ImagenetImagenet
City of La Quinta
RFP, Document Scanning Services
Oxy
Imagenet LLC
Response Proposal
10/31/2013
Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
TABLE OF CONTENTS
Table of Contents
A. Cover Letter......................................................................................................................1
B. Imagenet Background....................................................................................................
3
1) Number of Years In Business...................................................................................................
3
2) EIN...........................................................................................................................................
3
3) Number of Years Scanning/Indexing for Government Agencies ...............................................
3
4) Staff Resumes..........................................................................................................................
3
5) Imagenet Ownership..............................................................................................................
14
C. References....................................................................................................................14
D. Disclosure -No Negative History..................................................................................16
E. Explanation Of Methodology.......................................................................................16
1) Shipping & In -Transit Security................................................................................................
16
2) Turn Around Time for Originals & Digital Files........................................................................
16
3) Process Flow — Tracking from Pick-up to Return & Accountability ..........................................
17
4) Process Flow — Tracking Digital Content & Accountability......................................................
17
5) Indexing Procedures...............................................................................................................
18
6) Naming Conventions..............................................................................................................
19
7) Delivery Methods, Digital Files Into Laserfiche.......................................................................
19
8) Quality Control Procedures / Checks & Balances...................................................................
19
9) Disaster Recovery Plan..........................................................................................................
20
F. Imagenet Warranty/Guarantee.....................................................................................
21
G. Pricing Chart.................................................................................................................23
H. Imagenet Complementary Services............................................................................
25
I. Subcontracting.............................................................................................................26
J. Services & Information Needed From the City...........................................................26
K. Minimum Required Insurance & Indemnification.......................................................
26
L. Non -Collusion Affidavit Form........................................................................................
27
M. Acknowledgement of Receipt of Addenda.....................................................................
28
Imagenet
Steve Strawn
6411 S.216 th Street
Kent, WA 98032
October 31, 2013
Susan Maysels, City Clerk
City Clerk's Office
City of La Quinta
78495 Calle Tampico
La Quinta, CA 92253
Subject: COVER LETTER, RFP — SCANNING SERVICES
Dear Ms. Maysels,
Imagenet is an excellent choice to facilitate the scanning and indexing of the City of La
Quinta's documents. We are a leader in Records Management (document preparation,
sorting, scanning, indexing, etc.), and On -Demand retrieval with over 12 years of experience
doing such.
Our staff has carefully reviewed your requirements in determining the ideal solution for this
project. Please review the enclosed proposal, which details the complete scope of work you
requested including services and data to be provided, procedures, our qualifications and
background, lack of negative history, client references, and fees.
Imagenet's headquarters in located in Kent, Washington at 6411 S. 216th Street, Kent, WA
98032. The branch office that will be services the City's account, should we be selected, is
our Newport Beach office. It is located at 4910 Birch Street Suite 101, Newport Beach, CA
92660; just 2 hours from the City Clerk's office.
I, Steve Strawn, CEO and owner of Imagenet LLC am solely responsible for the contents of
this response/proposal. If you have any questions or would like additional information please
feel free to contact me, Steve Strawn, at any time. My contact information is as follows:
Steve Strawn, CEO
Imagenet LLC
Direct: 206.423.2262
sstrawn(a)-imagnetllc.com
6411 South 216th Street I Kent, Washington 98032
P: 253.395.0110 1 f: 253.395.54
Imagenet
Page 2 — Cover Letter
RFP, Scanning Services
The attached proposal and included pricing is a firm offer that will remain in effect for 90 days
from RFP due date, October 31, 2013. It may be accepted by the City of La Quinta as a
whole or in part, with or without further negotiation at any time within the 90 -day period.
I attest that Imagenet LLC has no officer or employee with affiliations or involvement in any
organization or entity with any financial interest, or non-financial interest that would could be
considered a conflict of interest; an am responsible for
Should Imagenet LLC be award a contract with the City of La Quinta for document scanning
services, at no time will any record leave the United States.
Sincerely,
Steve Strawn
Chief Executive Officer
Imagenet LLC
6411 South 216th Street I Kent, Washington 98032
P: 253.395.0110 1 f: 253.395.5423
Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
BACKGROUND ON FIRM
B. Imagenet Background
1) Number of Years in Business
Imagenet has been in business for 13 years; founded in Kent, Washington in 2000.
2) EIN
Imagenet LLC's EIN: 47-0885172
3) Number of Years Scanning/Indexing for Government Agencies
Imagenet has been scanning, indexing, and converting documents for Government
agencies for 13 years.
4) Staff Resumes
Below is a list of key Imagenet personnel who will be working with the City of La
Quinta and their titles; their resumes follow.
• Vidhya Bhat, Director Technical Services
• John Washenberger, Sr. Solutions Architect
• Brett Batie, Development Manager
• Dmytro Kuts, DataNet Administrator
• Katharine Ponder, Project Manager
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Response Proposal - RFP, DOCUMENT SCANNING SERVICES
BACKGROUND ON FIRM
Vidhya S. Bhat
253.395.0110 . vbhat@imagenetllc.com
Skills
Imagenet LLC
Software/Database Visual Basic, Visual C++, Scripting languages such as JavaScript and
Proficiencies VBScript, Apple-WebObjects, Java, ASP, Perl, MS Office, Crystal Reports,
PL/SQL, technologies such as HTTP, XML and SOAP
Operating System includes UNIX, Windows Environments. Experienced with
Proficiencies Various versions of Oracle and SQL Server databases
Desktop and client/server relational database application development using VB, Access, and
SQL Server
Integrated MS Office workflow application design and development
Enterprise application and web services development using Visual Studio .Net
Software Development
Team Management
Capacity Planning
Load Balancing
Operational Support
Experience
2004 - Current Imagenet
Project Management
Distributed Systems
Monitoring and Metrics
Relational Databases
Kent, WA Director, Technical Services
Started and continue to manage all aspects of a successful BPO center in Manila, Philippines that
now employs 300+ employees in various departments
Provide effective and inspiring leadership by being actively involved in all programs and services,
developing a broad and deep knowledge of all programs.
Promote a culture of high performance and continuous improvement that values learning and a
commitment to quality
Identify opportunities for Imagenet to leverage cross -program strengths to take advantage of new
opportunities
Lead, coach, develop and retain Imagenet' technical talent
Ensure continued financial viability of Imagenet's various operational units through sound fiscal
management
Provide the necessary infrastructure to ensure successful client implementations and continued
support.
1996 -2004 Hexcel Structures Kent, WA
Programmer/Analyst
Conceptualized and developed the first version of the Hexcel Intranet, which has since
grown to be a vital part of the company's manufacturing and communication process
Successfully implemented the vision to replace legacy applications with a combination of
wireless technology and web interfaces that communicate with an Oracle database
Developed a secure web enabled application using SOAP over HTTP that automates
the authoring and approval of the Manufacturing Plan Process that has received
excellent reviews from Boeing Auditors
Vidhya Bhat Resume - Page 2
41 age
Response Proposal — RFP, DOCUMENT SCANNING SERVICES
BACKGROUND ON FIRM
Imagenet LLC
Implemented a Document Imaging System that has made for extremely easy storage
and retrieval of critical documents. Part of a team that implemented a Labor Collection
Solution that is critical to the business
Developed solutions to interface HR & Payroll with the Labor Collection System and
keep intrinsic connections going during vendor upgrades
Developed numerous applications to automate simple manual tasks such as Personnel
Change Notifications, IT Help Request System etc. using ASP
Currently working on implementing Microsoft's Content Management Services across
the company Intranet
1995-1996 CSC Corporation Hampton, VA
Systems Analyst
Responsibilities included software maintenance of the Distributed Mass Storage System at
NASA Langley Research Center that managed terabytes of data
Implemented a configuration based multi hierarchy scheme to improve performance by
redirecting files to appropriate high-speed storage devices
Provided support for disk arrays, HiPPI switches and AIX, updated several test suites to verify
functionality of Unitree software and was on the panel to test Washington University based FTP
Represented NASA Langley Research Center in the Unitree Users Group
1994-1995 Unisys Corporation Virginia Beach, VA Systems Analyst
Envisioned, designed, and implemented a POS (Point of Sale) System for quick and efficient
processing of Medicaid claims
Responsibilities included developing and implementing software for communications between
various networks using different protocols and providing the desired throughput for information
processing
Developed a Control Information System to provide real time statistical and other useful
information about the system as claims are being processed
Proved to be an indispensable tool for real time system analyses
1992-1995 Hampton University Hampton, WA
Research Assistant
Developed a parallel algorithm in `C' for data flow analysis on a 64 node nCube Supercomputer
This is a tool for software testing and finds applications in compiler construction, code
debugging, and optimization
Education
Hampton University, VA May 1995 MS - Computer Science GPA 3.9
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Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
BACKGROUND ON FIRM
John Washenberger
490 NW Flagline Dr., Bend, OR 97701
(206) 550.0945 .� jwashenberger@imagenetllc.com
Expertise
• Technical Project Management
• Enterprise Application Design and Development using Microsoft technologies
Skills
Languages Visual Basic, VBA, VB.Net, C#, C
Databases MS Access, SQL Server 2000/2005/2008/2012
Tools Microsoft Office Applications, Visual Sourcesafe, Clearcase, Clearquest, WISE
Installation, SVN
Other Web Services, DAO, ADO, CDO, XML, ASP, TCP/IP, HTML, MAPI, SMTP, ODBC, RS-
232, Win32 API, GPS, X12 EDI, Redix, FTP, PGP, HIPAA
Experience
Jan/04 - Present Imagenet LLC Kent, WA Senior Client Solutions Architect
Responsible for designing and developing Imagenet's DatanetMD platform used for processing
healthcare claims (CMS 1500, UB04 and Dentals).
Responsible for designing and developing custom client solutions that invoke Imagenet's
DatanetMD Platform components for performing core services offered by Imagenet which include
but not limited to imaging, data extraction (OCR), EDI generation, image conversion and indexing
healthcare claims.
Technical Project Manager for several of Imagenet's major healthcare and non -healthcare clients.
This role involves working very closely with clients to identify the client's functional requirements
and managing a development team for implementing solutions that utilize Imagenet core services.
Jan/03 - Dec/03 SeaDak Solutions, Inc. Bainbridge, WA Software Development & Network
Consultant
Founded SeaDak Solutions, Inc. - Providing software development and database administration consulting
services.
Application design and development for SeaDak clients:
Healthcare Claims Management Workflow for Imagenet LLC, Kent, WA.
Insurance Fraud Investigation Application for MasterSleuth Investigations, Sunrise, FL.
Vacant Land Database Application for Prudential Northwest Real Estate, Silverdale, WA.
Inventory Management/Distribution Control System for the Sloan Creative Group, Bainbridge,
WA.
Customer Relationship Management Application targeted for minor league sports teams.
Developed and successfully deployed with 12 minor league franchises.
Training Management Database for Harrison Hospital Education Services, Bremerton, WA.
Delivery Routing Application for Luzo Food Service, New Bedford, MA.
Mouse Stress Test Analysis Application for Microsoft Corp., Redmond, WA.
Dec/00 - Dec/02 Airbiquity Bainbridge, WA Senior Software Engineer
Developed a location notification Web Service using VS.NET (C#, ASP.Net, ADO.Net), SQL Server
2000 Notification Services and MapPoint.Net to allow users of Airbiquity enabled GPS devices to
send location notifications via SMTP.
Developed the middleware component of Airbiquity's Phase II Wireless E911 Solution and
performed integration testing of the solution at four Public Safety Answering Points (911 call
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Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
BACKGROUND ON FIRM
John Washenberger Resume -Page 2
centers) in the state of Oregon. The middleware component application was developed using VB
6.0 making extensive use of TCP/IP socket and RS -232 protocols to support integration with 911
Call Center solutions offered by Plant Equipment and CML Technologies.
Nov/95 - Nov/00 ATT Wireless Services, Seattle, WA Senior Software Engineer
Aviation Communications Division (ACD)
Developed real-time embedded telephony software for the Central Telephony Unit (CTU) and
Satellite Interface Unit (SIU) switches integrated as part of AT&T Wireless AirOne phone system.
Dec/93 - Nov/95 Boeing Aerospace Company Seattle, WA Senior Software Engineer
Developed a Relational Database Management System (RDBMS) to fulfill a $16 million contract for
integrating an Electronic Sensor Subsystem into the U.S. Air Force and NATO AWACS fleets.
June/90 - Dec/93 Boeing Operations Int. Bourges, France Software Eng. Consultant
Relocated to France to work as a software consultant to the French Air Force. Responsibilities
included training members of the French Air Force to maintain the AWACS real-time operational
and ground support software.
Dec/84 - June/90 Boeing Aerospace Company Seattle, WA Software Engineer
Responsible for implementing major software designs into the Internal Simulation embedded
software components of the AWACS operational software for 5 AWACS customers.
Education
South Dakota State University, Brookings, 1984: BS in Mathematics, Minors in Computer Science
and Economics
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Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
BACKGROUND ON FIRM
Brett Batie
12009 SE 186th Street, Renton, WA 98058
(425) 736.2198. bbatie@imagenetllc.com
"Like your favorite superhero, l am there when and where you need me, come up with creative
solutions and love using my power and strength as a Software Engineer to achieve good. "
Education
University of Washington 01/2004 - 08/2006 Tacoma, WA
Bachelor of Science in Computing & Software Systems
Member of Upsilon Pi Epsilon - International Honor Society for Computer Science
Experience
Dev. Manager / Sr. Software Engineer, Imagenet LLC 02/2011 - present Kent, WA
Maintain & enhance 150 custom client web portals giving enterprise clients access to
search/ browse over 1.2 billion multi -page OCR'd images consuming 61TB.
4 Responsible for administering 42 Linux servers. Stabilized this environment by increasing
monitoring/logging, optimizing software & hardware, adding redundancy, and always
looking for the next improvement. Maintain/Optimize 6 MySQL servers storing 634 GB of
data with single tables containing as much as 450 million rows.
Weekly meetings with CEO to propose options for current and future projects. Daily
meetings with Project Managers and clients to go over technical details of each project.
4 Proposed and started migration to Amazon Cloud reducing monthly costs from $19,705 to
$7,231 (63% savings) allowing for easier growth, predictable billing and a better backup
system. Overhauled the backend & frontend code to be optimized for EC2/S3 while
maintaining same UI look & feel. Setup load balanced web servers and redundant MySQL
servers with regular drive imaging and backups. Optimized code decreasing image load
time from seconds to milliseconds while reducing load on web servers.
Hired & managed a team of 5 offshore engineers for 6 months. Setup development
environment providing limited access to client data and protected live servers. Provided
training/ documentation, code review and managed code pushes to live server.
Primary Environment: LAMP (CentOS, Apache, MySQL, PHP)
Technologies Used: ArcServe, AJAX, Apache, Bind 9 (named), CentOS (Linux), CFEngine,
CSS, cURL, dompdf, DRBD, etcKeeper, ext3, ext4, FogBugz, HTML,
Java, Javascript, jQuery, Mercurial, MySQL, Munin, pditk, Photoshop,
PHP 5, Pingdom API, Python, ProFTPD, Regular Expressions, Ruby,
Server Density, Shell Scripting, SSH, SQL, Subversion, XFS, XML
Senior Software Engineer, Software Projects, Inc. 08/2008 - 02/2011 Telecommute
Worked closely with clients via email, phone, and instant messaging to gather project
specifications and provide time/deadline estimates. Kept clients informed with each step of
the process and made necessary adjustments if the scope changed. Ultimately provided
clients with a deliverable.
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Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
BACKGROUND ON FIRM
Brett Batie Resume - Page 2
Developed & maintained different e-commerce sites receiving up to 2 million unique
visitors per month and processing orders in excess of 20 million a year. Setup these
sites to support features such as one -click orders, up sells, down sells, customer back-
office and affiliate system.
Integrated the customers' back-office with 3rd party APIs such as disk.com (for
fulfillment), web checks (payment system), GetResponse (email marketing), Google
AdWords, and Yahoo Search Marketing.
Primary Environment: Freebsd, NGINX, MySQL, PHP, C++
Technologies Used: AJAX, Apache, Cassandra, C#, C++, CentOS (Linux), Codelgnitor, CSS,
cURL, dompdf, Flash, FreeBSD, GeolP, HTML, Java, JavaScript,
jQuery, Mercurial, MVC, MySQL, Nginx, OOP, pditk, Pear, Photoshop,
PHP 4, PHP 5, PHP -FPM, Python, Regular Expressions, REST, SaaS,
Shell Scripting, SOA, SOAP, SSH, SQL, XML
Software Developer, Fluent Edge Technologies, Inc. 06/2006 — 08/2008 Coeur d'Alene, ID
Maintained/Debugged/Re-wrote applications written in languages such as Cobol,
VBScript and C# that communicate with multiple platforms such as HP3000, Windows,
and MSSQL Server.
4 Maintained/Debugged/Re-wrote websites written in classic ASP receiving 25,000
unique hits (3,000,000 total hits) per day.
4 Designed/Built/Tested applications in C# and Java to work with Ecometry and/or
Banking Systems.
4 Educated Cobol programmers with current object oriented methodologies.
Primary Environment: Windows IIS, C# (70%), Java (25%), COBOL (5%)
Technologies Used: Ant, ASP, Batch Scripting, C#, Cobol, CSS, Eclipse, Ecometry, HP3000,
HTML/ XHTML, IIS, J#, Java/J2EE, JavaScript, JScript, JUnit, Microsoft
Access, Microsoft SQL Server, MySQL, NAnt, NUnit, OOP, PHP,
PostgreSQL, Regular Expressions, RDP, SOAP, SglLite, Subversion,
SQL, UML, VBScript, Visual Basic
Other Relevant Experience
Seattle Sports Hack Day, Best App Award
2013
Top 5% most viewed Linkedln Profile
2012
Startup Software Engineer, FileToLink
01/2009 - 02/2011
Open Source Software Developer, CMS Made Simple
06/2004 - 06/2005
Data Structures Tutor, Department of Veteran Affairs
11/2004 - 12/2004
Technical Volunteer, NPower Seattle
04/2004 - 06/2004
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Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
BACKGROUND ON FIRM
Dmytro Kuts
8705 LaSalle Court, Ellicott City, MD 21043
443.939.4573 � dkuts(a)imagenetllc.com
Skills
Languages C#, C, C++, C++/CLI, SQL, HTML, XML, Install Shield
Operating Systems MS Windows NT/2000/2003/XP/Vista/7, UNIX (AIX, Linux).
Network Protocol
TCP/IP, UDP, FTP, HTTP, LDAP, SSL/TLS
Technologies
NET, ASP.NET, ADO.NET, SOA, WCF, Win32, Multithreaded,
Multi -process programming, IPC, AJAX, UML, OOP, Web Services,
Winsock, UNIX socks, SSL, MFC, STL, COM,ATL, ActiveX, ISAPI,
OCR/ICR, IIS, MS Team Foundation Server
Database Mgmt Sys
MS SQL Server 2005/2008, Sybase Adaptive Server Enterprise,
Sybase Adaptive Server Anywhere
Configuration Mgmt
MS Team System, SVN, Clear Case, Source Safe, CVS
Tools
MS Visual Studio 6.0/2003/2005/2008, MS Project, MS Team
System, Enterprise Architect, Rational Rose, RecoStar OCR
technologies.
SDLC Methodologies
Agile (XP, Scrum), Waterfall.
Experience
2010 -present Imagenet LLC Kent, WA Sr. Solutions Architect
Technical analysis and code review of health claims processing system for improving
quality and productivity.
Technical research, design, and implementation of OCR processing module for
achieving maximum level of document processing system automation.
Technical research, design and implementation of Unstructured Documents Processing
system (EOB and EOMB)
C#, ADO,NET, ASP.NET,WCF, OCR/ICR, MS SQL Server, Open Text Data Capture
Engine (RecoStar), LeadTools (IP and OCR toolkit library)
Architect and Design solutions for increasing quality and productivity of health claims
processing through the system therefore reducing maintenance and operational cost.
2004-2010 EMDEON Jessup, MD Solution Architect
Technical analysis of clients' requirements
Coordination of System Analyst group work
Coordination of technical research and system design efforts
Build Technology Vision Documents
Development process planning, together with project management group.
Hands-on participation in development process and code review.
Offshore development teams oversee.
New system introduction to the customers through the training sessions.
Work with customers during system deployment and post -deployment periods (on-site
and off-site)
Responsible for Architect and Design solutions for increasing quality and productivity
of health claims processing through the system therefore reducing maintenance and
operational cost.
Architecture and Design solution for securing health claims processing system to help
healthcare customers meet requirements in CMS' Information Security Acceptable Risk
Safeguards (ARS). System was designed to be integrated with existing customers'
corporate security infrastructures
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Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
BACKGROUND ON FIRM
Dmytro Kuts Resume - Page 2
1999-2004 EMDEON Jessup, MD Sr. Software Engineer
• Designed and implemented n -tier and multi -layer Transform TM System components.
• Designed and implemented different type of databases including transactional and
reporting databases.
• Designed and implemented ICR/OCR processing component and the framework, which
is based on industry leading ICR system from RecoStar/OCE/OpenText. Tuned
different types of healthcare claims including HCFA and UB. This sub -system highly
increased quality of paper claims images processing and reduced claims turnaround
time.
1998-1999
Design and
applications
1995-1998
MIRATECH Kiev, Ukraine Sr. Software Engineer
implementation server components, database (RDBMS), and front end
PROTEK Kiev, Ukraine
Sr. Software Engineer
Development of a wide section of information system, carried out on Client -Server and
Internet -Intranet technology.
Education
Kiev Technical University, Kiev, Ukraine MS in Optical and Optical -Electronics systems
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Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
BACKGROUND ON FIRM
Katharine Ponder
TEMPLE CITY, C
626.513.5527 kponder@imagenetllc.com
STATEMENT
I began working for Imagenet in 2009; & over the course of my 4 + years of employment, I have been
fortunate enough to work my up experiencing each critical role/position. My experience has given me a
complete understanding of Imagenet processes & allows me to create & implement the most effective
handling & management procedures ensuring 100% client satisfaction.
EXPERIENCE
Project Manager/Implementation Supervisor January 2013 to Present
Imagenet LLC Newport Beach, California
Working with clients to map handling processes & data lifting QCs, Liaison between Clients & Imagenet Development
Team, Monitoring Clients' DataNet sites to ensure proper indexing & document image placement, Resolving any & all
client questions, issues, & desired changes, etc.
Assistant Production Manager November 2011
Imagenet LLC Newport Beach, California
Implementation & training staff, of client handling processes & changes, double-checking scanned image
quality, uploading scans for data lift, ensuring employees adhere to all regulatory laws of compliance,
preparing reports (weekly, monthly, & yearly), for Supervisor, Corporate Office, & Clients, Screening
submitted applications, ordering & inventory of supplies, training of new employees, etc.
Scanning Supervisor September 2010
Imagenet LLC Newport Beach, California
Verifying appropriate client naming conventions used, monitoring scanning staffs PPH (pages per hour
scanned), helping train new scanning staff, etc.
Document Scanner November 2009
Imagenet LLC Newport Beach, California
Utilize client naming convention to appropriately identify client documents, ensure (Quality Check), scanned
image quality before releasing documents for data lift, etc.
Document Prep February 2009
Imagenet LLC Newport Beach, California
Logging & counting of all client documents received each day, utilizing client specific handling/prepping
instructions based on client, & document type, etc.
SKILLS
Excellent Computer Skills (i.e. Word, PowerPoint, Excel, & Outlook), Superb Interpersonal &
Communication Skills, both written & verbal, Strong Leadership Capabilities, Effectively Prioritize &
Delegate to ensure Deadlines Are Met, Project Management, Dependable Follow -Through, Conscientious
to Always Follow-up with fellow Staff & Clients to Ensure Satisfaction, etc.
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Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
BACKGROUND ON FIRM
Katharine Ponder Resume - Page 2
EDUCATION & TRAINING
Sadler Institute • Management Training & Mentoring • Miller Heiman • Conceptual Selling Training • Dale Carnegie
• Communication Courses
Pasadena City College • Associate's Degree • Temple City High School • Diploma
REFERENCES
Furnished Upon Request
131 Page
Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
BACKGROUND ON FIRM / REFERNCES
5) Imagenet Ownership
Imagenet was founded in 2000, converting its first document in February. Imagenet
was organized as a Limited Liability Company July 23, 2002 and continues to be a
privately held company owned entirely by Steve Strawn, Chief Executive Officer.
Imagenet is an independent entity, with no Parent or Subsidiary companies.
C. Reterences
1) Inland Empire Health Plan
David Baray, Director of Claims
303 E. Vanderbilt Way
San Bernardino, CA 92408
Tel: (909) 890-2790
E-mail: baray-d@iehp.org
Project Start Date: 2/1/2009 End Date: Ongoing
Imagenet Staff Assigned:
• Vidhya Bhat, Project Manager
• Katharine Ponder, Project Implementation Coordinator
• Brett Batie, Solution Architect
• Carlo Flores, DataNet Administrator
• Anabel Campos, Office Manager
Proiect Descriation/Summa
Imagenet provides daily mailroom and claims conversion and processing services for IEHP.
Includes daily pickup of documents from Post Office and client locations, scanning and
indexing for over 35,000 documents per month. Document Types include HCFA, UB,
Enrollment documents, Appeals, Correspondence, and non-standard documents with varied
indexing requirements. EDIs and images are delivered for the various document types
within a 48-hour TAT (Turn Around Time) from receipt of documents in-house to final
delivery with 99.5% accuracy on data lift on a daily basis. Currently Imagenet is engaged in
implementing Provider Reject Letter Mail out Services for IEHP wherein original documents
are rejected back to the sender based on client -supplied rules.
2) CalOptima
Nora Onishi, Director of IT
505 City Parkway West
Orange, CA 92868
Tel: (714) 246-8630
Email: Nonishi@caloptima.org
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Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
REFERENCES
Project Start Date: 8/1/2007 End Date: Ongoing
Imagenet Staff Assigned:
• Steve Strawn, CEO (directly involved in modifications to existing projects and
implementation on new aspects/projects)
• Vidhya Bhat, Project Manager
• Katharine Ponder, Project Implementation Coordinator
• Jane Archer, Implementation Supervisor
• Lori Smits, DataNet Administrator
• Dmytro Kuts, Solution Architect
Proiect Description/Summa
Complete end to end P2E (paper to electronic) solution including mailroom processing,
scanning and indexing 50,000 documents/month, and hosting of images on DataNet
(Imagenet secure web based document hosting solution). Document types processed
include CMS 1500, UB04, LTC, CHDP, Correspondence, and Health Network Selection
Forms. Processing features include Provider and Member matching, Reject processing,
Creation of EDI files in proprietary file format, DataNet image processing. Turn Around Time
of 30 hours from receipt of documents in-house to final delivery with 99.5% accuracy on data
lift.
3) Partnership Health Plan
Paula Frederickson, Claims Director
4665 Business Center Dr.
Fairfield, CA 94534
Tel: 707.863.4201
Email: pfrederickson@partnershiphp.org
Prosect Start Date: 2/1/2008 End Date: Ongoing
Imagenet Staff Assigned:
• Vidhya Bhat, Project Manager
• Katharine Ponder, Project Implementation Coordinator
• Lori Smits, DataNet Administrator
• John Washenberger, Solution Architect
Prosect Description/Summary:
Complete end to end P2E (paper to electronic) solution including mailroom processing,
scanning and indexing 70,000 documents/month, and hosting of images on DataNet
(Imagenet secure web based document hosting solution). Document types processed
include CMS 1500, U1304, LTC, CHDP, Correspondence, and Health Network Selection
Forms. Processing features include Provider and Member matching, Reject processing,
Creation of EDI files in proprietary file format, DataNet image processing. Turn Around Time
of 48 hours from receipt of documents in-house to final delivery with 99.5% accuracy on data
lift.
151 Page
Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
NO NEGATIVE HISTORY DISCLOSURE / EXPLANATION OF METHODOLOGY
D. Disclosure - No Negative History
IMAGENET HAS ABSOLUTELY NO NEGATIVE HISTORY.
In Imagenet's 13 years of business, never has a contract been terminated due to
default or breach; nor has Imagenet been under investigation or involved in litigation
having been judged guilty or liable within the last five years.
E. Explanation Of Methodology
1) Shipping & In -Transit Security
Imagenet believes in providing local service and thus utilizes employee drivers to
securely transport documents for our clients, rather than a third party courier service.
At no point, will be a third party company show up for document pick-up or return, or in
any way handle documents. Our drivers are employees of Imagenet, have passed
thorough background screenings, wear photo identification badges, and drive Imagenet
owned vehicles.
An Imagenet driver will arrive at the office of the City of La Quinta according to your
desired schedule, to pick-up documents. Our driver will sign for possession of
documents then place them into individual, secure (locking) containers for
transportation directly to our Newport Beach branch office. Clients can request single
or multiple pick-ups per day, per week, or from multiple locations. There is no
additional cost for this service.
Upon arrival at our Newport Beach branch office documents are immediately logged
and recorded into our production database and assigned a Job Control number (JC) for
tracking. Document counts or prep counts are tracked and tallied each day in a
Manifest log provided to clients.
2) Turn Around Time for Originals & Digital Files
Imagenet guarantees digital files fully accessible within forty-eight (48) hours from our
pick up of documents. Originals can be returned at this time, at the next scheduled
pick up, or stored, free of charge, in our secure storage facility for 30 days then
returned or securely destroyed on site.
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Response Proposal - RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
EXPLANATION OF METHODOLOGY
3) Process Flow - Tracking from Pick-up to Return & Accountability
Upon pick-up and return of documents Imagenet's driver and a representative of the
City of La Quinta will both sign either a pick-up or a return receipt form, acknowledging
possession of said documents. Documents are always transported within locked client
designated containers. Once documents arrive at Imagenet's secure they are logged
into our production database and assigned a Job Control number.
Within a few hours of receipt, documents are manually sorted and documents, along
with attachments, are prepped and organized for processing, reviewed for scanning
quality, readability, and physical damage. They are then repaired as necessary or
purged if required, and related batch numbers or folder indexes assigned.
At each stage of document handling their status is recorded and tracked utilizing our
production database; ensuring that every document is accounted for and all Turn
Around Time (TAT) commitments are met.
Once documents have been scanned Imagenet's processing staff ensures that prep
counts balance with scan counts. Upon successful reconciliation of counts, documents
are uploaded for OCR-ing and Indexing. A complete manifest is generated at that time
and communicated with the client as well as being sent to the Accounting department
for invoicing purposes.
Documents will then be reassembled to the state and order as received then returned
to their original boxes/containers in preparation for return. "SCANNED" and the "Scan
Date" will be written on the outside of each completed box, an itemized return receipt
will be created, and documents placed into City of La Quinta designated, secure
containers. Upon arrival at the City, both the Imagenet driver and a representative for
the City must sign a return receipt acknowledging return of said documents.
4) Prv,ess Flow - acking Digital Content & A,_,_uuntability
At each stage of document handling their status is recorded and tracked utilizing our
production database; ensuring that every document is accounted for and all Turn
Around Time (TAT) commitments are met.
Imagenet's document scanning and processing workflow is depicted in diagrams on the
following page.
171 Page
Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
EXPLANATION OF METHODOLOGY
Documents are Items Assigned JC# Documents Sorted
Logged & Recorded (Job Control #) by Document Type
i
Multipage
Documents Cleaned Documents Re -
10 Documents
& Purged Boxed for Scanning
Annotated
DocumentType Document ument Naming Database QC'd
Images Q Againstlmage& ---
QCd Organization qC' QC'd
Paper i
i
i
i
i
Images & Data
Documents Scanned Moved to Version i
& Named Management i
System (VMS)
-------------i
i
i
i
i
iagra
IMAGENET ACTIVITIES
s�"rarii�
. Previous'
''lagrayr�' Data Imported Into Standard Da Data Export from
Custom Data le Generated in
�_ -------► Transformation —► Transformatio Transformation
Transformation Desired Format
Database + I (TransNet) Data r
/
Index Field Index Field Index Field
Information Manual 10 Information Manual Information Manual
Transformation r Transformation Transformation
Image Files &
Index Files Image Files &
Indices Processed /
Exported / Reports 10 Indices Uploaded to IN
_
Imported to
Generated DataNet Servers
Data Net Servers -
File & Reports
Uploaded via Secure
FTP (*) to Customer.
Manifest Updated
= Imagenet Local [•j Files may also be transported
Activities to Clients via CD if desired
181 Page
Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
EXPLANATION OF METHODOLOGY
5) Indexing Procedures
Every Imagenet client has various types of documents and unique indexing
requirements. Given this, Imagenet is well experienced and able to accommodate, the
vendor of choice in performing data lift and indexing operations for all our clients.
Imagenet will bring this experience to the City of La Quinta.
Imagenet technology supports data entry on single page or multipage documents, from
front or backside, first page or attachments. Imagenet staff is trained to read
handwritten documents and skip data as desired by client — e.g. some clients would like
`name' to be data lifted but not credentials. Imagenet software can also read barcodes
should they exist on a document.
Every project is assigned a Project Manager who will work directly with the client
gathering all desired custom data lift rules for the various document types. They then
create templates for each document type, go through the rules with our development
team, and train Imagenet staff accordingly.
6) Naming Conventions
Imagenet can accommodate any desired naming conventions for various document
types. E.g. if you would like all plans named by project name, location, and date,
Imagenet will data lift said fields creating the naming convention:
ProJectName—ProjectLocation—PlanDate.
7) Delivery Methods, Digital Files into Laserfiche
Imagenet can deliver images and index data in multiple formats and media; Laserfiche
Briefcase being one of them. Imagenet performs scanning of paper documents of
varied sizes into multiple formats for the purpose of placing into Laserfiche for many of
our clients and will easily accommodate the desired TIFF format.
Imagenet's team will work the client to ensure the delivery meets your expectations.
We can facilitate direct importing into the City's Laserfiche database; provide training
for the City's staff to import document images and index files from the provided CDs, or
both.
8) Quality Control Procedures / Checks & Balances
Quality Control checks are performed at every step of our processes and every
Imagenet office completes all work received each day, the same day.
Our in-house courier service picks -up documents directly at customer location(s) and
all documents received are logged and recorded.
191 Page
Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
EXPLANATION OF METHODOLOGY
Documents are sorted by type and organized for processing along with attachments.
Documents are then processed and indexed according to the customer's business
requirements and Document counts are tracked and tallied each day for reference by
our client and accounting department.
Mailroom/Prep Quality Control checks include counting of documents when received
then balancing against client returns and scan counts. Mailroom counts can be made
available to the client at the end of each business day. *a complete list of Imagenet
QCs is available upon request*
Because of the extensive list of QC checks performed on every document processed
and Imagenet staff reviewing accuracy of data validation on a daily basis, Imagenet is
able to guarantee 99.95% data accuracy.
9) Disaster Recovery Plan
(Protecting clients' documents from fire, theft, & other losses and damages)
Imagenet's Business Continuity and Resource Planning Strategy provides a clear
roadmap for continuing operations under adverse conditions that have the potential to
impact day to day operations. Imagenet's best practices, include maintaining thorough
client specific internal documentation and cross training, thereby giving Imagenet the
ability to continue to function from any of its branch offices.
Documents can be routed to any of the 7 branch locations for scanning. Processing
can be accomplished in of the 7 branch locations within the US and data storage can
be handled via the geographically redundant Amazon based cloud servers. From every
aspect of Imagenet's operations, Imagenet has redundant operating capabilities that
are well suited to meeting client needs under even the most adverse conditions.
Additional details can be found in the attached Disaster Recovery/Business Continuity
Plan document.
Please see attached "Imagenet's Disaster Recovery Plan", for complete procedures
and safeguards in place to protect our client's information.
201 Page
Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
WARRANTY & GUARANTEE
F. Imagenet Warranty/Guarantee
1) Implementation and Continued Customization Support
Imagenet will provide project management services during implementation and any
possible future specification changes.
2) Data lift/Indexing Guarantee
Imagenet guarantees that the data provided to Company Name will be at least 99.5%
accurate to the document; measured against the document images and Client -defined
specifications for data lift, edits at the field level and averaged across all audits
performed in the month.
As part of the audit process, critical fields required for audit are identified; which tend to
be the same across Clients for a given doc type with minor variations. Next, 3%-5% of
documents are randomly selected and the audit of critical fields is performed on these
selected documents. Results are tabulated daily and can be communicated with the
Client daily or monthly.
3) Turn Around Time Guarantee
Imagenet will post images for Client viewing within forty-eight (48) hours from pick up,
excluding weekends and Client defined holidays. Imagenet will report compliance with
this standard to Client on a monthly basis. The report will include overall timeliness for
the month as well as the pick-up date, received date, scanned date, and the number of
pages imaged and rejected.
Imagenet guarantees to meet all turn around times mutually agreed upon by the City
and Imagenet.
4) Sample Standard Service Level Guarantees
DATA LIFT/INDEXING STANDARD: 99.5 % ACCURACY RATE
If the results of the monthly audit reveal that the accuracy rate is less than the
standard, the guarantee shall be:
First Infraction
No financial penalty, Imagenet must define source of the problem and outline corrective
course(s) of action.
211Page
Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
WARRANTY & GUARANTEE
Second Infraction and Beyond
Imagenet is to discount the next invoice at the following rates:
• Data Accuracy Audited: Greater than 98% but less than requirement =
$1000.00
• Data Accuracy Audited: Greater than 97% but less than 98% _ $1500.00
• Data Accuracy Audited: Less than 97% _ $2000.00
221 Page
Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
PRICING
G. Pricing Chart
SERVICES .....................................................
PRICE per image
SECURE TRANSPORT OF DOCUMENTS
BOXES (Regardless of Box size)
No Charge
PLAN ROLLS
No Charge
PROOF OF PICK-UP SLIP
No Charge
PROOF OF RETURN SLIP
No Charge
IDENTIFYING EVERY BOX WITH "SCANNED" & SCAN DATE PRIOR TO
RETURN
No Charge
CARRIER INSURANCE & BONDING LIMITS
• Insurance Carrier: Lloyds London
Lloyds London
• Bonding Limit = $5,000,000
$5 million, Bonding
Limit
PRE -SCANNING DOCUMENT PREPARATION:
Includes: Remove staples and clips, and as needed, repair damaged
pages, affix odd size pages to carrier sheets, insert separator pages, etc.
No Charge
SCANNING: (best image rate: 200-400 DPI) TO TIFF FORMAT
Black & White 8'/2 x 11, 8'/2 x 14, Plan sheets
$0.05
Greyscale 8'/2 x 11, 8'/2 x 14, Plan sheets
$0.05
Full Color 8'/2 x 11, 8'/2 x 14, Plan sheets
$0.05
Black & White C size (18"x24")
$0.21
Greyscale C size
$0.21
Full Color C size
$1.09
Black & White D size (24"x36")
$0.37
Greyscale D size
$0.37
Full Color D size
$1.04
Black & White E size (36"x48")
$0.49
Greyscale E size
$0.49
Full color E size
$0.49
$0.49
OCR-ing:
Converting City -selected pages to searchable text with OCR function
No Charge
Pricing continued next Pagel
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Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
PRICING
DATA TRANSFER (per CD/DVD or Laserfiche Briefcase):
1 Master CD/DVD of digital files & index data
No Charge
1 Duplicate CD/DVD of digital files & index data
No Charge
Laserfiche Briefcase (LFB)
No Charge
Importing into the City's Laserfiche repository
No Charge
Certificate of Authenticity image with each CD/DVD
No Charge
QUALITY CONTROL:
No Charge
OTHER CHARGES, FEES OR BILLABLES:
NONE
Signed:
241 Page
Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
COMPLEMENTARY SERVICES
H. Imagenet Complementary Services
1) Image Hosting and Data access (DataNet)
Imagenet's DataNet service provides complete and sophisticated access to your
document images and data. Document images are available to you via our DataNet
online ASP Service. If you choose to subscribe to the DataNet online service, which is
FREE of charge, we upload your images to our secure data center, which gives you
instant access to your electronic documents across your organization and operations.
Your document data is hosted on a state-of-the-art data center facility that is fully
redundant, highly secure and monitored 24/7, 365. Several server configurations are
available to best suit your hosting needs. You can access your documents via the
Internet from anywhere at any time using a simple user-friendly browser -based
interface or via a download over a number of hosted secure protocols; including FTP
over SSL or transmission using PGP encryption.
DataNet has sophisticated authorization and authentication technology; which ensures
only designated personnel access your corporate documents.
DataNet Online features include:
• Sophisticated document retrieval and viewing capabilities
• The in-house built, web -based application supports scrolling through multi -paged
documents, the ability to print, and the ability to download all or selected images
• Documents can be retrieved using Client -defined search criteria and the
Document Control Number (DCN)
• Keyword or document meta -data searching
• Full document display features (zoom, rotate, annotate)
• Flexible concurrent user licensing
• Printing on demand
• Customizable web interfaces
• Configurable access controls assignable by user groups
• Usage reports
• Highly secure connection (SSL and/or PGP encryption)
• VPN configurations available
251Page
Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
SUBCONTRACTING / NEEDED FROM CITY /
INSURANCE & INDEMNIFICATION STATEMENT
I. Subcontracting
(Imagenet DOES NOT Use Subcontractors)
Imagenet does not utilize Subcontractors to perform any portion of our services offered.
J. Services & Information Needed From the City
Imagenet will require a point of contact from City of La Quinta through whom we can
course any questions or requirements as it relates to the project.
With regards data, if there are any databases that can enhance QC checks, Imagenet
would appreciate access, or receiving copies of contained data to ensure the highest
quality product can be generated.
K. Minimum Required Insurance & Indemnification
If Imagenet LLC is selected/awarded a contract with the City of La Quinta, Imagenet
will provide the minimum insurance coverage and indemnification noted in Sections 5.0
and 6.0 of the City's Contract Services Agreement.
261Page
Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
NON -COLLUSION AFFIDAVIT FORM
L. Non -Collusion Affidavit Form
I, Steve Strawn , (name) hereby declare as follows: I
am CEO (title) of Imagenet LLC (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 Steve Strawn
Title CEO
Organization Imagenet LLC
Address 6411 s. 216th Street. Kent. WA 98032
271Page
Response Proposal — RFP, DOCUMENT SCANNING SERVICES Imagenet LLC
ACKNOWLEDGEMENT OF ADDENDA
M. Acknowledgement of Receipt of Addenda
ADDENDUM NO. SIGNATURE INDICATING RECEIPT
Addendum #1-
10/23/2013
Questions & Answers —
10/28/2013
281 Page