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ECSProposal CITY OF LA CUINTA ,��CITY CLERK'S OFFICE Response By Corporate Offices: I Southern California I Northern California 877-790.1600 5905 Brockton, Suite C 4080 Pike Lane www.ECSimagingcom Riverside, CA 92506 Concord, CA 94520 sales@ECSimaging.com Ph: 951-787-8768 Ph: 925849.3759 #1 Laserfiche Reseller in the World in 2003! City of La Quinta 78495 Calle Tampico La Quinta, CA 92253 ATTN: Teresa Thompson Dear Teresa, Thank you for including ECS Imaging in the request for proposals of the City of Lo Quinta's Document Scanning Services project. We are committed to meeting and exceeding the City's comprehensive document scanning and indexing needs for its immediate and future requirements. ECS Imaging, Inc. is submitting our proposal to provide back file and future scanning services to digitize specific file types including general ledgers, soil and hydrology reports, capital improvement projects, encroachment permits, building permits and plans, and environmental impact reports. The City's multi- year project involves scanning records in hundreds of file boxes and plan rolls. The images will then be uploaded utilizing Laserfiche Briefcase onto the City's Laserfiche server. ECS installed and currently supports the City's Laserfiche System and is already familiar with the City's document management requirements. As your current Laserfiche provider since 2003 it is our goal to provide exceptional services as required in the Request for Proposal. ECS currently has two scanning bureaus, one in Concord, CA serving Northern California, and another at its headquarters in Riverside, CA. Both of these operations can perform paper scanning as well as scanning of various Microform. The benefit that this has for our clients is that we can scan any document and have the scanned images loaded on to vour Laserfiche server, making them immediately accessible without the need for additional conversion or indexine. All scannine for the Citv of La Quinta will be performed by ECS staff and conducted at our main office located at 5905 Brockton Ave, Suite C Riverside, CA 92506. All information and pricing contained in this proposal will be valid for a period of ninety (90) days following the date of submission. All ECS employees who will be performing work for the City of La Quinta are free of any conflict of interest. We greatly appreciate your consideration to ECS Imaging, Inc. as your Scanning and Indexing Solution Provider. We look forward to serving the City's needs in a responsible and responsive manner. Thank you. Sincerely �j Debbi Bodewin Senior Vice President 951-787-8768 x109 debbi@ecsimaging.com I F s II 1.1 9E U Ll U ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 2 t, City of La Quinta 78495 Calle Tampico La Quinta, CA 92253 ATTN: Teresa Thompson Dear Teresa, Thank you for including ECS Imaging in the request for proposals of the City of Lo Quinta's Document Scanning Services project. We are committed to meeting and exceeding the City's comprehensive document scanning and indexing needs for its immediate and future requirements. ECS Imaging, Inc. is submitting our proposal to provide back file and future scanning services to digitize specific file types including general ledgers, soil and hydrology reports, capital improvement projects, encroachment permits, building permits and plans, and environmental impact reports. The City's multi- year project involves scanning records in hundreds of file boxes and plan rolls. The images will then be uploaded utilizing Laserfiche Briefcase onto the City's Laserfiche server. ECS installed and currently supports the City's Laserfiche System and is already familiar with the City's document management requirements. As your current Laserfiche provider since 2003 it is our goal to provide exceptional services as required in the Request for Proposal. ECS currently has two scanning bureaus, one in Concord, CA serving Northern California, and another at its headquarters in Riverside, CA. Both of these operations can perform paper scanning as well as scanning of various Microform. The benefit that this has for our clients is that we can scan any document and have the scanned images loaded on to vour Laserfiche server, making them immediately accessible without the need for additional conversion or indexine. All scannine for the Citv of La Quinta will be performed by ECS staff and conducted at our main office located at 5905 Brockton Ave, Suite C Riverside, CA 92506. All information and pricing contained in this proposal will be valid for a period of ninety (90) days following the date of submission. All ECS employees who will be performing work for the City of La Quinta are free of any conflict of interest. We greatly appreciate your consideration to ECS Imaging, Inc. as your Scanning and Indexing Solution Provider. We look forward to serving the City's needs in a responsible and responsive manner. Thank you. Sincerely �j Debbi Bodewin Senior Vice President 951-787-8768 x109 debbi@ecsimaging.com I F s II 1.1 9E U Ll U ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 2 Table of Contents A. Cover Letter................................................................................................:........................................:.....2 B. Company Background / Profile.........................................................................:..................:......:....:.:.:..::4 OrganizationalChart ..........:......................................................................................................................:6 StaffBiographies ......... ......... ..................................................................... .................6 C. References......:.....:..:...:................,.........:...:............................:..:.:..:...:...........:..:....................:..............:..9 D. Disclosure...........................................................................:....................................................................10 E. Explanation of Methodology........ ................................................... ......... ...............10 F. Warranty/ Guarantee ......................................................................................................................:......13 G. Pricing Chart .........................................................................................:..................................................14 SampleQuote..........................:......................................................................................:........................15 H. Complimentary Services.........................................................................................................................16 I. Subcontractors......................................................:...................................:..............................................16 J. Roles of City Staff..........................................................:.....:...................:........:.......................................16 K. Insurance Requirements.........................................................................................................................16 L. Non -Collusion Affidavit..................:.........................................................................................................17 M. Acknowledgement of Addendum.............................................:.............................................::.............18 ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 3 a B. Company Background / Profile 1) YEARS IN BUSINESS ECS Imaging, Inc. is a world-class Laserfiche provider and has continuously been ranked the #1 value added reseller (VAR) in the state of California for over 18 years. We specialize in turn -key document management solutions and have installed more than 300 Laserfiche systems. Ranging from stand-alone systems to complex enterprise systems with high volumes of sensitive data, ECS Imaging, Inc. prides itself on providing services for each unique situation. ECS Imaging, Inc. was established in 1990 with the goal of perfecting the art of blending business with technology to help government and commercial organizations improve their operations. ECS Imaging, Inc. current employs 37 full time staff providing the following services: • Project Management • Laserfiche Installation • Software and Hardware Integration • On-going Support of Software and Hardware • On -Site Training and Support •� Scanning Services (including Large Maps, Microfilm, Microfiche conversion) • Electronic Forms and Digital Signature Solutions • Integrations to 3rd party applications • Custom Application Development • Documentation • Annual Complimentary Client Conference 2) TAX IDENTIFICATION NUMBER TIN: 33-0928085 3) NUMBER OF YEARS SCANNING AND INDEXING FOR GOVERNMENT AGENCIES We have been providing scanning services for Government agencies since 2000. 4) RESUMES OF PROJECT MANAGER AND KEY PERSONNEL Scan Bureau Supervisor Michelle Dighton IECS Imaging, Inc. - Scanning Bureau Supervisor Years of Experience: 12 Coming from an extensive background in document management, Michelle currently serves as ECS Imaging's, Inc. point for all scanning operations. Her detail orientated approach, along with her ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 4 commitment to quality customer service, allows to her to repeatedly meet the needs of ECS imaging's scanning services requirements. Qualifications and Certifications • 12 -years document management experience • Microsoft Certified Professional • Laserfiche Certified Professional Career Highlights & Accomplishments • Has worked in corporate quality control for over a decade • Recognition for superior customer service and support • Master of Laserfiche scanning processes and procedures 5) FIRM OWNERSHIP AND STATE OF INCORPORATION - Principle owners are: James F. Pappas, CEO and Debbi Bodewin, Sr. Vice President. ECS Imaging, Inc. is incorporated in the State of California 6) IF SUBSIDIARY OF PARENT COMPANY ECS Imaging, Inc. isnot a subsidiary owned by a Parent Company. s Organizational Chart ' sI � �maq,dm : wGr*rnww�eanw *�avvmm. i 'q — egalYn ee I -- ------i veeex�w.ema, .; Geau9oaawin >�re�-..: VKxvndtleK s.nwKnunW.m : tlYermea+tNB�f - a.daaaau� pwanaKhna6 ymtsmm �.� Ym M�Gnn C+KMLLe : AWN. edir�eeawin kw Mavniar A* �IfcUltANn>�.. fJ4p StlMRS: .4KunlMa�a( ,MouMroanaeer Ye�hxgervbor bLL4.d Jb�rt NmuWiC{ANIY C xan$upyM'�n, Cew,alg Mlle Gxtl euYKale nnerewNbns hnel5aidtVal-MWCkWatlYdl _ SeYeiwn Fntleee<.. Sanapa.[ar dbK,Se�Ykea, Mwetmr.CYea teahnld Yusme�e' ��:. ,Sm Ce9Jf k_� Nvaddnvn KenralM+rAn:: - Sheb,Uery IIHTuAur J.J laNyDwn :arAwum -:'sangn+ax v 4+ena:.. rayum:.mn+bv TeiMbfassewae emnessMarytt : �xv�tixn -: 4 HWyTypKi wciemw4b : - mmmyoo eb.. 6^�f�"Tpk` - -xngperrtor Sm?Wu+ta,: TefhKWASfol1M! r`rarw ionlV4'KWr - Metlagtls Kam C+a�m>,v - xgytim),nm xngin+w ;- smOpR+fer =.. 5be.91tiFlur .. PpeelaMdexmr is �l i; Staff Biographies MANAGEMENT TEAM _l Jim Pappas Debbi Bodewin U. Chief Executive Officer Senior Vice President Industry Experience 50 Years Industry Experience 18 Years Founder of ECS December 1990 With ECS Since November 1995 BS from University of Virginia BA in Marketing and Minor in Spanish from CSUSB U Pete Herschelman James Green Vice President of Northern California Sales Chief Operations Officer Industry Experience 25 Years Industry Experience 7 Years With ECS Since February 2002 With ECS Since September 2008 BS in Economics from UC Irvine Li U ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 6 l I Laserfiche Certifications: 1) ECM 101 5) Capture 1 9) Laserfiche Administrator II 2) Laserfiche Specialist 6) Capture Ii: Quick Fields 10) Advanced Security 3) Repository Architect 7) Capture Workflow 11) Records Management Edition I 4) Business Process Management 8) Laserfiche Administrator 1 12) Troubleshooting 13) Laserriche Integrator I .ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page.7 TECHNICAL SUPPORT STAFF Chad Rodriguez Jesse Martinez Technical Manager Assistant Technical Manager Industry Experience 12 Years Industry Experience 6 Years With ECS Since March 2010 With ECS Since February 2007 . BS in Computer Science from University of La Verne BS in Computer Technology from ITT Cisco Certified Network Administrator and CompTIA Kofax Ascent Capture 7 Certification Security+ (pending) Laserfiche Certifications: 2, 3, 4, 5, 6, 8, 9 Laserfiche Certifications: 1, 2, 4, 5, 6, 8, 9, 10, 12 Shelby Chung Kevin Ng Business Analyst Solutions Engineer Industry Experience 3 Years Industry Experience 1 Year With ECS Since July 2010 With ECS Since January 2013 BS in Business and BS in Computer Science from UC BS in Mechanical Engineering from San Jose State Riverside University Loserfiche Certifications: 2, 5, 6, 8 Laserfiche Certifications: 1, 2, 3, 5, 6, 8 Bich Pham Israel Sandoval Technical Associate and Developer Technical Associate Industry Experience 3 Years - Industry Experience 10 Years With ECS Since July 2010 With ECS Since June 2010 BS in Computer Science from UC Riverside BA in Philosophy from Cal Baptist University Programming Languages: C, C++, PHP, Pearl, Java, ASP, Microsoft Cert: Certified Desktop Support Technician Visual Basic Laserfiche Certifications: 4, 5, 6, 8, 9 Loserfiche Certifications. 3, 4, 5, 6, 8, 9 Tommy Do Michele Waddell Technical Associate Lead Technical Associate & Trainer Industry Experience 3 years Industry Experience 12 Years With ECS Since September 2012 With ECS Since August 2001 Graphics/Business Major at Mt. San Antonio College (in CompTIA A+ Certification progress) Laserfiche Certifications. 2, 4, 5, 6, 8, 9 Laserfiche Certifrcations:l, 2, 3, 5, 6, 7, 8, 9, 10, 12 i Sophia Ponce Anjy Divine Technical Associate and Trainer Technical Associate and Trainer Industry Experience 5 Years IndustryExperience With ECS Since October 2008 7 Years Laserfiche Certifications: 2, 5, 6, 8, 9 With ECS Since April 2009 Laserfiche Certifications: 2, 5, 8, 9 Laserfiche Certifications: 1) ECM 101 5) Capture 1 9) Laserfiche Administrator II 2) Laserfiche Specialist 6) Capture Ii: Quick Fields 10) Advanced Security 3) Repository Architect 7) Capture Workflow 11) Records Management Edition I 4) Business Process Management 8) Laserfiche Administrator 1 12) Troubleshooting 13) Laserriche Integrator I .ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page.7 Jami Shore Kristan Stillman Office Manager & Tech Support Single Point of Contact Accounting & HR Supervisor Industry Experience 10 Years Industry Experience 7 Years With ECS Since February 2003 With ECS Since October 2006 i� J 1 i1 dl 31 i �3 .lj ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 8 j I j. ACCOUNT MANAGER ' Bob McCowan Account Manager r- 3 La Quinta, CA _ (760) 408-3983 x 109 a rmccowan @earthl i n k. net ADMINISTRATIVE STAFF Jami Shore Kristan Stillman Office Manager & Tech Support Single Point of Contact Accounting & HR Supervisor Industry Experience 10 Years Industry Experience 7 Years With ECS Since February 2003 With ECS Since October 2006 i� J 1 i1 dl 31 i �3 .lj ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 8 j I C. References City of Aliso Viejo Scanning projects ECS continues Scan Bureau All documents scanned to Joanna Stevens (949) 425-2546 include Building & Safety, City Clerk, to provide ongoing Supervisor and all Scan Bureau the satisfaction of the City, project was invoiced and PermittechCWcitvofal Planning, Public scanning staff are paid. isovieio.com Works. Also services to the involved in all converted microform City of Aliso scan projects images. Viejo City of La Palma Scanning projects ECS continues Scan Bureau All documents scanned to Kimberly Kenney (714) 690-3334 kimberlvk(mcitvoflao include City Clerk, Community Development, Finance, Licensees to provide ongoing scanning services to the Supervisor and all Scan Bureau staff are involved in all the satisfaction of the City, project was invoiced and paid. alma.ore and Contracts. City of La Palma scan projects City of Lake Elsinore Scanning projects ECS continues Scan Bureau All documents scanned to John Herrera (951) 674-3124 include Building Dept., Engineering, to provide ongoing Supervisor and all Scan Bureau the satisfaction of the City, project was invoiced and iherreraMake- paper and Mylar scanning staff are paid. elsinore.org maps. services to the involved in all City of Lake scan projects Elsinore City of Pomona Scanning projects ECS continues Scan Bureau All documents scanned to John DePolis (909) 620-2442 include City Clerk, Planning, and Canon to provide ongoing Supervisor and all Scan Bureau the satisfaction of the City, project was invoiced and john deoolisCdci.00 Water Company scanning staff are paid. mona.ca.us documents dating services the involved in all back to 1879. City of Pomona scan projects City of Rancho Scanning projects for ECS continues Scan Bureau All documents scanned to Cucamonga Building & Safety, to provide Supervisor and the satisfaction of the City, Carrie Pincott planning and ongoing all Scan Bureau project was invoiced and (909)477-2700 Engineering scanning staff are paid. CPincottla ci.rancho- services to the involved in all cucamonea.ca.us City of Rancho scan projects Cucamonga City of Tustin Scanning projects for ECS continues Scan Bureau All documents scanned to Kim Bond (714) 573-3131 kbond@tustinca.org Planning, Business Licenses, also converted microform to provide ongoing scanning Supervisor and all Scan Bureau staff are the satisfaction of the City, project was invoiced and paid. images. services to the involved in all City of Tustin scan projects Capistrano USD Student Records, ECS continues Scan Bureau All documents scanned to Ginger Hooper Pupil Services to provide Supervisor and the satisfaction of the (949) 234-9239 ongoing all Scan Bureau District, project was GGH000er(&caoous scanning services to staff are involved in all invoiced and paid. d.org Capistrano USD. I scan projects ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 9 a� R� D. Disclosure ECS Imaging, Inc. has no prior contract failures, and is not now and has never been involved in any civil or criminal litigation or investigation. ECS Imaging has no negative history. E. Explanation of Methodology 1. PICK UP AND DELIVERY ECS will pick up documents with our full time employees oyees only, maintaining a protected chain of custody 9 at all times. Documents will be picked up on a scheduled basis. Each set of boxes will be given a unique "job number" that will assist ECS with project tracking, turnaround times, production process i] management, quality control and inventory of records throughout the entire project. ,, a Documents are transported in standard size banker's boxes. Each box will be counted and inventoried at the time of pick up. The driver will have a pick up order clearly identifying the "job number", date of pick up, type of records, and number of boxes (i.e. 36 boxes # 1-36). City staff will sign and verify the number of boxes being picked up and a copy will be left. Upon Completion of that job (batch) ECS will contact the City representative and schedule the return delivery. A Delivery sheet for that "Job number" will accompany the return delivery of the boxes and the completed images. _City representative will sign and verify the return of the documents and the _ completed images. 2. TURNAROUND TIME FOR DOCUMENT RETURN AND DIGITAL FILE DELIVERY Logically, every client's needs are different. Therefore every ECS scanning project is uniquely customized to meet specific client requirements. Our experienced staff will assist the City and provide guidance throughout the development of the scanning criteria. In the end, client involvement and input in J conjunction with the expertise of the ECS scanning staff will yield a successful scanning project. Turnaround times will be determined based on the number of boxes picked up and the quantity and condition of the documents to be scanned. Below is the general processes performed on each batch of scanning. Modifications to our processes are (J made as needed to further ensure the overall quality of each scanning project. Client contact and > interaction will affect the outcome. iJ 3. DOCUMENT TRACKING L-1 Document tracking begins with the customer. The better the files are prepared for pick-up, the better L i we can track and verify throughout the process. A comprehensive inventory of the files to be picked up U should be provided whenever possible. Inventory verification information should be referenced on the outer face of all boxes to allow for verification at time of pick-up. Based on the provided information we will document which files (typically referenced in ranges) have been provided. The provided inventory of Ll ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 10 J files will be used for Quality Assurance purposes throughout the scanning process. The final verification of files will be conducted prior to delivery after all other processes are completed. 4. DIGITAL CONTENT TRACKING The digital content is created via Laserfiche scanning software and is housed directly onto a server designated to our scanning customers. Each separate scanning project will be processed in a separate repository specifically created to suit the unique needs of the project. Each box will be processed as a separate unit (see processing steps below). All processing will be conducted at "box level" until the final formatting is conducted by the scan supervisor. Each box will be tagged upon arrival. The tag will provide a single location to track the processes listed below • Each box will be prepped and the tag will be signed off by that operator • Each box will be scanned and the tag will be signed off by that operator • Laserfiche will retain the "created by" information to track who scanned the box • Each box will be indexed and the tag will be signed off by that operator • Laserfiche will retain the "last modified by" information to track who indexed the box The indexed data for each box will be verified by a second operator and the tag will be signed off by that operator. If any corrections are made to a document, the `last modified by" will be changed to track who last edited the file. The indexed data and document structure for each box will be further verified by the scan supervisor before the box is considered "validated". Validated boxes are physically " segregated from the in -process boxes. Images for the validated boxes are segregated within the repository. Data properties (number of documents, number of images, and data size) are recorded and tracked throughout the scanning process. S. INDEXING PROCEDURES Indexing requirements are unique to each scanning project. Customers are encouraged to be heavily involved in the development of indexing criteria. The scanned images will be sent to an index station. The index process will include capture of unique document details via the OCR (Optical Character Recognition) process that will allow search and retrieval within the Laserfiche document imaging system retrieval software. Second pass Image quality control and job specifications verification is done at this time. • Quickfields/auto-population is strongly recommended* • Identify a key piece of information known as a Unique Identifier. This will be the only manually entered data we enter into your template • Provide an excel file that will tie the Unique Identifier to other desired field data. This file will be used to auto -populate the fields you wish to have indexed. • The scanning supervisor will conduct the auto -population and verify accuracy *Using this processing technique we can eliminate many common data entry errors. ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 11 B. QUALITY ASSURANCE 1.1 Image Quality Assurance is conducted at the time of scanning. Adjustments are made to each image on an as needed basis. Image Quality Assurance verification is conducted by the scan supervisor, when the a supervisor finds a sub -standard scan, the scan operator will be instructed to correct the scan. � U G Each step in the process is signed off and dated by the operator who performed the step. The • supervisor routinely monitors and verifies each step. When a problem is found it is addressed with the appropriate operator; the operator then corrects the problem. The error is also addressed and discussed with the group to avoid duplication of the error. j ECS Imaging's Scan Bureau Supervisor will be in contact with City staff to determine any specifications not outlined in the RFP.. LJ Ll • ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 12 ill Black and White or Color documents will be scanned at 300 dpi in TIFF file format, named and indexed according to the document naming conventions determined by the City. Manual indexing is limited to what is available on the scanned images of any given document. 6. NAMING CONVENTION Naming conventions are specified by the customer and vary based on customer needs. We recommend that uickfields be used to auto -populate the template fields and to name the documents. A document's field data will comprise the document name and will create a standardized format for the 3 naming convention. The scan supervisor will ensure the final product meets the needs specified by the requirements of the RFP. Any document(s) that does not fit the specified criteria will be addressed with the City staff; any variations to the criteria must be specified in advance., 7. OUTPUT TO DELIVERY METHOD The scanned and indexed images are sent to the output station for burn to delivery media. The media attendant will verify image quality and index integrity via spot checking throughout the job (batch). The.. burned media will be tested for functionality and labeled as specified prior to delivery. This is our final pass for Image Quality Control. The City can choose to have the scanned and indexed images loaded'; directly onto their Laserfiche server via a portable hard drive. If images are delivered via a portable hard drive, no tax will apply as taxes apply only when tangible goods are sold. 3 Individualizing task segments allows us to.physically review the image quality in 3 separate passes while / 0/0 maintaining projected production speeds. This is the most efficient means of minimizing production errors without the high cost of "Page by Page Individual Review". 7 IJ Page by Page Individual Review can be done if requested by the City at an additional cost per hour. Q.9 B. QUALITY ASSURANCE 1.1 Image Quality Assurance is conducted at the time of scanning. Adjustments are made to each image on an as needed basis. Image Quality Assurance verification is conducted by the scan supervisor, when the a supervisor finds a sub -standard scan, the scan operator will be instructed to correct the scan. � U G Each step in the process is signed off and dated by the operator who performed the step. The • supervisor routinely monitors and verifies each step. When a problem is found it is addressed with the appropriate operator; the operator then corrects the problem. The error is also addressed and discussed with the group to avoid duplication of the error. j ECS Imaging's Scan Bureau Supervisor will be in contact with City staff to determine any specifications not outlined in the RFP.. LJ Ll • ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 12 ill 9. METHODS OF PROTECTION ECS stores all boxes in a secured location under lock and key. Surveillance cameras monitor the facility 24 hours a day, 7 days a week. ECS Imaging complies with all California State laws and regulations, ANSI and AIIM standards. ECS is certified with the Associationfor Information and Image Management. ECS uses VRS technology for all scanning and incorporates the OCR process for making documents fully text searchable. Images that are hard to read will be scanned so that the document is as legible as the original. Damage to any document will be reported to the City immediately. During the scanning project, CS can orovide re�c uested documents to the City within one business day. ECS will provide the City all files scanned including file name and two index fields burned onto a DVD -r or portable hard drive and delivered along with the scanned material. The City may elect to use our document destruction services at a per box cost. Detailed instructions and training can be provided regarding how-to attach Laserfiche volumes. ECS can provide these services at no additional cost. All documents will be returned to the City in the same condition and order in which they were received unless City chooses to utilize document destruction services. A document destruction certificate will be provided. F. Warranty / Guarantee ECS guarantees the quality and integrity of all work performed by us. ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 13 G. Pricing Chart SERVICES PRICE per image 1) SHIPPING: $150.00 per 35 boxes Alternative - One pick-up of all boxes TBD based on total quantity of boxes 2) PRE SCANNING DOCUMENT PREPARATION: Included in per image cost - SCANNING: (best image rate: 200-400 DPI) Images will be scanned at 300 DPI Black & White 8 Y:" x 11", 8 Y:" x 14", Plan sheets $0.08 per image Greyscale 8 Y:" x 11", 8 %" x 14", Plan sheets $0.09 per image Full Color 8 Y:" x 11", 8 K" x 14", Plan sheets $0.10 per image More than Legal to 11" x 17" $0.09 per image (color or B/W) Oversized Maps larger than 11" x 17" (Legal to E Size) $1.05 B/W – $1.30 Color per image Greater than Oversized 44" width $1.40 B/W – $1.50 Color per image FILE RE -ASSEMBLY Included in per image cost INDEXING (per field pricing): 2 Indexes up to 20 characters included in per image cost OCR -mg: Can be done during scan process and included in per image cost DATA TRANSFER (per CD/DVD or Laserfiche Briefcase): CD Set = 1 Data CD and 1 Plus CD $75 set. Plus CD has retrieval engine on CD. Regular size documents fits approximately 10,000 images. Maps approximately 2,000- 4,000 images. Can be used for backup or archival purposes. DVD Set = 1 Data DVD and 1 Plus DVD $100 set. Plus DVD has retrieval engine on DVD. Regular size documents fit approximately 90,000 images. Can be used for backup or archival purposes. Laserfiche Briefcase – size limit (2 gigabytes, 65,535 files) No Cost Portable Hard Drive – size limit (size of hard drive used) No Cost QUALITY CONTROL: 3 -stage verification process included in per image cost. OTHER CHARGES, FEES OR BILLABLES: Project Setup, Consulting and Management (One time charge) $500 Heavy Document Preparation $30 per hour Document Shredding Services $16 per box, 10 box minimum. Page by Page Individual Review $30 per hour Additional Indexing $30 per hour i El Signed: Note: All prices listed above are for estimating purposes only. Actual prices may vary. —� ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 14 Sample Quote The following sample quote includes Project Management, Consulting and Set up, pick-up and delivery, file name and two index fields and loading the images onto your Laserfiche server. We have estimated the first pick-up at 35 boxes which calculates to approximately 87,500 images. We have also included 1,000 E Size maps to be scanned in black and white at 300 DPL nagement and Setup $ 500.00 ? 1 .tcs u&w Document5canningServices up to a -size maps $ 1,05,j. 1000 $ ECS B&W Document Scanning Services Oversize Set upFee $ 7500 0-$ 'ECS B&W Document Scanning Services Oversize ` $ 400 % 0! CS Document Pickup Char _ _ ' $ 15000 _ 1j $ — _ .15000 Cost of each DVD Set 1 data DVD & 1 plus viewer DVD ;, $ 100.00 ! 01 $ Ad ditional Indexes at 3000. per hour $_ 3000 0: - Prep Chara per hour _ f $_30-00 ' 01$ _ SubTotal _ ----- .$ 5,70000; ' *Tax@ ._... _._ Grand Total' _ $ 8.700.00 €. fig=-' d aunt Wm x ;P — ... .. . _ _. BAPS$ .. Tot l /manes' .l ,. Boxes 35y 2 500- , 87,5001 Pricing Per Image Includes: Laserfiche Tiff in portable volumes and attached to your Laserfiche system. Black/White Scanning in Tiff images at 300dpi, Color orGrayscale scanning at additional charge. } Consulting of folder template and volume set ups 2 fields of index up to 20 characters and Unique Document Name up to 20 characters each Documents are placed back into folders Documents will be delivered free of charge after being scanned While documents are at ECS, we can provide an electronic copy for up to 4per batch at no charge. Additional special handling requests are subject to charge of $30/per hour ECS will train staff on how to load data onto LF Server during first delivery ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 15 6 I. Subcontractors ECS does not use Subcontractors. All work will be performed by ECS staff. J. Roles of City Staff Boxes/documents should be inventoried prior to pick up. This includes box count, details of contents and date range of documents if applicable. A City staff member should be available to; provide,access to location where boxes and/or plan rolls are stored. A staff member familiar with the requirements of the scanning project should also be available for questions and clarification purposes. K. Insurance Requirements ECS Imaging maintains General Liability Insurance, Workman's Compensation Insurance and Automobile Liability Insurance. If selected, ECS will provide proof of all required insurance. ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 16 L. Non -Collusion Affidavit 1 NON -COLLUSION AFFIDAVIT FORM Document Scanning Services MUST BE EXECUTED 8Y PROPOSER AND SUBMITTED WITH PROPOSAL 1, Debbi Bodewin (name) hereby declare as follows: ]am- Sr. Vice President (title) of ECS Imaging, Inc. (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 Debbi Bodewin Title Sr. Vice President Organization ECS Imaging, Inc. Address 5905 Brockton Ave, Suite C. Riverside CA 92506 ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 17 Addendum No.1 �i $ pp ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 18 M. Acknowledgement of Addendum ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA ADDENDUM NO. SIGNATURE INDICATING RECEIPT Addendum No.1 �i $ pp ECS Imaging, Inc. 5905 Brockton Ave., Suite C, Riverside, CA 92506 Page. 18