HomeMy WebLinkAboutItem 06 DSD/PW Back Scanning for LaserFiche Project
AGENDA ITEM SUMMARY Meeting Date: March 3, 2008
Meeting Type: Regular Session
Department: Information Technology
Staff Contact: Rod Lathrop G\ L
S P R I N G FIE L D Staff Phone No: 736-1025
C I T Y C 0 U N C I L Estimated Time: Consent Calendar
ITEM TITLE: DSDIPW BACK SCANNING FOR LASERFICHE PROJECT.
ACTION
REQUESTED:
ISSUE
STATEMENT:
ATTACHMENTS:
DISCUSSIONI
FINANCIAL
IMPACT:
Authorize City Manager to sign contract with Technical Imaging Systems, Inc.
A Request For Proposals was issued, closed, and awarded. Technical Imaging
Systems scored the highest on the RFP, had excellent quality, and also had the
lowest cost.
Contract with Technical Imaging Systems, Inc.
The initial set of documents to be back scanned are in the Development Services
Department, and consist primarily of Building Permit and Code Enforcement files.
Converting these documents to electronic format will make them available to
customers on the City web site, will make them available to DSD and other City
staff instantly from their workstations, and will free up needed space in City Hall.
These actions should make the Development Permit process more customer-friendly
and more efficient for City staff.
The Back Scanning project is a significant phase of the Laserfiche project approved
by Council. All funding for back scanning is contained within the approved
Technology Fee, which funds all Document Imaging costs for the City. The first
phase ofDSD files is estimated to last through Ql 2009. DSD Planning Files and
PW Project Files may be back scanned after DSD Permit and Code Enforcement
files are completed. The total back scanning project for DSD and Public Works
could cost as much as $100,000 over the next three years.
CITY OF SPRINGFIELD
INDEPENDENT CONTRACTOR AGREEMENT
(Type 3: For Personal Services Contracts Requiring Professional Liability Insurance)
Dated:
January 17, 2008
Parties:
City of Springfield
("CITY")
and
Technical Imaging Systems, Inc., aka ("Independent Contractor")
Digital Imaging Services, Inc.
Additional Independent Contractor Information:
A. Type of Entity:
B. Address:
C. Telephone:
D. Fax No:
E. SSN or Fed. 1.0. No:
F. Professional License(s) No:
G. Oregon Agency Issuing License:
H. Foreign Contractor . DYes IZI No
(Foreign means not domiciled in or registered to do business in Oregon) See Exhibit B(11).
o Sole Proprietorship
o Partners 0 Limited Liability Company ~ Corporation
4735 NE 72nd Avenue, Portland, OR 97218
(360)567 -1260
(360)567 -1261
87 -0765950
CITY Account Number(s) To Be Charged (Include Percentages):
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In consideration of the mutual covenants contained herein, the parties agreeto the following terms,
provisions and conditions:
1. Payment by CITY. CITY shall pay Independent Contractor according to the sum and schedule
described on Attachment "1" attached hereto and incorporated herein by this reference and in an
amount not to exceed $100,000.
2. Services to be Performed by Independent Contractor. Independent Contractor shall perform the
services described on Attachment 2, Independent Contractor's response to City's Request for
Proposals.
3. Term. This Agreement is effective as of the date first set forth above and shall continue until
December 31, 2010, unless earlier terminated in accordance with the provisions of this Agreement or
by mutual consent of the parties.
4. Independent Contractor Status. By its execution of this Agreement, Independent Contractor
certifies its status as an "Independent Contractor" as that term is used under the laws of the State of
Oregon, and that all performance of any labor or services required to be performed by Independent
11/2007 Independent Contractor Agreement for Personal Services Type 3
. Page 1 of 8
Contractor ,under the terms of this Agreement shall be performed in accordance with the standards set
forth in ORS 670.600, and as more specifically set forth on Exhibit "A" attached hereto and
incorporated herein by this reference.
5. Conformance with Oregon Public Contracts Law (ORS Chapter 279). Independent Contractor
shall comply with all applicable provisions of Oregon law for public contracts, including, but not limited
to ORS 2798.220, ORS 2798.225, ORS 2798.230, and ORS 2798.235, and as more fully set forth on
Exhibits "A" and "8" attached hereto and incorporated herein by this reference.
6. Work Performed. The work to be performed by Independent Contractor includes services generally
performed by Independent Contractor in his/her/its usual line of business.
7. Tax duties and Liabilities. Independent Contractor shall be responsible for all federal, state and
local taxes, if any, applicable to any payments received pursuant to this Agreement, including but not
limited to income tax, payroll tax, social security and self-employment tax. CITY shall not withhold,
pay, or in any other manner be responsible for payment of any taxes on behalf of Independent
Contractor.
8. Reimbursement Of Expenses. Independent Contractor shall not be entitled to reimbursement by
CITY for any expenses incurred by Independent Contractor unless otherwise agreed in writing.
9. Materials and Supplies. Independent Contractor shall supply all materials and supplies needed to
perform the services required unless otherwise agreed in writing.
10. No Authority To Bind CITY. Independent Contractor shall have no authority to enter into contracts
on behalf of CITY, it's officers, agents and employees. This Agreement shall not create a partnership
or joint venture of any sort between the parties.
11. Federal Employment Status. In the event payment made pursuant to this Agreement is to be
charged against federal funds, Independent Contractor hereby certifies that it is not currently
employed by the Federal Governmentand the amount charged does not exceed Independent
Contractor's normal charge for the type of serVices provided
12. Indemnification and Hold Harmless. Independent Contractor shall defend, indemnify and hold
harmless City from and against all liability or loss and against all claims or actions based upon or
arising out of damage or injury to persons or property caused by or sustained in connection with the
performance of this Contract by Independent Contractor except, pursuant to ORS 30.140, for losses,
claims, or actions resulting from the sole negligence of City.
The Independent Contractor shall assume all responsibilities for the work, and bear all losses and
damages directly or indirectly resulting to the Independent Contractor, the City, or to others on account
of the character or performance of the work, unforeseen difficulties, accidents, or any other cause
whatsoever. The Independent Contractor shall assume defense of, indemnify and save harmless 'the .
City, its officials, agents, and employees from all claims, liability, loss, damage and injury of every
kind, nature and description, directly or indirectly resulting from activities in the performance of the
Contract, the ownership; maintenance or use of motor vehicles in connection therewith, or the acts,
omissions, operations, or conduct Of the Independent Contractor or any Subcontractor under the
Contract or any way arising out of the Contract, irrespective of whether any act, omission or conduct
of the City connected with the Contract is a condition or contributory cause of the claim, liability loss,
damage or injury and irrespective or whether act, omission, or conduct of the Independent Contractor
or Subcontractor is merely a condition rather than a cause of a claim, liability, loss damage or injury.
The Independent Contractor shall not be liable for nor be required to defend or indemnify, the City
relative to claims for damage or damages resulting solely from acts or omissions of the City, its
officials, agents or employees. The absence of or inadequacy of the liability insurance required in
section 13 below shall not negate Independent Contractor's obligations in this paragraph.
11/2007 Independent Contractor Agreement for Personal Services Type 3
Page 2 of 8
13. Insurance..
13.1. General Insurance. The Independent Contractor shall maintain in force for the duration of this
agreement a Commercial General liability insurance policy written on an occurrence basis with
limits not less than $1,000,000 per occurrence and $2,000,000 in the aggregate. The policy will
contain a "per project" aggregate endorsement. Automobile liability (owned, non-owned and
hired) insurance with limits not less than $1,000,000 per occurrence shall be maintained. The
City, its employees, officials and agents will be named as an Additional Insured where
operations are being conducted related to this contract, on the General Liability policy as
respects to work or services performed under this agreement to the extent that the death or
bodily injury to persons or damage to property arises out of the fault of the Independent
Contractor or the fault of the Independent Contractor's agents, representatives or
subcontractors. This insurance will be primary over any insurance the City may carry on its
own.
13.2. Professional Liability. Independent Contractor shall maintain in force during the duration of
this Agreement (and, if it is a claims made policy, for a year following completion of the project)
a professional liability policy, approved by the City's Risk Manager as to terms, conditions and
limits.
13.3. Asbestos Abatement. (Only applicable to Asbestos Contracts) The Commercial General Liability
policy shall be written on a form that meets the following criteria and must be ASBESTOS
SPECIFIC as follows:
a. A full occurrence form, or
b. A limited occurrence form with at least a three-year (3) tail, or
c. A claim made form with a three-year (3) tail.
13.4. Workers' Compensation. Independent Contractor shall provide and maintain workers'
compensation coverage for its employees, officers, agents, or partners, as required by applicable
workers' compensation laws. If Independent Contractor is exempt from coverage, a written
statement signed by Contractor so stating the reason for the exemption shall be provided to the
City.
13.5. Evidence of Coverage. Evidence of the required coverages issued by a company satisfactory
to the City shall be provided to the City by way of a certificate of insurance' before any work or
services commence. A 30-day notice of cancellation or material change in coverage clause
shall be included. It is the Independent Contractor's obligation to provide the 30 days notice if
not done so by the Independent Contractor's insurance company(s). Failure to maintain the
proper insurance shall be grounds for immediate termination of this contract.
13.6. Equipment and Material. The Independent Contractor shall be responsible for any loss,
damage, or destruction of its own property, equipment, and materials used in conjunction with
the work.
13.7. Subcontractors. The Independent Contractor shall require all subcontractors to provide and
maintain general liability, auto liability, professional liability (as applicable), and workers'
compensation insurance with coverage's equivalent to those required of the general contractor in
this contract. The Independent Contractor shall require certificates of insurance from all
subcontractors as evidence of coverage.
13.8. Exception or Waivers. Any exception or waiver of these requirements shall be subject to review
and approval from the City's Risk Manager.
13.9 Railroad Protective Liability Coverage. If work being performed under this agreement is
near railroad tracks or a railroad right of way and the Railroad requires special insurance (for
example: Railroad Protective Liability Coverage) Independent Contractor will be responsible for
meeting the Railroad insurance requirements before any work commences. Any insurance
required to be purchased by the Railroad is in addition to the insurance required by the City.
14. Termination. The performance of work under this Agreement may be terminated by CITY, in whole or
in part, whenever for any reason CITY shall determine that such termination is in the best interest of
CITY. Any such termination shall be effected by delivery to the Independent Contractor of a Notice of'
Termination specifying the extent to which performance of the work under the Agreement is
11/2007 Independent Contractor Agreement for Personal Services Type 3
Page 3 of 8
terminated and the date on which such termination is effective. Upon delivery to the Independent
Contractor of a Notice of Termination under this paragraph, the Independent Contractor and CITY
shall, by agreement, make an appropriate written modification to this Agreement governing completion
of portions of the independent Contractor's work and payment therefore by CITY.
15. Rights In Data. All original written material, including programs, card decks, tapes, listings, and other
documentation originated and prepared for CITY pursuant to this Agreement, shall become
exclusively the property of CITY. The ideas, concepts, know-how, or techniques developed during the
course of this Agreement by Independent Contractor personnel can by used by either party in any way
it may deem appropriate. Material already in Independent Contractor's possession, independently
developed by Independent Contractor outside the scope of this Agreement, or rightfully obtained by
Independent Contractor from third parties, shaH belong Independent Contractor. This agreement shall
not preclude Independent Contractor from developing materials which are competitive, irrespective of
their similarity to materials which mightbe delivered to CITY pursuant to this Agreement. Independent
Contractor shall not, however, use any written materials developed under this Agreement in
developing materials for others, except as provided in this section.
16. Confidentiality. During the course of performance hereunder, Independent Contractor or its agent,
employees, or contractors, may receive confidential information. Independent Contractor agrees to
use its best efforts to maintain the confidentiality of such information and to inform each agent and
employee performing services of the confidentiality obligation that pertains to such information.
17. Assignment/Subcontract. Independent Contractor shall not assign, sell, transfer, subcontract or
sublet rights, or delegate responsibilities under this agreement, in whole or in part, without the prior
written approval of CITY. No such written approval shall relieve Independent Contractor of any
obligations of this Agreement, and any transferee or subcontractor shall be considered the agent of
Independent Contractor. Independent Contractor shall remain liable as between the original parties to
this Agreement as if no such assignment had occurred.
18. Successors In Interest. The provisions of this Agreement shall be binding upon and shall inure to
the benefit of the parties to this Agreement and their respective successors and assigns.
19. Compliance With All Government Regulations. Independent Contractor shall comply with all
Federal, State and local laws, codes, regulations and ordinances applicable to the work performed
under this Agreement. Failure to comply with such requirements shall constitute a breach of con tract
and shall be grounds for termination of this Agreement. Damages or costs resulting from
noncompliance shall be the sole responsibility of Independent Contractor.
20. Attorney Fees. In the event a lawsuit of any kind is instituted on behalf of CITY to enforce any
provision of this Agreement, Independent Contractor shall pay s.uch additional sums as the Court may
adjudge reasonable for attorney fees plus all costs and disbursements at trial and on any appeal.
21. Force Majeure. Neither party to this Agreement shall be held responsible for delay or default caused
by fire, riot, acts of God and/or war which is beyond that party's reasonable control. CITY may
terminate this Agreement upon written notice after determining such delay or default will unreasonably
prevent successful performance of the Agreement.
22. Assistance Regarding Patent And Copyright Infringement. In the event of any claim or suit
against CITY on account of any alleged patent or copyright infringement arising out of the
performance of this Agreement or out of the use of any material furnished or work or services
performed hereunder, Independent Contractor shall defend CITY against any such suit or claim and
hold CITY harmless from any and all expenses, court costs, and attorney's fees in connection with
such claim or suit.
23. Severability. If any provision of this Agreement is declared by a court to be illegal or in conflict with
any law, the validity of the remaining terms and provisions shall not be affected; and the rights and
11/2007 Independent Contractor Agreement for Personal Services Type 3
. Page 4 of 8
obligations of the parties shall be construed and enforced as if the Agreement did not contain the
particular provision held to be invalid.
24. Access To Records. CITY and its duly authorized representatives shall have access to books,
documents, papers and records of Independent Contractor which are directly pertinent to this
Agreement for the purpose of making audit, examination, excerpts and transcripts.
25. Waiver. Failure of CITY to enforce any provision of this Agreement shall not constitute a waiver or
relinquishment by CITY of the right to such performance in the future nor of the right to enforce any
other provision of this Agreement.
26. Amendments. The terms of this Agreement shall not be waived, altered, modified, supplemented or
amended in any manner whatsoever, without prior written approval of CITY, No modification of this
Agreement shall bind either party unless reduced to writing and subscribed by both parties, or ordered
by a Court.
27. Nondiscrimination. Independent Contractor shall comply with all applicable requirements of Federal
and State civil rights and rehabilitation statutes, rules and regulations.
28. Dual Payment. Independent Contractor shall not be compensated for work performed under this
contract from any CITY agency other than the agency which is a party to this contract.
29. Remedies. This Agreement shall be governed by and construed in accordance with the laws of the
State of Oregon, and any litigation arising out of this Agreement shall be conducted in the courts of the
State of Oregon, County of Lane.
30. Entire Agreement. This Agreement signed by both parties is the parties' final and entire Agreement
and supersedes all prior and contemporaneous oral or written communications between the parties,
their agents and representatives. There are no representations, promises, terms, conditions or
obligations other than those contained herein.
IN WITNESS WHEREOF the parties have executed this Agreement to be effective the date first
set forth above.
CITY OF SPRINGFIELD:
By:
Name:
Title:
Date:
INDEPENDENT CONTRACTOR
Ii- (1,,-, z ==-
/~ e.,.-':'" (]r./ {,. (/~ l-,r
Se0re te..,,_, 1VRfd-"I.-r
:2- (lJ..rf u 3
By:
Name:
Title:
Date:
"'-" p r. "Dc;n'Js:n
~ L>,~\' ..) \..~ ~~'~L..__.___.
\ \ 2S"\~
. Reviewed by City Contract Office:
~ IJ.W.t.- f)qot
11/2007 Independent Contractor Agreement for Personal Services Type 3
Page 5 of 8
EXHIBIT "A"
CITY OF SPRINGFIELD
INDEPENDENT CONTRACTOR AGREEMENT
Independent Contractor Status
All performance of any labor or services required to be performed by Independent Contractor
shall be performed in accordance with the standards set forth in ORS 670.600 (2005), and as
follows:
A person is customarily engaged in an independently established business if any three of the
following six requirements are met:
1. The person maintains a business location:
a. That is separate from the business or work location of the person for whom the
services are provided; or,
b. That is in a portion of the person's residence and that portion is used primarily
for the business.
2. The person bears the risk of loss related to the business or the provision of services as
shown by factors such as:
a. The person enters into fixed-price contracts;
b. The person is required to correct defective work;
c. The person warrants the services provided; or,
d. The person negotiates indemnification agreements or purchases liability
insurance, performance bonds or errors and omissions insurance.
4. The person provides contracted services for two or more different persons within a 12-'
month period, or the person routinely engages in business advertising, solicitation or
other marketing efforts reasonably calculated to obtain new contracts to provide similar
services.
5. l]:l.~_person makes a significant investment in the business, through means such as:
a. Purchasing tools or equipment necessary to provide the services;
b. Paying for the premises or facilities where the services are provided; or
c. Paying for licenses, certificates or specialized training required to provide the
services.
6. The person has the authority to hire other persons to provide or to assist in providing
the services and has the authority to fire those persons.
11/2007 Independent Contractor Agreement for Personal Services Type 3
Page 6 of 8
EXHIBIT "B"
City of Springfield
Public Contracts
Conformance with Oregon Public Contractors Laws
Pursuant to Oregon law, every public contract shall contain the following conditions:
I) Make payment promptly, as due, to all persons supplying to the contractor labor or material for the perfonnance of the work provided
for in the contract. ORS 2798.220(1)
2) Pay all contributions or amounts due the Industrial Accident Fund trom the contractor or subcontractor incurred in the perfonnance of
the contract. ORS 2798.220(2).
3) Not penn it any lien or claim to be filed or prosecuted against the state or a county,"school district, municipality, municipal
corporation or subdivision thereof, on account of any labor or material furnished. ORS 2798.220(3).
4) Pay to the Department of Revenue all sums withheld from employees under ORS 316.167. ORS 2798.220(4).
5) If the agreement is for lawn and landscape maintenance, it shall contain a condition requiring the contractor to salvage, recycle,
compost or mulch yard waste material at an approved site, if feasible and cost-effective. ORS 2798.225.
6) Promptly, as due, make payment to any person, copartnership, association or corporation furnishing medical, surgical and hospital
care services or other needed care and attention, incident to sickness or injury, to the employees of the contractor, of all sums that the
contractor agrees to pay for the services and all moneys and sums that the contractor collected or deducted from the wages of
employees under any law, contract or agreement for the purpose of providing or paying for the services. All employers shall comply
with ORS 656.017. ORS 2798.230.
7) A person may not be employed for more than 10 hours in anyone day, or 40 hours in anyone week, except in cases of necessity,
emergency or when the public policy absolutely requires it, and in such cases, except in cases of contracts for personal services
designated under ORS 279A.055, the employee shall be paid at least time and a half pay:
a) For all overtime in excess of eight hours a d'ay or 40 hours in anyone week when the work week is five consecutive
days; or
b) For all overtime in excess of 10 hours in anyone day or 40 hours in anyone week when the work week is four
consecutive days, Monday through Friday; and
c) For all work perfonned on Saturday and on any legal holiday specified in ORS 2798.020.
An employer must give notice in writing to employees who work on a public contract, either at the time of hire or before
commencement of work on the contract, or by posting a notice in a location frequented by employees, of the number of hours per day
and days per week that the employees may be required to work. OR~ 2798.235(IH2).
.
8) If the agreement is for personal services, the contract shall contain a provision that the employee shall be paid at least time and a half
for all overtime worked in excess of 40 hours in anyone week, except for individuals under personal services contracts who are
excluded under ORS 653.010 to 653.261 or under 29 U.S.c. 201-209 from receiving overtime. ORS 2798.235(2).
9) Contracts for services must contain a provision that requires that persons employed under contracts shall receive at least time and half
pay for work perfonned on the legal holidays specified in a collective bargaining agreement or in ORS 2798.020(1)(b)(8)-(G) and for
all time worked in excess of 10 hours in anyone day or in excess of 40 hours in anyone week, whichever is greater. Employer shall
give notice in writing to employees who work on a contract for services, either at the time of hire or before commencement of work
on the contract, or by posting a notice in a location frequented by employees, of the number hours per day and days per week that the
employees may be required to work. ORS 2798.235(5).
If this agreement is for a pl!blic improvement, the contract shall contain the following conditions:
10) Make payment promptly, as due, to all persons supplying to the contractor labor or material for the performance of the work provided
for in the contract. ORS 279C505(1)(a).
II) Pay all contributions or amounts due the Industrial Accident Fund trom the contractor or subcontractor incurred in the perfonnance of
the contract. ORS 279C505(1)(b).
12) Not pennit any lien or claim to be filed or prosecuted against the state or a county, school district, municipality, municipal
corporation or subdivision thereof, on account of any labor or material furnished. ORS 279C505(1)(c).
13)' Pay to the Department of Revenue all sums withheld from employees under ORS 316.167. ORS 279C.505(I)(d).
14) The contractor shall demonstrate that an employee drug testing program is in place. ORS 279C.505(2).
. 11/2007 Independent Contractor Agreement for Personal Services Type 3
Page 7 of 8
15) If the contractor fails, neglects or refuses to make prompt payment of any claim for labor or services furnished to the contractor or
subcontractor by any person in connection with the public improvement contract as the claim becomes due, the proper officer or
officers representing the state or a county, school district, municipality, municipal corporation or subdivision thereof, as the case may
be, may pay such claim to the person furnishing labor or services and charge the amount of the payment against the funds due or to
become due the contract by reason of the contract. If the contractor or first-tier subcontractor fails, neglects or refuses to make
payment to a person furnishing labor or materials in connection with the public improvement contract within 30 days after receipt of
payment from the contracting agency or a contractor, the contractor or first-tier subcontractor shall owe the person the amount due
plus interest charges commencing at the end of the 10-day period that payment is due under ORS 279C.580(4) and is subject to a
good faith dispute as defined in ORS 279C.580. If the contractor or a subcontractor fails, neglects or refuses to make payment to a
person furnishing labor or materials in connection with the public improvement contract, the person may file a complaint with the
Construction Contractors Board, unless payment is subject to a good faith dispute as detined in ORS 279C.580. ORS 279C515.
16) The payment of a claim does not relieve the contactor or the contractor's surety from obligation with respect to any unpaid claims.
ORS 279C515(4).
17) A person may not be employed for more than 10 hours in anyone day, or 40 hours iri anyone week, except in cases of necessity,
emergency or when the public policy absolutely requires it, and in such cases, except in cases of contracts for personal services
designated under ORS 279C.100, the employee shall be paid at least time and a half pay:
a) For all overtime in excess of eight hours a day or 40 hours in anyone week when the work week is five consecutive
days; or, .
b) For all overtime in excess of 10 hours in anyone day or 40 hours in anyone week when the work week is four
consecutive days, Monday through Friday; and,
c) For all work performed on Saturday and on any legal holiday specified in ORS 2798.020. ORS 279C520(1).
An employer shall give notice in writing to employees who work on a public contract either at the time of hire or before
commencement of work on the contract, or by posting a notice in a location frequented by employees, of the number of hours per day
and days per week that ~e employees may be required to work. ORS 2798.520(2).
18) If the agreement is for personal services, the contract shall contain a provision that the employee shall be paid at least time and a half
for all overtime worked in excess of 40 hours in anyone week, except for individuals under personal services contracts who are
excluded under ORS 653.010 to 653.261 or under 29 V.S.C. 201-209 from receiving overtime. ORS 279C.520(3).
19) Contracts for services must contain a provision that requires that persons employed under contracts shall receive at least time and half
pay for work performed on'the legal holidays specified in a collective bargaining agreement or in ORS 279C540(1)(b)(B)-(G) and for
all time worked in excess of 10 hours in anyone day or in excess of 40 hours in anyone week, whichever is greater. An employer
shall'give notice in writing to employees who work on a contract for services, either at the time of hire or before commencement of
work on the contract, or by posting a notice ina location frequented by employees, of the number of hours per day and days per week
that the employees may be required to work. ORS 279C.520(5) .
20) Solicitation documents for a public improvement contract shall make specific reference to federal, state and local agencies that have
enacted ordinances, rules or regulations dealing with the prevention of environmental pollution and the preservation of natural
resources that affect the performance of the contract. A solicitation document must also make special reference to known conditions
at the construction site that may require the successful bidder to comply with the ordinances, rules ,or regulations identified under
ORS 279C.525(1). [fthe successful bidder encounters a condition not referred to in the solicitation documents, not caused by the
successful bidder and not discoverable by a reasonable prebid visual site inspection, and the condition requires compliance with the
ordinances, rules or regulations refeued to under ORS 279C.525(1), the successful bidder shall immediately give notice of the
condition to the contracting agency. The successful bidder may not commence work nor incur any additional job site costs in regard
to the condition encountered and described in ORS 279.525(3) without written direction from the contracting agency. ORS
'~9C.525.
21) Promptly, as due, make payment to any person, copartnership, association or corporation furnishing medical, surgical and hospital
care services or other needed care and attention, incident to sickness or injury, to the employees of the contractor, of all sums that the
contractor agrees to pay for the services and all moneys and sums that the contractor collected or deducted from the wages of
employees under any law, contract or agreement for the purpose of providing or paying for the services. All employers shall comply
with ORS 656.017. ORS 279C.530.
22) A contract for public works shall contain a provision stating the existing state prevailing rate and wage and, if applicable, the federal
prevailing rate of wage required. Every contract and subcontract shall contain a provision that workers shall be paid not less than the
specified minimum hourly rate of wage in accordance with ORS 279C.838.. ORS 279C.830(l).
If this agreement is for demolition, the contract shall also contain the following conditions:
23) Contractor must salvage or recycle construction and demolition debris, iffeasible and cost-effective. ORS 279C.510(1)
11/2007 Independent Contractor Agreement for Personal Services Type 3
Page B of B
ArT ACHMENT 1
TECHNICAL IMAGING SYSTEMS INC
VANCOUVER WA 98663
360-567-1260
** WORK ORDER ** PAGE
CUST #
S225
ORDER #
ORDER DATE
DUE DATE
DATE SHIPPED
109
01/09/08
01/09)08
FG 1/9/2008
DUE
BILL SPRINGFIELD CITY OF
TO -ADMINISTRATIVE SERVICES
225 FIFTH ST
SPRINGFIELD, OR 97477
SHIP SPRINGFIELD CITY OF
TO ADMINISTRATIVE SERVICES
225 FIFTH ST
"
WORK ORDER - PLEASE PAY FROM
INVOICE TO FOLLOW
TOTAL
ATTACHMENT 2
TECHNICAL
IMAGING SYSTEMS,
INC.
4735 NE 72ND AVE.
PORTlAND, OR 97218
PROJECT TITLE
DOCUMENT IMAGING SERVICES PROJECT
:11- ~
City of Springfield
Administrative Services DepL
Attention: Leslie Wilson, Management Analyst
225 Fifth Street,
Springfield, Oregon 97477
THE CITY OF SPRINGFIELD
RFP: Document Imaging Services
T ABLE OF CONTENTS
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TABLE OF CONTENTS PAGE 1
A. EXECUTIVE SUMMARY PAGE 2
B. . PROJECT STAFF IDENTIFICATION PAGE 3
C. SIMILAR PROJECT EXPERIENCE WITH REFERENCES PAGE 4-5
D. P AST PE~ORMANCE RESULTS PAGE 6
E. SCOPE OF WORK
PROJECT OVERVIEW PAGE 7
PROPOSAL FEATURE SUMMARY PAGE 7
CLIENT RECORD CONFIDENTIALITY PAGE 7
FILE RETRIEVAL PAGE 8
INSPECTION AND ACCEPTANCE PAGE 8
DELIVERY SCHEDULE PAGE 8 \
DELIVERY MEDIA PAGE 8
PROJECT WORK PLAN PAGE 8-11
F. COST PROPOSAL PAGE 12
90-DA Y PROPOSAL GUARANTEE PAGE 12
G. TIS QUALITY CONTROL PROGRAM PAGE 13
Technical Imaging Systems, Inc.
Page 1 of 13
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THE CITY OF SPRINGFIELD
RFP: Document Imaging Services
SECTION A: EXECUTIVE SUMMARY
EXECUTIVE SUMMARY
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In 1984, TIS (Title Information Services), located in Portland, OR, was incorporated and began
providing microfilm services to Title Insurance Companies, County Recording and Assessor's
Offices, as well as governmental agencies requiring the filming of Engineering and Architectural
drawings. This gives TIS over 20 years of experience microfilming engineering drawings.
In 2001, Title Information Services reorganized and split the corporation into one additional.
Oregon Corporation (Technical Imaging Systems, Inc.); one provided microfilm and Land record
sales to Title Insurance companies and the other business provided graphic services for large
format poster, banner, color copies, large format reproduction of drawings, laminating mounting
and all related services. This business was sold in January 2007 due to the owner retiring.
In January 2006, Technical Imaging Systems, Inc. was restructured to include a new Corporation
(Digital Imaging Services, Inc - A Washington Corporation) in order to streamline services. A
14,000 square foot building in downtown Vancouver, Washington was purchased for providing
large conversion services for Microfilm and Paper documents, both large and small format.
Fiber optics were installed to speed internet use as well as large servers to handle over 50
terabytes of information. In addition, daily services of land records are provided to Title
Insurance Companies and County Auditors and Assessors.
TIS is a member of AIIM (The Association for Information and Image Management) acd ARMA
(Association of Record Managers and Administrators). AIIM is the international authority on
Enterprise Content Management (ECM), the tools and technologies that capture, manage, store,
preserve, and deliver content in support of business processes. ARMA is a not-for-profit
association and the leading authority on managing records and information - paper and
electronic.
As Secretary-Treasurer of TIS, I am confident that our team of highly trained and experienced
technicians can utilize our "Best of Class" scanning equipment to provide the City of Springfield
with the highest quality images and the best value.
Best Regards,
~.. J{ ;i-Q
Kevin Bruhacher, Secretary-Treasurer
TECHNICAL IMAGING SYSTEMS, INC
4735 NE nnd Ave., Portland, OR 97218
(360)567-1260
I Primary Project Contact Information
Frankie Gordon - Production Manager
frankieg@disdigital.com
(360)567-1260 (P)/(360)567-1261 (F)
Technical Imaging Systems, Inc.
Page 2 of 13
THE CITY OF SPRINGFIELD
RFP: DOCUMENT IMAGING SERVICES
SECTION B: PROJECT STAFF IDENTIFICATION
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PROJECT STAFF IDENTIFICATION
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Frankie Gordon: Operations Production Manager .
Ms. Frankie Gordon is the Operations Production Manager of TIS. She governs the overall
production of microfilm, paper, and the micrographics departments, manages all TIS production
employees as they complete each project according to each client's specifications and deadlines.
Frankie is also responsible for the ongoing training, daily calibration, and operation of all imaging
equipment. She has a 20+ year history in the Document Imaging Industry as a Microfilm
Technician, Document Scanner Operator, a MicrofIlm Lab Branch Manager, and currently as the
Operations Production Manage!. She has been employed with TIS for the approximately 3 years.
Professionally, Frankie is competent and dedicated, comfortable working closely with all levels of
management. She. is an experienced leader that thrives in dynamic, complex, and challenging
environments. She is well organized and thorough, accomplished in all aspects of management,
record keeping and human relations. She is an excellent communicator, with superior verbal, written
and listening skills. She is able to develop rapport with all types of personalities. She thrives on
working with people and helping them achieve their objectives. She has extensive experience in the
document recovery field specializing in the title and legal industries.
Personal qualities include strong self-motivation, enthusiasm, and a positive "can do" attitude. She
is a quick learner with the ability to adapt to new challenges, resourceful and committed to high
standards of integrity and a strong work ethic. She can establish priorities and is results-oriented with
the perseverance to achieve the best possible results. She can work independently, or as a team
member. She is a creative thinker, willing to take on increased responsibilities.
Paper Project Manager: John Winn
John has been with TIS since Apri12001. John has performed virtually every production function in
our operation with a specialty in IT. The role that John plays is absolutely crucial to the success of
every digital conversion project. He is currently responsible for the File Management and
organization of all Paper projects. Past projects that John has been involved with includes Harney,
North Pacific Group, and NCNM, as well as innumerabIe projects ofvarious complexity throughout
his tenure.
Prep Department: Susan Smith
Sue has been with TIS since August of 2005. She began in the prep department and quickly
obtained the lead position. She has successfully facilitated numerous projects in a timely and
efficient manner. Sue maintains the inventory and tracking of all projects requiring document
preparation. She also handles requests for information when TIS is in possession of a client's
original documents.
Scanning: Steve Harper .
Steve has been with TIS since March of 2005. Steve began in the Paper Scanning Dept, learning the
processes and different equipment, including large format machines, in less than the standard 90
days. He has been in charge of maintaining all paper scanning equipment since 2006, including
troubleshooting and minor maintenance. Steve has successfully completed several projects during
his employment with TIS, which all required unique methodology and process.
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Technical Imaging Systems, Inc.
Page 3 of 13
THE CITY OF SPRINGFIELD
RFP: Document Imaging Services
SECTION C: SIMILAR PROJECT EXPERIENCE WITH REFERENCES
SIMILAR PROJECT EXPERIENCE WITH REFERENCES
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EXAl\1PLE #1
Thortex Inc.
In November 2004, TIS was contracted by Thortex Inc. to digitize all monthly work orders
from the company's inception. The initial project involved 4 runs of similar size,
approximately 100 boxes per run, and was completed in December 2005 according to the
client's timeframe. The project involved scanning different media types, such as
confidential patented recor~s, large-format blueprints, and Heat Treat records. We,
furthermore, created a database program and organizational structure to ease use of digital
images. This involved the development of an automated indexing program due to the
elevated level of indexing required for searchable data. Approximately 340,000 images were
produced and delivered. We are presently contracted by Thortex to digitize and preserve all
current and progressive work orders, which usually involves between 6-10 boxes per month, . as well
as keep an archived copy of scanned documents to protect Thortex from potential data loss.
Company Name:
Contact Name:
. Phone No:
E-mail Address:
Company Address:
Thortex Inc.
Jim Howcroft
(503) 654-5726
ihowcroft@thortexinc.com
15045 NE Mason St., Portland, OR 97230
EXAMPLE #2
AmeriTitle - Salem contracted us. to perform a digital file conversion project of four
Counties policy files. It is important to note that at all phases of the project, all four
Counties information were to be processed separately and therefore treated as their own
separate entities. At the start of the project, a TIS Courier traveled to Salem to pack,
inventory, and load all four Counties files. Upon return, all files were prepared for scanning,
purged, scanned, indexed, organized, and delivered. In . preparing the documents for
scanning, the Large-format documents were separated from the small-format documents
and scanned. Following scanning, the Large-format documents were reintegrated back to
its original place amongst the small-format documents which by this time had already
completed the scanning process. This project was conducted in two phases requiring the
development of differing file structures for the delivery of each county and was completed in .
6 months of the project start date. During this time, a file retrieval service was provided to
facilitate access to required documents. Approximately 1.6 million images were:;?roduced
and delivered.
Company Name:
Contact Name:
Phone No:
E-mail Address:
Company Address:
AmeriTitle - Salem
Cathy Scholander
(503) 581-1431
cathys@ameri-title.com
320 Church Street NE, Salem, OR 97301
Technical Imaging Systems, Inc.
Page 4 of 13
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THE CITY OF SPRINGFIELD
RFP: Document Imaging Services
SECTION C: SIMILAR PROJECT EXPERIENCE WITH REFERENCES
EXAMPLE #3
Wahkiakum County Commissioners Office contracted us to scan and index approximately
24 bir!.ders and 18 ledgers of records into a digital format. The scanned images were then
archived to 16mm silver microfilm with polysulfide treatment in compliance with State
Archiving specifications. All paper and digital images were returned to the Wahkiakum
County Commissioners Office upon project completion.
Contact Name:
Phone No:
E-mail Address:
Company Name:
Company Address:.
Holly Pfenniger
(360) 796-6925
pfennigerh@co.wahkiakum.wa. us
Wahkiakum County Commissioners Office
64 Main Street, 3rd Floor, Cathlamet, W A 98612
Technical Imaging Systems, Inc.
Page 5 of 13
THE CITY OF SPRINGFIELD
RFP: Document Imaging Services
SECTION D: PAST PERFORMANCE RESULTS
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PAST PERFORMANCE RESULTS
..~..--~-------------~----
North Pacific Group
TIS recently completed a document scanning project for North Pacific Group. The project
consisted of 16 bankers boxes containing paper records to be scanned and indexed.. The
project was performed in 5 batches, each batch having an average of 5 boxes. Based on the
sample we performed for NPG, the estimated project image count was set at 40,000. The
actual project image count was 29,938. The project was quoted at $3,180.00. The actual
project cost was $2,676.68. The estimated time line was set at 1 week for each run, which
equates to a 1 month completion time. The project commenced on October 1, 2007 and
was completed on November 5,2007.
Harney County Clerk
TIS is in contract with the Harney County Clerk to prepare, scan and index their paper
documents, and archive all the digital images to 16mm original Silver film with polysulfide
treatment on an on-going basis. The initial project image count was estimated at 11,300.
The actual project image count was 11,297. The initial project was quoted at $2,143.90.
The actual project cost was $1,669.17
National College of N amral Medicine
TIS recently completed a document scanning project for the Registrar's Office of the
National College of Natural Medicine. The project consisted of preparing, scanning and
indexing approximately 20 boxes of student records. The project image count was
estimated at 53,700 images. The actual project image count was 54,216. The project was
quoted at $3,245.75. The actual project cost was $3,266.36. The project's time line estimate
was 2 months. The project commenced September 4, 2007 and was completed September
21,2007. .
Technical Imaging Systems, Inc.
Page 6 of 13
THE CITY OF SPRINGFIELD
RFP: Document Imaging Services
SECTlON E: PROPOSED METHODOLOGY
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PROJECT OVERVIEW
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The City of Springfield Information Technology Department has requested paper to digital conversion
services for 165 boxes containing approximately 650,000 documents to a digital format. The project consists
of preparing the City of Springfield documents for scanning, scanning the City of Springfield u:ocuments at a
minimum of 200dpi PDF output for color photos/TIFF output for bi-tonal documents and indexing the
images by the Street Address associated with each file.
The following media components will be involved in the conversion process:
Loose Paper Documents
165 boxes consisting of approximately 650,000 documents. Document types include:
· 8.5xll" documents
· Card Stock
· Color Photographs
· Folded Construction Drawings (up to "E" sized)
PROPOSAL FEATURE SUMMARY
In order to provide The City of Springfield with the most efficient and cost effective method to produce the
highest quality digital images, TIS will propose its methodologies to meet all of the deliverables, deadlines
and standards of quality. The methodologies are contained in the Project Work Plan section. The Project
Work Plan describes how each one of the City assigned tasks will proceed thrqugh our production facility
from beginning to end.
CLIENT RECORD CONFIDENTIALITY
Firstly, TIS is profoundly aware of the sensitive nature of our clients' documents. Thus, we make it our top
priority to take every precaution in securing and protecting their information. TIS is a secure facility requiring
a key code to enter the building. All employees are required to cany TIS ID badges, which identifies them as
TIS employees. Non-TIS employees are required to sign in and must be accompanied by a TIS Escort. At no
time will the City of Springfield Project be handled by anyone other than specifically designated TIS.
employees.
A TIS Courier will retrieve the project from The City of Springfield in a Tented truck. Upon arrival at the TIS
facility, the project will be taken directly to the Paper Scanning Dept. where it will be immediately inventoried
and cross-checked by the City of SpringfieId inventory list. The City of Springfield will be notified within 24
hours of any inventory discrepancies. Following inventory, the boxes will be maintained in the internal paper
warehouse, where the Project Manager and designated team members will access the boxes for document
preparation and scanning purposes. The boxes will remain at the TIS facility until fmal project approval is .
given by The City of Springfield to TIS for the return of the boxes to The City of Springfield. All boxes will
be repacked by the Operations Production Manager using the City supplied inventory list and will be returned
to The City of Springfield by a TIS Courier in a rented truck. The' Operations Production Manager will notify
The City of Springfield when the boxes have left the TIS facility.
Technical Imaging Systems, Inc.
Page 7 of 13
THE CITY OF SPRINGFIELD
RFP: Document Imaging Services
SECTION E: PROPOSED lVIETHODOLOGY
FILE RETRIEVAL
If The City of Springfield needs a file while TIS has their records, TIS will process the request via email with a
30 minute turn around time, emailing the image to the requestor from The City of Springfield. There will not
be a charge for the fIrst 10 requests per week. Subsequent requests will be charged a fee of $7.50 per request.
All paper me requests should be sent to wil1call@tisimaging.com.
INSPECTION AND ACCEPTANCE
TIS accepts full responsibility for providing The City of Springfield with a complete and concise conversion.
The City of Springfield is responsible for providing TIS with a rework list of any problematic images that may
be discovered during the standard 90 day examination period. All reworked images will be delivered to The
City of SpringfIeld within 30 days of TIS receiving the rework list and boxes from the City.
DELIVERY SCHEDULE
Project Start Date: January 15, 2008
Project Completion Date: May 1, 2008
TIS proposes to deliver digital images monthly with the fIrst delivery commencing on the third Friday of the
second month. All subsequent deliveries will transpire the third Friday of every month until project
completion.
January February March April May
Task Duration Who 15 16 17 22 24 31 1 8 15 22 29 3 7 14 21 28 2 4 1 1 18 25 30 1
PROJECT PICKUP 1d rk Ii;
INVENTORY 1d fg,ss i'Ui
PROJECT PREP 55 wk days P~p.JI:.Pr.J?Rg~'r:n, .... - .,. .. '0""
S5 .,.... ;;.': .. "oo,~'
SCAN 55 wk days sh ~"'-"'c,>,,; ....... !) ..>il
INDEX 52 wk days jw ",' ".:..:.'
FILE MANAGEMENT 52wk days JW,fg f:1~AN.A.GEMENr.;'i'::j},' , "' -, ~",:.: ;.':.:'.': :: .-:, .
. ~.",
SORT 1 d/month jw,fg . 1";;1 r:.i"1 ?
FTP UPLOAD 1dfmonth jW,fg I:' [!':] In/:I .,,:
DELIVERY MEDIA
All completed d~gital images will be transferred to The City of Springfield through the use of a secure FTP
site."'" ,.....-.-
PROJECT WORK PLAN
PICK UP
A TIS Courier will transport 165 boxes from The City of Springfield to the TIS facility. The pickup day will
be considered the official Project Start Date.
Technical Imaging Systems, Inc.
Page 8 of 13
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THE CITY OF SPRINGFIELD
RFP: Document Imaging Services
SECTION E: PROPOSED METHODOLOGY
RECEIPT OF ORIGINALS AND TRACKING SYSTEM
The Receipt of Originals and Tracking System stage in our methodology is one of the most critical parts to the
conversion.process to ensure we meet deadlines and quality standards. Upon receipt of the originals, the
Production Manager opens a Work Order and with the aid of an assistant inventories each box received by
. entering them into the job tracking system. The tracking system is a centralized point of information
gathering and communication regarding' each box, including, detailed production specifications, box tracking,
box location, image counts, issues logs, quality control feedback, and billing. This information will follow
each box throughout the entire process and is personalized for each conversion project. All assigned
technicians, Production Supervisors and Managers have access to this information at all times. Once all the
boxes are entered into the system, the Production Manager will compare the City of Springfield inventory
sheet with the internal TIS inventory. When the TIS inventory matches the City of Springfield inventory, the
boxes are scheduled to meet the deadlines through equipment and personnel assignments
ASSIGNING THE PROJECT
At TIS, the Production Manager takes the leadership in every project that flows in and out of the Paper Dept.
All Paper Scanning Dept. team members are directed and assisted by the Production Manager during every
phase of the paper conver~ion process. The Production Manager is responsible for image quality assurance,
project tracking, billing and delivering the project in the agreed upon terms.
During the first phase of assigning the project, the Production Manager develops the Project Prof11e with all
designated team members. All contract specifications are confIrmed and the communication process between
all project team members, the client, and any other parties involved in the production, delivery, and
importation of the digital images for the conversion are developed.
Then, the Production Manager creates a directory on the network where all project actiVity will be
centralized. This ensures that all project components necessary to complete the project remain organized and
easily accessible by all project team members.
PRODUCTION WORK FLOW
The work flow is set up in phases. This allows us to maintain accountability and continuity.
Document Preparation
The following actions will be performed during the preparation of each box preceding scanning:
· Staples and paper clips will be removed
· Sticky notes and other small items will be placed on separate standard sized sheets
· Folded corners will be straightened
· Torn edges will be repaired
· All documents will remain in the same order they were received
Document Scanning
TIS utilizes and maintains state of the art Kodak equipment and software. This software is extremely user
friendly and intelligible; it can be set up to monitor for multi-fed and skewed pages and will stop the scanners
at that point. This keeps operators from guessing or taking extended periods of time to locate an error; it
maintains a 99.9999% accuracy rate. This software also allows the operator to rotate, crop, and re-scan any
image necessary prior to processing. This gives our team the benefit of manipulating live data rather than
processed data.
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Technical Imaging Systems, Inc.
Page 9 of 13
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THE CITY OF SPRINGFIELD
RFP: Document Imaging Services
SECTION E: PROPOSED METHODOLOGY
Following document preparation, each box will be scanned at a minimum of 200dpi. All adjustments or
corrections to the images will be made at point of scan before proceeding to the indexing phase. The images
will be processed into the "Verify" folder in the project directory, created on the TIS network by the
Production Manager, where the Production Manager makes a cursory check of scans prior to the Indexing
phase. Throughout each Scanner's workday, a Work Log is populated detailing the number of boxes scanned,
image counts of each box, scan times, etc. A sample a/the Work Log is included below.
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Document Indexing
Digital images that are located in the "Ready to Index" folder, within directories named after the box number,
will be accessed by the Indexing Technicians. It is here the digital images are verified for image quality and
indexed by the Street Address associated with each file.
File Management
Any conversion to a different format occurs at this stage. The format for this project is still to be determined
by the City of Springfield upon review of the sample submitted with this RFP.
Once the raw scans are generated and any problematic images have been rescanned, trained TIS employees
review the images for indexing accuracy, continuity and image quality. Any box directory with remaining
problem images is sent back to the Paper Scanning Department for what we refer to as Reworks and relocated
to the "Pick Ups" folder, beginning the Pick Ups process over again. All box directories that have been
successfully file managed are relocated to the "Quality Check" folder.
Sorting
Once we have confIrmed quality, entirety and accuracy, the Production Manager sorts the images into the
client specified structure. Any supporting text files for importation and/or accountability are added to the
deIivery device and a fmal spot QC is conducted by the Production Manager before approving the final
product for delivery.
Technical Imaging Systems, Inc.
Page 10 of 13
THE CITY OF SPRINGFIELD
RFP: Document Imaging Services
SECTION E: PROPOSED METHODOLOGY
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Delivery and Billing
Once the Production Manager signs off on the images ready for delivery, she compiles all the supporting
documentation for billing, confIrming images counts, labor hours etc. The Production Manager populates the
work order with the correct information for billing, packs the items to be delivered, and gives them to TIS
shipp.ing and accounting staff.
The boxes will remain at the TIS facility until fmal project approval is given by The City of Springfield to TIS
for the return of the boxes to The City of Springfield. All boxes will be repacked by the Operations
Production Manager using the City of Springfield supplied inventory list along with specific tracking sheet
pages also referred to as Delivery Sheets that include information included in the delivery and will be returned
to The City of Springfield by a TIS Courier in a rented truck. The Operations Production Manager will notify
The City of Springfield when the boxes have left the TIS facility. A sample of a completed Tracking Sheet is
included below.
Client Name
Receive Date
11 of Boxes
--
t," er~ -''!.~ e
1 5438 3.20' 1. 629
2 559S 5nS 4.91 2.:JOa 629
3 5ns SIl63 2.58 2191 529
4 S864 5912 3.0S 2037 629
5 5912 594lI 2.75 nn 629
6 5949 6020 2.33 2649 629
7 602] 5]]2 3.25 2,423 629
S 6112 . 5138 3.83 Z 627 629
9 6139 5256 3.75 2426 529
10 6268 6379 4.25 2,32] 629
II 6379 6573 3.16 2,506 629
12 6571 6656 3.00 2148 529
13 6656 6690 :>'75 2222 629
14 6690 6734 2.75 1716 629
15 6736 6799 3.58 2273 . 629
16 6800 6827 3.33 2,465 619
17 6825 68n 5.50 2684 629
IS 68n 6912 3.75 2674 529
19 5912 6995 3.83 2,600 619
92 Cascade View Est DIY 3 Howartls End Plat 629
93 La Rlcl1ards Cove 629
94 Mise; Mixed Canls 529
9S Serina Creel< Sun East OlV 4 529
96 Sun East DIY 6 Sun Island Part< # 1 529
97 Sun ISland ParIc II SUnlIoht Waters 629
9S Sunllaht Waten SunUaht Waters 11 629
99 Sunllqht Waters 11 Sun Vista Estates 529
Total 66.58 44,694 I
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Technical Imaging Systems, Inc.
Page 11 of 13
THE CITY OF SPRINGFIELD
RFP: Document Imaging Services
SECTION F: COST PROPOSAL
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COST PROPOSAL
NOTE:lf the City of Springfield can supply TIS with an Excel Spreadsheet or text file providing the label
information for each file within each box, the Indexing can be automated which will lower the City's
Indexing costs to 0.020 per image, listed in the below price charts as Option #2. .
OPTION #1: 200DPI Price Chart
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650,000 7.000
650,000 7010
650,000 7011
650,000 7011
. 650,000 7011
4 9012
2 9004
..{~J[ij}~~'~~~~i~.ti~.
Document Prep
Paper Scanning - 200dpi
OPTION #1: Indexing
OPTION #2: Auto Index wlCity Provided Index
File Management
FTP Upload: $15.00 for 1510GB
$10.00 for each additional 10GB
Project PickuplDelivery
ij}1:t~'m,,'g~t~~':i
$ 0.008 $
$ 0.022 $
$ 0.040 $
$ 0.020 $
$ 0.008 $
TBD
$ 120.00 $
5,200.00.
14,300.00
26,000.00
13,000.00
5,200.00
TBD
240.00
IMG
IMG
IMG
IMG
IMG
Estimated
63GB
Round Trip
OPTION #2: 300DPI Price Chart
.U~;f,lU~ij~w:~:
650,000
650,000
650,000
650,000
650,000
4
~:it~ih..i .,
7000
7010
7011
7011
7011
9012
.c,;~~~~!fi~i~~ij;;'
Documents Prep
Paper Scanning - 300dpi
OPTION #1: Indexing
OPTION #2: Auto Index wi City Provided Index
File Management
FTP Upload: $15.00 for 1510GB
$10.00 for each additional 10GB
IMG $ 0.008 $
IMG $ 0.062 $
IMG $ 0.040 $
IMG $ 0.020 $
IMG $ 0.008 $
Estimated TBD
63GB
Round
Tri
5,200.00
40,300.00
26,000.00
13,000.00
5,200.00
TBD
90-DAY PROPOSAL GUARANTEE
This proposal is valid for 90 days. TIS agrees to furnish the services as specified to The City of
Springfield at the prices and with the warranties/guarantees represented for that period
Technical Imaging Systems, Inc.
Page 12 of 13
THE CITY OF SPRINGFIELD
RFP: Document Imaging Services
SECTION G: TIS QUALITY CONTROL PROGRAM
TIS QUALITY CONTROL PROGRAM
Effective quality control procedures at critical points along the production workflow are paramount to meeting
The City of Springfield's standards for quality and timelines. TIS' quality control procedures are strategically.
executed to ensure that every image is evaluated for quality (resolution, legibility, cropping, proper orientation,
correct file format, and flle name). The quality control procedures also include immediate feedback to
technicians and operators on the quality of their work and their production rates. Coupled with continual
monitoring of the production workflow by Production/Project Managers and Production Supervisors, the
quality control procedures ensure that all the deliverabIes are met within the scheduled time frame.
TIS Control Numbers
Quality Control begins at the onset of the project when the project is inventoried by TIS and compared with the
client supplied inventory list. Each box is assigned a TIS control number in the project trackinb.system, which
follows the box throughout the entire production process and associates the employee, production rates,
problems and/or issues related to the box.
Scanner Review
The next Quality Control measure takes place at the time the originals are scanned. One of the responsibilities of
the scanning technicians, who have all been directly tramed by the manufacturer of the scanning equipment we
utilize, is to view every image for cut-off images, legibility, lightness/darkness, and correct cropping and
orientation. Each scanning station is equipped with high quality monitors with which technicians review the
images. Any problems are resolved at point of scan before images pass to the indexing phase. In some cases, the
image quality of the original is so poor that the best digital image will also be poor. In situations like this, the .
technicians insert a "poor quality original" target that will precede.the poor quality image.
Each image is viewed for the second time when images are indexed. Each image is viewed by human eye and
cross-indexed into a text file according to specifications established by the client prior to project commencement.
Media Transfer
Immediately following the transfer of the digital flles to the specified media, which in this case is secure FTP
upload, a spot check of the images is conducted. Furthermore, the media is tested to make sure the images did
not become corrupt during the transfer.
Once the production is completed and the flles go through the quality control procedure, TIS is certain that the
files meet the requirements of the contract. In the event that The City ofSpringfieId experiences a problem with
the images, TIS will work closely with The City of Springfield to understand and remedy the problem in a timely
manner.
Image Retainment Period .
TIS retains digital images on the server for a period of 90 days following project completion. This is
considered the project examination period, giving the client 90 days to fully examine the overall product
before giving TIS their approval. At that time, TIS will delete the images from the server.
. ,
---'_.'--'''''''--->-~''''''''_.___,w..______.__"______",,,_.__~___v.~.,__.......__~_"'_'..~__~'_._.......______~_____,_,~_,____~__.__"__,__~_
Technical Imaging Systems, Inc.
Page 13 of 13