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City of La Quinta
RFP Document Scanning Services
October 28, 2013
CONTENTS
COVERLETTER................................................................................................................ 2
BACKGROUND OF DATA MICROIMAGING COMPANY ................................................... 3
KeyPersonnel.............................................................................................................
3
REFERENCES/PROJECT HISTORY...................................................................................... 4
NONEGATIVE HISTORY................................................................................................. 6
PERFORMANCE OF WORK................................................................................................. 6
QualityControl...........................................................................................................
7
PROPOSER'S WARRANTY............................................................................................... 8
PRICINGCHART............................................................................................................. 9
ADDITIONAL SERVICES OFFERED BY DATA MICROIMAGING COMPANY .................
10
SUBCONTRACTING........................................................................................................
10
SERVICES AND DATA TO BE PROVIDED BY CITY OF LA QUINTA................................
10
INSURANCE...................................................................................................................
10
NON -COLLUSION AFFIDAVIT.......................................................................................
11
ACKNOWLEDGEMENT OF ADDENDA............................................................................
12
Prepared by: Tom Giese (661) 775-0882 tgiese@datamicroimaging.com
Data Microlmaging Company Page 1 Tom Giese (661) 775-0882
Cover Letter
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City Clerk's Office
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
Re: RFP — SCANNING SERVICES
Dear Sir or Madam,
Data Microlmaging Company (DMC) appreciates the opportunity to bid on document scanning
services for the City of La Quinta. I am pleased to be your point of contact during the bid
evaluation process, and would be your main point of contact during the actual project if we are so
fortunate as to be chosen.
A State of California certified small business, Data Microlmaging Company has over fifty years'
experience in working with businesses and government entities on document imaging projects
large and small. We have a long track record of providing quality document scanning and
imaging services to local government entities in Southern California, including the Conejo Valley
Unified School District, the cities of Glendale, Los Angeles, Santa Clarita, and many more.
All work performed by DMC under this RFP would be done at our Valencia, California location.
All information and pricing contained in this proposal is valid for ninety (90) days from the date of
the bid opening.
All individuals who will be involved in the performance of work for this proposal for the city of La
Quinta are free of any conflict of interest.
Thank you again for the opportunity to bid on services for the City of La Quinta. If selected for
this project, we are certain we will meet the high expectations you and the City have for your
imaging services.
Sincerely,
DocuSigned by:
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Tom Giese
Sales Manager
Data Microlmaging Company
Office (661) 775-0882
Cell (661) 904-0945
Fax (661) 775-9449
tgiese@datamicroimaging.com
Background of Data Microlmaging Company
Data Microlmaging Company
25101 Rye Canyon Loop
Valencia, CA 91355
(661) 775-0882
www.datamicroimaging.com
A California corporation incorporated in September 1962
DMC principals are David J. Vernon and Kirk Dewey
A State of California certified small business
TIN # 95-2455727
Over 20 years experience scanning and indexing for government agencies
Key Personnel
David Vernon
• 30 years as co -principal of DMC
• Designed and implemented document management systems at Amgen, Bugle Boy, St.
Jude Medical
• Member of AIIM
• Past member of the Board of Directors for ARMA Greater Los Angeles Chapter
Kirk Dewey
• 30 years as co -principal of DMC
• Built production systems to move from film technology to digital technology
• Member of AIIM
Mario Ramirez
• Production manager of DMC
• Joined DMC in 1998
• Responsible for overseeing all production
Tom Giese
• Sales Representative
• Joined DMC in 2001
• Over 20 years experience in digital imaging services, systems and technology
Data Microlmaging Company Page 3 Tom Giese (661) 775-0882
References/Project History
City of Santa Clarita
Building & Safety Division
Debbie Van Zant
23920 Valencia Blvd, Ste 140
Santa Clarita, CA 91355
Phone: 661-256-4940
Project description: Over 1 million pages of various permits and plans, including historical permit
documents delivered via secure FTP in the LibertyNet import format
Completion date: current and ongoing
City of Glendale Public Works
Stuart Tom
Senior Building Official
633 E. Broadway
Glendale, CA 91206
Phone: 818-548-3214
Email: stom@ci.glendale.ca.us
Fax: (818) 548-3215
Project description: Scanned and indexed 133 file cabinet drawers full of building permit address
packs for import to the city's FileNet imaging system.
Back -file completed January 2006; work is ongoing
Administrative Services Division, City of Glendale
Mary Tchagaspanian
Finance and Administrative Services
141 N. Glendale Ave.
Glendale, CA 91206
Phone: 818-548-2085
Email: MTchagaspanian@ci.glendale.ca.us
Fax: 818-956-3286
Project Description: Scanned and indexed over 1.2 million pages of AP files for import to FileNet
imaging system.
Back -file completed June 2005, monthly work is ongoing.
Data Microlmaging Company Page 4 Tom Giese (661) 775-0882
Stater Brothers Markets
Jim Steggell
Controller
301 S. Tippecanoe Ave
San Bernardino, CA 92408
(909) 783-5011
Project Description: Scanning 3 million pages of AP documents per year on an on-going basis.
Making pickup/delivery every Tuesday.
Completion date: Work is ongoing since January 2006
City of Los Angeles Office of the City Clerk
Gregory R. Allison
Director of Systems
200 N. Spring Street
Los Angeles, CA 90012
Phone: (213) 978-0351
Email: gallison(@clerk.lacity.org
Fax: 213-978-0343
Project description: Scanned and indexed 25,000 city ordinances to be made available for public
viewing on the city's web site.
Completion date: June 2005
Data Microlmaging Company Page 5 Tom Giese (661) 775-0882
No Negative History
A privately owned company, DMC enjoys a stellar reputation within our industry for service and
financial stability, with no bankruptcies, legal judgments, contract failures or pending mergers to
mar our record or hinder our ability to perform.
Performance of Work
Mario Ramirez, Digital Production Supervisor with 15 years employment at DMC will be
responsible for overall project management from a production standpoint. Mario is at our
Valencia facility on a full-time basis and will be responsible for overseeing production at all times.
DMC will employ its own driver and delivery vehicle to pick up documents from the city as
needed. A transmittal listing the boxes being picked up and documents within will be signed by
our driver and a copy will be left with the city. At our facility boxes are logged in on our intranet
tracking system and tracked throughout the production process. We assign an internal box
number; boxes can be traceable by client box number also.
We utilize Kofax Ascent Capture software and Kodak i620 scanners for the bulk of our scanning
work. With the i620's we have to ability to scan in color or auto -color with automatic color
detection. We also have equipment in house to digitize large -size documents up to 42" x 48" in
black -and -white or color.
Integrity of the files will be maintained as the files will be kept intact throughout the prep and
scanning process. Any pages requiring color scanning or any pages up to 17 inches in the
smallest diameter will pass through our production scanners in order, so there is no need to break
up a file unless a document larger than 17 inches in the smallest dimension is encountered.
Ascent Capture and Virtual Re -Scan (VRS) technology allows us to adjust critical scanning
parameters such as brightness, skew, and contrast for multiple types of complex documents in a
single batch. Later, in a separate quality assurance process, every image is viewed by an
operator and checked again.
DMC will deliver the scanned images and index data in a format that can be imported to the
Laserfiche system using Laserfiche import agent.
Images and Index data can be delivered via FTP upload, which will eliminate the sales tax on
services provided, a savings of almost nine percent.
After the final images have been captured and returned to the customer, the images and index
data may be kept for the 180 day transitional period.
Every employee of DMC has signed a statement of non -disclosure, which is kept on file at DMC.
Our driver and other key personnel have undergone background security checks.
All DMC service vans have security locking systems and all drivers receive appropriate security
training. Our driver will verify box and transmittal lists upon pick up. Files will be returned to the
customer in substantially the same condition as received.
DMC's production facility is located in the Mann Biomedical Park. This facility is the former site of
Lockheed's super -secret Skunk Works, and employs a twenty four hour guarded gate. Access to
our building is controlled by card -key. During business hours, the only door that can be entered
Data Microlmaging Company Page 6 Tom Giese (661) 775-0882
without a card key is at the front lobby, which is staffed by a receptionist. After hours the front
door is locked. Access to the business park after hours requires a pass code. The business park
and facility are patrolled by guard during the evenings and weekends.
Quality Control
Ascent Capture and Virtual Re -Scan (VRS) technology allows us to adjust critical scanning
parameters such as brightness, skew, and contrast for multiple types of complex documents in a
single batch. Every image that is scanned is viewed by the operator at the time of scanning. If
an image is not legible the operator will stop the scanning process and make manual adjustments
to get the best possible image. Later, in a separate quality assurance process, every image is
viewed by an operator and checked again. At this step pages of blank boiler plate or blank pages
of graph paper will be deleted.
DMC has in the past hired consultants to refine our processes and make us ISO 9000 compliant.
All production processes, including quality control are documented in our quality control manual.
Each step of the production process, including document prep, scanning, microfilming, indexing,
and quality control has a single manager responsible for that process. This eliminates any finger
pointing in the event that errors do occur.
All jobs in the shop are logged in and tracked. Sales Reps and Managers can check the status of
all jobs on our intranet tracking system. Turnaround performance and re -run rates are constantly
tracked and measured.
A common cause of problems in service industries is employee turnover. At DMC, our Digital
Production Manager has been with the company 15 years. DMC has a philosophy of promoting
from within, which helps explain the extraordinary lack of turnover in our key positions. New hires
are started out in the document prep area, which requires the least technical knowledge and is
easiest to teach and monitor. Only after an employee has proven to be reliable, conscientious,
and capable of following directions are they allowed to move into progressively more responsible
areas such as scanning, indexing, and quality control.
We are prepared to work closely with the client as necessary to ensure the successful completion
and implementation of this project. This will require cooperation between DMC operators, staff,
client employees, consultants, vendors, and system administrators. DMC will schedule regular
meetings with appropriate users and technical staff to insure mutual understanding of the goals of
the users with respect to image quality and system performance.
Data Microlmaging Company Page 7 Tom Giese (661) 775-0882
Proposer's Warranty
DMC performs a quality -assurance process on all work. After delivery of a batch of work, DMC
will keep the electronic images and index data for 90 days. It is recommended that the city do a
spot-check of work that has been returned before the 90 -day period expires and the images and
index data are deleted from our system.
All images will be deemed as accepted by the city unless DMC is notified otherwise in writing or
via email within 90 days of the delivery of the images.
Data Microlmaging Company Page 8 Tom Giese (661) 775-0882
ATTACHMENT
PRICING CHART
SERVICES ..................................................... PRICE per image
SHIPPING:
PRE -SCANNING DOCUMENT PREPARATION.
SCANNING: (best image rate: 200-400 DPl)
Black & White 81/2 x 1 1 , 81/2 x 14, Plan sheets
Greyscale 8'/2 x 11, 81/2 x 14, Plan sheets
Full Color 8'/2 x 1 1 , 81/2 x 14, Plan sheets
FILE RE-ASSEMBL Y.-
INDEXING
.INDEXING (per field pricing):
OCR-ing:
DATA TRANSFER (per CD/DVD or Laserfiche Briefcase):
QUALITY CONTROL:
OTHER CHARGES, FEES OR BILLABLES:
DocuSigned by:
Use additional copies of this form if space is needed Signed:
'—B1E8AB6B232F47D...
Additional Services Offered By Data Microlmaging Company
Certified Document Destruction $6.00 per box
Subcontracting
DMC perform all work listed in the RFP with our own employees at our Valencia
facility.
Services and Data to be Provided by City of La Quinta
Where practical, the city can save money on the cost of indexing by providing a database in Excel
or .TXT format. For example, when scanning building permits or blueprints, the city might supply
a database of permit numbers with the corresponding addresses. In that case, we would only
need to enter a permit number. The address would be pulled from the city -supplied database.
This would lower your cost of indexing.
Insurance
DMC will provide insurance coverage and indemnification as specified in sections 5.0
and 6.0 of the City's Contract Services Agreement.
Data Microlmaging Company Page 10 Tom Giese (661) 775-0882
ATTACHMENT 3
NON -COLLUSION AFFIDAVIT FORM
Document Scanning Services
.......... d d a a 0 0 ......... 6 a N 0 w d .............. 5 0 0 0 0 0 0 5 a 0 0 N ..... ■
MUST BE EXECUTED BY PROPOSER AND
SUBMITTED WITH PROPOSAL
I, , (name) hereby declare as follows:
am (title) of (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 contract of anyone interested in the proposed contract; that all
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 thereto, 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
By Name
Title
Organization
Address
EDocuSigned by:
2F47D_
ATTACHMENT
ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA
AUULNUUIVI Nu. WJKL I N U I U A I INLi KLL;LIF I
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