HomeMy WebLinkAboutAS Scanning Human Resources Documents ServicesAGREEMENT FOR PROFESSIONAL SERVICES
BY AND BETWEEN
THE CITY OF SAN RAFAEL
AND
ALTEC SYSTEMS, INC. DBA SOFTFILE
FOR SCANNING HUMAN RESOURCES DOCUMENTS SERVICES
This Agreement is made and entered into as of _&Lh ler /7 "Effective
Date"), by and between the CITY OF SAN RAFAEL, a chartered California corporation
(hereinafter "CITY"), and Altec Systems, Inc., a California general stock corporation (hereinafter
"CONSULTANT"). CITY and CONSULTANT may be referred to individually as a "Party" or
collectively as the "Parties" or the "Parties to this Agreement."
RECITALS
A. CITY desires to secure professional services more fully described in this
Agreement, at Exhibit A. entitled "SCOPE OF SERVICES"; and
B. CONSULTANT represents that it, and its subcontractors, if any, have the
professional qualifications, expertise, and necessary licenses and desire to provide certain goods
and/or required services of the quality and type which meet objectives and requirements of CITY;
and
C. The Parties have specified herein the terms and conditions under which such
services will be provided and paid for.
NOW, THEREFORE, the parties hereby agree as follows:
AGREEMENT
SERVICES TO BE PROVIDED.
Except as otherwise may be expressly specified in this Agreement, CONSULTANT shall
furnish all technical and professional services, including labor, material, equipment,
transportation, supervision and expertise (collectively referred to as "Services") to satisfactorily
complete the work required by CITY at its sole risk and expense. Services to be provided to CITY
are more fully described in Exhibit A entitled "SCOPE OF SERVICES." CONSULTANT
acknowledges that the execution of this Agreement by CITY is predicated upon representations
made by CONSULTANT in that certain proposal, dated March 14, 2022 ("Proposal") set forth in
Exhibit A, which constitutes the basis for this Agreement.
2. COMPENSATION.
In consideration for CONSULTANT's complete performance of Services, CITY shall pay
CONSULTANT for all materials provided and services rendered by CONSULTANT at the unit
rates and rates per hour for labor, as set forth in Exhibit A, in an amount of $21,132.12.
Rev. 08.22
CONSULTANT will bill City on a monthly basis for Services provided by
CONSULTANT during the preceding month; subject to verification by CITY, CITY will pay
CONSULTANT within thirty (30) days of City's receipt of invoice.
CONSULTANT will bill City for Services provided by CONSULTANT, subject to
verification by CITY. CITY will pay CONSULTANT within thirty (30) days of City's receipt of
invoice.
3. TERM OF AGREEMENT.
Unless otherwise set forth in this Agreement or unless this paragraph is subsequently
modified by a written amendment to this Agreement, the term of this Agreement shall begin on
the Effective Date of this Agreement and terminate on December 31, 2022.
4. PROJECT COORDINATION.
A. CITY'S Project Manager. The Administrative Services Director 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. Russ Nelson 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.
5. 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) day time period.
C. Effect of Termination. Upon receipt of notice of tennination, 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 tennination, 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.
v 08.22
6. OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONSULTANT in connection with
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.
7. 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.
8. 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.
9. INSURANCE REOUIREMENTS.
During the term of this Agreement, and for any time period set forth in Exhibit B.
CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance
policies with respect to employees and vehicles assigned to the performance of Services under this
Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage
verifications as defined in Exhibit B.
10. fNDEMNIFICATION.
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
v 08.22 1
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,
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.
11. 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.
12. COMPLIANU 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 darnages, liabilities,
penalties, fines and all other consequences from any noncompliance or violation of any laws,
ordinances, codes or regulations.
13. NQ 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.
14. NOTICES.
All notices and other communications required or permitted to be given under this Agreement,
08.22 4
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: To CONSULTANT's Project Director:
Nadine Atieh Hade/Administrative Services Russ Nelson, Business Development Director
Director Altec Systems, Inc. DBA SoftFile
1400 Fifth Avenue 209 Commerce Circle
San Rafael, CA 94901 Sacramento, CA 95815
15. INDEPENDENT CONTRACTDIt.
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.
16. 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.
17. 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.
08.22
18. WAIVERS.
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.
19. 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.
20. CITY BUSINESS LICENSE 1 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 Set -vice Form W-9 (Request for Taxpayer Identification Number and
Certification).
21. SURVIVAL OF TERMS.
Any terms 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.
22. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
23. 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.]
v 08.22
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL:
ASCHfn:ager -
APPROVED AS TO FORM:
Office of the City Attorney
By: G;NEVIEVE COYLE�
Assistant City Attorney
ATTEST:
City Clerk
e LINDSAY LARA, City Clerk
08.22 7
CONSULTANT:
A4,rEc- SLi�-t �5 'f c bt�A 9-aprpLc
By: -
Name:
Title: t a
[If CONSULTANT is a corporation, add
signature of second corporate officer]
A Lrg-,- S+t Srom -S T", D $ A
By:
Name:
Title: twj
EXHIBIT A
SCOPE OF SERVICES
The Services to be performed for CITY by CONSULTANT under this Agreement are .more fully
described in CONSULTANT's proposal, which is attached to this Exhibit A.
Rev. 08.22 A-1
0 softfi I e
Russ Nelson
Business Development Director
SoftFile
209 Commerce Circle
Sacramento CA 95815
916-927-4211 x 244
916-508-2885 m
russn@softfile.com
Digitizing Paper and Microfilm
www.softfile.com
SoftFile leverages thirty plus
years as an industry leader in
document conversion services for
Federal, State, Local and
Corporate organizations
throughout California.
March 14, 2022
Exhibit A
City of San Rafael — HR Employee Records
SoftFile scans over 3 million pages of documents per month and have been in business for over
30 + years. Our 40,000 square -foot building and staff are designed around scanning documents
and indexing them for search and retrieval.
SoftFile's extensive experience reduces the time it takes to implement a project of this type and
deliver it in a timely manner.
Each shift has a team lead and supervisor who reports to the Document Services Manager. The
same management structure is in place for our Data Entry Services department.
Located in Sacramento, SoftFile has provided document scanning services to various public
and private sector clients since 1988. Specializing in document conversion and integration with
advanced or rudimentary document management systems.
Altec Systems, Inc. is a privately held California corporation founded in 1988. After acquiring
several document conversion service bureaus and to better identify with paper to electronic
document conversion services, the company began doing business as "SoftFile" in 1997.
Document and Media Conversion Services
■ Paper to Electronic
■ Electronic to Archival -Grade
Microfilm
• Microfilm to Electronic
Records Management Products
• Electronic Content Management
Software
• Imaging/Document Capture
Software
• Document Scanners
Key Industries and Departments
• Data Entry
• Online Content Management
Systems
• Microfilm Scanners
• Publication/Book Scanners
• Identification/Membership/License
Cards
All Federal, State, and Local Departments and agencies require document capture and
archiving. Including Community Development, Law Enforcement, HR, Benefits, Health Services,
Education, Courts, and Transportation, to name a few.
Security of Records
SoftFile adheres to all Security of Records requirements. This includes Contractor Employee
Background Checks, Transportation, Secured Facility, Chain of Custody, and Access Control.
SoftFile is certified for HIPAA and PHI Data Security.
City of San Rafael — HR Employee Records
Industry Standards and Best Practices
SoftFile advocates for and voluntarily adheres to the ISO, ANSI, and AIIM standards for records
management. SoftFile's Records Management Standards and Best Practices documentation
are available for review by the customer. SoftFile will follow all specified guidelines during the
execution of this project.
The City of San Rafael HR Department (SRHR) is looking to streamline its archive paper
record process to serve the department staff better and provide streamlined access to all
employee files. The process will also make room for an office expansion and merging of the
Fiance and HR departments.
SoftFile will scan multiple document types, including Active, Termed, Medical and i9. Currently,
all files are on shelves or in binders. SoftFile will index the employee ID and use the
department's database to match and merge the rest of the employee data. If a database is
available from SRHR, SoftFile will use the information to develop a "match and merge"
database to assist in indexing the files. Documents will not be back prepped and, after the
project is complete, will be destroyed using SoftFile's secure shredding process.
File requests will be returned to the SRHR within 4-6 hours of the request, if not sooner.
SoftFile's experienced team and unique data capture processes will ensure that this outsourcing
project for the SRHR will go smoothly. The resulting images and data will be accurate. In
addition, SoftFile will provide updates and maintain strict document control and confidentiality of
the information contained in the records.
SoftFile's projects start with a detailed plan to understand the SRHR's scope and goal. Projects
of this scope and size require careful planning. Our mission is to establish a close partnership
between SRHR and our team at SoftFile.
Project Management Tools
SoftFile employs an array of project management tools such as Zoom, Trello, and Slack to
ensure a streamlined rollout of each project. Those project management tools help our clients
and the SoftFile staff communicate daily and stay on task.
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City of San Rafael — HR Employee Records
Test Batch
SoftFile will request a test batch of files and other source documents for review before the
project gets underway. The batch will define several document types and conditions of files and
if there are special handling rules, such as confidential material, photographs, etcetera. This will
allow SoftFile to review the files in their actual condition, ask questions and get feedback from
SRHR regarding each file type.
An example question would be, "what to do with post -it notes." Are the files stored by Alpha or
Numeric? How will you handle one-off items that may come up during scanning?
What do we do with non -scannable material (USB sticks, cards, etcetera)
SoftFile will scan the files, format them for upload into SRHR's server, and ensure the process
is correct. This sets the benchmark for the SOW. If a different file type is brought in, another test
batch will be run and added to the SOW.
Transportation and Record Storage
SoftFile will pick up the loaded, labeled, and indexed boxes containing the records from the
SRHRs Office at 1400 Fifth Avenue, San Rafael, CA 94901, and transfer the boxes to our
facility, located at 209 Commerce Circle, Sacramento, CA. 95815.
SoftFile will utilize company vehicles to transport customer content. The vehicle cargo area
does not contain windows and is not accessible from the driver's cabin. Access to the cargo
holds of the vehicle is limited to an authorized person with the key to the door.
Except during the loading process or while physically parked inside SoftFile's secure facility, at
no time will SoftFile allow the vehicle to be unlocked.
Internal Project Tracking
SoftFile utilizes an internal tracking platform for every single project. The system tracks each
work order, box, number of files, pages, and keyed data throughout the project's lifecycle. This
process adds an extra layer of accountability for the project, from pickup at the client's location
to documents taken in at our facility through production and the final delivery of data and images
back to the client.
SoftFile can generate detailed tracking reports upon request. The report consists of how many
boxes were received, the number of files and scanned images in production, the facility's
location, and final output statistics. Thus, the client can see how the project is coming along and
stay connected to the project in its entirety via their project manager.
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City of San Rafael — HR Employee Records
Facility
All document imaging conversion services, data services, and box storage will take place at our
central production and storage facility, located at 209 Commerce Circle in Sacramento,
California.
Our production center is a tilt -up slab building with fire and burglar alarms monitored by a local
security firm. Magnetic locks on all exterior doors are wired, the interior space is wired with
motion sensors, and both are monitored by a silent alarm system monitored by a local security
firm. Code sprinklers are installed throughout the facility with a centralized control box for
manual override.
SoftFile limits access to unauthorized personnel during business hours. Any visitors must sign in
and out of the facility and are under SoftFile escort at all times. There is a Daily Sign -in Sheet
for access to the facility.
All work for this project will be performed at SoftFile's main production facility in Sacramento.
SoftFile will make all project records available for review by SRHR staff.
File Requests
During the time that your documents are at our facility for image conversion, there may be a
need for staff to view a particular file in our possession. SoftFile will provide you with our File
Request form that will allow only authorized employees the ability to request a file during regular
business hours. SoftFile will attempt to fulfill all file requests within two hours. All requests will
be submitted to us via email at filers uest softfile.com.
Requests for digital files will be fulfilled within 2-4 hours. Requests for physical files will be sent
out via FedEx or returned via courier.
SoftFile will also assign an in-house customer service representative to your project to ensure
that you have a contact person available to address any questions or concerns related to your
project.
Your project manager and contact info is: Russ Nelson, Businesses Development Director
Phone: 916-927-4211 x244. Email, russn cRsoftfile.com
Document Prep
Before beginning the preparation process, our team meets with a client representative to obtain
specific instructions on document handling, including document order and organization,
handling exceptions and anomalies, and the final disposition of the documents after the imaging
process is completed.
SoftFile's Records Manager will move (or check-in) customer boxes into SoftFile's document
preparation process in measured amounts. The Records Manager will only issue the number of
boxes the respective prep station can facilitate in a given shift. Once the shift is complete, the
Records Manager will check the boxes in the appropriate storage area.
City of San Rafael — HR Employee Records
During the initial step in the document imaging process, our staff removes all staples,
paperclips, and bindings from the source documents to ensure it is scanner -ready. This means
pages will be flattened, repair torn edges with tape, repair dogeared corners, and so on. If there
are post -its, they will be placed on pages and scanned at the back of the file. This task is a
critical aspect of the process as our staff works carefully to maintain file integrity throughout the
preparation process.
SoftFile's employees are especially concerned with placing items such as file separators (e.g.,
tabs) and other such dividers - to mimic the original context electronically. The document
preparation process is also the point at which SoftFile will insert barcode separator sheets. A
barcode separator sheet is utilized as a quality assurance tool to keep a file together
electronically once scanned.
For this project, SoftFile staff will insert one barcode sheet at the beginning of the file, indicating
the start of a new file. The cover sheet can contain indexing metadata that will be incorporated
into the file during the indexing process.
Once a document conversion project is complete, SoftFile will programmatically remove the
scanned image of each barcode separator sheet. Using this technology, the document indexing
process can be completed faster and more (cost) effective.
Once this process has been completed, the documents/files are routed to our image capture
department.
Document Scanning
During our 33 years of experience in converting vital records, SoftFile has developed a keen
understanding of record integrity. As such, we always maintain a strict records order during the
entire scanning process. Furthermore, our scanning technicians will ensure that the documents
are scanned in the exact order (from front to back) presented in the file folder.
SoftFile employs the latest state-of-the-art production scanners with VRS (VirtualReScan).
VirtualReScan is an electronic check -point for scanned images. VRS performs a multi -point
inspection of each document as quickly as images pass through the scanner. VRS instantly
checks and adjusts alignment (skew), brightness, contrast, and image clarity. Any
inconsistencies are immediately corrected by VRS so that only the straightest, most readable
images are moved into the next application process.
The VRS software will ensure the proper orientation of all images. In addition, SoftFile's
scanning hardware contains ultrasonic dual -page detection systems that alert the technician if
more than one page is scanned simultaneously.
Our additional image quality process ensures high-quality, legible images. In addition, SoftFile
scanning technicians take great care to ensure that the pages are scanned in the exact order in
which they appear in the file folder.
SoftFile scans in Duplex to capture both front and back of records where needed, omitting blank
pages or "bleed -through" images, and scanning software will auto -detect the color photos and
scan those in color; the black and white documents will be scanned as bi-tonal, edge to edge.
The color will not be dropped on photos or documents if color or grayscale images are required.
SoftFile will follow the same steps to ensure image correctness and clarity.
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City of San Rafael — HR Employee Records
SoftFile will scan each file individually and deliver that file and all associated volumes as one
multi -page PDF image. The SoftFile scanning technician will adjust manual scanner settings to
allow for abnormalities in the original document (darkness, color, photograph, etc.).
SoftFile utilizes one scanner to one scanning technician. This allows for fast and accurate
scanning. The scanning software is also customized for each project to ensure maximum
efficiency. After scanning, all records will be in the order of their original state and placed back
into their associated box.
SoftFile's production scanners can produce high-quality images from varying thicknesses and
sizes of documents, up to 11" x 17". SoftFile also has wide -format document scanners for
handling larger document sizes (although not applicable to this project). Any bound documents
will be unbound before scanning and reassembled if desired.
The bound documents will be scanned on a "face -up" scanner designed for books and ledgers if
the bound documents are historical records. Fragile documents such as "onion -skin" will be
placed on a flatbed scanner that will not damage the original document.
Extra copies (if any) will be destroyed beyond recognition and reconstruction. SoftFile will
ensure that all electronic files and data will be purged entirely from all data and image servers
when the project is complete.
Indexing
Keying data from the original paper requires constant and unnecessary eye and hand
movement. Such back and forth movements are prone to data entry errors. For these reasons,
SoftFile's data entry process collects data from electronically scanned images.
When SoftFile collects data from electronically scanned images, each data entry station is set
up to display the required portion of the electronic document (that is, where the data is located
on the page) on the majority of the station's screen. Non-essential information is blocked out on
the screen. The remainder of the screen is reserved for SoftFile's customized electronic data
entry a -form.
This a -form is used to separate the various record types. Each record (both the electronic
document and data) is then saved into SoftFile's customized database.
This built-in quality control/assurance process captures critical information much faster and
more accurately. The technician cannot complete the keying unless specific tasks are
performed correctly.
Dual key data entry is SoftFile's routine built-in quality assurance process for all projects
requiring data capture. During this second phase of the data entry process, the data entry
process is repeated a second time by a separate data entry technician.
Once complete, both entries into SoftFile's customized database are programmatically checked
against one another for accuracy. If the program identifies a data mismatch between the two
entries, a real-time warning message is displayed to the second data entry station worker
indicating that a third entry (or correction) is required.
VA
City of San Rafael — HR Employee Records
As a result of the above processes, SoftFile's dual key data entry methodology yields a 99% +
accuracy ratio, much higher than single -pass data entry alone.
Files may contain either typed or handwritten information. Therefore, each file will be indexed
for quick retrieval.
Quality Control
SoftFile uses a multistep process to ensure high-quality images. The document prep staff
performs the first. Cleaning up the paper files and providing the documentation is correct before
scanning. Next, the scanning technician during the scanning process. The technician views
every image as it is being scanned to ensure that the complete image is captured and optimum
image quality.
The technician will immediately rescan any image that fails this first QC check. The technician
will also make manual scanner setting adjustments to allow for abnormalities in the original
document (darkness, color, photograph, etc.) if required.
The Image Inspection Step is next in our imaging process. The primary function of the QC
technician is to inspect the scanned images.
This technician will check each image for completeness, quality, and blank images. Any images
that fail this second inspection step are immediately rescanned. This includes turned,
unreadable, and corrupted images.
The scanned images are then merged with the indexed data to create a complete file. Finally,
an additional check is performed to ensure formatting, naming, and file authenticity are upheld.
Deliverables
SoftFile will transfer the scanned images, metadata files, and original records to the client. The
scanned images will be placed on one or more supplied external hard drives or SFTP. SoftFile
will follow the planned SOW for the delivery of data. In addition, the index metadata will be
included with each file and capable of import into the client's record repository.
Disposal of Documents
SoftFile offers three options for the disposal of your documents after the scanning process is
complete:
• Return Documents to Client
• Document Storage
• Document Shredding
If the client decides not to destroy the documents, the SoftFile courier can return the documents
after completing the scanning process. Or, the documents can be stored indefinitely at our
secured facility for a nominal monthly charge.
If desired, SoftFile will shred your paper files at our facility once the digital documents have
been safely imported into your case management system and the client staff has had the
opportunity to perform adequate quality control processes.
City of San Rafael — HR Employee Records
SoftFile maintains an industrial -grade document shredder which is operated in-house (at
SoftFile's facility), not by a third party. SoftFile's shredded paper is further hydro -pulped for use
in recycling.
SoftFile will send a destruction authorization notice to the client. An authorized agent of the
client must sign the notice prior to shredding. Once the documents are destroyed, SoftFile will
send a completed certificate of destruction.
PROJECT SCOPE
Pickup, Storage, and return files:
+ SoftFile will arrange for a scheduled pickup from the City of San Rafael, CA.
• SoftFile will box up the City's HR files and deliver approximately 50 boxes to its
production facility in Sacramento, CA.
• SoftFile will assign a project manager for all file -related requests and project
management needs.
• SoftFile will hold the documents until the project is complete.
• SoftFile will provide a pickup schedule for the department's boxes.
Scanning Documents to include the following:
• Small format documents up to 11x17 will be prepared for scanning
o Remove staples and flatten pages to get the documents ready for the scanner_
o Files will not be back -prepped.
• Insert barcode/separator sheets to assist in indexing and document management.
Scan documents to 200dpi black/white PDF/A
• Index documents by Employee #
• SoftFile will merge metadata using SFHR supplied database for Employee Name
• The database will be used as a match and merge process for indexing purposes.
• Files will not be back prepped.
Databases:
1. SFHR Employee Files
I. Active Files (Green)
II. Inactive/Termed (Blue)
III. Medical Records (Red)
IV. i9 Files
2. Final deliverable will be the employee Last Name_First_Number.PDF / CSV file
Destruction and Storage:
• Files will not be back prepped
• All originals will be destroyed once the scanning and review process is complete.
• The client will provide a signed authorization of destruction.
• If the SRHR wishes for SoftFile to store the documents in excess of 3 months past
completion, there will be additional charges. $1.50 per box billed monthly. (one-year
maximum Storage).
City of San Rafael — HR Employee Records
PRICING OVERV
Alissa Curtin, SHRM-CP
Administrative Services Analyst
City of San Rafael
415.485.3069
Project Description: HR Active files with 4 tabs
Prepare approx. 38,880 pages for scanning
Files will be scanned 200dpi bitonal multipage PDF/A
Index approx.720 files by employee number using supplied
data -file by San Rafael HR.
Database files will be named by employee #
Delivered via FTP
BUSINESS SERVICES
Date: I August 8, 2022
Valid Untill October 7, 2022
SoftFile
209 Commerce Circle
Sacramento. CA 95814
W s cr on
Est. Quantity
Price
Unit
Line Total
Document Preparation (6 hours per box)
90
$ 25.00
Hour
$ 2,250.00
Document Scanning - Legal 11 x 17 and Smaller @ 200 DPI
B/W PDF Format
38,880
$ 0.080
Image
$ 3,110.40
Index Data Entry- Employee # - (per keystroke). Each file will
have 4 tabbed sub folders.
720
$ 0.10
Each
$ 72.00
Project Setup
1
$ 500.00
Each
$ 500.00
Pickup
1
$ 150.00
Trip
$ 150.00
Destruction (box)
15
1 $ 5.00
1 Each
$ 75.00
Special Notesand Instructions
Each active file will have up to 4 tabbed sub folders.
The HR department will supply a datafile to SoftFile
Subtotal 6,157.40
Sales Tax $
Shi in
'Tota I 6,157.40
Above information is not an inwice. The quantities listed are only an estimate for budgetary purposes.
10
City of San Rafael — HR Employee Records
Alissa Curtin, SHRWCP
Administrative Services Analyst
City of San Rafael
alissa.curiinCo]ci yoisanrafael orq
415.485.3069
Project Description. Termed Files
Prepare approx. 45,600 pages for scanning
Files will be scanned 200dpi bitonal multipage PDF/A
Indexapprox. 2,888 files byemployee number using supplied
data -file by San Rafael HR.
Files will be named by employee #
Delivered via FTP
so He
Date: August 8, 2022
Valid Until October 7, 2022
SoBFile
209 Commerce Circle
Sacramento, CA 95814
Description
Est. Quantity
Price
Unit
Line Total
Document Preparation (6 hours per box)
114
$ 25.00
Hour
$ 2,850.00
Document Scanning - Legal 11 x 17 and Smaller @ 200 DPI
45,600
0.080
Image
$ 3,648.00
B/W PDF Format
$
Index Data Entry- Employee # - (per keystroke)
2,888
$ 0.10
Each
$ 288.80
Project Setup
1
$ 500.00
Each
$ 500.00
Pickup
1
$ 150.00
Trip
$ 150.00
Destruction (box)
19
$ 5.00
Each
$ 95.00
Special Notes and Instructions
The HR department will supply a datafile to SoftFile
Subtotal 7,531.80
Sales Tax $
Shipping -
Tota I 7,531.80
Above information is not an invoice. The quantities listed are only an estimate for budgetary purposes.
11
City of San Rafael — HR Employee Records
Customer
Alissa Curtin, SHRM-CP
Administrative Services Analyst
Cityof San Rafael
415.485.3069
JProject Description : Medical 1
Prepare approx 33,600 pages for scanning
Files will be scanned 200dpi bitonal multipage PDF/A
Indexapprox 2,128 files byemployee number using supplied
data -file by San Rafael HR.
Database files will be named by employee #
Delivered via FTP
a' ' so He
Date: August 8, 2022
Valid Untill October 7, 2022
SoftFile
209 Commerce Circle
Sacramento, CA 95814
Description
Est. Quantity
Price
Unit
Line Total
Document Preparation (6 hours per box)
84
$ 25.00
Hour
$ 2,100.00
Document Scanning - Legal 11 x 17 and Smaller @ 200 DPI
BM PDF Format
33,600
$ 0.080
Image
$ 2,688.00
Index Data Entry- Employee # - (per keystroke)
2,128
$ 0.10
Each
$ 212.80
Project Setup
1
$ 500.00
Each
$ 500.00
Pickup
1
$ 150.00
Trip
$ 150.00
Destruction (box)
14
$ 5.00
Each
$ 70.00
Special Notes and Instructions
The HR department will supply a datafile to SoftFile
Subtotal 5.720.80
Sales Tax $ -
Shippin
Total 5,720.80
Above information is not an invoice. The quantities listed are only an estimate for budgetary purposes.
ON
City of San Rafael — HR Employee Records
ssa Curtin, SHRN-CP
ministrative Services Analyst
Cityof San Rafael
415.485.3069
Project Description: i9 1
Prepare approx. 4,400 pages of 1-9 forms for scanning
Files will be scanned 200dpi bitonal multipage PDF/A
Indexapprox 1,476 files by employee name (last, first)
datafile provided by San Rafael HR.
Database files will be named by name (last, first)
Delivered via FTP
Files will not be back -prepped. And will be destroyed after
the project is complete. -
so He
Date: August 8, 2022
Valid Untill October 7, 2022
SoftFile
209 Commerce Circle
Sacramento, CA 95814
Doscrioio
Est. Quantity
Price
Unit
Line Total,
Document Preparation (6 hours per box)
18
$ 25.00
Hour
$ 450.00
Document Scanning - Legal 11 x 17 and Smaller @ 200 DPI
4,400
$ 0.080
Image
$ 352.00
B/W PDF Format
Total $ 2'1,132.12
Index Data Entry -1-9 files Name (Last, First) - (per keystroke)
1,476
$ 0.17
Each
$ 250.92
Project Setup
1
$ 500.00
Each
$ 500.00
Pickup
1
$ 150.00
Trip
$ 150.00
Destruction (box)
4
$ 5.00
Each
$ 20.00
Special Notes and Instructions _
The HR department will supply a datafile to SoftFile
Subtotal 1,722.92
Sales Tax $ -
Shi22ing
Total 1,722.92
Above information is not an invoice. The quantities listed are only an estimate for budgetary purposes.
TYPE
BOXES
TOTAL
Active
15
$ 6,157.40
Termed
19
$ 7,531.80
Medial
14
$ 5,720.00
i9
2
$ 1,722.92 1
Total $ 2'1,132.12
13
EXHIBIT B
INSURANCE REQUIREMENTS
During the term of this Agreement, and for any time period set forth below,
CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance
policies with respect to employees and vehicles assigned to the performance of Services under this
Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage
verifications as defined in this Exhibit B.
A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall
maintain, at no expense to CITY, the following insurance policies:
1. Commercial general liability. 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. Automobile liability. 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. Professional liability. 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. Workers' compensation. 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:
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
Rev. 08.22 B-1
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 appiies regardless of whether or not CITY has received a waiver of subrogation
endorsement from the insurer.
5. If the 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.
9. CONSULTANT agrees to ensure that subcontractors, and any other party
involved with the Services, who is brought onto or involved in the performance of the Services by
CONSULTANT, provide the same minimum insurance coverage required of CONSULTANT,
except as with respect to limits. CONSULTANT agrees to monitor and review all such coverage
and assumes all responsibility for ensuring that such coverage is provided in conformity with the
requirements of this Agreement. CONSUTLANT agrees that upon request by CITY, all
agreements with, and insurance compliance documents provided by, such subcontractors and
others engaged in the performance of Services will be submitted to CITY for review.
10. CONSULTANT agrees to be responsible for ensuring that no contract used
by any party involved in any way with the Services reserves the right to charge CITY or
CONSULTANT for the cost of additional insurance coverage required by this Agreement. Any
08.22 B-2
such provisions are to be deleted with reference to CITY. It is not the intent of CITY to reimburse
any third parry for the cost of complying with these requirements. There shall be no recourse
against CITY for payment of premiums or other amounts with respect thereto.
C. Deductibles and. SIR's. Any deductibles or self-insured retentions in
CONSULTANT's insurance policies must be declared to and approved by the CITY and shall not
reduce the limits of liability. Policies containing any 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
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 ful I certified copy of any insurance policy and endorsements from
CONSULTANT. Fai lure 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 the CITY.
08.22 B-3
RAFq�C
7
5 2
rr ��
WITH P
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: Administrative Services (HR)
Project Manager: Nadine Atieh Hade Extension: 415.485.3062
Contractor Name: SoftFile
Contractor's Contact: Russ Nelson Contact's Email: russn@softfile.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED REVIEWER
DEPARTMENT
DATE Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
Click here to
❑
enter a date.
b. Email contract (in Word) and attachments to City
9/23/2022
Attorney c/o Laraine.Gittens@cityofsanrafael.org
2
City Attorney
a. Review, revise, and comment on draft agreement
10/7/2022
and return to Project Manager
10/7/2022
❑X GC
b. Confirm insurance requirements, create Job on
Department Director
PINS, send PINS insurance notice to contractor
❑X _GC ^
3
Approval of final agreement form to send to
Click or tap
® NAH
contractor
to enter a
date.10/12/22
4
Project Manager
Forward three (3) originals of final agreement to
Click here to
❑x AMC
contractor for their signature
enter a date.
10/12/2022
5
Project Manager When necessary, contractor -signed agreement
® 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
Date of City Council approval
enter a date
PRINT C CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager Forward signed original agreements to City
10/13/2022
Attorney with printed copy of this routing form
AMC
7
City Attorney
Review and approve hard copy of signed
�I
to 111Z�
agreement
8
City Attorney
Review and approve insurance in PINS, and bonds
(for Public Works Contracts)
9 City Manager/ Mayor
Agreement executed by City Council authorized
/}
l�
official
10 City Clerk
Attest signatures, retains original agreement, and
++
1 forwards copies to Project Manager J�5