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Table of Contents
Background of FCS
Background of ADEC Group
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1
IndustryCertifications................................................................................................................................................................3
1.a Number of Years in Business.........................................................................................................................................3
1.b Services...........................................................................................................................................................................5
1.b.1 Customized Outsourcing Solutions............................................................................................................................5
1.b.2 Data and Document Management............................................................................................................................5
References of California Government Agencies.......................................................................................................................6
Explanation of Methodology including:.........................................................................................................`.............................6
References........ ........................................................................................... 8
Disclosure
October 31, 2013
www.firstcarbonsoIutions.com
Ms. Susan Maysels, City Clerk
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
Re: RFP —City of La Quinta Scanning Services
Dear Ms. Maysels
FirstCarbon Solutions/Michael Brandman Associates (FCS/MBA), is pleased to submit this scope of work,
schedule, and fee for the provision of Document Scanning Services for the City of La Quinta
FirstCarbon Solutions is part of ADEC Group of Companies, a global enterprise with over 5,000 employees and
operations in North America, Europe, Africa, Australia and Asia. ADEC Group has cost-effectively managed
information and back-office processes for the Fortune 500 since 1994 with Fortune 500 Customer base.
We are certain that our capabilities and strengths are an ideal match for the tasks needed by the City of La
Quinta regarding Document Scanning Services, and we are looking forward on possibly working together.
Sin(
Cha i urn r, SDirector
FirstCarbon Solutions I Michael Brandman Associates
621 E. Carnegie Drive, Suite 100
San Bernardino, CA 92408
i
For Contacting purposes, FCS continues to do business under the Tax ID number of Michael Brandman Associates. #95-3782289
North America IEuropelAustralialAsia
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Background of FCS
FirstCarbon Solutions
Incorporated in 1982 in the state of California, FCS has provided hundreds of public agencies and private
development clients throughout California with contract environmental and natural resource management
services. Our disciplinary specialties include environmental planning, regulatory compliance, natural resource
management, cultural resources management, replanting and restoration services, air quality services, and
water resource management.
FCS serves clients in the western United States with a staff of over 80 professionals from offices located in San
Ramon, Fresno, Irvine, Sacramento, San Bernardino, San Jose and Los Angeles. Our client base is comprised
of local land developers, contractors, home builders, private- and public -sector agencies, engineers, financial
institutions, law firms, military, and academic institutions.
The FCS team consists of environmental resource leaders who possess vast knowledge of environmental
regulations, laws, and compliance issues complemented by an in-depth technical understanding of their
individual disciplines. FCS staff has a unique understanding of the complexities of managing projects with
diverse challenges, including scheduling and logistics, public relations, long-term field efforts, and multifaceted
legal and agency compliance issues. As a testament to our skill level, FCS staff is called upon to provide expert
testimony, instruct at technical seminars, or lead conferences. To ensure we remain current with
environmental issues and stay involved in the communities we serve, FCS staff is actively involved in
professional associations, legislative activity, and scientific research forums.
FCS' goal is to provide cost-effective, technically -sound, and legally -defensible products; we emphasize high
levels of client and agency communication and concise verbal and written presentations of project information.
We have grown our business based upon our ability to meetthe needs of clients in multiple locations and
circumstances. Our offices are located in established and burgeoning geographic areas, linked through our
communication infrastructure. Staff assigned to a specific project can access company -wide professional
resources who are employed in specialized fields through e-mail, cell phones, and hand-held Blackberries to
accommodate immediate requests for information. Our project management philosophy revolves around an
infrastructure of communication and assigning appropriately skilled resources to implement our project scope.
The repeat business we receive from our many valued clients is a result of our focused customer service
philosophy.
With a wide range of service areas, our global company footprint, and a network of teaming partners, FCS will
provide you with the innovative, comprehensive solutions that best address your unique needs and challenges.
Background of ADEC Group
ADEC Group, parent company of FirstCarbon Solutions, has 15 years' experience in data capture, keying and
processing with over 30 million transactions processed each month. We operate 24 x 7 in two global delivery
centers in the Philippines and Australia "off -shore" and (2) two delivery centers "on -shore" in the United States.
We utilize various tools (e.g. productivity tracker, capacity planner, demand planner, scheduler, report
generators and dashboards) for production planning, monitoring, reporting and control.
FirstCarborr
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All these experience, capacity, competencies and systems translate to customer service reliability, scalability
and on-time delivery.
Our expert staff provides high quality data entry with up to 99.95% accuracy and operate rate on a 24x7 basis
with rapid turnaround. We key in data from any source, whether it a hand-written/printed document or an
electronic document/image or microfilm or online entry.
Original material can be:
• Handwritten Documents
• Printed Documents
• Scanned Images
Online Data Entry
• Existing database sources
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Industry Certifications
Indicated below are the current ADEC Group facility certifications:
• IS0 9001:2008 Certification Quality Management System (QMS)
• ISO/IEC 27001:2005 Certification Information Security Management System (ISMS)
•
ISO 14001:2004 Certification Environmental Management System (EMS)
PCI DSS -capable Payment Card Industry Data Security Standard
• SMETA SEDEX Members Ethical Trade Audit
1.a Number of Years in Business
The ADEC Group was founded in 1998 and has been in operation for fifteen (15) years.
MILESTONES
1998 ADEC Solutions is founded. ADEC Group starts its journey as a leading provider of
BPO solutions for back office processes, specifically data processing, document
management, accounting and legal tasks, to global corporations in banking,
industrial, legal and medical industries.
2001 American Data Exchange (AMDATEX) is founded.
2005 j AMDATEX achieves ISO 9001:2008.
AMDATEX Partners with large USA Title Company
2006 A -Plus International School is established.
2007 ADEC Solutions acquires Deposit Computer Services, Inc. (DCSI) and to be renamed
as ADEC Solutions USA regarding Document Scanning Services. _
American Data Exchange achieves ISO 27001:2005
2008 j FirstCarbon Solutions is launched and ADEC Preview Australia commences
2009 ! American Data Exchange achieves ISO 14001:2004 certifications
ADEC Group Australia is formed.
FirstCarbon Solutions and ADEC Solutions are established in Australia.
Enverity Corporation is acquired.
2010 ! A -Plus English Online is established.
AMDATEX and ADEC Solutions USA is assessed to be Level 1 Compliant to Payment
Card Industry Data Security Standard by Trustwave
(PCI -DSS) Payment Card Industry Data Security Standard for Organizations that
process credit card information
2011 ADEC Solutions ties up with Zuellig Pharma ($15B Privately owned Company) to form
PharmaKPO.
FirstCarbon Solutions is selected by Carbon Disclosure Project (CDP) as Supply Chain
Scoring Partner.
AMDATEX undergoes SEDEx Member Ethical Trade Audit on-site assessment by The
ReAssurance Network.
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A -Plus English Online is registered in Australia.
2012 FirstCarbon Solutions acquires Michael Brandman Associates
FirstCarbon Solutions announces teaming arrangement with Mahindra Satyam.
ADEC Solutions USA achieves ISO 27001:2005 certification.
FirstCarbon Solutions renews partnership with CDP.
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1.b Services
ADEC Group Services Portfolio:
1.b.1 Customized Outsourcing Solutions
ADEC Group specializes in numerous back office services such as Document
Management, Finance and Accounting Solutions, Healthcare Solutions, Logistics
Administration, Real Estate Solutions, Legal Solutions and Legal Transcription Services.
1.b.2 Data and Document Management
Our document management systems and services operate the latest and most advanced
facilities for bulk digital data scanning and capture, conversion, storage, retrieval and
archiving to seamlessly fulfill all service requirements in the United States, UK and
Australia.
ADEC Preview (http://www.adecpreview.com.au/) located in Sydney Australia operates
one of the largest scanning bureaus in Australia. With a combination of IBML ImageTrac II
and a vast array of other specialist scanning systems, ADEC Preview's ability to digitize
paper is unrivalled in both value and quality. The economies of scale generated from this
activity allow ADEC Preview to offer some of the most competitive rates for bulk scanning
while at the same time running to strict ISO 9000 quality and security procedures.
ADEC Solutions USA also has a state-of-the-art scanning facility located in the state of
New York to handle bulk digital data scanning and capture, Indexing, conversion, storage,
retrieval and archiving for its USA client base. ADEC Solutions also subcontracts to (3)
three vendor partners in China for data entry that is not conducted "on -shore" at the NY
Facility. ADEC Solutions USA will also be opening a 2nd facility in NY (Q12014) to
accommodate the need for additional "on -shore" BPO requirements with existing and
new clients and to service its existing offices in the United States under the ADEC Group.
Services Include:
• Document Imaging
• Data Extraction
• Content Management
• Approval Workflow
• Reporting Analysis
• Web Content Management
American Data Exchange Corporation (AMDATEX) is also partner with First American Title,
a global USD$14BN publicly -listed company established more than 100 years ago in the
real estate and mortgage settlement services industry.
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References of California Government Agencies
California Energy Commission
California's Cash for Appliances Rebate Program
Lorraine White
1516 Ninth.Street, MS -100
Sacramento, CA 95814-5504
916.653.6471
Other Work as FCS:
City of Chino
Brent Arnold
P.O. Box 667
Chino, CA 91708
909.334.3328
City of Irvine
Bill Rodrigues
One Civic Center Plaza
Irvine, CA 92623
949.724.6000
Explanation of Methodology including:
1. Shipping method(s), and in -transit security for original records
2. Upon arrival at FCS processing facility, the images will be sorted by type, then counted and batched by
type into groups. Following, they will be logged into the main control log, which follows them through
the process. At this time, a Receive Report will be generated for City of La Quinta
3. provide turnaround time for document return and digital file delivery in 24 Hours
4. Provide a complete process flow for tracking files and documents from pickup to return, and method
of accountability
a. Batched documents will be given a unique identifier. This information is entered on a batch
header, attached to the front of each batch and also entered into the main control log which
follows the work through the entire process. For internal quality control purposes, clerical
personnel who oversee each batch have to place their initials on the batch header and in the
main control log.
5. Provide a complete process flow for trackingthe digital content, and method of accountability
6. Discuss indexing procedures
7. Discuss naming conventions
8. Discuss digital data delivery methods for easy transfer into Laserfiche, e.g. CD, external hard drive,
remote access, etc.
9. Discuss quality control procedures and checks and balances
a. Our Quality Assurance Program (QAP) is a component of our Quality Management System
(QAS). QAP is implemented at the project level to help ensure attainment of customer
requirements and to sustain value creation. It includes monitoring of process performance,
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measurement and comparison against benchmark, and feedback loop for error prevention.
QAP is implemented over the project lifecycle - from initiation and planning to analysis and
design, development, deployment to operations, measurement and improvement. the project
team will prepare a quality plan based on project requirements (input, process, and output).
The same will be used to monitor compliance of Phase activity output against requirements or
benchmark.
10. Methods of protection of clients'
a. Our outsourcing solutions are custom-built using customer input and insights, and best of
breed solution components and practices to achieve maximum compliance with customer
requirements. That, we believe will allow us to achieve and sustain customer satisfaction
over the lifecycle of the engagement and beyond. Customer Satisfaction is one of our key
mission statements.
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References
Additional Business References can be provided upon request
Disclosure
At this time, FirstCarbon Solutions does not have any alleged significant prior or ongoing contract failures, any
civil or criminal litigation or investigation pending which involves FCS or in which FCS has been judged guilty or
liable within the last five years.
Warranty/Guarantee of Work Product
Quality is the cornerstone of FirstCarbon's success. We continue to demonstrate our commitment to quality
and continuous improvement of our systems and processes by ascertaining and exceeding industry standards.
Recognizing the value of globally accepted standards in promoting quality, ADEC Group and FirstCarbon earned
several certifications.
We have a System Monitoring and Compliance Department (SMCD), whose primary role is to maintain the
quality and security of products and.services. The team implements quality management systems that allow
productive utilization and collaboration of technology and people.
Through the use of lookup tables and double blind entry fields we can guaranteeing 99.5% accuracy on
indexing and 100% on image quality with any issues being rescanned and processed for free. Each image is
reviewed for quality issues, and source document reviewed to determine if rescan/post processing is
necessary to ensure the best possible image. Utilizing our ISO 9001:2008 Quality Management System,
quality issues, and non -conformities are reviewed and action plans implemented to prevent reoccurrences.
Pricing Chart
Kindly view attachment
Subcontracting
All our work is processed in-house.
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Resources Required From La Quinta
Just staff to securely package items for either shipping or make available for pick up, if needed.
Insurance
If selected, FCS will provide the minimum insurance coverage and indemnification noted in Sections 5.0 and
6.0 of the City's published Contract Services Agreement in the Request for Proposal.
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Non Collusion Affidavit
All work is processed in-house without the use of subconsultahts.
Acknowledgment of Addenda
FCS acknowledges the receipt of two e-mails with the. listing and responses to the Q&A from interested parties.
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Charlie Currier
Site Director, ADEC Solutions - USA
Phone: 607-467-4600 x2233
Fax: 607-467-4632
Cell: 607-765-5935
c.currier@adec-dcsi.com
www.adecsolutions-
With over 5 years of executive management experience and over 19 years of document management and IT
experience, Charlie Currier is uniquely qualified to understand how to set company -wide goals and successfully
execute against them.
Charlie has proven strategic and tactical skills across all the facets of business, including strategy
development, sales and marketing, operations, human resources, administrative affairs, and financial
management. Keen to successful business practices, Joe routinely measures business performance against
goals and serves as a change agent when he uncovers new market opportunities.
• Overall project management, including coordination and oversight of subcontractors, progress toward
goals, client satisfaction, deliverables, meetings, budget, and contract oversight.
• Document management strategies and program delivery.
George Vastardis
BPO Director, Support Group, ADEC Solutions
With more than a decade of experience in data management and call center management, George Vastardis
excels at business process outsourcing, client service, personnel management, and operations. Ultimately
responsible for the business unit performance, he regularly reviews project processes and protocols while
analyzing issues to uncover opportunities to improve the quality of service, responsiveness, and profitability of
the unit. Currently, George is managing 200 call center agents.
• Direct responsibility for all customer service operations including inbound and outbound calling,
scheduling of on-site audits and online chat.
Marisel Arbolente
Comptroller North America Operations and Vice President for Finance, ADEC Solutions - USA
Marisel Arbolente has expertise in optimizing processes and infrastructure to maximize business results in
outsourcing services.
Trained Internal Quality Auditor for ISO 9001:2000 with scope in the areas of documentation and
process analysis
Trained in Six Sigma business management process
• Skilled in Business Process Modeler utilizing the Sawion platform
Proposal
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Responsible for all financial transactions including but not limited to disbursements for rebates,
auditing, invoicing, and financial reporting.
Sheila Briggs
Production Manager, ADEC Solutions - USA
Production Manager, Sheila Briggs has been with ADEC Solutions -USA since 1994. Sheila started in data entry
and was supervisor of various departments over the years and was promoted to Production Manager in 2004
• Oversee complete operation of processing, including document management and process flow.
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SERVICES .....................................................
PRICE per image
SHIPPING:
At Cost
PRE -SCANNING DOCUMENT PREPARATION:
25 per hour
SCANNING: best image rate: 200-400 DPI
Files large format
Black & White 8Yz x 11, 8Yz x 14, Plan sheets
200dpi $.065 200dpi $2.55
Greyscale 8Yz x 11, 8'/z x 14, Plan sheets
300clpi $.069 300dpi $2.15
Full Color 8'/ x 11, 8% x 14, Plan sheets
300,dpi $.069 300dpi $2.15
FILE RE -ASSEMBLY.
25 per hour
INDEXING per held pricing):
.06 per 10 character field
OCR-ing:
.015 per image
DATA TRANSFER (per CD/DVD or LaserFche Briefcase):
12 per optical media created
QUALITY CONTROL:
Included
Defined as image review, and compared to original if quality issue is found
OTHER CHARGES, FEES OR BILLABLES:
Retrieval 24 h turnaround normal business hours Mon thru Fri. ex holidays
10
Per box destruct
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ATTACHMENT 3
NON -COLLUSION AFFIDAVIT FORM
Document Scanning Services
................................................................
MUST BE EXECUTED BY PROPOSER AND
SUBMITTED WITH PROPOSAL
I, Charlie Currier
(name) hereby declare
as follows: I am Site Director (title) of
FirstCarbon Solutions/ADEC (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 corre( _�
Proposer Signature (/
By Name Charlie Cuurier
Title Site Director
Organization FirstCarbon Solutions/ADEC
Address 621 E. Carnegie Drive Suite 100 San Bern rdino A 9 408
. .
27
ATTACHMENT 4
ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA
ADDENDUM NO. SIGNATURE INDICATING RECEIPT
NA