The URL can be used to link to this page

RaycomRaycom Data Technologies, Inc Proposal For Request For Proposals Document Scanning Services October 31, 2013 Submitted To Ms. Susan Maysels City Clerk City of La Quinta 78495 Calle Tampico La Quinta, CA 92253 Contacts Ayaz Pandhiani Eddie Davila Lauren Ehlers President Vice President Office Administrator ayaz@raycomdtech.com eddie@raycomdtech.com lauren@raycomdtech.com Raycom Data Technologies 1320 E. Imperial Avenue EI Segundo, CA 90245 www.raycomdtech.com Phone: (310) 322-5113 Fax: (310) 322-6025 Table of Contents Cover Letter Page 3 Background on Firm Page 4 References Page 13 Disclosure Page 19 Explanation of Methodology Page 20 Warranty/ Guarantee of Product Page 26 Pricing Chart Page 27 Complimentary Services Page 28 Subcontracting Page 29 List of Services/ Info needed from the City Page 30 Statement regarding Insurance Coverage Page 31 Non Conclusion Affidavit Page 32 Acknowledgement of Addenda Page 33 2 October 31, 2013 Ms. Susan Maysels City Clerk City of La Quinta 78495 Calle Tampico La Quinta, CA 92253 Dear Ms. Maysels, I, Ayaz Pandhiani, as President of Raycom Data Technologies, Inc would like to hereby submit a bid for the City of La Quinta for Document Scanning Services. List of Contacts for Your Record: Ayaz Pandhiani- President Aff ayaz@raycomdtech.com leaom ta technologies 1320 E. Imperial Ave. El Segundo CA 90245 310/ 322- 5113 Fax 310/ 322- 6025 226025 Eddie Davila -Vice President eddie@raycomdtech.com Lauren Ehlers- Office Administrator Lauren@raycomdtech.com Main Office contact information and where the services for the City of La Quinta will be performed: 1320 E Imperial Ave EI Segundo, CA 90245 310-322-5113 310-322-6025 fax Office Hours of operation 8 am to 5pm Monday to Friday I certify that Raycom Data Technologies, Inc acknowledge understanding of the terms and conditions. Raycom accepts and will comply with all the terms and conditions of this RFP and any addendums. All information and pricing provided in the proposal is valid for at least ninety (90) days. Any individual who will perform work for the City of La Quinta is free of any conflict of interest. The records provided by the City of La Quinta will not leave the United States. 5jacerely, � ^1 � ao.: �' � - -) Ayaz Pandhiani President AP: le r B. Raycom Background Information 1. Raycom has been in business since 1977, for 35 years. 2. The Tax Identification Number for Raycom Data Technologies, Inc is 953218920 3. Raycom has been scanning and indexing for government agencies since 1989, when Raycom developed its own imaging software, RDIS at the request of our customer Security Pacific Bank. 4. Resumes of Raycom Employees who will be involved: Eddie Davila, Vice President of Operations, Project Manager Has covered all aspects of areas from hardware configuration, implementation, in house production, method development and support, customer relations and knowledge of constructing a methodology to meet requirements. Experience Raycom Data Technologies, Inc 1986-1987 Operator Began as an operator with hands on training, and responsibilities set forth in handling production of microfiche and microfilm services output on a 24/7 basis. Each client request for any of the services was on an on call and scheduled basis. Reassured that the confidentiality information is delivered turnaround time to meet the needs of each of the clients. 1988-1997 Production Operations Manager/ Supervisor Oversaw the full production workflow through out all shifts. Scheduled staff between the various shifts with the knowledge aspects of the individual employee for a stable and balanced work environment. Gained knowledge of document scanning and imaging industry. 4 1997- Currently Vice President Operations, Project Manager Manage and administrate productivity on a daily basis. Assisting operations to determine efficient workflow environment enabling guarantee productivity. Mauricio Baez, Systems Analyst Manager 1984 — Present, Raycom Data Technologies, Inc. Project Experience Summary • Government Experience: implementing RDIS imaging systems to meet Housing, Records, Management, Finance, Vital Statistics, and Judicial Case Management enterprise solutions. • Health Care Experience: includes implementing RDIS imaging systems to healthcare specification to the clinical and the business operations components of the business. Specific expertise in integration with multiple large Line of Business healthcare application requiring PHI, and HIPAA adherence. • Manufacturing Experience. implementing RDIS imaging systems with large Line of Business applications, as well as applications providing workflow, storage and retrieval solutions for CAD drawings, ISO compliance and component material compliance safety. • Insurance Experience: implementing RDIS imaging systems to meet the business needs of customer Life & Health and Property & Casualty demographics. Solution has included New Business Underwriting, Policy Services, Claims, Human Resources, Back Office operations and Records Retention. Technical Qualifications • Data Base Systems MS Access, Oracle, MS SQL Server. • Development Languages ASP, HTML, Java Script, SQL, VB Script, XML. • Operating Systems Windows 9x, NT 3.5.1, NT 4.0, 2000, XP, Vista, 7, Server 2003, Server 2008, VM. Mr. Baez has been with Raycom for nearly twenty years, in that time, the experience gained and knowledge attained covers all areas of operations. He conceptualized and established our imaging service department along with the in-house imaging department of our clients. In addition, he is a major developer of our document imaging software. Raycom Document Imaging System (RDIS), and continues to manage that department along with the imaging production department and networking administration. 5 Ayaz Pandhiani (President — Since 1977) Raycom Data Technologies, Inc. Forty-one years of extensive working experience in all phases of Micrographic, Information Management, and Document Management/ Solutions industry. Equipment repairs, managing operations, sales, marketing, developing and building a profitable corporation, Raycom Data Technologies, Inc. 1971 — 1976 — CMI. Operations Manager, Computer Output to Microfilm. Management experience establishing microfiche procedures with CMI. 1976 — 1977- Agfa Gavert — Sales, Marketing and Technical support. Testing and developing film for micrographic Industry. Provided 35 mm film to Melrose Studios and Paramount Studios. 1977 -Present- Raycom Data Technologies, Inc. President. Established and founded Raycom Micrographics as a subsidiary of Raycom Industries. Education • Batchelor Degree in Accounting • Master's Degree in Management • Pilots License • Scuba License Basher A. Mahar (Director, Sales - Since 1997) Raycom Data Technologies, Inc. In addition to utilizing experience to satisfy your needs to your satisfaction, the role would be to coordinate, communicate between client and Raycom staff, and oversee all project and present proposals. Extensive backgrounds in Operations, building business, trouble shoot and develop production processes to improve productivity, efficiencies and improve profits. 1971 — 1984: Anacomp, Inc. Worked as Operations manager Computer Output Microfilm to a General Manager of Micropublishing Division. Managed Production, Customer service, Administration, Sales, Marketing and developed new applications. Consistently met and exceeded profit goals, year after year. 1984 — 1997: First Image / Zytron, Build the business from being in red to a profitable department in less than six months. Worked a General Manager of Micropublishing Division, which was sold to Bell and Howell in 1997 (Wooster, OH) Managed Micropublishing Division, Managed Production, Customer Service, Administration, Sales, Marketing and developed new applications consistently met and exceeded profit goals, year after year, except one year. M 1997 — Current: Raycom Data Technologies, Inc. Director of Sales, Consulting and Customer Support Education • Batchelor Degree in Business Management from UCLA Production Support Personnel Jaime Escobedo: (Operations Imaging Supervisor — Since 1989) Raycom Data Technologies, Inc. His role is to handle document imaging service operations and assist in developing production methods for your departments that scan in — house. With nearly 10 year of experience in our imaging and microfilming departments, Mr. Escobedo has dealt with projects of varying requirements. He continues to supervise the imaging service department. Dustin Baye-2007 - present (Imaging Technician) Graduate of Venice High School and San Diego State University Sher Ghilzai Imaging/Scanning Operator 2008 - Present Graduate of the University of Nebraska Ima_ginp Technicians Receives the documents originals, prepares the documents for scanning, analyzes documents to determine the best scanning resolution, scans documents, quality control checks the scanned documents. Dustin Baye-2007 - present (Imaging Technician) Graduate of Venice High School and San Diego State University Kimberly Gonzales Microfiche Imaging Operator 2012- Present Omar McCutchan Microfiche Imaging Operator 2006- Present Graduate of EI Segundo High School Santa Monica College Roxanna Viramontes Microfiche Imaging Operator 2012- Present Lauren Ehlers (Office Administrator 2006 - Present) Raycom Data Technologies, Inc. As front office administrator she provides a prompt assistance with all supervisors and executives as well as answering calls. She's in charge of all invoicing and billings matters with customers and also supplying support when clients have issues or concerns. (Customer Service Clerk 2005-2008) Harris Teeter Grocery Store. Supervised fellow employees, maintained employees schedule, handled sales, returns and exchanges. Also was responsible to collect and secure register money trays at the end of the day. (Record Searcher 2007-2008) United States Investigative Service. Verified employment and police record checks for government employees going thru background investigations. Education • Associates Degree in Early Childhood Education from Northern Virginia Community College 5. Ayaz Pandhiani has been the President of Raycom Data Technologies, Inc since Raycom was incorporated in the state of California in 1977. 6. Raycom is not a subsidiary of a parent company. 1.1 Raycom is best suited to be service provider to the City of La Quinta and the City will also benefit because zero hours will be required of City employee as Raycom has a familiarity of the similar project provided to cities like, Manhattan Beach, Culver City, and County of Orange to name a few. All employees of Raycom are cross trained so that any Raycom employee can pick up work load when needed. This allows Raycom to provide no drop in service, quality, and timely delivery assuring of cost control Raycom was at the forefront in development as technology changed over the 35 years since the company was started. Raycom developed its Computer Output to Laser Disk (COLD) solution for its customers at a customer request. The COLD solution was another way besides microfiche that Raycom customers are able to retain pertinent information. Raycom had the vision to create its own document archiving software RDIS, to help the world be paperless and for companies to be green and save storage space. Our mission at Raycom is to deliver high-quality technology solutions that enable companies to meet their business goals more effectively. It's a commitment to customer satisfaction that has been a part of Raycom's mission since day one. Our goal is to provide the best products with the greatest service possible. Raycom wants to continuously improve our customer's ability to efficiently manage the lifecycle of data and information. Raycom commits to provide solutions that deliver lasting business value to our clients on time and within budget. Raycom's mission is to remain a recognized leader in providing premier professional information technology services. Raycom is committed to supporting our client's requirements by delivering cost effective, ethical, reliable, and high quality solutions of strategic value, while sustaining a challenging and rewarding work environment for our greatest asset, our employees. Raycom is committed to maintaining customer satisfaction, trust and integrity by delivering quality products and services conforming to industry best practices and continuous process improvement. Raycom wants to stand above the competition by providing our customers with exceptional services, quality products and unparalleled customer support. Raycom has been in business since 1977 and under the same management for 35 years. Currently Raycom has 15 employees who are full and part time. Raycom also has other on call employees. All employees are cross trained in all of the services Raycom provides to our customers. Raycom performed its first document conversion with our own developed and fully customizable document imaging software RDIS in 1989 for Security Pacific Bank. Raycom has digitized several billion documents since starting to provide scanning services for our customers. The largest scanning project Raycom has done was for Los Angeles County Sheriff's Department where 77 Million documents were converted. For this project for the City of Del Mar, Raycom will utilize its own imaging software called Raycom Document Imaging System (RDIS), which is developed by Raycom, fully customizable based on the customer request, type of industry, and document type. Raycom provides support to our customers for RDIS, and other document imaging software (i.e. Laserfiche, Questys, etc). RDIS uses SQL, Oracle and Access databases so it can be merged with any document imaging software, i.e. Laserfiche, Questys, Liberty, EMC ApplicationXtender that uses those databases. 9 • Raycom Data Technologies, Inc was established as a California Corporation in 1977. • In 1983 Raycom provided support to Fuji Film in developing Com Film RF500. This is widely used in Microfiche recorder through out World. • In 1991 Raycom Developed COLD (computer output to lased disk; i.e. Worm, CD_Rom, DVD) Software on request of its customer "Cigna Health Plan" to replace microfiche. Software allows customer authorized personnel to search and retrieve data by multiple search fields. Data can be shared or sent via e-mail, faxed over organization LAN/WAN system. Software is currently used by many of Raycom customer's. • In 1989 Raycom Data Technologies, Inc on behest of its customer "Security Pacific Bank" developed document imaging software. Raycom's Document imaging Software (RDIS) is widely used by Raycom for backlog conversion, Day forward conversion of documents, Microfilm, Microfiche, Large format drawings, check scanning, and aperture card scanning. • RDIS has a capability of full text OCR, multiple search fields, annotation. RDIS can be utilized in single station Network environment with multiple licensed users or software can work of self contained CD/DVD. • Personnel fingerprinted for background checks before beginning previous high - security projects. • Established secure electronic delivery service through FTP (File Transfer Protocol) server. • Web site development and maintenance services. • Accomplished custom development of exporting methods to match importing requirements of other document management software uses standard release scripts to connect seamlessly to business systems from IBM®, Oracle®, Microsoft®, Open Text®, Hyland®, Interwoven®, and many others. Kofax Capture can also export to any ODBC -compatible database or to a delimited ASCII file. • Custom programming service. • In 1996 upgraded RDIS for additional feature for Aero California to track document trail i.e. document searched, copied, faxed and by who. • In 2002 Developed Software for Los Angeles County Sheriff's Department to track multiple arrest and booking of individuals in different events of person involvement. Over 77 million records on microfiche were scanned and performed full text OCR for conversion in ASCII file and restore to Sheriff's Department Main Frame Computer. • In 2004 accepted Raycom Data Technologies as a Partner and, allowed Raycom to incorporate their Binarization of Gray-Scale-KSC-12490 processing technique in Raycom imaging software (RDIS) IN • In upgraded RDIS to access Data via Web browser, added capability to work with USB connected Scanners. • In added feature in RDIS to scan images in PDF format. • Raycom has a staff that varies in size depending on scope of projects. • Raycom's staff combined has over 100 years experience. Raycom currently has employees that are on a contractual basis and will bring them on to full time status if needed, and more staff will be hired to handle the workload of this project or the other current Raycom projects. When staff has been need Raycom over the past 25 years have contracted through Select Temp Agency for employees previously employed by Raycom on various projects. Raycom has the experience needed to effectively provide the requested services in the RFP. Raycom has provided the requested services to local governments and companies as you will see from the provided sample list of Raycom Customers provided. Raycom likes to give a quick or even immediate response to customers, by not having voice mail for employees and having an employee answer the phone it allows us to do so. Also all employees are cross trained, so if an employee happens to be not at work that day or the production department needs more help, other departments can help out. This allows for Raycom to keep to the customers requested delivery and turnaround time. M Brief List of Some Of Raycom Customers Over the Last 35 Years Angelica Textile Services Art Center College of Design Avis Rent A Car Bank of America Bank of California Barnes Wholesale Barry's Jewlers Best, Best and Krieger BFI Medical Waste Systems Biola University Brad Gates Forensic Science Center Braille Institute Brooks College California Commerce Bank California Indemnity Insurance Company California Motor Car Dealers Cancer Screening Services Carlton Forge Works Cigna Health Plans Cigna Health Plans City of Culver City City of Manhattan Beach City of Montclair City of San Jacinto Coachella Valley Water District Coast Federal Bank Computer Collection Systems County of Orange Dames and Moore East West Bank EI Segundo Arena School EI Segundo Unified School District Excellion Automation Fairchild Aerospace Farmers Insurance Company GB Data Systems, Inc Golden State Foods Granada Hills Community Hospital Health Net Herbalife International Hi Temp Insulation Ingram Paper Company International House of Pancakes Isuzu Motors ITT Cannon Jafra Cosmetics International Kaiser Marquardt Kawasaki Motors Larry Flynt Publications Little Company of Mary Hospital Lockheed Martin Long Beach Memorial Medical Center Loral Electro -Optical Systems Los Angeles County Coroner Los Angeles County Internal Services Department Los Angeles County Office of Education Los Angeles County Sheriff Department Los Angeles County Treasurer Tax Collector Los Angeles County Unified School District Minarik Corporation Mount San Antonio College Nestle USA Noritsu America Corporation O'Neil Data Systems Pacific Sintered Pasadena City College PB Fasteners Queen of the Valley Hospital Riverside County Clerk Recorder Riverside County Tax Collector Riverside County -ACR Accounting San Gabriel Valley Newspaper Sinclair Paints South Coast Peterbilt Southern California IBEW-NECA Trust Southern California Regional Occupational Center SunCAI Companies Sunrider International Teleflora The Gillette Company Thrifty Oil Company Toyota Motor Credit Corporation Toyota Racing Development Turbine Engine Components Trexton Unified Western Grocers, Inc University California Los Angeles Biomedical Library VSI Fasteners Wescorp Wycliffe Bible Translators Yellow Book USA 12 C. References All employees of Raycom are cross trained, so if an employee assigned to a particular project happens to be not at work on a day or the production department needs more help, other departments can help out. This allows for Raycom to keep to the customers requested delivery and turnaround time. Raycom employees are assigned to projects for customers based on the scope of the project. If the project for a customer is a long term multiple year project, the employees assigned may change over the course of the project. Raycom notifies customers of any changes made to employees assigned to providing their requested services. Reference # 1 Organization Name: Los Angeles County Treasurer and Tax Collector Address: 500 West Temple Street, Room 464 Los Angeles, CA 90012 Contact Name: Merlyn Rosales, Sr. ISA Project Start Date: October 2010 Telephone No.: (213) 974-4538 Project End Date: Currently Volume Size: An estimate of 13,000 to 15,000 CD/Dvd Media's yearly Project/Services Provided: Mainframe Data Conversion output with Indexed Searchable Software onto Cd/Dvd media's. Data Conversion Services • The County of Los Angeles Treasurer and Tax Collector accrue files that consist of Secured and Unsecured Tax Bills, Delinquent Bills, Payment Listings, and various reports. • Raycom provided the County of Los Angeles Treasurer and Tax Collector with a dedicated VPN Site to Site connection for Security purposes for data transmission. • With the VPN Site to Site allows only one dedicated IP address PC to connect to the County server for retrieving the secured data files. • The data files are first hard encrypted before allowing any accessibility to the County VPN Site. Raycom provided special signature PGP keys to the County for the encryption process which allows only Raycom with the identical keys for decrypting the files. • The County of Los Angeles Treasurer and Tax Collector sends via email a transmittal request to Raycom when the files are available on the Site. 13 • Raycom personnel will connect to the County secured Server through VPN tunnel on the dedicated PC. • Raycom personnel will select the data files and transfer the files onto a secured folder through the network. • The data files are then decrypted using a secured password with the PGP desktop encryption software. • The data files are provided in a Single Line Ebcdic record length and will be converted to a readable Ascii Fixed Record length before processing. • When the data files are available, each file will be process based on the report indicated on the transmittal sheet received. • Raycom personnel will process each file with a set program for each report utilizing Raycom's COLD software. • Each program consists of the report name and fixed index criteria to be build within the actual data file and output to a specified named folder. • When each has been processed, the Raycom personnel will verify the data pages for correct page breaks, indexed fields criteria, and any overlay forms alignments. • Raycom personnel will gather the number of Cd/Dvd media's and jewel case requested for each report. • Raycom personnel will create customize labels and Cd/Dvd jewel case inserts for each report. • Raycom personnel will export the data files and Raycom customize self -contain viewing software onto each media requested by the County. • Raycom personnel will create a service order worksheet indicating the report names and Cd/Dvd quantity for delivery to the County. 14 Reference # 2 Organization Name: County of Riverside Auditor Controller Address: 2724 Gateway Drive Riverside, CA 92507 Mail Stop 1050 Contact Name: Kristen Jennings, Senior Accountant Telephone No.: (951) 955-0325 Project Start Date: 2007 Project End Date: Currently Project/Services Provided: Document Imaging and Microfilm Services Microfilm Process • Raycom driver or courier service picks up 3 M cartridges, with 16mm and 35 mm microfilm from the specified locations. What is picked up is logged by driver and verified before leaving customers facility. • Once film is received at Raycom's facility the number of rolls are again verified. A duplicate roll is made and then used for the process. The original is then reloaded back on to original roll and either stored or sent back with the end product, or earlier depending upon request. • The film is cleaned with film cleaner and put into an adaptor. The number of frames on the roll of film is identified. • The roll is then inserted into the Kodak Micro Image Scanner. The film is aligned for spacing, and resolution and DPI are checked before starting the scanning process. • Operator then logs in to log sheet the job information, such as the number of images, to verify the information is still the same. • The images are then exported to RDIS or customer requested software, Microsoft SQL Server. • Images are then indexed and migrated into the design SQL database with a conventional naming system. • Images are then exported to RDIS imaging viewing software and transferred to CD, DVD, or other media of customer's choice. • Once the electronic media is created it is then tested on various computers and systems • When testing is finished the images can be uploaded to a secure site and courier or Raycom driver can deliver the CD, DVD or other media. 15 Microfiche Service • The microfiche reports were generated on Raycom's NCR 5300 Com recorders by accessing the data from the formatted tapes. Each tape has a label on it identifying the report containing on the tapes, this will enable the microfiche operator to determine the program to use to produce the microfiche. • Each report is setup to its unique criteria by the layout of the report to determine the extract fields to take and put on the actual microfiche header. The microfiche operator will validate the information by inspecting the microfiche during quality control. • The microfiche operator will separate the microfiche by its identity to decide the copy quantity needed by each report. • Copies are created from the original microfiche on a CMI OP2100 series diazo duplicator, each report will have its own copies requirement which will also be verified for the final quality assurance. • The microfiche operator will securely package the microfiche and put together away in the lockable container for delivery. IN Reference # 3 Organization Name: Kawasaki Motors USA Address: 9950 Jeronimo Rd., Irvine, CA 92718 Contact Name: Cynthia Fogle, Account Records Specialist Telephone: (949) 770-0400 x2669 Fax: (949) 460-5844 Email: Cynthia. Fogle@kmc-usa.com Project Start Date: January 2000 Project End Date: Current Volume Size: Estimated 850 million images/records processed Project/Services Provided: Document scanning, Microfilming, and Digitizing records. Services: • Raycom Data Technologies scanned approximately 450 million accounts payable, legal, and miscellaneous reports for Kawasaki Motors. • In order to provide this volume of services, Raycom utilizes (6) Bell & Howell Duplex Copiscan 11 6338 Scanners capable of scanning 90 pages per minute double sided. *These documents were also provided with bar code which was recognized in the RDIS Document Imaging software and then populated into an index field in database. •The scanned images and database are uploaded to Raycom secured FTP site enabling the authorized user at Kawasaki to upload the images onto their Microsoft SQL Server system. •Raycom produces an average of 3.7 million images on a monthly basis. •Raycom provides the Kawasaki Motor Division a monthly digitized Part List Guide to all the distributors across the USA. *We receive a digitize record each month through the FTP site. This file is imported into our RDIS software which we extract the index fields, part numbers, reference number, names, and descriptions. *This file is then exported using RDIS creating a self -contain Cd enabling the users to retrieve information with a quick access. • Raycom provides an average of 1,500 to 2,000 Cd's per month 17 Reference # 4 Organization Name: Toyota Motors Sales Address: 19001 S. Western Ave., Torrance, CA 90509 Contact Name: Dana Tally Hooper, HR Administrator Telephone No.: (310) 468-4276 Project Start Date: September 1, 1996 Project End Date: Currently Volume Size: Over 2.4 million records, accumulated 1.8 million in revenue Project/Services Provided: Document Scanning Conversion of Term Vested Employee Records Document Conversion • An estimate of 2,400,000 pages of Term Vested Records to be scanned way of using Raycom's personal RDIS document imaging software. The project set forth is to implement the result to easy access retrieval of records on Toyota's Microsoft 2003 SQL Serve data network system with multi -users assign by administrative rights. • Raycom RDIS scanning incorporates Despeckling, Deskew, Blackboarder removal, and imaging enhancement using RDIS optimizer utility. This method insures the best quality from the various document types. • The form type "Term Vested" is created in RDIS document imaging software and indexed fields are formed by the user's specification. These indices included Last Name, First Name, Middle Name, Term Date, and Employee ID Number. • Raycom imported the 2,400,000 scanned Document images following the conclusion of the scan Zonal OCR indexed fields. • Raycom ran a data analysis report to verify the index fields before finalizing the export utility for any invalid contradicting indices. • Raycom migrated the converted scanned images and consolidated the constructed index database onto Dvd media's to be incorporated into the Toyota Motors Microsoft 2003 SQL Serve data network system. • Raycom provided Toyota Motors with RDIS retrieval and web base management server software with 20+ concurrent licenses to integrate into Toyota Motors data network environment. • Raycom also provides technical support, training, and upgrades for the duration of the contractual period. 18 D. Disclosure Statement Raycom has no alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves Raycom or in which Raycom has been judged guilty or liable within the last five years. 19 City of La Quinta E. Explanation of Methodology Raycom "In house" Services and Delivery Method Raycom Data Technologies will pick up and deliver all City of La Quinta physical records in various electronic formats such as Dvd/Cd via UPS or FedEx based on the preference with City Project Manager. All services will be performed within Raycom Data Technologies facility located in EI Segundo, CA by Raycom Data Technologies employees. City to Raycom Raycom Data Technologies will utilize UPS or FedEx in designating the scheduled to schedule pickups; Raycom will receive the estimated boxes from City or other materials at the Raycom location(s), at the designated time(s) and interval. A production log sheet will be assigned to the request boxes and items indicating the contents and materials. Raycom to City Our employee's are well cross trained and knowledgeable of the industries scanning and imaging aspects and can provide expedited packaging of documents and images, and indices on media. Our employee's will arrange the documents and plans accordingly to the City request in our available containers or boxes labeling all sides with the proper identification. A copy of the production and a finalized work order indicating the number of images and indexes will be included with the enclosed return media's. Raycom Data Technologies will also utilize UPS or Fed Ex in delivering the finished media, documents, and plans by notify the City Project Manager with a tracking number and ETA. Turn around time for document return and digital file delivery Raycom Data Technologies turnaround expectation to the City will be based on the City acceptance and requirements. Raycom will guarantee any deadline requirement and will promptly provide any delivery and also provide a via SFTP site to the City for a quick adequate access to available image and indexes. 20 Document Preparation and Scanning Raycom Project Manager will assign an experience operator that will handle all preparation of documents and plans. SII a, JOE • The Operator will document the items onto the Production Log Sheet indicating the box or file description. • The Operator will prepare all documents by means of removing staples, paper clips, binders, and other materials restricting the documents from being loose. • All folders or binders will be kept in order as originally received by the City. • The Operator will include batch code separators for documents requiring separation by group. • All loose documents less than 8 '/2 x 11 will be stick down on a letter size document. • Any documents ripped or torn will be tape and documents creased or wrinkle will be flattened. • Any documents that are poorly of quality will be notified to the Project Manager and will contact the City Project Manager for assistance. • The operator will hand over the Production Log Sheet and the prepared boxes to the assign Scanning Operator for scanning. • The Scanning Operator will be utilizing a Bell Howell Copiscan 6338 and/or a Graphtec CS500 for all document scanning during the project. Bell & Howell Duplex Copiscan 11 6338 Spec: Scan documents as small as 2.5" x 3.5" and as large as 11" x 17" in resolutions of 200, 240 or 300 dpi. Double -sided scanner with a throughput rate of 42 pages per minute (ppm). Utilizing RDIS Document Imaging Software & OCR Capture utility. This scanner will be utilized for documents sixes 8 " x 11" up to 11" x 17". Graphtec CS500 Color Large Format Scanner Spec: Scan at monochrome 9.0 ips @ 200 dpi, in color at 3.0 Y, ips @ 200 dpi Maximum resolution @ 4,800 dpi. Document size width up to 48" Unlimited scan length. Utilizing RDIS Document Imaging Software & OCR Capture utility. This Scanner will be utilized for documents sized 24" x 36", D size up to E size. Continued.......... 21 • With the Production Scanning Log sheet the Scanning Operator will begin scanning the documents by loading a few stacks at a time into the scanner. • The Scanning Operator will be utilizing Raycom's own RDIS Imaging software to produce the output image files compatible for the Laserfiche systems. • The Scanning Operator will input the required settings at minimum 200 to 400dpi, black border removal, DE speckle, DE skew, b&w and/or greyscale, and multiage or single page Tiff and/or PDF to the City specifications. • The Scanning Operator will set the file name convention to the City requirements which will be accumulated into sub folder onto Raycom's secured server. • The Scanning Operator will create batches for verification of the image quality and identification file names. • Each batch will consist of an average of 500 images on a continuous scanning process for Indexing. • RDIS Imaging Systems feature database tracking file that can be provided to City to monitor the project workflow progress. Raycom Data Technologies, Inc. has it own and developed Document Imaging Software RDIS which is customized in providing digital scanning services and is compatible to all Laserfiche systems. AppXeiW d"b NghMlk Adr: Lepaulof IEHS RDIS Diot@Elon ' Se nmEr (MS. SQL Server] RERS pplication Seruer {RDIS Plus) RDIS appiko n Ih"t P.wHo- —W—k = alhcrng -.,k— ' iQdie'ru�serd . tlnamrrLi swrsa RIB airver 01 qut L -em dipar& m urgr MIE ra}ca�. nusq, PMMPO AtMnrhq eervka far'h4pl�acy ' RDI5 WebAutlaoFing Server uikhiIdia�laana - 1 R�3 appfimlai er orinugr PCI tl>Pg IGeI`J� n 1 Cxrs h.M.hl 6lNIB 90paaur b6amm d6m WM. Fm.dd �errirc3 �dae.. I Scanning, Scannl�g I dexl g oh— Indexing v Lo I lmmll Scanning Indexing Ouality Control & Verification Im18 FppiCB�1M1 i1.l7ei 416 6 .. k... I t" lora! Sleln9ik 4P Adrr@n pc Soan Ing Indexing Scannlng IndaNing Naiwnrk anter 22 u Indexing Process and Output requirements Raycom Data Technologies will coordinate with the City specification for the requirement output and indexing fields. • The Operator will input the Index requirement for each document record scanned in every created batch. • The required field will be followed as assessor's parcel number, permit number, final inspection date, and the first four digit of the street address. • The Operator will be utilizing RDIS imaging software for all indexing purposes. • The RDIS software capability has a split screen view option to maximize the operator sufficient workflow. • Each batch finalized for indexing can be exported to a database table (Access, Excel, etc) to the County specification requirement. • The RDIS Imaging software also has an OCR capability tool which is 99% accuracy on all typed free documents. • Utilizing RDIS Zonal OCR, the Operator has the capability of defining zone tables with a document being scanned at the same time. Focus on Quality Quality Control • The Scanning Operator with the knowledge of the Project Manager will assign Q/C operators to examine and review produced batches before concluding the deliverables. • The Scanning Operator will be provide a production scanning log sheet to the Q/C operator to review and verify alongside batches and documents and plans. • The Q/C operators will verify the directory structure and images quantity total against the production scanning log sheet. • The Q/C Operator will verify the indexed fields beside the Images to reassure the following are correct. • The Q/C Operator will also have the capability to clean up and make cosmetic changes utilizing RDIS Imaging software during the verification. • The Q/C Operator will document any changes, quality issues, and initial for confirmation of inspection on the production scan log sheet. • The Q/C Operator will corroborate with the Scanning Operator with any issues before finalizing and exporting the images to the server. • The Q/C Operator will begin to migrate and export the image directories onto the assign destination on the server. • The Q/C Operator will notify the Project Manager as to when these images are available for the City. • The Q/C Operator will provide the production log sheet to the Project Manager when completing the upload of images and indexes the Server. 23 u • The Project Manager will create a shipping ticket indicating the image totals, Indexes, directory structures, and other information on Raycom production log system. • The Project Manager will send the shipping ticket via email or fax to the City assigned Project Manager indicating the completed work. • The Project Manager will then notify the City Project Manager and schedule a delivery and a pickup of documents and plans to be scanned and processed (based on agreed set schedule). Raycom "In house" recommendation for materials performed offsite Raycom Data Technologies will intend to store the documents and plans under the following guidelines for the City of La Quinta. • The Documents/Boxes will be stored in a sercured storage room accessible by authorized card access. • The documents will be stored in a storage vault that is separate from other types of storage, offices, or work areas and offers protection from fire, water, steam, structural collapse, unauthorized access, and other potential hazards. • The storage vault is equipped with Temperature Control device so as temp not to exceed 150 degrees Fahrenheit and keep the relative humidity inside the vault from not exceeding above 85% for up to two hours in the event of a fire external to the storage room/vault. • The storage vault temperature does not exceed 70 degrees Fahrenheit, and a constant relative humidity of 35% must be maintained with a maximum variance of plus/minus 5.0% relative humidity in a 24-hour period. • Proper labeling on each box is identified by an identification number, name of client, record types and dates, and other information if required • Adequate shelving is used in the vault for storing each box or container. • No other materials in the vault are noncombustible and noncorrosive. • Boxes or Containers in the vault are not over crowded or overloaded. Media Vault 24 '1 Release of Images to the City of La Quinta Laserfiche Systems Raycom Data Technologies will work closely with the City IT support in expediting the given indexing rules, define file and data formatting, and import requirements for the City Laserfiche Management system. Raycom Data Technologies can provide the City with various output media types: • Dvd's • Cd's • SFTP Site All requirements and expectaction for each project will be defined and as followed in the Quote provided to the County. No exceptions or changes will be applied other than whats proposed in the Quote provided. Site Security • Raycom building access is controlled by card entry to authorized personal, unauthorized individuals or visitors must check in via intercom at the front door before entering the main lobby. • Raycom facility is operates 24/7 and is camera securely monitored throughout every office and parking area. • Raycom facility has a designated secured storage area occupied by customer or clients documents, boxes, or confidential items only accessible by Raycom Supervisor. • Every room in Raycom facility is securely accessible by card entry to each authorized Raycom employees. • The authorized Raycom Staff shall assure that server systems and network communication devices that access confidential data are housed in an access - controlled secure data center. Access to the data center shall be restricted to staff who are authorized and have met security requirements including criminal background check. • The Raycom server room is a highly flame retardant with centralized air and is restricted to only authorize Raycom personnel with a card access entry. • Raycom 14,000 sq. ft. building is vastly secured with cameras throughout every area in the facility. • The authorized Raycom staff accompanies any non -authorized staff to enter the secured server room at all times. • The authorized Raycom staff takes appropriate steps to prevent any use of dedicated terminals accessing Raycom Server and workstations. 1. Raycom staff is not authorized to login to any application that would permit them to query data, but shall be authorized only to administer the server hardware and applications that support the application. 2. The authorized Raycom project staff is segregated in a private office and their workstation monitors are positioned such as to screen them from unauthorized observation. • Raycom has a policy to immediately remove any employee from assignments covered by any contract for security violations pending investigation. Any violation of system discipline or operational policies related to system discipline is grounds for termination. 25 F. Raycom Data Technologies, Inc Warranty and Guarantee of Work Product At Raycom Data Technologies, Inc, we have a 100% satisfaction guarantee. If at any time you're not completely satisfied with the quality of our products, please let us know. This warranty does not cover damage caused by accident, improper care, negligence, or normal wear and tear. Damage not covered under warranty will be repaired for a reasonable rate and a fee will be charged for return shipping. All hardware purchased by Raycom is covered under manufacture warranty. Extended warranty is purchased once the initial coverage period is complete. Raycom software is covered by warranty for up to 90 days from date of purchase. All support packages and upgrades to the software that are needed are covered for a nominal fee. 26 ATTACHMENT 1 ART .......... PRICE per image $65.00 Cost plus 5% $16.50 $0.04 $0.04 $0.06 $16.50 $0.10 $0.005 No Charge Wcase): $60.00 $95.00 Included Included Included Included $1,750.00 Signed: 27 Raycom Data Technologies, Inc Price Schedule Customer: City of La Quinta Optional Services I Unit Quantity Cost Extension RDIS Search Retrieval Software - (5) Concurrent License $4,950.00 Report Set -Up $150.00 Forms Set -Up $750.00 FTP Site Set -Up $125.00 Software Installation and Support -Per Hour $160.00 Consultation -Per Hour $210.00 Web base plugin $2,500.00 Migration Utility (Data Merged with scanned Images) Per Hour $60.00 Mastering Session (Q/C Data transfer to Media) $75.00 Microfiche/Microfilm/Aperature Card Preparation Per Hour $16.50 Media(4 Color w Jewel Case) $6.50 FTP Monthly Charge $25.00 Uploading/Downloading from FTP Per Hour $60.00 Microfiche Scanning Per Image 1 -100000 $0.04 Microfiche Jacket Scanning Per Image 1 -100000 $0.06 Microfilm Roll Scanning Per Image 1 -100000 $0.02 Aperature Card Scanning Per Card 1 -25000 $0.12 Standard Box Storage- Per Box 1 -500 $3.00 Document Retrivel and Distribution -15 Minutes increval Per Hour $15.50 Destruction Per Pound $0.95 28 I. Subcontracting Raycom will not utilize any subcontractors for any portion(s) of the Scope of Services listed as part of this proposal. 29 J. Information Needed From the City of La Quinta Raycom Data Technologies, Inc will need the following from the City of La Quinta for the Project to succeed: • Notice of what will be requested to be picked up at the time of request. • Pick Up of max 10 boxes requested by noon can be picked up the same day • Pick Up of max 10 boxes requested after noon will be picked up the next day • For a Pick Up of over 10 boxes allow for 24 to 48 hours notice for scheduling • Manifesto of what is being picked up at the time of pick up • Any indexing requirements for the documents or plans • Any OCR instructions 30 K. Insurance Coverage Statement If selected, Raycom Data Technologies, Inc will provide to the City of La Quinta the minimum insurance coverage and indemnification noted in Sections 5.0 and 6.0 of the City's Contract Services Agreement. 31 ATTACHMENT 3 NON -COLLUSION AFFIDAVIT FORM Document Scanning Services .............................................................. MUST BE EXECUTED BY PROPOSER AND SUBMITTED WITH PROPOSAL Ayaz Pandhiani , (name) hereby declare as follows: I am President (title) of Raycom (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 un the laws of the State of California that the foregoing is true and cgR-%-- Proposer Signature �Z , a, By Name Ayaz Pandhiani Title President Organization Raycom Data Technologies, Inc Address 1320 E Imperial Ave EI Segundo, CA 90245 32 ATTACHMENT ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA r_�.Ana►i•1.�►��■►nim,.ro"AA, � !,.�.umon►��n:��ai�i 33