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United Records Mgmt IncUNITED RECORDS MANAGEMENT INC Records Management e Certified Destruction • Data Protection Proposal For Document Scanning and Quality Control Services GEM of the DESERT June 26, 2017 COVERLETTER........................................................................................................................................... 1 COMPANY BACKGROUND, QUALIFICATIONS, AND EXPERIENCE................................................................. 2 ProposedTeam ............................. .................................................. ,......................... .,....... ...................... 3 REFERENCEPROJECTS................................................................................................................................ 4 DISCLOSURES............................................................................................................................................. 5 EXPLANATION OF METHODOLOGY............................................................................................................. 5 Fileand Box Transport.....................................................................................,.................................... S Availability of Documents............................................................................................. 5 DocumentPreparation ................... ............. ....... ,............................................. •............................ ........ S Precision Document Scanning.............................................................................................................. S Inspectionand Audit ................................................... ••---............................................................. ----.•.... S Indexing and Metadata Creation .................................... ........... ........................................................... 6 DeliveredWork Product..................................•--...................... ............................... ......... ................. . 6 GUARANTEEOF WORK PRODUCT............................................................................................................... 6 PRICING............... ....................... ...................................................................................... ......... 7 COMPLIMENTARY SERVICES....................................................................................................................... 8 SUBCONTRACTINGSERVICES...................................................................................................................... 8 INSURANCE................................................................................................................................ ............. 8 NON -COLLUSION AFFIDAVIT...................................................................................................................... 9 ACKNOWLEDGEMENT OF ADDENDA......................................................................................................... 10 28470 Witherspoon Parkway Valencia, CA 91355 Tel: (661) 705-0500 Fax: (562) 222-2864 Cover Letter Monika Radeva Deputy City Clerk City of La Quinta 78495 Calle Tampico La Quinta, CA 92253 Dear Ms. Radeva, June 26, 2017 Thank you for the opportunity to bid on document imaging services to the City of La Quinta. United Records Management, Inc. (URM) has decades of experience providing imaging services to government entities and private business in Southern California. URM has a stellar reputation for quality service and stability, with no bankruptcies, negative judgements, or failures to perform on our record. If selected for this project we will provide the City with outstanding service in a timely manner. I have the pleasure of being your contact person during proposal evaluation, as well as having contractual responsibility with the City of La Quinta. This proposal will remain in effect and valid for 90 days from the date of submittal. URM hereby states that any individuals performing work for the City of La Quinta will be free from any conflict of interest. Very truly yours, Tom Giese Sales Manaqer United Records Management, Inc. 28470 Witherspoon Parkway Valencia, CA 91310 aboghozian@GoUnited.com Company Background, Qualifications, and Experience United Records Management, Inc. (URM) provides full-lifecycle document services, including high -volume scanning, electronic document management systems (EDMS), workflow automation, secure document storage, shredding, data protection, and multi -function printers. Founded in 2004 as United Document Storage, a corporation, URM gained over four decades of document imaging experience and success with its 2016 acquisition of Data Microlmaging Company. URM's taxpayer identification number is 35-2430354. URM operates a highly secure, state-of-the-art scanning operation at our Valencia plant, where we convert paper documents, large format drawings, and microfilm images to digital format for easy retrieval and distribution. We have experience providing images and metadata for upload to a wide array of imaging solutions, including Laserfiche, FileNet, OnBase, and many others. Our sales and operations personnel have decades of experience performing numerous projects to scan address packs, building permits, and blueprints for cities throughout Southern California. URM will not be using any sub -contractors for this project. In addition to scanning and indexing, URM provides secure document storage and destruction services from our 100,000 square -foot facility. We also have a Professional Services group that provides on -premises or cloud -based content management solutions suitable for a large enterprise or an individual department. United Records Management, Inc. Valencia, CA 2 Proposed Team Project Manager Kirk Dewey, CDIA+ Document Imaging Consultant Industry Experience: 35 years Years with URM/DMC: 35 years Project Role: Kirk will have overall responsibility for the project Implementation and completion, including resource planning and scheduling. Client Liaison Tom Giese, CDIA+ Sales Manager Industry Experience: 25 years Years with URM/DMZ: 14 years Project Role: Tom will be the interface between client and URM production staff during all phases of the project, from testing, client approval of sample work, production, and issue resolution. Production Manager Mario Ramirez Production Supervisor Industry Experience: 20 years Years with URM/DMC: 20 years Project Role: Mario will be responsible for all phases of production, including scanning, indexing, Quality Control, and meeting turnaround requirements. Information Technology Carlos Avila CIS Manager Industry Experience: 7 years Years with URM/DMC: 7 years Project Role: Carlos will be responsible for the technical setup of the application, to insure highest quality and output is formatted to client specifications. 3 Reference Projects City of Santa Clarita URM performed a large project to scan over one million images of Building Plans and Historical Permits for upload to the City's Laserfiche system. We currently do ongoing scanning and indexing of files for the City Clerk's Office, Building & Safety, Engineering, Parks, Planning, and Special Districts. Contact: Heather Andrews Building & Safety City of Santa Clarita (661) 286-4081 handrews@Santa-Clarita.com City of Glendale URM performed a back -file project to scan over 500 file cabinet drawers of Address Packs and Planning Files. We also scanned and indexed several hundred thousand Blueprints for upload to the City's FileNet system. We have been providing ongoing scanning of Blueprints, Planning Case Files, Permits, Planning Case Files, Code Enforcement files, AP Checks, Time Sheets and other documents for over twelve years Contact. Jan Edwards Head of Building & Safety City of Glendale (818) 548-3212 jedwards@glendaleca.gov City of Monrovia URM has been scanning building plans and calculations for the City of Monrovia for over fifteen years. Contact: Chone Cervantes Building & Safety City of Monrovia (626) 932-5530 ccervantes cDco.monrovia.ca.us Additional references available on request. lH Disclosures URM has a stellar reputation for quality service and stability, with no bankruptcies, negative judgements, or failures to perform on our record. If selected for this project we will provide the City with outstanding service in a timely manner. Explanation of Methodology File and Box Transport Documents removed from file cabinets by URM staff and placed into document storage boxes, (10" x 12" x 15"). URM will supply unique bar code labels for boxes. URM will pickup labeled boxes and prepare Chain of Custody documents, with hand-held scanner, to track movement of boxes between client location and URM secure data capture center. All URM vehicles have security locking systems and all drivers receive appropriate security training. Driver will verify box and transmittal lists upon pick up. Boxes will be logged into URM O'Neil tracking system upon arrival at secure data capture center. Availability of Documents Should the client require access to any document while it is in the possession of URM, we will make the file(s) available within 24 hours by either scanning the file and making it available to the client via email, secure FTP site, or delivering the actual hard copy file. Pickup/delivery charge will apply. Document Preparation URM personnel will remove staples, paper clips and binder clips. Repair torn pages, and unfold folded pages. Move post -it notes to non -image area of document. Insert bar-coded document separator sheets at appropriate file or document breaks. URM will utilize client -supplied database, where available, to produce unique bar-coded document separator sheets for each document. If no database is available, manual entry is required index data to create the separator sheets. Precision Document Scanning All work is performed in our secure data capture center. Standard image display and resolution are 300 dpi, bi-tonal images. Pages with color on them, including photographs, will be scanned in color. Pages requiring grayscale scanning, such as black & white photographs and certain graphs or illustrations will be scanned in grayscale. Image file format can be delivered in any file format requested. Standard formats are PDF, PDF/A, TIFF G4, and JPG. Inspection and Audit After scanning production URM software applies a 100% review of scanned images employing Artificial Intelligence components of the ibml Intelligent Capture Suite software. Post scan operator inspection and audit of a random sampling (10%) for proper image orientation, de - speckle and de -skew, image quality and document breaks. Documents naturally have a range of density, but are fully readable and printable. Images will be of a quality that is the functional equivalent of the original. Indexing and Metadata Creation All indexing and metadata creation will be completed at our secure data capture center. Where possible URM will automate the indexing and metadata creation employing Artificial Intelligence, forms recognition, Optical Character Recognition (OCR), Intelligent Character Recognition (ICR), and client provided databases related to the documents being scanned. When required, URM will perform manual keying from viewing the image on -screen at the data entry station. Metadata can be delivered in a format that it importable to virtually any imaging system, including TRAKiT and Laserfiche. Delivered Work Product URM will create a Packing Slip/Work Order identifying each document type being delivered, along with the number of images, indexes, and medium for that delivery. Images will be formatted for import to client document management system, or as plain image files. Images and metadata will be written to a US63 compliant medium (external portable hard drive) or uploaded to our secure cloud server. Final invoicing will be for the exact number of images and metadata created and may be more or less than estimates provided. Please note: Client must review the work product in a timely manner. Thirty (30) days after delivery of work, all images and metadata will be deemed accepted by client. Hard Copy can be returned to the client, or stored at URM's state-of-the-art storage facility. Guarantee of Work Product URM guarantees that scanned images will be the functional equivalent of the original documents. All indexing and metadata creation will be done to customer specifications. Client must review the work product in a timely manner. Thirty (30) days after delivery of work, all images and metadata will be deemed accepted by client. C� ATTACHMENT 1 PRICING CHART SERVICES PRICE per image SHIPPING: V 7 5-, o©_ PRE -SCANNING DOCUMENT PREPARATION: Op 01 SCANNING (best image rate: 200 - 400 DPI): 3, os Black & White (Sizes: 8.5 x 11 and 8.5 x 14) Greyscale (Sizes: 8.5 x 11 and 8.5 x 14) O S $ ©� Full Color (Sizes: 8.5 x 11 and 8.5 x 14) FILE RE -ASSEMBLY: INDEXING (per filed pricing): Z� OCR-ing: l)o C_�q'� Occ DATA TRANSFER (per CD / DVD or Laserfiche Briefcase or Volume) ' Z�,&0 e� Tc QUALITY CONTROL: , dpq OTHER CHARGES, FEES, OR BILLABLES: fr isq� 6`b A S_'g- Use additional copies of this form if space is needed Signed Document Scanning and Quality Control Services Request for Proposals City of La Quinta Due Date: July 7, 2017 at 4:00 p.m. Page 9 of 34 Complimentary Services URM provides box storage and certified document destruction services from our state-of-the-art, 100,000 square -foot facility in Valencia, CA. Subcontracting Services URM will not be using any subcontractors to perform work for the City of La Quinta under this RFP. All work will be done at our facility in Valencia, CA. Insurance URM has or will acquire insurance and indemnification as noted in Exhibit E of the City's Professional Services Agreement. ATTACHMENT 3 NON -COLLUSION AFFIDAVIT FORM Must be executed by proposer and submitted with the proposal I, o VV\ (name) hereby declare as follows: I am vW_ ofy (� Jam, 1 Hl , , (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: ,IL Proposer Name: Proposer Title: Company Name: UintTrga Iff GyK4eW CWT i "C . Address: Z SI-P 70 Document Scanning and Quality Control Services Request for Proposals City of La Quinta Due Date: July 7, 2017 at 4:00 p.m. Page 33 of 34 ATTACHMENT 4 ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA ADDENDUM NO. I SIGNATURE INDICATING RECEIPT Document Scanning and Quality Control Services Request for Proposals City of Lo Quinta Due Date: July 7, 2017 at 4:00 p.m. Page 34 of 34