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ViaTRONORIGINAL VENDOR RESPONSE REQUEST FOR PROPOSALS DOCUMENT SCANNING SERVICES CITY OF LA QUINTA CITY CLERK 78495 Calle Tampico La Quinta, CA 92253 Prepared By JJ14 Rysittrirng, Ind_ This Pasaerl wH* ntCice Specialists CHARLIE KERR, BUSINESS CONSULTANT charliek@viatron.com Tel (310) 756-0599; fax (310) 756-0609 ViaTRON Systems, Inc. www.viatron.com 18233 S. Hoover Street Los Angeles, CA 90248 KALA DEVAN kalad@viatron.com t/ 310-756-0595 f/ 310-756-0609 - ill Papmlw� �lPI� ipiflW Isa �1 City of LA QUINTA— DOCUMENT SCANNING SERVICES TABLE OF CONTENT A. Cover Letter....................................................................................3 B. ViaTRON Background and Experience...........................................5 C. Client Reference.............................................................................7 D. Disclosure.......................................................................................9 E. Project Methodology.......................................................................9 F. ViaTRON Guaranty/Warrantee.....................................................11 G. Pricing Chart .............................................. See Below Attachment1 H. List of complimentary Pricing..........................................................1 I. Sub-Contracting.............................................................................12 J. List of Services..............................................................................12 K. Insurance Statement ................................. See Below Attachment 2 L. Non -Collusion Affidavit .............................. See Below Attachment 3 M. Acknowledge of Addenda ........................ See Below Attachment 4 N. Proposal submission....................................................................12 G. Pricing Chart.....................................Attachment 1 K. Insurance Statement...........................Attachment 2 L. Non -Collusion Affidavit........................Attachment 3 M. Acknowledge of Addenda ..................Attachment 4 Project Methodology.............................Exhibit A* Organization Chart and Resumes .......Exhibit B* Security and Internal Controls.............Exhibit C* Testing and Quality Assurance ...........Exhibit D* Real Time Online Reports .......................Exhibit E* * Copyrighted Materials, Trade Secret & Intellectual Property "The Contractor will indemnify the City and its officers, employees and agents, and hold them harmless from any claim or liability and defend any action brought against them for their refusal to disclose Copyrighted material, Trade Secrets or other proprietary information to any person making a request therefore." Prepared for the City of La Quinta **This document has been printed on recycled paper Page 2 rn rwr. ia...m.a ao+a isa A. Cover Letter CITY OF LA QUINTA City Clerk's Office 78495 Calle Tampico La Quinta, CA 92253 City of LA QUINTA— DOCUMENT SCANNING SERVICES Re: DOCUMENT SCANNING SERVICES October 31, 2013 I would like to thank the City of La Quinta for giving ViaTRON the opportunity to bid on this document scanning project. Our Project Management and System Analyst team have carefully reviewed the Scope of Work. We are very confident that ViaTRON will be able to perform an outstanding job for the City of La Quinta. The City of La Quinta will receive a high quality and accurately finished product. As part of the Transmittal Letter of Intent/Introduction, we would like to include a few key points. Company Information ViaTRON SYSTEMS, INC. 18233 Hoover Street, Los Angeles, CA 90248 tel/ 310.756.0595, fax/ 310 756 0609 www.viatron.com ViaTRON's Contract Contact Information Kala Devan, cell/ 310.502.6004, kalad@viatron.com Tax ID #: 33-0615733 ViaTRON understands and agrees that its submission of a proposal constitutes an acknowledgment and acceptance of, and willingness to fully comply with all terms and conditions of this RFP and any addenda thereto. ViaTRON will perform the contract as a single proposer and will bear sole and complete responsibility for all work as defined in the Scope of Work. ViaTRON confirms that all information and pricing provided in this offer is valid for ninety days (90). Conflict of Interest Statement: ViaTRON Systems takes confidentiality and security very seriously. ViaTRON staff does not have any affiliations with the City of La Quinta's staff, personnel or departments. ViaTRON does background checks on all employees and each employee signs a confidentiality agreement stating that, the employee does not have any affiliation with a project that they are working on. Prepared for the City of La Quinta ""This document has been printed on recycled paper Page 3 - ill Papmlw�lPI� ipiflW Isa �1 City of LA QUINTA— DOCUMENT SCANNING SERVICES We believe that ViaTRON is the best company for this project for the following reasons: Profile and Experience Government Experience — ViaTRON currently supports or have supported over 100 government agencies. We currently scan for Cities, Schools Districts, Colleges and State Agencies. State-of-the-art building — ViaTRON has a state-of-the-art high security 15,000 square feet data conversion center in Los Angeles. Top of the line technology — ViaTRON uses only the top of the line hardware and software to perform the data conversion work. ViaTRON uses Kofax and Captiva InputAccel to scan and prepare our Clients' data. ViaTRON uses InputAccel for one of the many QA processing tools. Large Volume Experience — ViaTRON has the capacity to process over a million images a day. This includes paper files, microfilm, microfiche, large drawings and data files. Professional Management Team — The project managers and systems engineers who will be assigned to the City of La Quinta project have combined over 75 years of experience in the scanning and data conversion industry. Easy Straightforward Pricing Format — In most cases, vendors price their services separately for each task, for example separate price for pickup, delivery, document preparation, file transfers, etc. This variable hourly or unit price for each task can quickly add up. The City of La Quinta would generally have no real control over the vendors total hours charged for each task. An unscrupulous vendor can easily abuse under this method. This can lead to hidden charges to the City of La Quinta. ViaTRON takes a different approach. We have a fixed single unit price for all the tasks requested by our clients. For example, our scanning fixed unit price includes pickup, delivery, document preparation, scanning, indexing, quality control and file transfer. There is no variable cost and no surprises. This "fixed unit price" method/format is easy for the City of La Quinta to measure, monitor and control the project cost. Prepared for the City of La Quinta ""This document has been printed on recycled paper Page 4 rn rwr. ia...m.a ao+a isa City of LA QUINTA— DOCUMENT SCANNING SERVICES Client's Data Security and Control — ViaTRON will perform all City of La Quinta's work at ViaTRON Data Conversion Center in Los Angeles. ViaTRON does not subcontract any of the work to a third party contractor. ViaTRON has full "chain of custody" control — from the time the files are pickup to the return of the confidential documents and finished product to the City of La Quinta. Real -Time Online Quality Assurance and Status Reporting — ViaTRON has developed custom online software that will allow our Clients to monitor the progress of the project in real- time via the internet. Our clients can check the progress/status of their project 24/7 via the internet. ViaTRON has also developed an easy and efficient method where our Clients can perform Testing, Approving and QA Review via the internet. Testing and QA Review Reports can also be generated from the System. Professional Service Insurance — ViaTRON has $5,000,000 Professional Services Insurance. This Professional Insurance gives our Clients an added protection. Although ViaTRON has years of experience and takes a very formal approach to processing projects, you will also find ViaTRON to be flexible enough to meet the needs of our Clients. If we are chosen for this project, you can expect ViaTRON to work hard to meet your project expectations. Thank you, Sincerely, 4 Kala Devan President ViaTRON SYSTEMS, INC. Prepared for the City of La Quinta ""This document has been printed on recycled paper Page 5 iffc ' iN. PAP911ca YIl�bpaldllvl. /�-�'�\ s� City of LA QUINTA — DOCUMENT SCANNING SERVICES B. Background on the firm and its experience including the following: 1) Number of years in business VIATRON RESPONSE: ViaTRON Systems, Inc. was established in 1990, to design and install Enterprise Content Management (ECM) solutions into large corporations. During the past 23 years, ViaTRON has evolved into a high-tech company that provides vital business and technology solutions to hundreds of companies throughout the United States. 2) Taxpayer identification number ►�1 Ie� � :Z•I i < I :Z �j Z�I i < lj � i X71 ��e 31 <e1e��LYi �.�lde3 3) Number of years scanning and indexing for government agencies VIATRON RESPONSE: ViaTRON has scanned over 560,000,000 documents in the last 23 years. In the entire 23 years of business, ViaTRON has successfully completed every project without exception. ViaTRON currently supports or has supported over 100 government agencies. We currently scan for Cities, Schools Districts, Community Colleges and State Agencies. 4) Resumes of the project manager and key personnel who will be responsible for performance of any contract resulting from this RFP VIATRON RESPONSE: ViaTRON project managers and systems engineers who will be assigned to the City of La Quinta's project have combined over 75 years of experience in the scanning and data conversion industry. Please see Exhibit B - Project Organization Chart and Resumes. 5) Firm ownership and if incorporated, the state in which the firm is incorporated and the date of incorporation VIATRON RESPONSE: ViaTRON began business in January 1990 and was incorporated in the State of California. 6) If the firm is a subsidiary of a parent company, identify the parent company VIATRON RESPONSE: ViaTRON is not a subsidiary of another company. Prepared for the City of La Quinta ""This document has been printed on recycled paper Page 6 - ill Papmlw� �lPI� ipiflW Isa C. Client Reference City of Glendale Building and Planning Kevin Carter 818-937-8256 kcarter@ci.glendale.ca.us 613 E. Broadway Glendale, CA 91206 Start Date: Dec. 2012 Scanning of Closed Job files for the Engineering Dept. —120,000 pages of files. Notes: ViaTRON Client — 4 Years. We host data on our Cloud based imaging system. On-going City of Bakersfield ( LaserFiche Reference) Commercial Plans, Commercial Files, Parcel Maps, Tract Maps. Howard Wines — Fire Department (661) 326-3659 email: hwines@bakersfieldfire.us 1501 Truxtun Ave. Bakersfield, CA 93301 Date: Scanning since 2011 Scanned for Development Services and Fire Department Notes: RFP Award —Feb 2011. Scanning all letters, legal, 11x17, and wide format into LaserFiche. On-going contract for all the departments citywide. We Scan and Upload into LaserFiche. ViaTRON Client — 3 years. Prepared for the City of La Quinta ""This document has been printed on recycled paper City of LA QUINTA— DOCUMENT SCANNING SERVICES Page 7 City of Fontana (LaserFiche Reference) Development Services Carla Pursel - Director (909) 350-6712 CPursel@fontana.org 8353 Sierra Ave Fontana, CA 92335 Date: April 2012 — On Going Scanned 20,000 Large Format Drawings for Building and Safety.. Notes: Project is ongoing where we scan for development Services. We Scan and Upload into LaserFiche. Barstow College ( LaserFiche Reference) Administration, Business dept, and Student Admission Files, and Student Transcript. Heather Calden — Director of Enrollment Services (760) 252-2411 x7305 email: hcaldon@barstow.edu 2700 Barstow Rd. Barstow, CA 92311 Scanned over 1.7 million pages since 2009 for multiple departments within the campus. Administration and Admissions and records. Notes: Awarded — 2009. Scanning letter, legal, 11x17, Micro Film format into LaserFiche. We Scan and Upload into LaserFiche. - ill Papmlw�lPI� ipiflW Isa �1 City of LA QUINTA— DOCUMENT SCANNING SERVICES Other Completed Projects, several of these client use LaserFiche as their back end repository. 1 ABC USD 11 City of Beverly Hills* 21 East Los Angeles College 2 Santa Monica College 12 LA Dept. of Housing Authority 22 Victor Valley USD 3 Saddleback College 13 Temple Unified School District 23 Walnut Valley USD 4 BuildLACCD 14 City of Glendale 24 Los Angeles Unified School 5 Chaffey College 15 West Los Angeles College 25 LA Trade Tech College 6 City of Lancaster* 16 LA County Planning Dept 26 Pasadena City College 7 College of the Canyons 17 LA Community College District 27 LA City College 8 Compton USD 18 Riverside County Office of Edu. 28 Clark County DA Office 9 Corona -Norco USD 19 Los Angeles Pierce College 29 Compton High School 10 City of Bakersfield 20 Barstow Community College 30 College of the Redwoods * Subcontract Recent Completed Projects • In 2009 ViaTRON processed over 32 million documents for Los Angeles Unified School District. • In 2011 ViaTRON was awarded a multi-million page contract from The City of Bakersfield. • ViaTRON has scanned over 4 Million pages for Compton Unified School District. • ViaTRON was awarded a 4.5 million page scanning contract— Build LACCD. • ViaTRON completed a 5 million page scanning project for Los Angeles Trade Tech College. • ViaTRON has scanned over 7 million pages to date for Santa Monica College. • In 2010 ViaTRON scanned 3 million pages of Student files for East Los Angeles College. • ViaTRON has scanned over 2 million pages for College of the Canyons. • ViaTRON has scanned over 1.2 Million pages for West Los Angeles College. • In 2011 ViaTRON was awarded contract to scan over 8 million pages for ABC Unified School district. • ViaTRON has scanned 4 Million pages of Movie Scripts for Twentieth Century Fox. • In 2010 ViaTRON was awarded a 2.6 million page scanning project for CareMore. • In 2012 ViaTRON was awarded a $2,000,000 data conversion contract by LAUSD. • In 2012 ViaTRON was awarded a $3,000,000 data conversion contract by Los Angeles Community College District. Prepared for the City of La Quinta ""This document has been printed on recycled paper Page 8 Ji i:.: ' iN. PAP911ca YIl�bpa.ldllvl. /�-�'�\ s� City of LA QUINTA — DOCUMENT SCANNING SERVICES D. Disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable within the last five years. If there is no information to disclose, Proposer must affirmatively state there is no negative history. ViaTRON Response: ViaTRON has scanned over 560,000,000 documents in the last 23 years. In the entire 23 years of business, ViaTRON has successfully completed every project without exception. There are no alleged significant priors or ongoing contract failures, no civil or criminal litigation nor investigations pending which Viatron has been judged guilty or liable. E. Explanation of methodology including: 1) Discuss shipping method(s), and in -transit security for original records ViaTRON Response: ViaTRON's vans/trucks will pickup and deliver boxes to and from the City of La Quinta. We have in-house employees (truck drivers) to perform all the pickup and delivery tasks. We do not allow third party companies to touch any of our clients' documents. It is very important to maintain the "chain of custody" for all documents/boxes picked up or delivered to City of La Quinta. 2) Provide turnaround time for document return and digital file delivery ViaTRON Response: ViaTRON can process a million pages a week at our facility. We can return the hard copies within 7-14 days and complete QC and indexing. We work with as many as 20 clients at a time. ViaTRON generally works with a client and develop a detail plan including a complete pickup and delivery schedule. 3) Provide a complete process flow for tracking files and documents from pickup to return, and method of accountability ViaTRON Response: ViaTRON has implemented the highest possible security to protect our client's documents. ViaTRON's standards surpass SAS70, ISO 9000 and HIPAA. The City of La Quinta is welcome to visit ViaTRON's Production Center to view firsthand all the security measures implemented to safeguard the City of La Quinta's documents. Please see Exhibit A— Project Methodology for complete process. 4) Provide a complete process flow for tracking the digital content, and method of accountability Prepared for the City of La Quinta ""This document has been printed on recycled paper Page 9 - ill Papmlw� �lPl�a ipiYW Isa �1 City of LA QUINTA— DOCUMENT SCANNING SERVICES ViaTRON Response: ViaTRON has a custom built online Tracking Program to track the process of work down to the document level. Please see Exhibit A— Project Methodology for complete process. 5) Discuss indexing procedures ViaTRON Response: Scanning standard sized paper documents to Laserfiche images (.TIFF) and indexes; 1. ViaTRON will scan the documents using a high speed Kodak production scanners using capture software. 2. Perform Image clean up a. QC Folder Count b. QC Page Count 3. Perform Batch separation 4. Index, Auto -Index or Auto Populate Indexes 5. Double Blind Key Entry 6. Run Index Report and QC Indexes 7. Perform Image Quality Assurance (Page By Page) 8. QC Team 2 Review of Batch (Approval) a. QC Indexes b. QC Images 9. Technical Department to format DB into the City of La Quinta's LaserFiche Template. 10. Perform a Test Import 11. Encrypt Files for transportation 12. Send File to the City of La Quinta 13. Assist the City of La Quinta's IT to import files into LaserFiche Server 14. Assist the City of La Quinta to perform onsite quality assurance. 6) Discuss naming conventions ViaTRON Response: Indexing documents using the data fields identified by the City of La Quinta, currently within the Laserfiche (DCM) templates; 1. Setup City of La Quinta's Template ViaTRON 2. Index, Auto -Index or Auto Populate Indexes using preset Template 3. Double Blind Key Entry 7) Discuss digital data delivery methods for easy transfer into Laserfiche, e.g. CD, external hard drive, remote access, etc. Prepared for the City of La Quinta ""This document has been printed on recycled paper Page 10 s� City of LA QUINTA — DOCUMENT SCANNING SERVICES ViaTRON Response: ViaTRON would like to recommend FTP or Hard Drive data transfer for several reasons. a. Faster completion and upload of data. b. There is no CA Sales Tax charge for data transferred electronically. However, ViaTRON will produce a CD/DVD if this is a preferred method for City of La Quinta. Method use to generate CD/DVD: 1. ViaTRON will get a Index Template from City to setup the project. 2. ViaTRON will perform a test import of the Briefcase import file into City's LaserFiche Server. 3. Once the data is ready to be delivered ViaTRON will create a LaserFiche v8.1 Briefcase File. 4. ViaTRON will issue and transfer Authenticity Certificate on to CD/DVD. 5. Assist City of La Quinta's IT to import files into LaserFiche Server 8) Discuss quality control procedures and checks and balances ViaTRON Response: Quality control of the images and data entry; 1. Double Blind Key Entry 2. Run Index Report and QC Indexes 3. Perform Image Quality Assurance (Page By Page) 4. QC Team 2 Review of Batch (Approval) a. QC Indexes b. QC Images 9) Methods of protection of clients' original documents from fire, theft, and other losses and damages ViaTRON Response: See Exhibit C Security and Internal Control F. Description of Proposer's warranty/guarantee of work product. ViaTRON Response: All work performed by ViaTRON is guaranty. We perform Quality Assurance on all our work and generally fix all errors within 24 hours when the originals are available. In many cases if the project was recently completed the correction can be done within an hour. ViaTRON creates a Raw Image file of all documents as an automatic backup. In addition the index fields are stored in a SQL database. This system was designed internally for auditing purposes. Any errors can be repaired immediately. Only in a few cases we may need to go back to the original paper to rescan. This can be done within a 24 hour period. Image repair, file separation and index correction can be done in real time and forwarded to the City of La Quinta within 1 - 24 hours. G. Completed PRICING CHART. (ATTACHMENT 1) ViaTRON RESPONSE: Please see Attachment - 1. Prepared for the City of La Quinta ""This document has been printed on recycled paper Page 11 ' iN. PAP911ca YIl�bpa.ldllvl. /�-�'�\ s� City of LA QUINTA — DOCUMENT SCANNING SERVICES H. List of complementary services offered by Proposer along with corresponding prices. ViaTRON RESPONSE: ViaTRON has a custom built software to help City of La Quinta track the entire project in real-time online. This software help the City manage the project efficiently and cost effective. This is easy to use software is offered to City of La Quinta at no charge. I. Subcontracting any portion(s) of the Scope of Services is not preferable however if a Proposer can demonstrate to the City's satisfaction that is in the best interest of the project to permit a portion of the service(s) to be subcontracted by Proposer, it may be considered. Provide details on the role of any subcontractor that will be used. Assignment is prohibited. ViaTRON RESPONSE: ViaTRON plans to perform the City of La Quinta's work in Los Angeles, CA. . ViaTRON does not subcontract any of the work to a third party contractor. ViaTRON has full "chain of custody" control — from the time the files are picked up to the return of the confidential documents and finished product to the City of La Quinta. J. List of services and/or information needed from the City in order for the project to succeed. ViaTRON Response: We have worked with hundreds of government agencies. We have always found methods of improving productive, accuracy and quality by engaging and learning from the end-users. Please see our approach to this project in our methodology. We strongly believe we have ideas to suggest once we have more information. K. A statement that, if selected, Proposer will provide the minimum insurance coverage and indemnification noted in Sections 5.0 and 6.0 of the City's Contract Services Agreement. (ATTACHMENT 2) ViaTRON Response: ViaTRON will comply with all the City of La Quinta insurance requirements. L. NON -COLLUSION AFFIDAVIT executed by an official authorized to bind the firm. (ATTACHMENT 3) ViaTRON Response: See Attached M. ACKNOWLEDGMENT OF ADDENDA initialed acknowledging receipt of addendum/addenda issued, if any. (ATTACHMENT 4) ViaTRON Response: See Attached. N. Submit three (3) identical paper copies of the complete proposal including all attachments with original signatures of an authorized company official. ViaTRON Response: ViaTRON is presenting our proposal in an electronic format in accordance with the RFP instructions. Prepared for the City of La Quinta ""This document has been printed on recycled paper Page 12 �Y) iK F".1- Nil- 1pMM Ia City of LA QUINTA— DOCUMENT SCANNING SERVICES TABLE OF CONTENT The following section contents City of La Quinta Attachments. G. Pricing Chart.......................................Attachment 1 K. Insurance Statement...........................Attachment 2 L. Non -Collusion Affidavit........................Attachment 3 M. Acknowledge of Addenda ..................Attachment 4 Prepared for the City of La Quinta ""This document has been printed on recycled paper ATTACHMENT PRICING CHART SERVICES.. ................................................... PRICE per image SHIPPING: PRE -SCANNING DOCUMENT PREPARATION: SCANNING: (best image rate: 200-400 DPI) Black & White 8Y2 x 11, 8Y2 x 14, Plan sheets Greyscale 8Y2 x 11, 8Y2 x 14, Plan sheets Full Color 8 Y2 x 1 1 , 8Y2 x 14, Plan sheets FILE RE-ASSEMBL Y. INDEXING (per field pricing): OCR-ing: DATA TRANSFER (per CD/DVD or Laserfiche Briefcase): QUALITY CONTROL: OTHER CHARGES, FEES OR BILLABLES: Use additional copies of this form if space is needed Signed: •• 10 yyff // iaa iNmlw Mlw WaalWlw Request for Proposals — Document Scanning Services ATTACHMENT 1 Part B — ViaTRON PRICE LIST Page 1 of 1 Attachment 1 Part B — ViaTRON Price List Important: We have to emphasis that the Project Pricing Chart (Attachment 1) above includes all pricing information requested by City of La Quinta's RFP. The sheet below is only if City of La Quinta requests services above and beyond the project scope of work. TurnKey Solution Image* $0.0425 Turnkey Scanning - Pickup, DocPrep, Scan, Index (15pg Batch, 6 Index fields), QA, Re -Work and Data Upload. Document Pick -Up / Delivery Base Rate Round Trip $50.0000 ,xes or more Document Preparation Hour $15.0000 Document Preparation Image $0.0100 Document Preparation work can be billed Hourly or by Image hncnrt nn thn h•- - -1--. - -"(I nPnnflatPd with the client. Page Scanning — Letter and Legal Image/ 0-3,000,000 $0.0200 Page Scanning — Letter and Legal Image/ 3,000,000 & Above $0.0150 Scanning - Volume discount can be negotiated by client. Page Scanning — Large Format 0-100,000 $0.5900 Page Scanning — Large Format Image/ 100,000 & Above $0.5500 scount can be negotiated by cli( Document Indexing Image $0.0100 OCR Processing Image $0.0050 Data Conversion Image $0.0250 Microfilm Imaging $0.0145 Microfiche COM Imaging $0.0345 Microfiche Jacketed Imaging $0.0365 Document Re -Build Image $0.0100 Re -Build - Special handling of documents. Project Manager — Professional Services/Design 1 Hour $95.0000 ,cove and beyond RFP requiiemurns. Document Print/ Fax Image $0.5000 CD/DVD Mastering Master $5.0000 CD/DVD Mastering Copy $0.5000 CD/DVD - There is No Charge for 25 boxes or more Boxes (Banker Boxes) Box $2.2500 Packing , Organizing and Labeling Services Box $1.7500 Document Destruction -Recycle Box $1.7500 Document Storage Month/ Cubic Foot $0.0440 Storage Setup One -Time $250.0000 Document Retrieval '/2 Hour $7.0000 Document Retrieval Folder or Document $5.0000 Prepared for the City of La Quinta **This document has been printed on recycled paper CONTRACT SERVICES AGREEMENT THIS CONTRACT SERVICES entered into by and between the corporation ("City"), and [insert form ("Contractor") . ATTACHMENT 2 AGREEMENT (the "Agreement") is made and CITY OF LA QUINTA, a California municipal [insert name of Contractor], a of business entity, e.g, a California corporation] RECITALS WHEREAS, City desires to utilize the services of Contractor as an independent contractor to provide the City with document scanning and indexing services, and WHEREAS, Contractor represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees, and WHEREAS, City desires to retain Contractor, and Contractor desires to serve City to perform these services subject to the terms contained herein and all applicable local, state and federal laws and regulations. NOW, THEREFORE, in consideration of the performance by the parties of the mutual promises, covenants, and conditions contained herein, the parties agree as follows: 1.0 SERVICES OF CONTRACTOR 1 .1 . Scope of Services. In compliance with all terms and conditions of this Agreement, Contractor shall provide those services related to document scanning and indexing services as specified in the "Scope of Services" attached hereto as Exhibit "A" and incorporated herein by this reference (the "services" or "work"). Contractor warrants that all services will be performed in a competent, professional and satisfactory manner in accordance with the standards prevalent in the industry for such services. 1.2. Compliance with Law. All services rendered hereunder shall be provided in accordance with all ordinances, resolutions, statutes, rules, regulations and laws of the City of La Quinta and any Federal, State or local governmental agency of competent jurisdiction. 1.3. Licenses, Permits, Fees and Assessments. Except as otherwise specified herein, Contractor shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the performance of the services required by this Agreement, including a city business license. Contractor 12 shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the performance of the services required by this Agreement. 1.4. Familiarity with Work. By executing this Agreement, Contractor warrants that (a) it has thoroughly investigated and considered the scope of services to be performed, (b) it has carefully considered how the work should be performed, and (c) understands the difficulties and restrictions attending performance of the services under this Agreement. Should Contractor discover any latent or unknown conditions materially differing from those inherent in the work, it shall immediately inform City of such fact and shall not proceed until written instructions are received from the Contract Officer (as defined in Section 4.2 hereof). 1.5. Statement of Experience. By executing this Agreement, Contractor represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to City. Contractor represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with public agencies all suggest that Contractor is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public City. 1.6. Standard of Care. Contractor acknowledges and understands that the services and work contracted for under this Agreement require specialized skills and abilities and that, consistent with this understanding, Contractor's services and work will be held to a heightened standard of quality and workmanship. Consistent with Section 1.4 hereinabove, Contractor represents to City that it holds the necessary skills and abilities to satisfy the heightened standard of work as set forth in this Agreement. Contractor shall adopt reasonable methods during the life of the Agreement to furnish continuous protection to the work performed by Contractor, and the equipment, materials, papers and other components thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or property, until acceptance of the work by City, except such losses or damages as may be caused by City's own negligence. The performance of services by Contractor shall not relieve Contractor from any obligation to correct any incomplete, inaccurate or defective work at no further cost to City, when such inaccuracies are due to the negligence of Contractor. 1.7. Additional Services. In accordance with the terms and conditions of this Agreement, Contractor shall perform services in addition to those specified in the Scope of Services only when directed to do so by the Contract Officer, provided that Contractor shall not be required to perform any additional services without compensation. Any addition in compensation not exceeding five percent (5%) of the Contract Sum may be approved by the Contract Officer. Any greater 13 increase must be approved by the City Manager or the City Council depending on the amount. 1.8. Special Requirements. Additional terms and conditions of this Agreement, if any, are set forth in Exhibit "D" (the "Special Requirements") which is incorporated herein by this reference and expressly made a part hereof. In the event of a conflict between the provisions of the Special Requirements and any other provisions of this Agreement, the provisions of the Special Requirements shall govern. 2.0 COMPENSATION 2.1. Contract Sum. For the services rendered pursuant to this Agreement, Contractor shall be compensated in accordance with Exhibit "B" (the "Schedule of Compensation") in a total amount not to exceed dollars and cents (S ) (the "Contract Sum"), except as provided in Section 1.6. The method of compensation set forth in the Schedule of Compensation may include a lump sum payment upon completion, payment in accordance with the percentage of completion of the services, pieces/units completed, or such other methods as may be specified in the Schedule of Compensation but not exceeding the Contract Sum. 2.2. Method of Payment. Any month in which Contractor wishes to receive payment, Contractor shall submit to City no later than the tenth (10th) working day of such month, in the form approved by City's Finance Director, an invoice for services rendered prior to the date of the invoice. Such invoice shall (1) describe in detail the services provided, and (2) contain a certification by a principal member of Contractor specifying that the payment requested is for work performed in accordance with the terms of this Agreement. City will pay Contractor for all expenses stated thereon which are approved by City pursuant to this Agreement no later than thirty (30) days after invoices are received by the City's Finance Department. 3.0 PERFORMANCE SCHEDULE 3.1. Agreement. Time of Essence Time is of the essence in the performance of this 3.2. Schedule of Performance. All services rendered pursuant to this Agreement shall Exhibit "C" (the specified in the Contract Officer. be performed diligently and within the time period established in "Schedule of Performance"). Extensions to the time period Schedule of Performance may be approved in writing by the 3.3. Force Majeure. The time period specified in the Schedule of Performance for performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the 14 control and without the fault or negligence of Contractor, including, but not restricted to, acts of God or of the public enemy, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight embargoes, acts of any governmental agency other than City, and unusually severe weather, if Contractor shall within ten (10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and extend the time for performing the services for the period of the forced delay when and if in his or her judgment such delay is justified, and the Contract Officer's determination shall be final and conclusive upon the parties to this Agreement. 3.4. Term. Unless earlier terminated in accordance with Sections 8.7 or 8.8 of this Agreement, this Agreement shall commence on , 2013 and terminate on , 2014 (initial term). This agreement may be extended for four (4) additional one-year terms upon mutual agreement by both parties (extended term). 4.0 COORDINATION OF WORK 4.1. Representative of Contractor. The following principals of Contractor are hereby designated as being the principals and representatives of Contractor authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith: a. [name & title of Contractor's principal(s)] L•7 It is expressly understood that the experience, knowledge, capability, and reputation of the foregoing principals were a substantial inducement for City to enter into this Agreement. Therefore, the foregoing principals shall be responsible during the term of this Agreement for directing all activities of Contractor and devoting sufficient time to personally supervise the services hereunder. The foregoing principals may not be changed by Contractor and no other personnel may be assigned to perform the service required hereunder without the express written approval of City. 4.2. Contract Officer. The Contract Officer shall be Teresa Thompson, Deputy City Clerk or such other person as may be designated in writing by the City Clerk of City. It shall be Contractor's responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the services and Contractor shall refer any decisions which must be made by City to the Contract Officer. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer. 4.3. Prohibition Against Subcontracting or Assignment. The experience, knowledge, capability and reputation of Contractor, its principals and employees were a substantial inducement for City to enter into this Agreement. Except as set forth in this Agreement, Contractor shall not subcontract with any other entity to perform in whole or in part the services required hereunder without the express written approval of City. In addition, neither this Agreement nor any interest herein may be assigned or transferred, voluntarily or by operation of law, without the prior written approval of City. Any attempted or purported assignment or sub- contracting by Contractor without the City's express written approval shall be null, void and of no effect. 4.4. Independent Contractor. Neither City nor any of its employees shall have any control over the manner, mode or means by which Contractor, its agents or employees, perform the services required herein, except as otherwise set forth. Contractor shall perform all services required herein as an independent contractor of City and shall remain at all times as to City a wholly independent contractor with only such obligations as are consistent with that role. Contractor shall have no power to incur any debt, obligation, or liability on behalf of City. Contractor shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. Contractor agrees to pay all required taxes on amounts paid to Contractor under this Agreement, and to indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Contractor shall fully comply with the workers' compensation laws regarding Contractor and Contractor's employees. Contractor further agrees to indemnify and hold City harmless from any failure of Contractor to comply with applicable workers' compensation laws. City shall have the right to offset against the amount of any fees due to Contractor under this Agreement any amount due to City from Contractor as a result of Contractor's failure to promptly pay to City any reimbursement or indemnification arising under this Section 4.4. 4.5. City Cooperation. City shall provide Contractor with any plans, publications, reports, statistics, records or other data or information pertinent to services to be performed hereunder which are reasonably available to Contractor only from or through action by City. 5.0 INSURANCE. 5.1. Insurance. Prior to the beginning of any Work under this Agreement and throughout the duration of the term of this Agreement, Contractor shall procure and maintain, at its sole cost, and submit concurrently with its execution of this Agreement, insurance as described herein. All insurance coverage required by this Agreement shall be placed with insurers authorized to do business in the State of California with an AN, Best and Company rating level of A- or better, Class VI or better, unless otherwise approved by the City's Risk Manager in writing. 16 5.1 .1 . Minimum Coverage. Insurance shall include the following (or broader) coverage: a. Commercial General Liability Insurance. Insurance Services Office Commercial General Liability coverage "occurrence" form CG 00 01 or its equivalent with an edition date prior to 2004 and with minimum limits of $1,000,000 per occurrence and $2,000,000 in the aggregate for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. b. Automobile Liability Insurance. Insurance Services Office form number CA 0001 or equivalent covering Automobile Liability covering bodily injury and property damage for all activities of Contractor arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired and non -owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident. C. Workers' Compensation Insurance. Contractor shall maintain Workers' Compensation Insurance (Statutory Limits) and Employer's Liability Insurance (with limits of at least $1,000,000 per accident or disease). Contractor shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its officers, agents, employees and volunteers. 5.1 .2. Required Endorsements. Commercial General Liability insurance policies required to be provided by Contractor hereunder shall contain or be endorsed to contain the following provisions: a. City, its employees, officials, agents and member agencies shall be covered as additional insureds. Coverage shall apply to any and all liability arising out of the Work or related to the Contract. Additional insured status under the general liability requirement shall be provided on Insurance Services Office Form CG 20 10 with an edition date prior to 2004, or its equivalent. Additional insured status for completed operations shall be provided either in the additional insured form or through another endorsement such as CG 20 37 with an edition date prior to 2004. b. General and automobile liability insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer's liability. Coverage will not be limited to City's vicarious liability. C. Liability coverage shall be primary and non-contributing with any insurance maintained by the City. 17 d. Each policy required hereunder, and the associated evidence of coverage (including the workers' compensation and employer's liability policies), shall provide that coverage shall not be suspended, voided, canceled or reduced in coverage or in limits except after prior written notice has been given to City. Such provision shall not include any limitation of liability of the insurer for failure to provide such notice. e. No liability insurance coverage provided to comply with this Agreement shall prohibit Contractor, or Contractor's employees, or agents, from waiving the right of recovery prior to a loss. Contractor waives its right of recovery against City. 5.1 .3. Verification of Coverage. Contractor shall deposit with City concurrent with the execution of this Agreement, certificates of insurance evidencing the coverage required hereunder, along with a waiver of subrogation endorsement for workers' compensation. Insurance certificates and endorsements must be approved by the City's Risk Manager prior to commencement of services. Current certification of insurance shall be kept on file with City at all times during the term of this Agreement. City reserves the right to require complete, certified copies of all required insurance policies at any time. 5.1.4. No Waiver or Obligation. There shall be no recourse against City for payment of premiums or other amounts with respect to the insurance required to be provided by Contractor hereunder. Any failure, actual or alleged, on the part of City to monitor compliance with these requirements will not be deemed as a waiver of any rights on the part of City. City has no additional obligations by virtue of requiring the insurance set forth herein. In the event any policy of insurance required under this Agreement does not comply with these requirements or is canceled and not replaced, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Contractor or City will withhold amounts sufficient to pay premium from Contractor payments. 5.1.5. Prompt Notice. Contractor agrees to provide immediate notice to City of any claim or loss against Contractor arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. 5.1 .6. Subcontractors. Contractor shall include all subcontractors, if any, as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor approved by City. All coverages for subcontractors, if any, shall be subject to all of the requirements stated herein unless otherwise approved in advance in writing by City's Risk Manager. 18 6.0 INDEMNIFICATION. 6.0 Indemnification. To the fullest extent permitted by law, Contractor shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents ("Indemnified Parties") from and against any and all liability, claims, suits, actions arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including, without limitation, incidental and consequential damages, actual attorney fees incurred by City, court costs, interest, defense costs including fees of expert Contractors or expert witnesses incurred in connection therewith and any other costs or expenses of any kind whatsoever incurred in relation to, as a consequence of or arising out of or in any way attributable in whole or in part to the performance of this agreement. All obligations under this provision are to be paid by Contractor as the City incurs them. 6.1.1. Exception to Contractor's Obligation to Indemnify. Without affecting the rights of City under any provision of this agreement or this section, Contractor shall not be required to indemnify and hold harmless City as set forth above for liability attributable to the sole fault of City, provided such sole fault is determined by agreement between the parties or by the findings of a court of competent jurisdiction. This exception will apply only in instances where City is shown to have been solely at fault and not in instances where Contractor is solely or partially at fault or in instances where City's fault accounts for only a percentage of the liability involved. In those instances, the obligation of Contractor will be all- inclusive and City will be indemnified for all liability incurred, even though a percentage of the liability is attributable to conduct of the City. 6.1.2. Contractor Acknowledgment. Contractor acknowledges that its obligation pursuant to this section extends to liability attributable to City, if that liability is less than the sole fault of City. 6.1.3. Indemnity Provisions for Subcontractors. Contractor agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor, sub tier contractor or any other person or entity involved by, for, with or on behalf of Contractor in the performance of this Agreement. In the event Contractor fails to obtain such indemnity obligations from others as required here, Contractor agrees to be fully responsible according to the terms of this section. 6.1.4. No Waiver; Survival. Failure of City to monitor compliance with the requirements of this Section 6.1 imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. Contractor's obligation to indemnify and defend City as a set forth herein is binding on the successors, assigns, or heirs of Contractor and shall survive the termination of this Agreement or this section. 19 6.2. Remedies. In addition to any other remedies City may have if Contractor fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option: a. Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under this Agreement. b. Order Contractor to stop work under this Agreement and/or withhold any payment(s) which become due to Contractor hereunder until Contractor demonstrates compliance with the requirements hereof. C. Terminate this Agreement. Exercise of any of the above remedies, however, is an alternative to any other remedies City may have. The above remedies are not the exclusive remedies for Contractor's failure to maintain or secure appropriate policies or endorsements. Nothing herein contained shall be construed as limiting in any way the extent to which Contractor may be held responsible for payments of damages to persons or property resulting from Contractor's or its subcontractors' performance of work under this Agreement. 7.0 RECORDS AND REPORTS. 7.1. Reports. Contractor shall periodically prepare and submit to the Contract Officer such reports concerning Contractor's performance of the services required by this Agreement as the Contract Officer shall require. 7.2. Records. Contractor shall keep such books and records as shall be necessary to perform the services required by this Agreement and enable the Contract Officer to evaluate the cost and the performance of such services. Books and records pertaining to costs shall be kept and prepared in accordance with generally accepted accounting principles. The Contract Officer shall have full and free access to such books and records at all reasonable times, including the right to inspect, copy, audit, and make records and transcripts from such records. 7.3. Ownership of Documents. Originals of all drawings, specifications, reports, records, documents and other materials, whether in hard copy or electronic form, which are prepared by Contractor, its employees, subcontractors and agents in the performance of this Agreement, shall be the property of City and shall be delivered to City upon termination of this Agreement or upon the earlier request of the Contract Officer, and Contractor shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership of the documents and materials hereunder. Contractor shall cause all subcontractors to assign to City any documents or materials prepared by them, and 20 in the event Contractor fails to secure such assignment, Contractor shall indemnify City for all damages suffered thereby. 7.4. Release of Documents. The drawings, specifications, reports, records, documents and other materials prepared by, provided to, or handled by Contractor in the performance of services under this Agreement shall not be released publicly without the prior written approval of the Contract Officer or as required by law. Contractor shall not disclose to any other entity or person any information regarding the records or activities of City, except as required by law or as authorized by City. 7.5. Confidentiality. Contractor covenants that all data, documents, discussion, or other information, if any, developed or received by Contractor or provided for in performance of this Agreement are deemed confidential and shall not be disclosed by Contractor to any person or entity without prior written authorization by City. City shall grant such authorization if disclosure is required by law. All City data and documents shall be returned to City upon the termination of this Agreement. Contractor's covenant under this section shall survive the termination of this Agreement. 8.0 ENFORCEMENT OF AGREEMENT. 8.1. California Law. This Agreement shall be construed and interpreted both as to validity and to performance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of California, or any other appropriate court in such county, and Contractor covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. 8.2. Disputes. In the event of any dispute arising under this Agreement, the injured party shall notify the injuring party in writing of its contentions by submitting a claim therefore. The injured party shall continue performing its obligations hereunder so long as the injuring party commences to cure such default within ten (10) days of service of such notice and completes the cure of such default within forty-five (45) days after service of the notice, or such longer period as may be permitted by the Contract Officer; provided that if the default is an immediate danger to the health, safety and general welfare, City may take such immediate action as City deems warranted. Compliance with the provisions of this section shall be a condition precedent to termination of this Agreement for cause and to any legal action, and such compliance shall not be a waiver of any party's right to take legal action in the event that the dispute is not cured, provided that nothing herein shall limit City's right to terminate this Agreement without cause pursuant to Section 8.8. 8.3. Retention of Funds. City may withhold from any monies payable to Contractor sufficient funds to compensate City for any losses, costs, liabilities, or 21 damages it reasonably believes were suffered by City due to the default of Contractor in the performance of the services required by this Agreement. 8.4. Waiver. No delay or omission in the exercise of any right or remedy of a non -defaulting party on any default shall impair such right or remedy or be construed as a waiver. City's consent or approval of any act by Contractor requiring City's consent or approval shall not be deemed to waive or render unnecessary City's consent to or approval of any subsequent act of Contractor. Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement. 8.5. Rights and Remedies are Cumulative. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party. 8.6. Legal Action. In addition to any other rights or remedies, either party may take legal action, at law or at equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. 8.7. Termination Prior to Expiration of Term. This section shall govern any termination of this Agreement, except as specifically provided in the following Section 8.8 for termination for cause. City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days' written notice to Contractor. Upon receipt of any notice of termination, Contractor shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Contractor shall be entitled to compensation for all services rendered prior to receipt of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer, except as provided in Section 8.3. 8.8. Termination for Default of Contractor. If termination is due to the failure of Contractor to fulfill its obligations under this Agreement, City may, after compliance with the provisions of Section 8.2, take over work and prosecute the same to completion by contract or otherwise, and Contractor shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that City shall use reasonable efforts to mitigate such damages), and City may withhold any payments to Contractor for the purpose of setoff or partial payment of the amounts owed City as previously stated in Section 8.3. 22 8.9. Attorneys' Fees. If either party commences an action against the other party arising out of or in connection with this Agreement, the prevailing party shall be entitled to recover reasonable attorneys' fees and costs of suit from the losing party. 9.0 CITY OFFICERS AND EMPLOYEES; CONFLICTS OF INTEREST; NONDISCRIMINATION 9.1. Non -liability of City Officers and Employees. No officer or employee of City shall be personally liable to Contractor, or any successor in interest, in the event or any default or breach by City or for any amount which may become due to Contractor or to its successor, or for breach of any obligation of the terms of this Agreement. 9.2. Conflict of Interest - City Officers and Employees. No officer or employee of City shall have any personal interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to the Agreement which affects his or her personal interest or the interest of any corporation, partnership or association in which she or he is, directly or indirectly, interested, in violation of any State statute or regulation. Contractor warrants that it has not paid or given and will not pay or give any third party any money or general consideration for obtaining this Agreement. 9.3. Conflict of Interest - Contractor. Contractor will comply with all state and municipal conflict of interest laws and regulations including, without limitation, City's Conflict of Interest Code (on file in the City Clerk's Office). City may require Contractor to complete a California Form 700 Statement of Economic Interests concurrent with Contractor's execution of this Agreement and before City will execute this Agreement. 9.4. Covenant Against Discrimination. Contractor covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, marital status, national origin or ancestry in the performance of this Agreement. Contractor shall take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, marital status, national origin or ancestry. 10.0 MISCELLANEOUS PROVISIONS 10.1. Notice. Any notice, demand, request, consent, approval, communication either party desires or is required to give the other party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail to the address set forth below. Either party may change its address by notifying the other party of the change of address in writing. Notice shall be 23 deemed communicated forty-eight (48) hours from the time of mailing if mailed as provided in this section. To City: CITY OF LA QUINTA Attention: Teresa Thompson 78-495 Calle Tampico La Quinta, CA 92253 To Contractor: [Insert Contractor's contact information: Name, title Name of Business Mailing Address City, State Zip Code] 10.2. Integrated Agreement. This Agreement contains all of the agreements of the parties and all previous understandings, negotiations and agreements are integrated into and superseded by this Agreement. 10.3. Exhibits; Precedence. All documents referenced as exhibits in this Agreement are hereby incorporated in this Agreement. In the event of any material discrepancy between the express provisions of this Agreement and the provisions of any document incorporated herein by reference, the provisions of this Agreement shall prevail except as otherwise provided in Section 1.7. 10.4. Amendment. This Agreement may be amended at any time by the mutual consent of the parties by an instrument in writing signed by both parties. 10.5. Severability. In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder. 10.6. Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by so executing this Agreement the parties hereto are formally bound to the provisions of this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates stated below. CITY OF LA QUINTA, CONTRACTOR: a California municipal corporation 0 FRANK J. SPEVACEK, City Manager Name: Dated: 24 Title: ATTEST: SUSAN MAYSELS, City Clerk City of La Quinta, California APPROVED AS TO FORM: M. KATHERINE JENSON, City Attorney City of La Quinta, California .. 25 ATTACHMENT 3 NON -COLLUSION AFFIDAVIT FORM Document Scanning Services .................................... 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 MUST BE EXECUTED BY PROPOSER AND SUBMITTED WITH PROPOSAL I, , (name) hereby declare as follows: am (title) of (company), the party making the foregoing proposal, that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Proposer Signature By Name Title Organization Address 27 ATTACHMENT 4 ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA ADDENDUM NO. SIGNATURE INDICATING RECEIPT ADDENDUMI ADDENDUM II 28 �Y) iK F".1- Nil- 1pMM Ia City of LA QUINTA— DOCUMENT SCANNING SERVICES TABLE OF CONTENT The following section contents ViaTRON Exhibits. Project Methodology.............................Exhibit A* Organization Chart and Resumes .......Exhibit B* Security and Internal Controls.............Exhibit C* Testing and Quality Assurance ...........Exhibit D* Real Time Online Reports .......................Exhibit E* * Copyrighted Materials, Trade Secret & Intellectual Property "ViaTRON will indemnify the City of La Quinta and its officers, employees and agents, and hold them harmless from any claim or liability and defend any action brought against them for their refusal to disclose Copyrighted material, Trade Secrets or other proprietary information to any person making a request therefore." Prepared for the City of La Quinta *"This document has been printed on recycled paper na P".I—s _Bomaina Request for Proposals — Document Scanning Services EXHIBIT A — PROJECT METHODOLOGY Page 1 of 9 City of La Quinta Project Methodology 22. INSTANT and ViaTRON ONLINE Join Project Designed for the City of La Quinta ACCESS - City Planning of La Quinta will have instant j access to documents that Project Setup xernRr' have been DOC PACKING Scanned and indexed. 4 — 22. INSTANT 1. Document ONLINE Control & + ACCESS - City Box,' nventory of La Quinta will Report have instant access j documents that have been 2. " Scanned and Box/Documents FREIGHT PICK UP indexed. & Security- Seal Box i 3. ViaTRON Service 1< Pickup Service - - Certified 20. Return Employees DOC PREPARATIONBoxes to * DATA DELIVERY City of La Quinta a File Storage 4. ViaTRON T Storage Center - - Receiving - 19. ViaTRON Delivery Service -Certified j Employees * FREIGHT DELIVERY DOC SCANNING 5. Security -Seal 1< Opened A, � 18. Pack & Documents Documents in Counted boxes with Seals for i \ delivery 6. v dit Tracking uReport * DOUBLE KEY INDEXING 1< & * I AGE ENHANCEMENT ATABASE FORMATTING 17. Quality Quality Control 41% 1 Assurance Report performed by j City of La CJuinfa 7. Document 1% Preparation T * INDEXING 16. Secure * QC IMAGE * DATABASE VALIDATION Upload Data to City of La j Quinta 8. Quality 9. Scanning 10. Automated 11. Quality 12. Indexing 13. Double -Key 14. Quality 1< Assurance Image Assurance Indexing Assurance Document Enhancement Image Quality Indexing Preparation & Cleanup 15. Transfer to Control Server a TRADE SECRET - ViaTRON Intellectual Property Confidential Information City of La Quinta - na vvpa,iw smw garaiau Request for Proposals — Document Scanning Services EXHIBIT A — PROJECT METHODOLOGY Page 2 of 9 Description of Scanning Methodology The information provided below has been prepared specially for City of La Quinta by ViaTRON Data Conversion Team. This information covers several important areas. The step by step procedures explain the manner in which ViaTRON would handle City of La Quinta's' back -file Conversion Project in reference to the scope of work provided in the RFP. Each topic is color coded to assist with the grouping of the work and for easy reference to the Workflow Chart. Red boxes are designated as Quality Control procedures. This is a draft/summary description. Once awarded the contract, ViaTRON will work with City of La Quinta to further expand on each topic to give detail procedures, objectives and review of each task. The key points covered are: • The step by step Methodology • The areas where Quality Control will be implemented • The multilayer Security (Physical and Data) • The Timeline to process the work 1. Document Control & Box Inventory Report Prior to picking up boxes ViaTRON will send a Project Technician to perform three tasks at the City of La Quinta's office. • Inventory the folders within a box • Count the number of boxes • Barcode label the boxes. ViaTRON uses computerized tracking software to track the boxes before they leave City of La Quinta. A unique Barcode is attached to each box. The Barcode tracks several pieces of key information. An automatic Tracking Report is generated that includes the following information: Box Unique ID Code, Date of Pickup, Location of Pickup, All Persons involved in the Pickup Transaction and Travel Log Number. 2. Box/Documents & Security- Seal Box Once the Tracking Report is prepared, ViaTRON's Project Technician applies a Plastic Seal on each box with the unique code. Each shipment will have its own unique seal. TRADE SECRET - ViaTRON Intellectual Property Confidential Information City of La Quinta f ►iia r�,1,�!' na rwm iw s _ Bomaina Request for Proposals — Document Scanning Services EXHIBIT A - PROJECT METHODOLOGY Page 3 of 9 3. ViaTRON Pickup Service - Certified Employees ViaTRON only uses ViaTRON Employees to pick up boxes. ViaTRON has strict rules regarding pickup and delivery Chain -of -Custody. • ViaTRON does not outsource any freight services. • All Pickups and Deliveries are performed by ViaTRON's trained Employees. • The trucks are scheduled to only make one pickup at a time. Truck stops once (to either pickup or deliver) then returns to the ViaTRON Facility. • Drivers are not allowed to stop or take a break until the pickup is delivered to ViaTRON's Storage Center. • Drivers keep a detailed Security Log for each trip. The Security Log keeps track of departure time, pickup/deliver start, pickup/delivery end, return to ViaTRON Storage Center time, drivers, mileage at every stop, box double count verification, barcode check, incident report, safety checklist, security checklist, camera to record problems and a navigation system to determine travel routes to destinations. All incidences are recorded. • A standby driver/ team are in place to immediately assist in case of mechanical problems. 4. ViaTRON Storage Center - Receiving ViaTRON uses a double check system to verify all data. This procedure is used in receiving boxes from City of La Quinta. • When the truck arrives at ViaTRON Storage Center the boxes are moved to a holding area. • A barcode reader is used to verify the Barcode. • The verification is done by two managers. • The separate information is uploaded into the Tracking Software. • The software verifies the original data with the two manager scanned data. • The managers also check the boxes for damage and report it. • Any discrepancy is logged into the Master Quality Control Report. • Security issues if any will be resolved within 1 hour and City of La Quinta will be notified. 5. Security -Seal Opened & Documents Counted After the receiving process is done the Production Manager completes the following work: • Remove the boxes from the loading area and places them on specially marked shelves. • During this process, the Production Manager checks the seal. • Any discrepancy is logged into the Master Quality Control Report. TRADE SECRET - ViaTRON Intellectual Property Confidential Information City of La Quinta ►iia r�,�,�!' - na rwm iw s _ Bomaina Request for Proposals — Document Scanning Services EXHIBIT A - PROJECT METHODOLOGY Page 4 of 9 • ViaTRON's Project Manager and City of La Quinta will be immediately notified. • Security issues if any will be resolved within 1 hour and City of La Quinta will be notified. 6. Audit Tracking Report & Quality Control Report • Every Employee enters project work progress into the Tracking Report. • Every Employee also enters all quality control and monitoring info in Quality Control Report. • The Tracking Report and Quality Control Report are reviewed by the Project Manager several times throughout the day. • In addition, the Supervisors immediately bring QC matters to the attention of the Project Manager. • ViaTRON has a rule that all QC matters are resolved within 1 hour. • Status of Work and QC matters are updated in real time/immediately. 7. Document Preparation City of La Quinta Specific • ViaTRON has a team of employees to perform the DocPrep (Document Preparation) work. All work will be performed by ViaTRON Employees. • ViaTRON will test 5 boxes for each class/category of documents to establish the PSR (Project Specific Rules). The test is to determine the most accurate and efficient method to prepare the folder to be scanned. • All DocPrep Employees will be trained on the Project Specific Rules. • Each Doc Prep Employee will be assigned one box at a time and tested for PSR accuracy. The supervisor will check each box after the Doc Prep Employee finishes the work. Document Preparation ■ Removing paperclips and staples ■ Fixing tears or dog-ears ■ Smoothing pages for clean feed ■ Making copies of poor quality documents to maximize scan quality ■ Mounting small documents and attached photographs ■ Large and over -sized pages (11" x 17" or larger) shall be prepped in part as requested. ■ Photos and Color documents will be tagged for special handling. ViaTRON will attach a Barcode to the top right corner of each target page. A target page is a page where indexing information will be extracted. The Barcode will not block any written or printed information on the form. TRADE SECRET - ViaTRON Intellectual Property Confidential Information City of La Quinta ria -rte �r na rwm iw s - Bomaina Request for Proposals — Document Scanning Services EXHIBIT A — PROJECT METHODOLOGY Page 5 of 9 • If required the prepped documents will be put back in the same folder in the same order except the clips and staples will be removed and tagged for special scanning. 8. Quality Assurance Document Preparation • The Doc Prep Supervisor checks all boxes prepared by the Doc Prep Employees. • The Quality Control Report is updated if problems are found. Problems are resolved within 1 one hour. • The Supervisor either Accepts or sends the work back for Reprocessing. • The Tracking Report is update releasing the boxes to move to the next step. 9. Scanning • The scanners have the capability to scan from Business Cards to Large Format Drawings including Microfilm/Fiche. • All scanning is done with an operator standing next to the scanner to make sure all pages are scanned accurately and to check for double feed errors. • The scanners are capable of scanning B/W, Gray scale, Color. • ViaTRON's scanner software can output the image to all major file formats. • Special Image Enhancement Software shall be used - De -speckling, De -skewing, Image rotation, Background suppression, Adaptive threshold, Edge enhancement, and Gray tone filtering. • ViaTRON's Scanner Technicians will monitor the size, resolution and format of each document scanned using the tags/markers placed by the Document Preparation team. • The files will always be kept together. This will ensure the documents are always in the same order. • Standard documents will be scanned in PDF or Group IV TIFF, bi-tonal (black and White) scanned at 300 dpi, large format documents at 300 dpi, and for documents that have been reduced, 400 dpi. Documents containing color will be scanned in color at 200 dpi or 300dpi, using lossless compression .JPG file formatting. 10. Automated Image Enhancement & Cleanup TRADE SECRET - ViaTRON Intellectual Property Confidential Information City of La Quinta na vvpa,iw smw garaiau Request for Proposals — Document Scanning Services EXHIBIT A — PROJECT METHODOLOGY Page 6 of 9 • ViaTRON uses two levels of Special Image Enhancement Software to ensure - De -speckling, De -skewing, Image rotation, Background suppression, Adaptive threshold, Edge enhancement, and Gray tone filtering. 11. Quality Assurance Image Quality ViaTRON Employees review every image for accuracy. • Review the quality of Images • Image Contrast, Blank Page Deletion, Auto Rotate, Borders • Image quality will be checked at three levels. • Either Accept or send the work back to be reprocessed. • Unacceptable images will be scanned within 24 hours. • Drawings will be cropped to outside borders while the correct image scale. All documents are to be reviewed for possible rescans; images will be de -speckled and de -skewed, and rotated to proper orientation. 12. Indexing • ViaTRON expects to place a team of 30-35 Employees to index the documents. All work will be performed by ViaTRON Employees. • ViaTRON software will automatically detect every Target Page that has a Barcode. • ViaTRON's Employee will manually index one document from one box at a time. • ViaTRON utilizes a Double Blind Key Indexing process. The process requires a separate Employee index the document without seeing the first Employee's index information. Only if both Employee indexes match 100% will the system allow the file to be saved. Exception files (indexes that are rejected) are moved to a special folder. This folder is reviewed by the Supervisor and then indexed by the third employee using the Blind Key Indexing System. This process repeats itself until two individual's information matches 100%. 13. Double -Key Indexing ViaTRON performs Double Key to ensure the highest quality of work. • This information is cross checked with the first set of indexes for accuracy. TRADE SECRET - ViaTRON Intellectual Property Confidential Information City of La Quinta na vvpa,iw smw garaiau Request for Proposals — Document Scanning Services EXHIBIT A — PROJECT METHODOLOGY Page 7 of 9 • ViaTRON utilizes a blind key verification process, meaning that the verifier is unaware of the entries made by the encoder. This process ensures that the Indexed data is 100% accurate at the character level. The index and index specifications will vary depending on the document type to be scanned. 14. Quality Assurance Indexing ViaTRON takes an additional step to ensure the accuracy of the Indexed data. • A System Engineer compares the original indexed data with the re -keyed data. • The mismatches are sent through the indexing and rekey process again until the data matches. • The System Engineer also performs data validation through characters mix, dates ranges, quantity ranges, including database lookup. 15. Transfer to Control Server The Project Manager will review the Quality Control Process in Document Preparation, Scanning, Image Control and Indexing to ensure it has been completed. Once the Project Manager is satisfied, the data is moved to Control Server. The Control Server will allow City of La Quinta to perform several things. • Have instant access to work just completed by ViaTRON to search documents. • View the images and indexes through VPN access to perform initial quality control. • Transfer the data to the City of La Quinta document management solution. 16. Secure Data Upload ViaTRON will provide City of La Quinta with Hard Drives containing the scanned images formatted for upload into City of La Quinta's ECM system. ViaTRON can also deliver the images via a secure FTP site. 17. Quality Assurance City of La Quinta's staff has an option to review the data via VPN on ViaTRON Server or have the option of viewing the completed data through City of La Quinta's System. TRADE SECRET - ViaTRON Intellectual Property Confidential Information City of La Quinta na rwr Iws -Boma im Request for Proposals — Document Scanning Services EXHIBIT A — PROJECT METHODOLOGY Page 8 of 9 18. Pack Documents in boxes with Seals for delivery. Once City of La Quinta has reviewed the completed work and approved the deliverables, ViaTRON will pack the boxes and place Permanent Seals on the boxes for return. ViaTRON can also store the City of La Quinta boxes at ViaTRON's storage facilities. 19. ViaTRON Delivery Service - Certified Employees ViaTRON will perform the delivery of the boxes with the same standard as the Pickup procedures. • ViaTRON only uses ViaTRON Employees to deliver the boxes. ViaTRON has strict rules regarding pickup and delivery Chain -of -Custody. • ViaTRON does not outsource any freight services. • All Pickups and Deliveries are performed by ViaTRON's trained Employees. • ViaTRON uses two ViaTRON drivers for each delivery. • Drivers are not allowed to perform multiple deliveries. • Drivers keep a detailed Security Log for each trip. All incidences are recorded in writing. • A standby driver team is in place to immediately assist in case of mechanical problems. 20. Return Boxes ViaTRON will work with the City of La Quinta to accommodate the delivery process at City of La Quinta office. 21. INSTANT ACCESS ONLINE Project Progress Report. • Communication Plan - ViaTRON sets up an internal reporting system for City of La Quinta. • The following reports are created: a. Incident Report — Work Related Problems. b. Quality Assurance Report - Image and Database Errors and Corrections. c. Document Tracking Report. TRADE SECRET - ViaTRON Intellectual Property Confidential Information City of La Quinta ►iia r�,1,�!' na rwm iw s _ Bomaina Request for Proposals — Document Scanning Services EXHIBIT A - PROJECT METHODOLOGY Page 9 of 9 • Tracking — City of La Quinta will be able to track every document in real time once ViaTRON picks up the documents. a. Transportation -Security Report b. Box/Document Tracking Report. ViaTRON monitors the entire production facility 24 hours a day. All Security matters are handled by the Security Manager. • All incidences are recorded in the Master Facility Security Report 22. INSTANT ONLINE ACCESS Scanned and indexed document will be available online. All Scanned IMAGES and INDEX Database shall be processed and stored immediately into ViaTRON's dedicated Image Server. TRADE SECRET - ViaTRON Intellectual Property Confidential Information City of La Quinta ►iia r�� - na vvpriw smw goraim Request for Proposals — Document Scanning Services EXHIBIT B — ORGANIZATION CHART & RESUMES Project Organization Chart and Resumes Corporate Chart — Project Management LUy Repayo Security Manager ITorralba Doci Supervisor A"Ok Alli Doc Preparation Staff Assigned Employees to the Pro fly S/ Devan project Manager Page 1 of 3 Kerr Kerr Transportation Fader Systems Engineer Manager Manager Omari Pickup Assistant Systems Delivery Engineer 2 Acevedo Scanning Supervisor �� Scanning Tech Staff Project Manager Security & Asst. Manager Systems Engineer Sr. Systems Engineer Production Manager Production Assistant Indexing & QC Manager Scanning Supervisor Specialist TRADE SECRET -viaTl Intellectual Property City of La Quinta 2 Cisneros Indexing & QC Supervisor 49 Indexing Quality Control Staff Staff - Kala Devan - Angela Repayo - Albert Fader - Thomas Omari - Keith Kerr - Romulo Torralba - Edgar Cisneros - Luis Acevedo - Ernst Gananes Confidential Information - - na rwm iw s - Boma I— Request for Proposals — Document Scanning Services EXHIBIT B - ORGANIZATION CHART & RESUMES Page 2 of 3 5ummary riesume of Kev versonnel vi Lead & Project Manager Kala Devan Experience: 22 Years in Document Imaging and Data Conversion Services. System Analysis and Systems Design Electronic Data and Information Management Design Electronic Workflow Design and Implementation Prior Experience: Personal Computer Center, Inc. ($60 Million Privately Held Corporation, Calif.) 2 Years as Chief Financial Officer (C.F.O.) 1 Year as President and Chief Executive Officer (C.E.O.) Education: B.S. Accounting & Business Administration and MBA in Finance Employed at ViaTRON: 22 Years Production Manager Keith Kerr Experience: 8 Years in Content Management, Document Imaging and Data Conversion System Analysis and Systems Design Electronic Data and Information Management Design Electronic Workflow Design and Implementation Prior Experience: 28 Years Experience in Document Management Education: B.S. Science Employed at ViaTRON: 5 Years Systems Engineer Albert Fader 13 Years in Content Management, Document Imaging and Microfilm Experience: Conversion 25 Years System Integration and Systems Design Education: B.S. Psychobiology Employed at ViaTRON: 13 Years Sr. Systems Engineer Thomas Omari 14 Years in Content Management, Document Imaging and Microfilm Experience: Conversion 20 Years in Systems Repair and Design Education: B.S. Aerospace Employed at ViaTRON: 14 Years Imaging Specialist Ernst Gangnes — Education Consultant Experience: 6 Years in Document Management, Document Imaging & Document Capture AIN Los Angeles Chapter - Board member— 4 Years AIN — Capture Practitioner - certification 2012. TRADE SECRET - ViaTRON Intellectual Property Confidential Information City of La Quinta Vla J I .. na vwa.ir.. smw gana�ia�c C) Request for Proposals — Document Scanning Services EXHIBIT B — ORGANIZATION CHART & RESUMES Page 3 of 3 Education: B.A. Sociology - Criminology Employed at ViaTRON: 6 Years Summary Resume of Key Personnel P2 Security & Asst. Mgr Angela Repayo Experience: 8 Years in Document Management, Document Imaging & Document Capture Education: B.S. Computer Science Employed at ViaTRON: 8 Years Production Assistant Romulo Torralba Experience: 5 Years in Document Management, Document Imaging & Document Capture Education: B.S. Psychology - In Progress Employed at ViaTRON: 5 Years Indexing & QC Supervisor Edgar Cisneros Experience: 5 Years in Document Management, Document Imaging & Document Capture Education: B.S. Computer Science - In Progress Employed at ViaTRON: 5 Years Scanning Supervisor Luis Acevedo Experience: 6 Years in Document Management, Document Imaging & Document Capture Education: B.S. In Progress Employed at ViaTRON: 6 Years Personnel - Project Management ViaTRON reserves a team of staff when working on the City of La Quinta projects. This staff is trained for 40 hours prior to a project. • 1 Project Manager 1 Assistant Project Manager • 2 System Engineers for Systems and Database Management • 2 Technicians for Equipment Maintenance • 3 DCS Supervisor for each stage of processing • 35-45 Support/Processing Staff. ■ Additional 75 Contingent Support/Processing Staff can be moved into this project, depending on volume of boxes received from City of La Quinta. Advance planning is preferred. TRADE SECRET - ViaTRON Intellectual Property Confidential Information City of La Quinta Request for Proposals — Document Scanning Services EXHIBIT C — SECURITY & INTERNAL CONTROLS Page 1 of 1 Security and Internal Controls ViaTRON has a very strict security and internal control system. The following are a few of the internal security controls related to City of La Quinta's project. Confidentiality Agreement — ViaTRON has a confidentiality security agreement with all ViaTRON employees. In addition, employees also sign a confidentiality agreement specific to the project. In the confidentiality agreement the employees confirms that employee does not have any direct or indirect personal connection to the information employee will be receiving on the project. Employee also agrees to keep all information absolutely confidential. Employees are not allowed to bring any kind of bag, CDs, DVDs, cameras, memory USB sticks, cellular telephone with camera or Hard Drives into the company. This prevents any information from leaving the facility. Employee Background Check. ViaTRON performs a complete employee background check. Need -To -Know Basis — All information at ViaTRON is on a need to know basis. Only authorized employees have access to project and client information. High Security Facility — ViaTRON is a high security facility. Our facility has the most up to date security system set up with surveillance cameras and security alarm systems. Every persons and items moving in or out of ViaTRON's facility are closely monitored. Employees are only allowed to enter the office through a single entrance. ViaTRON has restricted areas once employee is inside the facility. Only employees are allowed into ViaTRON's production facility. ViaTRON stores all physical and electronic data in a secure area within the production facility. This information is kept locked in a separate location away from employees. Workstation Security. Each employee has an individual login password. ViaTRON has removed access to the internet on the workstations. Security Cameras. ViaTRON has security cameras monitoring all work areas. There are also cameras monitoring all entrances and exits into the building including the parking structure. Access Card/Badge. ViaTRON has a secure access system for entry into ViaTRON. Employees use an access card to enter and exit the building. Non -employees do not have access to the facility. ViaTRON maintains a detail report of all access into the production facility. Transporting Data. Any data moving in or out of the company on paper, Hard drive, CD, DVD, Memory Stick, Tape or Optical Disk are recorded on the "Product Entry/Removal Work Order". Data on media are encrypted and password protected. ViaTRON deletes/scrubs all data from ViaTRON's server once the data is delivered to City of La Quinta. Pickup/Delivery Security. ViaTRON only uses ViaTRON employees and ViaTRON trucks to pickup and deliver City of La Quinta documents. ViaTRON does not use outside/third party companies for transportation. ViaTRON does not break the chain -of -custody. ViaTRON takes full responsibility once ViaTRON picks up the data. TRADE SECRET - ViaTRON Intellectual Property Confidential Information City of La Quinta Request for Proposals — Document Scanning Services EXHIBIT D — TESTING & QUALITY ASSURANCE Page 1 of 2 Testing & Quality Assurance DRAFT Update/Modified based on CITY OF LA QUINTA Project Needs Pickup and Delivery We use ViaTRON's vans/trucks to pickup and deliver boxes from/to City of La Quinta. We have in-house employees (truck drivers) to perform all the pickup and delivery tasks. ViaTRON does not outsource this work. We do not allow third party companies to touch any of our clients' documents. It is very important to maintain the "chain of custody" for all documents/boxes picked up or delivered to City of La Quinta. Box Tracking In addition to the City of La Quinta's box number, ViaTRON creates an internal bar code control number and label for each box picked up. Any damaged boxes are photographed and tagged. The control numbers are entered into a central Project Management Tracking System. From this point forward the Project Management Tracking System will track the location, status and progress of that individual box. City of La Quinta can check the condition or status of the box from the moment the box is picked up. Double Check System Every task performed on the City of La Quinta project will be checked two times using a manual and an electronic control system. Employees' work will be checked by our Quality Assurance Department. The QA Employees' work will be checked by the department supervisor. The Supervisor's tasks will be checked by the project manager. Every Employee's work will be double checked. Employee Management Each employee working on the City of La Quinta project will undergo a full review. Employees who have any connection (present or past) to the City of La Quinta will not be allowed to work on the project. An Employee will also not be allowed to work on the City of La Quinta project if they have an immediate family member working at City of La Quinta ViaTRON performs a complete background check on all employees. Employees who have criminal records are not allowed to work at ViaTRON. All client boxes/documents are monitored very closely at three levels. It is impossible for any one person to have full access. Employees are trained for 40 hours specifically on the City of La Quinta documents before they are allowed to begin working on the project. All work performed by the employee is tracked and monitored by the Project Management Tracking System. Box Control ViaTRON Production Center handles each box in a unique manner. The box is analyzed by content. A detailed log is prepared to identify the box contents: pages, folder, document size, condition of documents, condition of box, and index variations. This information is kept TRADE SECRET - ViaTRON Intellectual Property Confidential Information City of La Quinta Request for Proposals — Document Scanning Services EXHIBIT D — TESTING & QUALITY ASSURANCE Page 2 of 2 separately and later used to crosscheck the finished product. Any discrepancy will result in the full audit of the box. Document Tracking ViaTRON's Central Project Management Tracking System tracks every employee who has come into contact of each document. For control purposes we will be able to trace the individual tasks, date and time the file was accessed or worked on. Document/Folder Control Every document/folder in a box is checked twice. The first is performed by the Document Preparation Employee who does a physical count of the documents and creates a batch count report. This report is later crosschecked with the Final QA Report. We will need to get a 100% match or the entire box is audited. Image Control ViaTRON used several types of sophisticated image enhancement software to improve the quality of the images during the scan process. ViaTRON sends each image through three electronic levels of image enhancement. Each of these levels is meant to improve the quality of the original image. In addition to electronic enhancements, ViaTRON also manually checks (QC) through the images. Error Corrections We are very confident of our work but just as a backup we have a plan to fix all errors within 24 hours. If the project was recently completed the correction can be done within an hour. ViaTRON creates a Raw Image file of all documents as an automatic backup. In addition the index fields are stored in a SQL database. This system was designed internally for auditing purposes. Any errors can be repaired immediately. Only in a few cases we may need to go back to the original paper to rescan. This can be done within a 24 hour period. Image repair, file separation and index correction can be done in real time and forwarded to City of La Quinta within 1 — 24 hours. TRADE SECRET - ViaTRON Intellectual Property Confidential Information City of La Quinta - na vvpa,iw smw garaiau Request for Proposals — Document Scanning Services EXHIBIT E — REAL-TIME ONLINE REPORTS Page 1 of 1 Real -Time Online Project Status Reporting ViaTRON has a real-time project management and tracking system. This custom software was design by ViaTRON to specifically manage, track and control the data conversion project. This software allows us to monitor and audit the work through each step of the conversion process. The software also generates reports that can be viewed by City of La Quinta in real-time online. City of Quinta can monitor the progress of the project on a daily basis. City of La Quinta Online Reports Login ) (_ [_�_i1J User ID CITYOFLAQUINTA Password ********* L;; TRADE SECRET - ViaTRON Intellectual Property Confidential Information City of La Quinta