we do not use voice mail our
employees will always answer the phone. All employees at Raycom are cross trained. This allows for Raycom
to keep to the customers requested delivery and turnaround time.
Reference
Organization Name: State of Alaska Department of Corrections
Address: 802 3rd
Street, Suite 213, Douglas, Alaska
Contact Name: Michael Matthews
Telephone: (907) 465- 3313
Email: Michael.Matthews@alaska.gov
Project/Services Provided: Document scanning, Microfilming, and Digitizing records.
Services:
• Raycom Data Technologies scanned various offender probation files
• In order to provide this volume of services, Raycom utilizes (6) Bell & Howell
Duplex Copiscan II 6338 Scanners capable of scanning 90 pages per minute
double sided.
• A pre determined number of boxes with files are shipped to Raycom location for
scanning each month
• The scanned images and database are uploaded to Raycom secured FTP site
enabling the authorized user at the department to upload the images onto their
Microsoft SQL Server system.
• This file is imported into our RDIS software which we extract the index fields, part
numbers, reference number, names, and descriptions.
• This file is then exported using RDIS creating a self-contain Cd enabling the users
to retrieve information with a quick access.
Reference
Organization Name: City of Del Mar
Address: 1050 Camino Del Mar, Del Mar, CA 92014
Contact Name: Emily Bernardo, Computer Operations Manager Telephone No.: (858)704-3638
Project Start Date: January 2013 Project End Date: Current
Volume Size: Over a few thousand drawings will be scanned during this project
Project/Services Provided: Scanning Conversion of Engineering Maps, and Standard Documents.
Document Imaging Services
• The City of Del Mar organized Plans and Documents in preparation for pick up by Raycom on a
monthly basis.
• Scanning various size documents from 8 ½ x 11 documents to E size drawings with our high
speed Bell & Howell duplex scanners and Graphtec Large format document scanners. The index
reference set (Street Address, Permit Number, Date and Parcel Number) for drawing(s) scanned
with related page(s) completing the electronic document.
• Raycom Image quality control check is proceed by way of a split screen while the operator is
indexing the required fields side by side on the RDIS document imaging display.
• Raycom RDIS document imaging system migration utility incorporates the images and the
database to be in preparation for Cd-rom storage and uploaded to a dedicated FTP Secure Server
Site on our mainframe servers for transferring and downloading image files.
• The Images and Database is imported into a CD Media and provided to the City of Del Mar.
Reference
Organization Name: IBEW Trust Fund
Address: 6023 Garfield Ave, City of Commerce, CA 90040
Contact Name: Javier Sandoval Telephone No.: (323) 221-5861
Project Start Date: June 1980 Project End Date: Currently
Volume Size: Over 2 billion records, accumulated 1.9 million in revenue
Project/Services Provided: Microfiche, Microfilm, and Data Conversion Services.
Microfiche/Microfilm Service
• Created microfiche from various Employee Reports, Eligibility Listings, DB Pension Vouchers,
Pension Reports generated on an IBM AS400 iSystem mainframe. These reports were outputted
onto magnetic tapes to be picked up by our courier and delivered back with the microfiche with a 24
hr turnaround.
• The microfiche were created on our NCR 5300 Com recorders enabling the end user to retrieve
information by way of searching the index field’s parameter like Names, Employee Numbers, and
Account Numbers.
• Copies were also created from the original microfiche on a CMI OP2100 series duplicator making
various copies depending on the report types.
Data Conversion Services
• Introduced and installed RDIS document imaging software for records management retrieval on
their Microsoft SQL Server 2003 system, and provided multi-licenses users using RDIS Server base
document retrieval.
• Provided a dedicated FTP Secure Server Site on our mainframe servers for transferring and
downloading image files and indexed database file to be imported into the RDIS document imaging
system software.
• Raycom downloads IBEW PDF reports from the FTP Site, by distinguishing each report we
imported these files into RDIS document imaging software were the files are scanned Zonal OCR in
the required fields. The fields are populated and migrated out using RDIS software.
• Raycom scanning operator will view both the image and OCR field on a split screen during the
verification and quality control process. After Verifying, the operator will migrate the files and
database file onto the secured server.
• The PDF files and the index database files are uploaded to the secured FTP Site were the
completed work can be imported into the RDIS document imaging system on the IBEW server.
Microfilm Conversion
• Microfilm converted and uploaded to RDIS
• The microfilm images were imported using RDIS document imaging software, and build form types
in RDIS for indexing purposes. These indices included report number.
• Raycom migrated the converted scanned images and consolidated the constructed index database
to be incorporated into the network system.
• Raycom ran a data analysis report to verify the index fields before finalizing the export utility for any
invalid contradicting indices.
• Raycom provided IBEW with an RDIS retrieval and management software to integrate the images
into the data network environment.
• Raycom provided technical support, training, and upgrades for the duration of the contractual
period.
Reference
Organization Name: State of Alaska Department of Fish and Games
Address: PO Box 920587 Dutch Harbor, AK 99692
Contact Name: Rachel Alinsunurin
Telephone: (907)581-1239
Email: Rachel.alinsunurin@alaska.gov
Project Start Date: October 2014 Project End Date: Current
Project/Services Provided: Document scanning, Microfilming, and Digitizing records.
Services:
● Raycom Data Technologies scanned various trip reports and miscellaneous reports for
the Fish and Game departmetn.
● In order to provide this volume of services, Raycom utilizes (6) Bell & Howell Duplex
Copiscan II 6338 Scanners capable of scanning 90 pages per minute double sided.
●The scanned images and database are uploaded to Raycom secured FTP site enabling
the authorized user at the department to upload the images onto their Microsoft SQL
Server system.
●Raycom produces an average of 3.7 million images on a monthly basis.
●We receive a digitize record each month through the FTP site. This file is imported into
our RDIS software which we extract the index fields, part numbers, reference number,
names, and descriptions.
●This file is then exported using RDIS creating a self-contain Cd enabling the users to
retrieve information with a quick access.
● Raycom provides an average of 1,500 to 2,000 Cd’s per month
● The documents provided to Raycom are also filmed and provided on 16mm microfilm
rolls
There is no negative history of any alleged significant prior or ongoing agreement failure, any
civil or criminal litigation or any investigation pending which involved Raycom or in which
Raycom has been judged guilty or liable within the last 5 years.
Disclosures
Methodology
Scope of the Project
The City of La Quinta has the following items that need to be scanned and indexed:
File Types consisting of Building Permits, Building Plans, Planning Case Files, Engineering Plans,
Encroachment Permits, Capitol Improvement Projects, Code Compliance Permits, Specialized Studies
The Documents will vary in size from 6” x 9” to 36” x 48”
Pick up
Raycom employee(s) will go to the City designated location and arrange and supervise the picking up of the
documents
Monthly Pickup of the 50 boxes of documents and 10 tubs of drawings will be coordinated as agreed upon
between the City and Raycom
The items will be securely delivered to Raycom location by the employee(s) who have packed the items.
A log of what items are packed will be created and can be provided to the City for their record.
On Demand Report Requests
If at any time the City needs documents that are at Raycom location for processing, a scanned copy can be
provided via email, fax or FTP within 4 hours. A maximum limit of requests for 5 reports a day.
Arrival of the items at Raycom location
Upon arrival at Raycom the items received will be verified against the log that was created at the pick up.
After verification the items will be placed in the secure storage area accessible only by Project Managers
A batch of the documents and or plans will be provided to employees who will begin the preparation of the
items for scanning.
Raycom will keep the City updated on a regular basis of the schedule and the budget for the project.
Monthly reports will be provided on the status.
Document Preparation and Scanning
Raycom Project Manager will assign an experience operator that will handle all preparation of
documents for scanning.
The Operator will document the items onto the Production Log Sheet indicating the box or file
description.
The Operator will prepare all documents by means of removing staples, paper clips, binders,
and other materials restricting the documents from being loose.
All folders or binders will be kept in order as originally received by the City.
The Operator will include batch code separators for documents requiring separation by group.
All loose documents less than 8 ½ x 11 will be stick down on a letter size document.
Any documents ripped or torn will be taped and documents creased or wrinkle will be
flattened.
Any documents that are of poor quality will be notified to the Project Manager and will contact
the City Project Manager for any results.
The operator will hand over the Production Log Sheet and the prepared boxes to the assign
Scanning Operator for scanning.
The Scanning Operator will be utilizing a Kodak Ngnuity Color Duplex Document Scanner,
Cannon DR 7580 Color Duplex Document Scanner and/or a Graphtec CS500 for all
document scanning during every project.
Kodak Ngnuity 9500 Color Duplex Document Scanner
Scan documents as small as 2.5" x 3.5" and as large as 11" x 17"
in resolutions of 200 to 600 dpi. Double-sided scanner with a
throughput rate of 90 ppm/180 ipm in color or mono-
chrome, landscape. Utilizing RDIS Document Imaging
Software & OCR Capture utility. This scanner will be
utilized for documents sixes 8 ½” x 11” up to 11” x 17”.
Cannon DR 7580 Color Duplex Document Scanner
Scan documents as small as 2.5" x 3.5" and as large as 11" x 17"
in resolutions of 200 to 600 dpi. Double-sided scanner with a
throughput rate of 90 ppm/180 ipm in color or mono-
chrome, landscape. Utilizing RDIS Document Imaging
Software & OCR Capture utility. This scanner will be
utilized for documents sixes 8 ½” x 11” up to 11” x 17”.
Graphtec CS500 Color Large Format Scanner
Spec: Scan at monochrome 9.0 ips @ 200 dpi, in color at 3.0 ips @ 200 dpi
Maximum resolution @ 4,800 dpi. Document size width up to 48”
Unlimited scan length. Utilizing RDIS Document Imaging Software
& OCR Capture utility. This Scanner will be utilized for documents
sized 24” x 36”, D size up to E size.
With the Production Scanning Log sheet the Scanning Operator will begin scanning the
documents by loading a few stacks at a time into the scanner.
The Scanning Operator will be utilizing Raycom’s own RDIS Imaging software to produce the
output image files compatible for all EDMS systems.
The Scanning Operator will input the required settings at minimum 200 to 600dpi, black border
removal, DE speckle, DE skew, b&w and/or greyscale, and multiage or single page Tiff and/or
PDF to the City specifications.
The Scanning Operator will apply settings to split between changes in the plan check or permit
number
The Scanning Operator will set the file name convention to requested City requirements which will
be accumulated into sub folder onto Raycom’s secured server.
The Scanning Operator will create batches for verification of the image quality and identification
file names.
Each batch will consist of an average of 500 images on a continuous scanning process for
Indexing.
RDIS Imaging Systems feature database tracking file that can be provided to City to monitor the
project workflow progress.
Indexing Process and Output requirements
The Operator will input the Index requirement as requested by the City for each record
scanned in every created batch.
The Operator will be utilizing RDIS imaging software for all indexing purposes.
The RDIS software capability has a split screen view option to maximize the operator
sufficient workflow.
Each batch finalized for indexing can be exported to a database table to the City specification
requirement.
The RDIS Imaging software also has an OCR capability tool which is 99% accuracy on all
typed free documents.
Utilizing RDIS Zonal OCR, the Operator has the capability of defining zone tables with a
document being scanned at the same time.
Quality Control of Documents
Raycom operations procedure at all times from receiving the items at Raycom to the very end of finalizing the
delivery to the State is focused on quality.
The Q/C operators will verify the directory structure and images quantity total against the production
scanning log sheet.
A visual inspection of each image against the original will be performed, to make sure the images scanned
are the same or better than the original
Any clean up and make cosmetic changes will be done utilizing RDIS Imaging software during the
verification.
Blank pages will be removed as required
Each image will be manually checked for clarity, legibility, quality, cut off images or file compression errors.
The index database file will be verified to ensure all images are accurately indexed
The images will be authenticated to certify that they were scanned in the order as provided
Changes, quality issues, and initial for confirmation of inspection will be documented on the production scan
log sheet.
The Q/C Operator will notify the Project Manager as to when these images are available for the Indexing
operators to begin retrieving the images.
The Q/C Operator will provide the production log sheet to the Project Manager when completed verifying
the images.
The Project Manager will verify the images and transfer to a media or secure FTP
A shipping ticket will be created indicating the image totals, directory structures, and other information on
Raycom production log system.
Indexing Criteria
Raycom Index operator will record on how many images are indexed and how many indexes are created in
the production log sheet.
All images will be indexed by address and permit number
Raycom index operator will create a folder for all document types and also create a sub-folder containing
the images.
Raycom index operator will verify index against the actual index page separator.
RDIS software allows operator to automatically enter the index fields, with little or no manual entry and to
verify what was entered against the microfiche.
If required bookmarking the site plan, floor plan, and structural plan on the PDF will be performed
Delivery
When the items are ready to be transferred to a DVD, they will be provided to the project manager for final
approval prior to delivery to the City.
The Project Manager upon approval will transfer the images to the DVD.
The DVD will be provided to the City every month
The images will be transferred to the Secure FTP site on a regular daily basis for the City to use
immediately and verify. The regular transfers will allow the City to verify a manageable amount of images
as to not be overwhelmed.
Raycom will create a shipping ticket indicating the image totals, directory structures, and other information
on Raycom production log system.
Raycom will provide the DVD’s to the City with the completed images at the each delivery. The DVD could
also be stored at Raycom as a back up for disaster recovery purposes.
The documents will be stored at Raycom until verification from the City. The microfiche can be returned
with the delivery after the verification period or destroyed upon written consent.
RDIS Software
RDIS is a archive/search/retrieval fully customizable software that has been developed by Raycom
The software is server based and can be accessed from all City computers or only selected computers.
Concurrent licenses of the software can be purchased in increments of 5
Raycom provides all instillation and support, so there is no third party involved
Raycom Data Technologies, Inc
Warranty and Guarantee of Work Product
At Raycom Data Technologies, Inc, we have a 100% satisfaction guarantee. If at
any time you're not completely satisfied with the quality of our products, please
let us know.
This warranty does not cover damage caused by accident, improper care,
negligence, or normal wear and tear. Damage not covered under warranty will be
repaired for a reasonable rate and a fee will be charged for return shipping.
All hardware purchased by Raycom is covered under manufacture warranty.
Extended warranty is purchased once the initial coverage period is complete.
Raycom software is covered by warranty for up to 90 days from date of
purchase. All support packages and upgrades to the software that are needed
are covered for a nominal fee.
Subcontracting
Raycom will not utilize any subcontractors for any portion(s) of the Scope of
Services listed as part of this proposal.
Information Needed From the City of La Quinta
Raycom Data Technologies, Inc will need the following from the City of La Quinta
for the Project to succeed:
● Notice of the number of boxes and tubs or a estimate of what will be requested
to be picked up when coordinating the request for pick up
● Manifesto of what is being picked up at the time of pick up
● Any indexing or labeling of the image file requirements for the documents or
plans
● Any OCR instructions
Insurance Coverage Statement
If selected, Raycom Data Technologies, Inc will provide to the City of La Quinta
the minimum insurance coverage and indemnification noted in Exhibit E of the
City’s Professional Services Agreement.
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