No preview available
HomeMy WebLinkAboutCD Planning Division Files ServicesAGREEMENT FOR PROFESSIONAL SERVICES FOR DOCUMENT SCANNING AND DATA MIGRATION OF PLANNING DIVISION FILES This Agreement is made and entered into this � day of J 2022, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and Hines EDM, Inc. (hereinafter (hereinafter "CONSULTANT"). RECITALS WHEREAS, the CITY began the process of digitizing paper files for the Planning Division of the Community Development Department in June 2021 in order to make files mores easily available to the public; and WHEREAS, at the CITY's request, the CONSULTANT has submitted a proposal to migrate current digital files to the Department's permit management system and scan the remaining paper files and add them to the current permit management system ; and WHEREAS, based on the CITY's review of CONSULTANT's Vendor Experience and Qualifications and thoroughly discussing the details of the task, the CITY has determined that using CONSULTANT's services for Document Scanning, indexing and Migration of Files from its current database (Alchemy) to the current permit management system (Traklt) would help meet the public service needs and expectations of the Community Development Department. AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. CITY'S Project Manager. Michele Ginn, Permit Services Supervisor is hereby designated the PROJECT MANAGER for the CITY and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONSULTANT'S Project Director. CONSULTANT shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONSULTANT. Lonnie Hines, Owner, Contract Manager is hereby designated as the PROJECT DIRECTOR for CONSULTANT. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONSULTANT. CONSULTANT shall perform the duties and/or provide services as outlined in Exhibit A "Section 3 — Work Scope and Project Understanding". DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4 and shall provide CONSULTANT with the materials and information reasonably necessary for CONSULTANT to perform the services required by this Agreement. Additionally, CITY will provide CONSULTANT with files in boxes labeled with a general description and range of contents ready to be picked up by CONSULTANT and copies of two of the Alchemy Planning Department databases (Planning Historical Buildings and Planning Project Plans) that contain metadata and images from the CITY. 4. COMPENSATION. For the full performance of the services described herein by CONSULTANT, CITY shall pay CONSULTANT at the rates set forth in the attached fee proposal, Exhibit B "Section 4 — Fee Proposal", up to a total not -to -exceed amount of $75,000. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONSULTANT. 5. TERM OF AGREEMENT. The term of this Agreement shall be for 1 year commence on the agreement date first set forth above. Upon mutual agreement of the parties, and subject to the approval of the City Manager the term of this Agreement may be extended for an additional period of up to one (1) year. 6. TERMINATION. A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) daytime period. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONSULTANT and any and all of CONSULTANT's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. 7. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONSULTANT in connection with Revised 1/29/2020 the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. INSPECTION AND AUDIT. Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONSULTANT in connection with its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CITY or its agent in any such audit or inspection. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 10. INSURANCE. A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall maintain, at no expense to CITY, the following insurance policies: I. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence. 3. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover any claims arising out of the CONSULTANT's performance of services under this Agreement. Where CONSULTANT is a professional not required to have a professional license, CITY reserves the right to require CONSULTANT to provide professional liability insurance pursuant to this section. 4. If it employs any person, CONSULTANT shall maintain workers' compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. CONSULTANT's workers' compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY. B. Other Insurance Requirements. The insurance coverage required of the CONSULTANT in subparagraph A of this section above shall also meet the following requirements: Revised 1/29/2020 I . Except for professional liability insurance or workers' compensation insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additional insureds (for both ongoing and completed operations) under the policies. 2. The additional insured coverage under CONSULTANT'S insurance policies shall be "primary and noncontributory" with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in CONSULTANT'S policies shall be at least as broad as ISO form CG20 0104 13. 3. Except for professional insurance, the insurance policies shall include, contractual liability and personal injury. liability insurance or workers' compensation in their text or by endorsement, coverage for 4. By execution of this Agreement, CONSULTANT hereby grants to CITY a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against CITY by virtue of the payment of any loss under such insurance. CONSULTANT agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not CITY has received a waiver of subrogation endorsement from the insurer. 5. Ifthe insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement. 7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of the CONSULTANT under this Agreement. C. Deductibles and SIR's. Any deductibles or self-insured retentions in CONSULTANT's insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney and shall not reduce the limits of liability. Policies containing any Revised 1/29/2020 self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONSULTANT shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONSULTANT shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONSULTANT. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDEMNIFICATION. A. Except as otherwise provided in subparagraph B of this section, CONSULTANT shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of litigation, (collectively "CLAIMS"), arising out of CONSULTANT'S performance of its obligations or conduct of its operations under this Agreement. The CONSULTANT's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONSULTANT's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONSULTANT's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONSULTANT'S performance of or operations under this Agreement, CONSULTANT shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. B. Where the services to be provided by CONSULTANT under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil Code sections 2782, 2782.6 and 2782.8, CONSULTANT shall indemnify and hold harmless the CITY and its officers, officials, and employees (collectively City Indemnitees) from and against damages, liabilities or costs (including incidental damages, Court costs, reasonable attorney's fees as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in connection therewith and costs of investigation) to the extent they are caused by the negligence, Revised 1/29/2020 recklessness, or willful misconduct of CONSULTANT, or any subconsultants, or subcontractor or anyone directly or indirectly employed by them, or anyone for whom they are legally liable (collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct of such City Indemnitee. C. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 12. NONDISCRIMINATION. CONSULTANT shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 13. COMPLIANCE WITH ALL LAWS. CONSULTANT shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONSULTANT shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONSULTANT shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. 14. NO THIRD PARTY BENEFICIARIES. CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in' any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 15. NOTICES. All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: TO CITY's Project Manager: Michele Ginn, Permit Services Supervisor City of San Rafael 1400 5d` Ave, 3`d floor San Rafael, CA 94901 (415) 485-3116 Revised 1/29/2020 Michele.ginn citvofsanrafael.or TO CONSULTANT's Project Director: Lonnie Hines, Owner Hines EDM, Inc. 1380 Lead Hill Blvd. Suite 106 Roseville, CA 95661 (916)784-8436 LonnieH@HinesEDM.com 16. INDEPENDENT CONTRACTOR. For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONSULTANT and CITY expressly intend and agree that the status of CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17. ENTIRE AGREEMENT -- AMENDMENTS. A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONSULTANT and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONSULTANT and the CITY. E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 18. SET-OFF AGAINST DEBTS. CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under this Agreement, any monies which CONSULTANT owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. WAIVERS. Revised 1/29/2020 The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 20. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 21. CITY BUSINESS LICENSE / OTHER TAXES. CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code, and CONSULTANT shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONSULTANT has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 22. SURVIVAL OF TERMS. Any terns of this Agreement that by their nature extend beyond the term (or termination) of this Agreement shall remain in effect until fulfilled and shall apply to both Parties' respective successors and assigns. 23. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. 24. COUNTERPARTS AND ELECTRONIC SIGNATURE. This Agreement may be executed by electronic signature and in any number of counterparts, each of which shall be deemed an original, but all of which together shall constitute one document. Counterpart signature pages may be delivered by telecopier, email or other means of electronic transmission. [Signatures are on the following page.] Revised 1/29/2020 IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL JIM C Z, City Manag r ATTEST: � . Al - LINDSAY LARA, City Clerk APPROVED AS TO FORM: l j � r ROB1~RT F. EPSTEIN, City Momey� Revised 1/29/2020 CONSULTANT By e: Lonnie R. Hines Title: President, Hines EDM, Inc. [If CONSULTANT is a corporation, add signature of second corporate officer] Name: Carrie L. Hines Title: Vice President, Hines EDM, Inc. Exhibit A AHINESEDM EN rE R PR I C E DOCUP.1E N i PA NACFMENr 3.1 Technical Approach Hines EDM will provide scanning and imaging services with the resulting images being sent to the City for storage in a shared network folder structur as well as providing images on archival CD/DVDs that cannot be altered if requested. All images with be deliverd in multipage PDF format. File names will be based on specific index fields as required by the City. They will also be OCR'd and the associated metadata will be in an electronic text data file (e.g. spreadsheet, CSV or text file) formatted for import. Fragile or other type documents that require special handling will be processed in the safest way so as to protect the integrity of the original document and ensure readability in the electronic format. Hines will pick up boxes of documents from City Hall in San Rafael Boxes will be packed, labeled and cataloged by the City staff prior to pick up. • Hines will acknowledge receipt of each box within a shipment using our standard pick-up/delivery form to be signed by Hines and the the City rep at time of pick up. • Any existing damage to materials will be notated on packing slips and acknowledged by Hines and by the City at time of pick up. Hines will store all materials in a secure facility which is protected by a monitored fire and burglar alarm system and is under 24-hour video surveillance. Our secured facility requires passcode entry into the building, the City materials will also be stored in a secure location on premise accessible only to those employees authorized to work on the project. Documents will be removed from their containers to be prepared and scanned then returned to their original file folders and containers for storage until returned to the City or destroyed per request. Once the documents are in the possession of Hines, the company assumes responsibility for the security of the documents. Hines will prepare the documents for scanning by removing the staples and other binding, inspecting, and repairing pages as needed. Items that are smaller than 8'/z x 11 paper size (i.e. Post -It notes) will be taped using non -reflective tape to an 8'/z x 11 sheet of paper if required. Inspection of Images: All images will be checked for quality. Any adjustments that are needed to remove or minimize skews or speckles on image, without affecting image readability, will be made prior to delivery back to the City. Hines will ensure that documents are in correct order and of the highest professional quality. the City will be responsible for inspecting the scanned images in a timely manner and will notify Hines within 30 days of any delivery regarding any issue or discrepancy identified. If documents are identified as needing to be rescanned, Hines will rescan the images at no additional cost to the City. • Hines will adhere to the specified Digital Image Standards as requested by the City. Files will be formatted according to specified file types and resolutions. Documents will be delivered in multi -page PDF format and named as required. • Images will be stored on a shared network folders structure Hines EDM, Inc. Respose to the City's Request for Quote for Document Scanning and Secure Destruction of Files 9 HINESEDM EPITERPI:I E DO =UNiENT MAIV AG EM ENT Documents will be scanned at 300dpi. Scanned images that represent poor quality originals will have a disclaimer cover sheet inserted by Hines at time of scanning. An index metadata file will be included with each delivery of scanned images and can be formatted suitable for import into the City's document management system if desired in the future. Data to be captured in the metadata will be consistent with the agreed upon fields pertaining to each document type in each department. 3.2 Work Plan & Methodology The purpose for this section is to demonstrate that Hines EDM fully understands the required service plan, the City's objectives, work requirements, and that Hines EDM has the ability to satisfy these requirements. Further, Hines EDM is committed to and will assign the resources necessary to meet the required project schedule. Hines EDM will provide scanning and imaging services with the resulting images being delivered and formatted for import into the City's Alchemy system. All images will include the associated metadata in an electronic text data file formatted for import. 3.3 Document Transportation Process The Hines EDM drivers have signed a company policy requiring the transportation vehicles to be locked at all times when the vehicle is not being accessed by the drivers. The Hines EDM driver maintains a company standardized form in order to itemize the content of the cargo hold, this list requires items such as a (partial listing), box count and brief description of the customer's boxed content (e.g. a from -to range). All the City documents will be transported in a secure, climate controlled vehicle. The vehicle will transport materials back to our secured facility. Hines EDM, Inc. Respose to the City's Request for Quote for Document Scanning and Secure Destruction of Files 10 "HINESEDM r.NIE11TW DOCU.VENT MAMA( [FMENT Sample Transmittal Sheet — (Customizable to the City's specifications) mlHINESEDM r'JT(kPRP..I: "i0C-U%1[,J- f .ANAGUar`JT PICKUP RECEIPT Customer: City of San Rafael, CDD Job Batch ID: SR -CDD -002 Date/Time: January 15, 2022 Material: Qty Description 50 Boxes 01-50 • 50 boxes from San Rafael, CDD Hines EDhA, Inc_ 1380 Lead Hill Blvd, Suite 105 Roseville, CA 95661 916.784.8435 %vww.hinesedm.com Hines Signature Pickup: 1/15/2022 Date Customer Signature Pickup: 1/15/2022 Date RETURN RECEIPT Date/Time of Return: Qty Description 5D Boxes 01-50 • 50 boxes from Sacramento Hines Return Signature: Customer Return Signature: 2/15/2022 _ Date 211512022 Date Hines EDM, Inc. Respose to the City's Request for Quote for Document Scanning and Secure Destruction of Files 11 "HINESEDM FN TF.RPIZISE POCUiNIEN f MANACEf.IENT 3.4 Records Manager (Inventory Control) The purpose for the Hines EDM RM (Records Management) position is to identify a single - point of accountability employee who is permitted to physically relocate customer content within the internal environment. Ultimately, the purpose for this role is to mitigate human error, and or loss of content via accidental misplacement. Once the transportation team arrives back at the Hines EDM facility, the content will be immediately unloaded and checked -in with the Hines EDM RM (Records Manager). The initial check-in procedure requires the RM to review the transportation log for accuracy (e.g. number of records received). The Hines EDM Record Manager will input each Job Batch Number into the Hines EDM internal "PTS" (Project Tracking System) which tracks all internal movement of the City's boxed materials. Each box will receive a label containing pertinent job information on it. The label will identify the customer name, batch ID, box ID and barcode used for internal tracking. Each box will also contain a box manifest to indicate which items are within a specified box. Sample Box Label: CSR -CDD -001 +niNesEDM llllllJill 1111JIll eox:i Date Received 1/1.5/2022 Prepped Scanned Large Format Scanned Indexed Quality Control Each Hines team member will check-in and check-out boxes to different production stations and will only check out an amount of boxes that can be facilitated in one shift. In other words, the boxes will not remain at the stations after the shift. Once a box is completed at a particular stage in production (scan, index, QC), employees will sign off on the physical box as well as in our internal tracking system to ensure all materials on site are completely processed. An electronic manifest of all boxes in progress will be kept. Within this electronic worksheet a list of each step will be logged with employee name, date and time the box was in their possession for reference if needed at a later time. Hines EDM, Inc. Respose to the City's Request for Quote for Document Scanning and Secure Destruction of Files 12 �11HIN ESEDM ::J rI RHP1,1:)000; ;Nr &1A11AGF,',IF NI 3.5 Document Preparation Process The document preparation process is the stage where Hines EDM gets the paper scanner ready. That is, where; staples are removed, page tears are repaired with clear tape, sticky - notes are relocated to avoid covering information, and the like. In terms of oversized documents, often the plan sheets are stacked and laid flat prior to document scanning (in order to better minimize the effects of folded creases upon the scanned image). Hines is also proficient at removing spiral bindings and glue from bound books when needed. If a unique situation presents itself, Hines will address how to proceed with the City before making decisions that may change the approved work plan. The document preparation process is also the stage where Hines EDM can leverage technology in order to save the customer time and money. For instance, barcode separator sheets can instruct the scanning software where to start a new file. More advanced barcode options can actually contain index data such as a Project number that can be used to populate an index field and then do a lookup to retrieve additional info such as Document Type. The insertion of barcode separator sheets can improve accuracy and eliminate the requirement for data entry entirely. Pertinent file information would be written on this barcode sheet to be used during indexing. Sample Barcode Sheet (Customizable to the City project specifications): -rvcw oocuMwr• CITY OF SAN RAFAEL DOCUMENT SEPARATOR SHEETI DEPARTMENT: Index field All Index field 02 Index field N3 Hines EDM, Inc. Respose to the City's Request for Quote for Document Scanning and Secure Destruction of Files 13 'HINESEDM . .iI.; !I ...;A;Ni :: ANA G!:.1EN I 3.6 Document Scanning Process Hines EDM utilizes state of the art Panasonic high speed scanners with the advanced capability to scan all forms of documents within a given project. This includes, but is not limited to, index cards, file folders, envelopes, photographs (including polaroids), binder tabs, post -its, receipts, carbon copies, spiral bound and glued booklets (once separated by preppers). All documents will be scanned from front to back as presented in their original folders. The Hines EDM scanners maintain technology to detect a double feed (via ultrasound waves). This QA feature ensures that the scan operator is audibly alerted to such an occurrence and error rate is greatly reduced. The scanners also provide advance image quality options such as auto deskew, blank page deletion, edge fill and clean-up, background smoothing, and auto rotation of all images. The Hines EDM document scanners maintain onboard software that evaluate each electronic image in real-time for the best quality output. Subtask (if applicable): About Hines EDM Color Scanning Technology Where color scanning is appropriate, the Hines EDM document scanning software offers options to mitigate large file sizes. For example, where a sheet of paper is gold in background, the scanner can render the background image as white in order to reduce the overall file size. Even where the background is gold and there exists color notations, both (1) the background can still be captured as white and (2) maintain the color notations as presented. Our state of the art scanners also provide an Auto -Color Detect feature that allows bitonal images to be captured in Black & White while processing color documents and photos in Color instantaneously. This feature allows us to scan documents more efficiently and capture the most true to original image as possible. Hines will work with the City during each task to set project criteria detailing out color requirements and pages requiring color scanning will be identified at document prep and scanned accordingly. Hines EDM, Inc. Respose to the City's Request for Quote for Document Scanning and Secure Destruction of Files 14 �:-- �SHINESEDM ; fI FFR PRI,f n(3', 1.1FNI M AG LM E N i 3.7 Large Format Document Scanning Process If applicable, large format plans will be unfolded or unrolled prior to scanning and prepped by removing any binding or staples from the plan set. To make sure all plans are inserted in the correct order, barcode sheets will be inserted at prep to mark where Large Format pages are to me inserted. Hines EDM will scan all oversize documents (larger than 11x17) in grayscale or color depending on the criteria set forth by the City. Pages will be scanned to reflect the same DPI as the small format images. Large Format scanning will on be applicable if Large Format documents exist within the project. Sample LF image below: 3.8 Indexing and Imaging Process �`.`.•r•--x-',jam...- Y. The Hines EDM data entry process may use barcode sheets in coordination with the City document type specification, and key information from the lead page of each file folder will be used to derive the necessary information for each field. Hines will employ quality assurance methods to ensure correct metadata information was generated. Hines understands and agrees to ensure all Task specific required fields (up to 10 fields) for indexing are accurate and complete. Per the RFP, Hines will establish required metadata fields and indexing criteria with each department on a task by task basis. Hines EDM can incorporate project specific data tables designed to catch any anomalies. For instance, if provided with a File ID or Permit Number, indexing entries can be validated against Hines EDM, Inc. Respose to the City's Request for Quote for Document Scanning and Secure Destruction of Files 1r, Iy The Hines EDM data entry process may use barcode sheets in coordination with the City document type specification, and key information from the lead page of each file folder will be used to derive the necessary information for each field. Hines will employ quality assurance methods to ensure correct metadata information was generated. Hines understands and agrees to ensure all Task specific required fields (up to 10 fields) for indexing are accurate and complete. Per the RFP, Hines will establish required metadata fields and indexing criteria with each department on a task by task basis. Hines EDM can incorporate project specific data tables designed to catch any anomalies. For instance, if provided with a File ID or Permit Number, indexing entries can be validated against Hines EDM, Inc. Respose to the City's Request for Quote for Document Scanning and Secure Destruction of Files 1r, �'HINESEDM '�I ff RPRI,E LSU' Ur.1fN I i�9�`IAGi �.iENI the City's prepopulated data to ensure accuracy. This not only ensures correct data collection but eliminates the need for technician subjectivity when reading lighter images. Validation Tables are an electronic data file (i.e. text or Excel file) that would map predetermined data based on a look -up table accessible by our team. If such as database were already in existence, the requirement for data entry under this project would significantly diminish. Provided there is a database available, Hines EDM is proficient in using data look up and information data bases to increase efficiency and accuracy when manually entering data. Hines EDM can incorporate project specific data tables designed to catch any anomalies. For instance, if provided with an Employee ID or Employee Name or Permit numbers, or Street names, indexing entries then can be validated against the City's prepopulated data to ensure accuracy. This not only ensures correct data collection but eliminates the need for technician subjectivity when reading lighter images. Optical Character Recognition Process (OCR) Optical Character Recognition is a process requiring specialized software in order to interpret and convert the characters from an electronically scanned image into standardized text. The main benefit of an OCR software process is the ability to incorporate a full -text search by keyword or phrase. Although a mature technology, OCR is still prone to certain errors, especially related to historical or poor quality original documentation. As such, documents originating from the likes of typewriters and dot-matrix style printers do not always OCR accurately. OCR is not compatible with hand written documents. 3.9 Final Quality Control Process To ensure that the City has the highest level of quality assurance we will conduct a final quality control review in order to sample and review the final deliverables and make sure they meet the requirements. We will provide a dedicated QC technician to visually verify that images and metadata are readable and of the highest quality before delivery. We will also check the accuracy of indexed fields, checking formatting and all final deliverable before contacting the the City designated project manager to schedule delivery. If an image does not meet the basic requirement of 'duplicate of the source document', the entire box will be rechecked and if necessary, any affected images will be rescanned at no additional cost to the City. Where poor quality originals exist, Hines can insert a leader page indicating poor original so that the City can have full trust that the images delivered are an accurate representation of the original hard copy documents. 3.10 Return of Documents and Delivery of Images Following scanning of all documents, items will be placed back in each box in the original order. Hines understands that a large majority of the files will be securely destroyed but that approximately 10% of project documents will be returned to the City. Hines will establish project criteria to ensure these files are placed back into folder and returned to the City in their original order. Documents can be re -stapled or rebound by Hines for an additional fee. Hines EDM, Inc. Respose to the City's Request for Quote for Document Scanning and Secure Destruction of Files 1R 2E'HINESEDM t: 1I rEIIPRISF DiCL,'AFNF M,%•JAC,[M-NT A metadata txt file formatted for import into the City's Traklt Permitting system will also be included in each delivery. Hines EDM, Inc. also employs a secure cloud based system for secured delivery of confidential data. Through this system, the City can have real-time access to documents in production as well as document requests as needed. If the City prefers, images and metadata file will be delivered via portable storage (Encrypted CD or USB drives). Hines will keep a copy of all images on our secure internal system until the City has reviewed and accepted images from a particular job shipment. All Hines invoices will reflect an exact file count which can be verified and checked against the inventory count to confirm that there is a corresponding PDF for every file picked up. Hines agrees to store all physical files at our secure facility for up to 30 days after delivery of final digital files. If the City requires materials to be stored longer than 30 days, a storage fee may be assessed by Hines EDM. Once instructed to do so, Hines will purge all digital files permanently from our internal system. Hines will work closely with the City to meet the criteria within any existing retention schedule. Once satisfied that the delivered images are accurate and complete and meet the specifications of the Task, an Authorization for destruction will be sent to the City. Following authorization, remaining materials within the authorized batch that is located at our facility will be securely destroyed on premises. 3.11 Migration from Alchemy to Traklt (Microsoft SQL Server) Hines will receive copies of two of the Alchemy Planning Department databases that contain metadata and images from the City. The two databases are: 1. Planning Historical Buildings 2. Planning Project Plans Hines will extract all the existing documents from each of the two highlighted Alchemy databases. Extracted documents and associated metadata will then be reformatted and delivered back to the City in a spreadsheet to allow the City Staff to review and edit the data or files prior to importing them into Trakit. Dab East j H,, o ,cal Fe—res N, 2M; Owld r.g plan: Fl} Co da Enfor a tFees ® Fv plans fi�p-[14 G11c r. Sir 2461 Fla r.lna eH Vw;r - �' �lenning Historical Bu.ldngs •1q �re;eet pGana . rt7 - � planning Dcpt ..- �dr:�•. IJ' 0000 0 o Ha.•mcd Flnnn.,a Rand: Fpldv Title Docum Tnle File Sa Fde Dare L1 IST ST- 10 1U 1`10111-:x' p IST S F- 103 & 105 1 V 24„021 1:&2 L..) IST ST - I G5 11;241221 11:1.: 2 L] MST- 109 11.2112)21 11:352 ,> IST ST - 13 1 U1412021 1 3_.. �] 1SI ST - 2J7 11:241202 :¢ 1 17 2 Li1ST Sr 3w 11/_'412021 1 _. J 1ST ST Na 17:212)21 11 36.2 L.j IST ST - 309I I: 2v'_021 1' ti; �, L] I ST ST - 312 11124 ^_721 11 :c2 „IST ST 315 11.24120_'1 1' ;c_ DIST ST 1J7 11/11%021 '.1 ,p_ L) 1 ST ST - 4D4 11/24,'202T 11:38 2 Ddaba e � To, HYm &P&> UF1 c d. F1,— %\apj, dchc y1pppcd;a1d Gaoled 11712/:0_0 9.75 41 m -,-m nl 1901n U—ple- M_—: 1655,0148 C- F, ­ d— 763 7E Me Hines will then import them into the related Microsoft SQL database tables which the City's Traklt Permitting and land management system uses. Hines EDM, Inc. Respose to the City's Request for Quote for Document Scanning and Secure Destruction of Files 17 ©eHINESEDM IER!'ItUF DOCUMENT NANAGEMA Nr 3.12 Customer Document Request Procedure Any and all document requests should be sent to docreguestCa7hinesedm.co_m where it will be received and processed promptly. Critical document requests will be processed and delivered within 12 hours or less from the time of original request. Non-critical requests are fulfilled within 2 working days of the request. All document requests will be delivered either via email to the original requestor or, if too large for email, or requested by the City, uploaded to Hines' secure Cloud system or Alchemy for retrieval. 3.13 Data Confidentiality and Security Employee Backgrounds Standard drug screening and background checks are performed for all new Hines EDM, Inc. employees. Hines employees have undergone additional employee background checks when necessary to satisfy security requirements for former and current state agency scanning jobs. We have had several clients with sensitive documentation needing to be digitized. Some examples are the Department of Justice, SMUD, Daly City Police Department, Dept. of Water Resources and more. In the event that any new employee joins the team during the course of this project, they will undergo a standard employee background check. They will not begin work of any kind on the project until an acceptable response is received. Data Breach of Records Hines has several levels of security to safeguard against data breaches such as unauthorized outside access, loss of data, modification to images or internal data structure or digital destruction of any form. the City will be made aware of any suspected data breach; the nature of the instance, what data was potentially involved, the parties involved and Hines' solution to the resolve the issue at hand and to prevent further situations from occurring. An investigation will take place and the City will be made aware of all findings immediately. If the City's involvement is necessary, Hines will cooperate fully throughout the duration of the process. the City will be authorized to perform a security audit at any time, if requested, in such a way as to not conflict with the security protocols of other existing clients of Hines EDM Inc. If changes to security procedures are required by the City following any security audit, Hines will fulfill all requirements within 30 days of notification. Hines EDM, Inc. Respose to the City's Request for Quote for Document Scanning and Secure Destruction of Files 18 EXHIBIT B AHINESEDM ENTERPRISE DOCUMENT MANAGEMENT Hines understands that the City would like the project to be completed as soon as possible. Once the project is authorized to begin, Hines will pick up the entire set of designated documents in an estimated 120 boxes of standard format documents and approximately 25,000 to 35,000 plan sheets along with a copy of the Alchemy Database. Hines will process batches of 20 boxes or more per month and return the scanned images to the City via our secure cloud for review and approval. Work on extracting the electronic documents from the Alchemy database will also begin. At that time, we will begin processing the next group of 20 boxes and so forth until all documents have been processed and delivered. Hines will immediately begin preparing, scanning and processing documents after the initial pickup. The City will review the deliverables and approve each delivery within 14 days of receipt. Each delivery will be invoiced and payment will be due to Hines EDM Inc. upon submission of invoice. Storage fees may apply to boxes kept beyond 30 days of delivery of scanned documents to client. Section 4 - Fee Proposal 4.1 Fee Schedule below is our line item cost sheet Item Cost Per Item Document preparation for letter, legal up to 11x17 sized pages $0.015 Black and white scanning of letter, legal up to 11x17 sized pages Greyscale/color scanning of letter, legal up to 11x17 sized pages $0.04 $0.04 Document preparation for large format pages $0.05 Black and white scanning of large format pages $1.25 Greyscale/color scanning of large format pages $1.25 File re -assembly per page $0.005 Indexing documents per character $0.01 Format for import to Alchemy ECMS System per delivered batch $75.00 Cost of Archival CD/DVD per disc Banker Boxes Standard size per box Assembling each box and packing full of documents per box Doc Storage per box per month beginning 30 days after delivery $50.00 $5.00 $5.00 .65 Shredding Services $7 per box, estimated 80 boxes $560.00 Hines EDM, Inc. Respose to the City's Request for Quote for Document Scanning and Secure Destruction of Files 19 EXHIBIT B �xIHINESEDM ENTERPRIi, DOCUh1ENT MANAGEMENT 4.2 Cost Estimate Assumptions: 1. The estimated number of large format sheets provided by the city varies significantly from 3,000 to as high as 52,500. For this proposal we are using the total of the two higher amounts divided by 2 to determine an estimated average quantity of 35,500. 2. The City provides boxes and packs the boxes ready for pickup 3. If the City desires the records to be returned we would not do file re -assembly, we would simply put the paper back in each box after scanning with page separators between each document in the original order along with all empty folders for each box together at the back of the box in the original order. 4. Optionally we can arrange for certified destruction of the documents once the have been imported to the City's system and verified. 5. Estimated total sheets of paper 269,673 6. Estimated number of images if 10% of sheets are doublesided = 296,640 7. Estimated number of Indexes / Keystrokes per document: 4 / 49 a. Name= 20 b. Emp ID = 6 c. Date= 8 d. DocType = 15 8. Files will either be returned to the City or securely destroyed based on the City's request 9. Scanned and converted images will be delivered electronically via the Hines secure cloud Using the above asumptions and pricing from our cost sheet the total project cost would be as follows: Final costs may vary based on the actual numbers of sheets scanned. Prep, scan and index standard format docs: 249,673 sheets * .065 = $16,228.75 Prep, scan and index large format docs: 34,000 sheets * 1.30 = $44,200 Flat rate for Alchemy to TracklT conversion 2 Alchemy Databases totaling approximately 29,200 files = $8,000 for first DB and $5,500 each addtnl DB = $13,500 Format files for media delivery: $75 per batch estimated 5 batches. Pickup and Delivery: 2 Round Trips @ $150 = $300 Total Estimated Project Cost: $74,603.75 *Note: Cost includes optional hosting of files w/o APN on Hines secure cloud servers for up to 90 days for ease of searching, viewing and updating file index data. These files will also be delivered to the city in a PDF format with a file name based on the index values exported from Alchemy. Hines EDM, Inc. Respose to the City's Request for Quote for Document Scanning and Secure Destruction of Files 20 EXHIBIT B mEHINESEDM ENTERPRISE DOCUMENT MANACEMEJT 4.3 Additional Fees and Charges Record Requests- If the City requires a file be pulled and processed immediately for a request, Hines will charge $5.00 flat rate for each file requested. See Section 3.12 for request procedure or send email with document search info to QocRequest(dHinesECM.com. Storage: Hines prefers to either return documents or destroy them after scanning once the images have been delivered back to the City and verified. If the City requires storage for more than 30 days then a storage fee of $0.65 per box or 1 Cubic Foot of space may apply. Hines EDM, Inc. Respose to the City's Request for Quote for Document Scanning and Secure Destruction of Files 21 Y 1-.JIA 16 r� y `TY WITH CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Community Development Project Manager: Michele Ginn Extension: 3116 Contractor Name: Hines, EDM Contractor's Contact: Lonnie Hines Contact's Email: lonnieh@hinesedm.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLEDESCRIPTION COMPLETED REVIEWER DEPARTMENT f DATE Check/Initial 1 Project Manager I a. Email PINS Introductory Notice to Contractor Click here to ❑ inter a date. b. Email contract (in Word) and attachments to City N 6/15/2022 Attorney c/o Laraine.Gittens@cityofsanrafael.org a. Review, revise, and comment on draft agreement ❑X MG 2 City Attorney 6/16/2022 and return to Project Manager 6/16/2022 ❑X _GC_ b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ® GC_ 3 Department Director Approval of final agreement form to send to 6/17/2022 ® _AG_ contractor 4 Project Manager Forward three (3) originals of final agreement to 6/17/2022 ❑X MG contractor for their signature 5 Project Manager When necessary, contractor -signed agreement ❑X N/A agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to PRINT Date of City Council approval enter a date CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 6/21/2022 MG City Attorney Attorney with printed copy of this routing form 7 Review and approve hard copy of signed In I agreement 8 City Attorney Review and approve insurance in PINS, and bonds V� (for Public Works Contracts) 9 City Manager/ Mayor Agreement executed by City Council authorized official Attest signatures, retains original agreement and 10 City Clerk forwards copies to Project Manager to IAC