HomeMy WebLinkAbout2010-107
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RESOLUTION NO. 2010-107
RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING AN
AGREEMENT FOR SERVICES WITH MCO DOCUMENT IMAGING SOLUTIONS
4 FOR THE PROVISION OF DOCUMENT IMAGING SERVICES.
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
6 OF SAN BERNARDINO AS FOLLOWS:
7 SECTION 1. MCO DOCUMENT IMAGING SOLUTIONS, located at 529 W, Rincon
8 Street, Corona, CA 92880, is a competent, experienced firm, and has proyided the most
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advantageous and best proposal to provide document imaging services per Specification No,
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F-IO-IO. An Agreement with said firm to perform imaging services is attached hereto as Exhibit
"A" and made a part hereof Pursuant to this determination, the Purchasing Manager is hereby
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13 authorized and directed to issue a purchase order for said services to said firm in the amount of
14 $57,043 for the first year of an initial three year term, with two single year extensions.
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SECTION 2. The City Manager is hereby authorized and directed to execute said
Agreement on behalf of the City.
SECTION 3. The authorization to execute the above referenced agreement is rescinded if
it is not executed within sixty (60) days of the passage of this resolution,
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2010-107
1 RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING AN
AGREEMENT FOR SERVICES WITH MCO DOCUMENT IMAGING SOLUTIONS
2 FOR THE PROVISION OF IMAGING SERVICES.
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I HEREBY CERTIFY that the foregoing resolutjon was duly adopted by the Mayor and
Common Council of the Cjty of San Bernardino at a joint regular
meeting thereof, held
14 JOHNSON
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MC CAMMACK
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Rae el Clark, City Clerk
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The foregoing resolution is hereby approved this 19m day of May
,2010,
pproved as to form:
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EXHIBIT A
AGREEMENT FOR DOCUMENT IMAGING SERVICES
THIS AGREEMENT is made and entered into this 17th day of May
2010 ("Effective Date"), by and between the CITY OF SAN BERNARDINO, a charter
city ("City"), and McCluskey Companies, Incorporated, dba MCO Document Imaging
Solutions, a California corporation ("Contractor"),
WITNESSETH:
A. WHEREAS, City proposes to have Contractor perform document Imagmg
services described herein below; and
B. WHEREAS, Contractor represents that it has that degree of specialized expertise
contemplated within California Government Code, Section 37103, and holds all
necessary licenses and permits to practice and perform the services herein contemplated;
and
C. WHEREAS, City and Contractor desire to contract for specific services in
connection with the project described below (the "Project") and desire to set forth their
rights, duties and liabilities in connection with the services to be performed; and
D. WHEREAS, no official or employee of City has a financial interest, within the
provisions of California Government Code, Sections 1090-1092, in the subject matter of
this Agreement. .
NOW, THEREFORE, for and in consjderation of the mutual covenants and
conditions contained herein, the parties hereby agree as follows:
1.0. SERVICES PROVIDED BY CONTRACTOR
1.1. Scooe of Services. Contractor shall furnish document imaging services to
City in accordance with Bid Specification No. RFQ F-IO-I0, attached and incorporated
herein as Attachment A-I, and Contractor's Transmittal Letter dated Januaryll, 2010,
attached and incorporated herein as Attachment A-2.
1.2. Professional PracticeS. All professional services to be provided by
Contractor pursuant to this Agreement shall be provided by personnel experienced in
their respective fields and in a manner consistent with the standards of care, diligence and
skill ordinarily exercised by professional Contractors in similar fields and circumstances
in accordance with sound professional practices. Contractor also warrants that it is
familiar with all laws that may affect its performance of this Agreement and shall advise
Cjty of any changes in any laws that may affect Contractor's performance of this
Agreement.
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1.3. Warranty. Contractor warrants that it shall perform the services required
by this Agreement in compliance with all applicable Federal and California employment
laws including, but not limited to, those laws related to minimum hours and wages;
occupational health and safety; fair employment and employment practices; workers'
compensation insurance and safety in employment; and all other Federal, State and local
laws and ordinances applicable to the services required under this Agreement. Contractor
shall indemnifY and hold harmless City from and against all claims, demands, payments,
suits, actions, proceedings, and judgments of every nature and description including
attorneys' fees and costs, presented, brought, or recovered against City for, or on account
of any liability under any of the above-mentioned laws, which may be incurred by reason
of Contractor's performance under thjs Agreement.
1.4. Non-discrimination. In performing this Agreement, Contractor shall not
engage in, nor permit its agents to engage in, discrimination in employment of persons
because of their race, religion, color, national origin, ancestry, age, physical handicap,
medical condition, marital status, sexual gender or sexual orientation, or any other
category protected by law, except as permitted pursuant to Section 12940 of the
Government Code. Violation of this provision may result in the imposition of penalties
referred to in Labor Code, Section 1735.
1.5 Non-Exclusive Agreement. Contractor acknowledges that City may enter
into agreements with other contractors for services similar to the services that are subject
to this Agreement or may haye its own employees perform services similar to those
services contemplated by this Agreement.
1.6, Delegation and Assignment. This is a personal service contract, and the
duties set forth herein shall not be delegated or assigned to any person or entity without
the prior written consent of City.
1.7, Business License: The Contractor shall obtain and maintain a valid City
Business Registration Certificate during the term of this Agreement.
1.8, Duty of Lovaltv/Conflict of Interest: The Contractor understands and
agrees that Contractor shall maintain a fiduciary duty and a duty of loyalty to the City in
performing Contractor's obligations under this Agreement.
2.0. COMPENSATION AND BILLING
2.1, Comoensation. Over the term of this Agreement, Contractor shall be paid
for such services an amount not to exceed $57,043, in accordance with Attachment A-2.
The volume of work and the amount Contractor shall be paid for such services is
dependent upon the demand for such services resulting from development activity in the
City and no minimum volume of work to be assigned is expressed or implied.
2.2, Additional Services, Contractor shall not receive compensation for any
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services proyided outside the scope of services specified in Attachments A-I and A-2,
unless the City's Director of Development Services or her designee, prior to Contractor
performing the additional services, approves such additional services in writing. It is
specifically understood that oral requests and/or approvals of such additional services or
additional compensation shall be barred and are unenforceable.
2.3. Method of Billing. Contractor may submit invoices to City's Director of
Development Services for approval on a progress basis, but no more often than monthly.
Said inyoice shall be based on the total of all Contractor's services which have been
completed to City's sole satisfaction. City shall pay Contractor's invoice within forty-five
(45) days from the date City receives said invoice. Each inyoice shall describe in detail,
the services performed and the associated time for completion. Any additional services
approved and performed pursuant to this Agreement shall be designated as "Additional
Servjces" and shall identify the number of the authorized change order, where applicable,
on all invoices.
2.4. Records and Audits, Records of Contractor's services relating to this
Agreement shall be maintained in accordance with generally recognized accounting
principles and shall be made available to City or its Director of Development Services for
inspection and/or audit at mutually convenient times for a period of three (3) years from
the Effective Date,
3.0. TIME OF PERFORMANCE
3 .1, Commencement and Completion of Work. The professional services to be
performed pursuant to this Agreement shall commence within five (5) days from the
Effective Date of this Agreement. Said services slulll be performed in strict compliance
with the Project Schedule issued by the Director of Development Services. Failure to
commence work in a timely manner and/or diligently pursue work to completion may be
grounds for termination of this Agreement.
3,2. Excusable Delavs. Neither party shall be responsible for delays or lack of
performance resulting from acts beyond the reasonable control of the party or parties.
Such acts shall include, but not be limited to, acts of God, fire, strikes, material shortages,
compliance with laws or regulations, riots, acts of war, or any other conditions beyond
the reasonable control of a party.
4.0. TERM AND TERMINA nON
4.1. Term. This Agreement shall commence on the Effective Date and
continue for a period of three (3) years, ending three years after the Effective Date, unless
previously terminated as provided herein or as otherwise agreed to in writing by the
parties. There may be two (2) one (1) year extensions, at the option of the City, upon the
agreement of City and Contractor.
4.2. Notice of Termination. The City reserves and has the right and priyilege
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of canceling, suspending or abandoning the execution of all or any part of the work
contemplated by this Agreement, with or without cause, at any time, by providing written
notice to Contractor. The termination of this Agreement shall be deemed effective upon
receipt of the notice of termination. In the event of such termination, Contractor shall
immediately stop rendering services under this Agreement unless directed otherwise by
the City.
4.3, Compensation, In the eyent of termination, City shall pay Contractor for
reasonable costs incurred and professional services satisfactorily performed up to and
including the date of City's written notice of termination, Compensation for work in
progress shall be prorated as to the percentage of work completed as of the effective date
of termination in accordance with the fees set forth herein. In ascertaining the
professional services actually rendered hereunder up to the effective date of termination
of this Agreement, consideration shall be given to both completed work and work in
progress, to complete and incomplete drawings, and to other documents pertaining to the
services contemplated herein whether delivered to the City or in the possession of the
Contractor.
4.4 Documents. In the event of termination of this Agreement, all documents
and computer discs, prepared by Contractor in its performance of this Agreement
including, but not limited to, finished or unfinished construction documents, index or
indices, data studies, drawings, maps and reports, shall be deliyered to the City within ten
(10) days of delivery of termination notice to Contractor, at no cost to City. Any use of
uncompleted documents or computer discs, without specific written authorization from
Contractor, shall be at City's sole risk and without liability or legal expense to Contractor.
5.0. INSURANCE
5.1. Minimum Scope and Limits of Insurance. Contractor shall obtain and
maintain during the life of this Agreement all of the following insurance coyerages:
(a) Comprehensive general liability, including premises-operations,
productslcompleted operations, broad form property damage,
blanket contractual liability, independent contractors, personal
injury with a policy limit of not less than One Million Dollars
($1,000,000.00), combined single limits, per occurrence and
aggregate.
(b) Automobile liability for owned vehicles, hired, and non-owned
vehicles, with a policy limit of not less than One Million Dollars
($1,000,000.00), combined single limits, per occurrence and
aggregate.
(c) Workers' compensation msurance as required by the State of
California.
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5.2. Endorsements, The comprehensive general liability insurance policy shall
contain or be endorsed to contain the following provisions:
(a) Additional insureds: "The City of San Bernardino and its elected
and appointed boards, officers, agents, and employees are addition-
al insureds with respect to this subject project and contract with
City,"
(b) Notice: "Said policy shall not terminate, nor shall it be cancelled,
nor the coverage reduced, until thirty (30) days after written notice
is giyen to City,"
(c) Other insurance: "Any other insurance maintained by the City of
San Bernardino shall be excess and not contributing with the
insurance provided by this policy, "
5.3. Certificates of Insurance. Contractor shall provide to City certificates of
insurance showing the insurance coyerages and required endorsements described above,
in a form and content approved by City, prior to performing any services under this
Agreement.
5.4. Non-limiting, Nothing in this Section shall be construed as limiting in any
way, the indemnification provision contained in this Agreement, or the extent to which
Contractor may be held responsible for payments of damages to persons or property,
6.0. GENERAL PROVISIONS
6,1. Entire Agreement. This Agreement constitutes the entire Agreement
between the parties with respect to any matter referenced herein and supersedes any and
all other prior writings and oral negotiations. This Agreement may be modified only in
writing, and signed by the parties in interest at the time of such modification, The terms
of this Agreement shall prevail over any inconsistent provision in any other contract
document appurtenant hereto, including exhibits to this Agreement.
6,2, Reoresentatiyes. The Director of Development Services or her designee
shall be the representative of City for purposes of this Agreement and may issue all
consents, approvals, directives and agreements on behalf of the City, called for by this
Agreement, except as otherwise expressly provided in this Agreement.
Contractor shall designate a representative for purposes of this Agreement
who shall be authorized to issue all consents, approvals, directives and agreements on
behalf of Contractor called for by this Agreement, except as otherwise expressly provided
in this Agreement.
6.3. Proiect Managers, City shall designate a Project Manager to work directly
with Contractor in the performance of this Agreement.
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Contractor shall designate a Project Manager who shall represent it and be
its agent in all consultations with City during the term of this Agreement. Contractor or
its Project Manager shall attend and assist in all coordination meetings called by City.
6.4. Notices. Any notices, documents, correspondence or other
communications concerning this Agreement or the work hereunder may be provided by
personal delivery, facsimile or mail and shall be addressed as set forth below. Such
communication shall be deemed served or delivered: a) at the time of delivery if such
communication is sent by personal delivery; b) at the time of transmjssion if such
communication is sent by facsimile; and c) 48 hours after deposit in the U.S, Mail as
reflected by the official U.S, postmark if such communication is sent through regular
United States mail.
IF TO CONTRACTOR:
Mike McCluskey,President
McCluskey Companies, Inc,
dba MCO Doc. Imaging Solutions
529 W, Rincon Street
Corona, CA 92880
Tel: (951) 898-2800
Fax: (951) 898-2808
IF TO CITY:
Valerie C. Ross
Director ofDevejopment Services
300 North "D" Street
San Bernardino, CA 92418
Tel: 909-384-5357
Fax: 909-384-5080
6,5. Attornevs' Fees, In the event that litigation is brought by any party in
connection with this Agreement, the prevailing party shall be entitled to recover from the
opposing party all costs and expenses, including reasonable attorneys' fees, incurred by
the prevailing party in the exercise of any of its rights or remedies hereunder or the
enforcement of any of the terms, conditions, or proyisions hereof The costs, salary and
expenses of the City Attorney and members of his office in enforcing this contract on
behalf of the City shall be considered as "attorneys' fees" for the purposes of this
paragraph.
6.6. Governing Law. This Agreement shall be governed by and construed
under the laws of the State of California without giving effect to that body of laws
pertaining to conflict of laws. In the event of any legal action to enforce or interpret this
Agreement, the parties hereto agree that the sole and exclusive yenue shall be a court of
competent jurisdiction located in San ,Bernardino County, California,
6,7, Assignment. Contractor shall not voluntarily or by operation of law
assign, transfer, sublet or encumber all or any part of Contractor's interest in this
Agreement without City's prior written consent. Any attempted assignment, transfer,
subletting or encumbrance shall be yoid and shall constitute a breach of this Agreement
and cause for termination qf this Agreement. Regardless of City's consent, no subletting
or assignment shall release Contractor of Contractor's obligation to perform all other
obligations to be performed by Contractor hereunder for the term of this Agreement.
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6,8 Indemnification and Hold Harmless, Contractor shall protect, defend,
indemnify and hold harmless City and its elected and appointed officials, officers, and
employees from any and all claims, liabilities, expenses, including attorney fees, damage
to property or injuries to or death of any person or persons or damages of any nature
including, but not by way of limitation, all civil claims or workers' compensation claims,
arising out of or in any way connected with the intentional or negligent acts, errors or
omissions of Contractor, its employees, agents or subcontractors in the performance of
this Agreement.
6,9. Independent Contractor. Contractor is and shall be acting at all times as an
independent contractor and not as an employee of City. Contractor shall secure, at his
expense, and be responsible for any and all payment of Income Tax, Social Security,
State Disability Insurance Compensation, Unemployment Compensation, and other
payroll deductions for Contractor and its officers, agents, and employees, and all business
licenses, if any are required, in connection with the services to be performed hereunder,
6,10 Ownership of Documents. All findings, reports, documents, information
and data including, but not limited to, computer tapes or discs, files and tapes furnished
or prepared by Contractor or any of its subcontractors in the course of performance of
this Agreement, shall be and remain the sole property of City. Contractor agrees that any
such documents or information shall not be made available to any indiyidual or
organization without the prior consent of City, Any use of such documents for other
projects not contemplated by this Agreement, and any use of incomplete documents, shall
be at the sole risk of City and without liability or legal exposure to Contractor, City shall
indemnify and hold harmless Contractor from all claims, damages, losses, and expenses,
including attorneys' fees, arising out of or resulting from City's use of such documents
for other projects not contemplated by this Agreement or use of incomplete documents
furnished by Contractor. Contractor shall deliver to City any findings, reports,
documents, information, data, in any form, including but not limited to, computer tapes,
discs, files audio tapes or any other Project related items as requested by City or its
authorized representative, at no additional cost to the City.
6.11 Public Records Act Disclosure. Contractor has been advised and is aware
that all reports, documents, information and data including, but not limited to, computer
tapes, discs or files furnished or prepared by Contractor, or any of its subcontractors, and
provided to City may be subject to public disclosure as required by the California Public
Records Act (California GovernmentCode Section 6250 et, seq,). Exceptions to public
disclosure may be those documents 'or information that qualify as trade secrets, as that
term is defined in the California Government Code Section 6254,7, and of which
Contractor informs City of such trade secret. The City will endeavor to maintain as
confidential all information obtained by it that is designated as a trade secret. The City
shall not, in any way, be liable or responsible for the disclosure of any trade secret
including, without limitation, those records so marked if disclosure is deemed to be
required by law or by order of the Court.
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6,12. Resoonsibilitv for Errors. Contractor shall be responsible for its work and
results under this Agreement. Contractor, when requested, shall furnish clarification
and/or explanation as may be required by the City's representative, regarding any
services rendered under this Agreement at no additional cost to City. In the event that an
error or omission attributable to Contractor occurs, then Contractor shall, at no cost to
City, provide all necessary design drawings, estimates and other Contractor professional
services necessary to rectify and correct the matter to the sole satisfaction of City and to
participate in any meeting required with regard to the correction.
6.13. Prohibited Emolovment. Contractor will not employ any regular
employee of City while this Agreement is in effect.
6.14. Order of Precedence, In the eyent of an inconsistency or conflict in this
Agreement and any of the attached Exhibits or Attachments, the tenns set forth in this
Agreement shall prevail.
6.15. Costs, Each party shall bear its own costs and fees incurred in the
preparation and negotiation of this Agreement and in the perfonnance of its obligations
hereunder except as expressly provided herein,
6.16. No Third Party Beneficiary Rights, This Agreement is entered into for the
sole benefit of City and Contractor and no other parties are intended to be direct or
incidental beneficiaries of this Agreement and no third party shall have any right in,
under or to this Agreement.
6.17, Headings. Paragraphs and subparagraph headings contained in this
Agreement are included solely for convenience and are not intended to modify, explain or
to be a full or accurate description of the content thereof and shall not in any way affect
the meaning or interpretation of this Agreement.
6.18. Construction. The parties have participated jointly in the negotiation and
drafting of this Agreement. In the event an ambiguity or question of intent or
interpretation arises with respect to this Agreement, this Agreement shall be construed as
if drafted j ointly by the parties and in accordance with its fair meaning, There shall be no
presumption or burden of proof favoring or disfavoring any party by virtue of the
authorship of any of the provisions of this Agreement.
6.19 Amendments. Only a writing executed by the parties hereto or their
respectiye successors and assigns may' amend this Agreement.
6,20. Waiver, The delay or fajlure of either party at any time to require
perfonnance or compliance by the other of any of its obligations or agreements shall in
no way be deemed a waiver of those rights to require such perfonnance or compliance.
No waiver of any provision of this Agreement shall be effective unless in writing and
signed by a duly authorized representative of the party against whom enforcement of a
waiver is sought. The waiver of any right or remedy with respect to any occurrence or
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eyent shall not be deemed a waiver of any right or remedy with respect to any other
occurrence or event, nor shall any waiver constitute a continuing waiver.
6,21. Severability. If any provision of this Agreement is determined by a court
of competent jurisdiction to be unenforceable in any circumstance, such determination
shall not affect the validity or enforceability of the remaining terms and provisions hereof
or of the offending provision in any other circumstance.
6.22, Counterparts. This Agreement may be executed in one or more
counterparts, each of which shall be deemed an original. All counterparts shall be
construed together and shall constitute one agreement.
6,23. Corporate Authoritv, The persons executing this Agreement on behalf of
the parties hereto warrant that they are duly authorized to execute this Agreement on
behalf of said parties and that by doing so, the parties hereto are formally bound to the
provisions of this Agreement.
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AGREEMENT FOR DOCUMENT IMAGING SERVICES
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their respective authorized officers, as of the date first above
written.
CITY OF SAN BERNARDINO,
A Municipal Corporation,
CONTRACTOR
MCCLUSKEY COMPANIES INC.
dba MCO DOCUMENT
IMAGING SOLUTIONS
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By
Approved as to form:
James F. Penman,
:z'~
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Attachment A-I
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December 8, 2009
SUBJECT: NOTICE INVITING BIDS IRFQI F-10-10
The City of San Bernardino (City) invites bids from qualified vendors for:
Document Imaging Services
Parties interested in obtaining a copy of this RFQ F-10-10 may do so by accessing the City of
San Bernardino Web Page at www.sbcitY.orq > Business> Request for Bids> City Finance,
beginning December 8, 2009 or by faxing their request to (909) 384-5043, attention Deborah
R. Morrow, Purchasing Manager. Please include the following information in your request:
name and address of firm; name, telephone and facsimile number of contact person; specify
RFQ F-10-1O.
Copies of the RFQ may also be obtained by calling Deborah Morrow at (909) 384-5086 or
Sylvia Londean at (909) 384-5348 or in person at City Hall, 300 N. "0" St., 4th floor, Purchasing
Division, San Bernardino, CA 92418.
Non-Mandatory Pre-Bid Conference: December 16, 2009 at 10:00 AM at San Bernardino
City Hall, 300 N. "0" Street, 4th Floor Finance, San Bernardino CA 92418.
Closing Date: Bids must be submitted at or before 3:00 PM, PST, January 12, 2010 at 300
~orth "0" Street, 4th Floor, Purchasing, San Bernardino CA 92418.
Issuance of this RFQ andlor receipt of bids do not commit City to award a contract:
Deborah R. Morrow, C.P.M.
Purchasing Manager
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2010-107
RF'Q F-lfl-In
DOCUrneJlt
Imagmg Sl'f\ i(c~
SECTION I.
INSTRUCTIONS TO BIDDERS
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City of San Bernardino, Finance Department
Purchasing Division
Bid Documents to Be Returned bv Bidder
RFQ F-10-10
DOCUMENT IMAGING SERVICES
Copy of Contractor License III Bid Content and Forms, General Specification #35, Instructions to Offeror(s)
I Bidders
Bidder Experience, Competency, Qualification and Profile (Vendor Document) III
Proposal I Bid Content Forms
Non-Collusion Affidavit (City Form) Instructions to Offerorls) I Bidders
Listing of Proposed Subcontr:lctor (City Form) III Prepo.al 'Bia COAteRt ana Forms
Price Form (City Form) Instructions to Bidders, III Bid Content and Forms
Authorized Signatures Instructions to Bidders
Bidder Identification III Bid Content and Forms
Addendum Received (City Form) III Bid Content and Forms
90 Day Bid Validity Statement III Bid Content and Forms
Authorized Signatures (City Form) III Bid Content and Forms
References III Bid Content and Forms
Proper Identification and Submittal of Proposal/Bid Package, and Price Form
Instructions to Bidders
Bidders are reauested to submit this checklist completed with all bid documents.
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RFQ F-IO-IO
Document
Imaging Services
I. INSTRUCTIONS TO BIDDERS
A. Mandatory Pre-Bid Conference
Non-Mandatory Pre-Bid Conference: December 16. 2009 at 10:00 AM at
San Bernardino City Hall, 300 N. "0" Street, 4th floor Finance, San Bernardino
CA 92418,
B. Examination of Bid Documents
1, By submitting a bid, the Bidder represents that it has thoroughly
examined and become familiar with the items required under this RFQ
and that it is capable of quality performance to achieve the City's
objectives.
2. The City reserves the right to remove from its mailing list for future
RFQs, for an undetermined period of time, the name of any Bidder for
failure to accept a contract, failure to respond to two (2) consecutive
RFQs and/or unsatisfactory performance. Please note that a "No Bid"
is considered a response.
C. Addenda
Any City changes to the requirements will be made by written addendum to
this RFQ. Any written Addenda issued pertaining to this RFQ shall be
incorporated into the terms and conditions of any resulting Purchase Order.
The City will not be bound to any modifications to or deviations from the
requirements set forth in this RFQ as the result of oral instruction.
D. Clarifications
1. Examination of Documents
Should a Bidder require clarifications of this RFQ, the Bidder shall
notify the City in writing in accordance with Section 0,2 below, Should
it be found that the point in question is not clearly and fully set forth;
the City will issue a written addendum clarifying the matter, which will
be sent to all persons,Who have requested the RFQ,
2. SubmittinQ Reauests
a. All questions, clarifications or comments shall be put in writing
and must be received by the City no later than 5:00, PM, PST
December 22. 2009 and be addressed as follows:
City of San Bernardino
300 North "0" Street
4th floor, Purchasing Division
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2010-107
RFQ F-IO-IO
Document
Imaging ServIces
Attn: Deborah R. Morrow,
San Bernardino, CA 92418
b. The exterior envelope of all requests for clarifications, questions
and comments must be clearly labeled, "Not an Offer." The City
is not responsible for failure to respond to a request that has not
been labeled as such,
The City will also accept questions sent by email to:
mor[Qw de(a)sbcitv.om, or facsimile machine; however, all emailed
or faxed questions must be received by the City no later than
the date and time specified above. Send facsimile
transmissions to (909) 384-5043, Attention Deborah R. Morrow.
c. Inquiries received after 5:00 PM, PST December 22. 2009 will
not be accepted.
3. City Responses
Responses from the City will be communicated in writing to all
recipients of this RFQ, and will be posted to our website,
www.sbcitV.orq, no later than the close of business on January 5,
2010. For automatic notification, please sign-up for "e-Notify" on our
home page.
E. Submission of Bids
1. Date and Time
All bids are to be submitted to the City of San Bernardino, Attention:
Deborah R. Morrow, Purchasing Manager. Bids received after 3:00
PM. PST. January 12. 2010, will be rejected by the City as non-
responsive.
2. Address
Bids shall be addressed as follows:
-
;. City of San Bernardino
Finance Department
300 N. "0" Street, 4th floor
San Bernardino, CA 92418.
Bids may be delivered in person to the Purchasing Division, 4th floor
of the above address.
3. Identification of Bids
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Bidder shall submit a SEALED bid package consisting of:
a) one (1) signed original of Quote and Price Form
b) two (2) copies of each
The bid package shall be addressed as shown above, bearing the
Bidder's name and address and clearly marked as follows:
RFQ F-1 0-1 0:
Document Imaging Services
4. Acceptance of Bids
a, The City reserves the right to accept or reject any and all bids,
or any item or part thereof, or to waive any informalities or
irregularities in bids,
b. The City reserves the right to withdraw this RFO at any time
without prior notice and the City makes no representations that
any contract will be awarded to any Bidder responding to this
RFO.
c, The City reserves the right to postpone bid opening for its own
convenience.
F. Pre-Contractual Expenses
Pre-contractual expenses are defined as expenses incurred by the Bidder in:
1. preparing its bid in response to this RFO;
2. submitting that bid to City;
3. negotiating with City any matter related to this bid; or
4. any other expenses incurred by the Bidder prior to date of award, if
any, of the Agreement
The City shall not, in any event, be liable for any pre-contractual expenses
incurred by Bidder in the preparation of its bid, Bidder shall not include any
such expenses as part of its bid,
G. Contract Award
Issuance of this RFO and receipt of bids does not commit the City to award a
Purchase Order. The City reserves the right to postpone bid opening for its
own convenience, to accept or reject any or all bids received in response to
this RFO, and to negotiate with other than the selected Bidder(s) should
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negotiations with the selected Bidder(s) be terminated. The City also
reserves the riClht to apportion the award amonCl two or more Bidders.
H. Acceptance of Order
The successful Bidder will be required to accept a Purchase Order in
accordance with and including as a part thereof the published Notice Inviting
Bids, and the RFQ documents including all requirements, conditions and
specifications contained therein, with no exceptions other than those
specifically listed in the written purchase order.
I. Business License
The City's Business Ordinance requires that a Business doing business
with the City, obtain and maintain a valid City Business Registration
Certificate during the terms of the Agreement. Bidder agrees to obtain such
Certificate prior to undertaking any work under this Agreement.
J. Local Vendor Preference
The City of San Bernardino gives any formal or informal bid submitted by a
local Bidder a one percent (1 %) credit for goods and materials, where labor
and/or installation is incidental; and a five percent (5%) credit on Contractual
services, for comparison purposes with other Bidders, as authorized in the
San Bernardino Municipal Code Section 3.04.125, and Executive Order 2003-
1, respectively.
For the purposes of this section, "local Bidders" shall be Bidders for which the
point of sale of the goods or materials shall be within the City of San
Bernardino,
.
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SECTION II.
TECHNICAL SPECIFICATIONS
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City of San Bernardino
TECHNICAL SPECIFICATIONS
RFQ F-10-10
DOCUMENT IMAGING SERVICES
NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER"
Services:
Bidder shall complete right-hand column indicating brief reasoning for
exceptions to requirements when not acceptable, State "Acceptable" if
requirements are agreeable as set forth in left-hand column.
Equipment:
Bidder shall complete right-hand column indicating specific size and or
make and model of all components when not exactly as specified,
State "As Specified" if item is exactly as set forth in the left-hand
column.
FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID
,
CATEGORY I ACCEPT ABLE I AS
SPECIFIED
A. SCOPE OF WORK
Contractor shall provide any and all necessary expertise,
hardware, software and equipment necessary to perform
document preparation, scanning, coding and indexing
services for the City of San Bernardino Development
Services and Fire Departments, Services include the
ongoing conversion of paper records, blueprints, and some
Mylar of construction plans, permit records, planning case
files, etcetera, as required throughout the contract term,
The quantity is estimated to be between 70,000 and
150,000 documents per year, but will vary based on the
level of development activity. D,pcuments are typically in
good condition, Plans may be folded or rolled. Documents
range in size from 3"x 5" through 36"x 48" and sizes may be
mixed within files, There is no Quaranteed minimum
Quantitv. Contractor shall provide two (2) copies of each
DVD-ROM delivered to City.
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B. CONTRACT TERM
The contract term shall be three years, effective the day
following the date of contract award by the San
Bernardino City Council. The contract may be extended
for two additional one-year periods at the option of the
Citv,
C, SERVICES
Throughout the contract term and within two (2) working
days of City's request, Contractor shall pick up boxes of
file folders and rolls of plans which contain City records
from City's Development Services Department, 300
North "D" Street, San Bernardino, CA 92418, or other
designated City office and shall return the same records
in the same condition as they were when they were
removed from City property, The imaged documents
shall be returned on labeled DVD-ROM to the same
location. Additionally, a 24 hour contact shall be
provided.
D. SOFTWARE
Vendor shall be responsible for assuring that all
deliverables are importable to the City's existing Laser-
fiche system. The City is currently using Laserfiche
Version 7.2,1. Vendor shall indicate in response how
this will be accomplished.
E, DOCUMENT PREPARATION
Contractor shall remove staples and paperclips from
hard copy documents prior to scanning. After scanning,
if noted in the special instructions on the transmittal
sheets, documents shall be re-stapled as found originally
and replaced in file folders in the same order as when
received. Likewise, file folders shall be placed back in
boxes in the same order as when received,
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F, SECURITY
Contractor shall follow the security procedures outlined
below in addition to Contractor's standard security
procedures:
1. When picking up boxed documents and rolls of plans,
Contractor's representative shall sign a receipt
showing how many boxes and rolls are being picked
up as well as the number of file folders per box, A
maximum of 20,000 documents may be removed
from City premises at any given time.
2. Records shall be transported from City's
Development Services Department to and from (as
necessary) Contractor's place of business in a closed
vehicle. Transportation is the responsibility of the
Contractor. A nationally recognized, reputable
delivery company should be used, Optionally, the
Contractors own delivery vehicles may be used.
3. Immediately upon delivery of documents to
Contractor's place of business, records shall be
stored in an enclosed and lockable room free from
moisture. Contractor shall always keep City's records
in a locked environment.
4. Contractor shall at any time during normal business
hours be available to have its security procedures
audited by City.
5. Contractor shall not disclose, either verbally,
electronically, by facsimile, in writing or otherwise,
any information contained in City's documents in
Contractor's possession.
6, Documents shall be returned to the respective
Division/Department after the imaging process is
completed. Special instructions in regard to
disposition of documents, re-stapling, rebinding,
etcetera will be provided on transmittal sheets at time
documents are picked up from the City.
7, Contractor may not subcontract any of the work
covered by this RFQ,
G. IMAGE RESOLUTION/FILE FORMAT
Scanning resolution shall be a minimum of 300 dpi B&
W, File format shall be TIFF or PDF as determined by
the City and conyertible to other common formats for
export, Color scanning is not anticipated.
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H. INDEXING
The indexing structure shall follow the current method of
indexing, based on the document type, or as otherwise
determined by the respective Division Representative. Each
document may have from two up to six cross-referenced
indexes, The number of characters per index field will vary
(e,g. permit numbers have 8-9 characters, APN's have 13).
Indexing will be done on the document level rather than on
each page. The number of pages, and thus images, per
document varies. Indexing may be accomplished by either
manual data entry or automatic capture, as appropriate to
each record category. Multiple indexes may be downloaded
from the Department's Permit Management System
Database, Delivered DVD-ROMs shall be in a format easily
importable into the City's Laserfiche system.
,
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I. QUALITY CONTROL
Contractor shall establish quality control measures to be
certain that each DVD-ROM meets the following criteria:
1. Images shall be of the same or better quality than the
original document, or an accurate reproduction.
2, All documents presented for scanning are included in
their entirety and in the order in which they were
presented.
3, All images are accurately named and indexed.
Prior to delivery to City, Contractor shall perform random
testing of images to ensure appropriate image quality,
proper directory structure and the accuracy and
completeness of scanned documents, The number of
documents reviewed shall be by mutual agreement between
the City and the Contractor. This number may be reduced
over time as confidence and document quality increase,
Contractor shall provide a 100 percent review, if required by
City, for certain types of documents. City estimates that
there will be up to two percent of documents requiring this
100 percent review.
Contractor shall provide proof of testing of images.
Contractor shall utilize reject procedures and notations
when it is determined that a document will not pass quality
control. If any page or document can not be reproduced
with full legibility, Contractor is to identify the irreproducible
page with an indicator page within the returned file, The
indicator page should include the sequence number and title
. (if any) of the page. Irreproducible pages and/or documents
are identified to be preserved and returned to the City and
shall not be shredded and recycled.
If, upon review by City, unacceptable images are
discovered, the Contractor, at no additional cost to the City,
shall correct all such unacceptabl~jmages,
If, upon review by the City of the original
documents/drawings, unacceptable damage has occurred,
the Contractor, at no additional cost to the City, shall replace
the original documents in the same material or an agreed
upon substitute.
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J_ TIME FOR PERFORMANCE
Turnaround time for the processing and return of documents
created in the future on an ongoing basis shall not exceed
two weeks. Turnaround time for any very large shipment of
backlogged records is negotiable.
Should the City have an urgent need for a particular
document, box of documents or roll of plans in Contractor's
possession, Contractor shall return such document or
documents(s) within 24 hours (1 business day) of request.
K. REVIEW OF SAMPLE DOCUMENTS
Prior to the date and time for receipt of proposals, interested
firms may set up an appointment to view samples of the
hard copy documents to be converted to DVD-ROM by
calling Joseph Lease at the Development Services
Department at (909) 384-5171.
L. PRICING/INVOICING
The Contractor shall provide a price list which includes all
fees that relate to the scanning/processing of
documents/drawings. Line item pricing shall include all
associated costs to the vendor.
The Contractor shall invoice the City for services rendered
on a shipmenUproject basis using a billing format approved
by the City. The invoices shall reference the
drawings/documents that were scanned. In the event of
questions or disputed charges, the Contractor shall make
available to the City all supporting documentation.
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.
SECTION III.
BID FORMAT, CONTENT AND FORMS
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A. BID FORMAT AND CONTENT
1. Presentation
Bids should not include any unnecessarily elaborate or promotional
material. Information should be presented in the order in which it is
requested. Lengthy narrative is discouraged, and presentations should
be brief and concise. Bids shall contain the following:
a. identification of Bidder, including name, address and telephone
number;
b. proposed working relationship between Bidder and sub-
contractors, if applicable;
c. acknowledgment of receipt of all RFQ Addenda, if any;
d. name, title, address and telephone number of contact person
during period of bid evaluation;
e. a statement to the effect that the bid shall remain valid for a
period of not less than 90 days from the date of submittal; and
f. signature of a person authorized to bind Bidder to the terms of
the bid.
Bidder may also propose enhancement or procedural or
technical innovations to the Technical Specifications which do
not materially deviate from the objectives or required content of
the project.
2. Exceptions/Deviations
State any exceptions to or deviations from the requirements of this
RFQ, stating "technical" exceptions on the Technical Specifications
form, and "contractual" exceptions on a separate sheet of paper.
Where Bidder wishe~' to propose alternative approaches to meeting
the City's technical.cOr contractual requirements, these should be
thoroughly explained.
3. Qualifications. Related Experience and References of Bidder
This section of the bid should establish the ability of Bidder to
satisfactorily perform the required work by reasons of experience in
performing work of a similar nature; demonstrated competence in the
services to be provided; strength and stability of the firm; staffing
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capability; work load; record of meeting schedules on similar projects;
and supportive client reference.
Bidder shall:
a. provide a brief profile of the firm, including the types of services
offered; the year founded; form of the organization (corporation,
partnership, sole proprietorship); number, size and location of
offices; number of employees;
b. describe the firm's experience in performing work of a similar
nature to that solicited in this RFQ:
c. provide, as a minimum, three (3) references from current
customers of a similar size as the City as related experience;
reference shall furnish the name, title, address and telephone
number of the person(s) at the client organization who is most
knowledgeable about the work performed.
4. Appendices
Information considered by Bidder to be pertinent to this RFQ and
which has not been specifically solicited in any of the aforementioned
sections may be placed in a separate appendix section. Bidders are
cautioned, however, that this does not constitute an invitation to
submit large amounts of extraneous materials; appendices should be
relevant and brief. .
B. LICENSING AND CERTIFICATION REQUIREMENTS
By submitting a bid, Bidder warrants that any and all licenses and/or
certifications required by law, statute, code or ordinance in performing under
the scope and specifications of this RFQ are currently held by Bidder, and
are valid and in full force and effect. Copies or legitimate proof of such
licensure and/or certification shall be included in Bidder's response. Bids
lackinQ copies and/or proof of said licenses and/or certifications may be
deemed non-responsive and may be reiected.
C. COST AND PRICE FORMSc
Bidder shall complete the Price Form in its entirety including: 1) all items
listed and total price; 2) all additional costs associated with performance of
specifications; and 3) Bidder's identification information including a binding
signature.
Bidder shall state cash discounts offered. Unless discount payment terms are
offered, payment terms shall be "Net 30 Days". Payment due dates, including
discount period, will be computed from date of City acceptance of the
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required services or of a correct and complete invoice, whichever is later, to
the date City's check is mailed. Any discounts taken will be taken on full
amount of invoice, unless other charges are itemized and discount thereon is
disallowed.
Freight terms shall be F.O.B. Destination, Full Freight Allowed, unless
otherwise specified on price form.
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PRICE FORM
REQUEST FOR QUOTES:
RFQ F-10-10
Document Imaging Services
DESCRIPTION OF RFQ:
PRINT
NAME OF AUTHORIZED
REPRESENTATIVE
Provide pricing that is a Firm Fixed Fee
The undersigned Contractor hereby offers to provide document imaging services in
strict compliance with the specifications, terms and conditions set forth in this
Request for Quotation.
General Information
A. Company Name:
B. Company Address:
C. Number of Employees:
D. Average annual business volume over last three calendar years $
E. Number of years providing document imaging services at this location? _
.
F. Please provide a minimum of three references: Company name, address,
contact person and telephone number for which your company has current
contracts or provided imaging services within the last three years.
c
G. Primary contact person for the City of San Bernardino:
Name:
Telephone No.
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PRICE FORM (continued)
H. Business Organization Type. Indicate whether your firm is an individual
proprietorship, partnership, corporation, etc.
1. If incorporated, provide the following information:
Date of incorporation: State of incorporation:
Names and titles of all officers and directors:
2. If an individual, partnership, provide the following information:
Formation date of company:
Names and addresses of all partners. Indicate whether they are general
or limited partner:
I. Indicate whether your firm has ever failed to complete any contract awarded
to it.
.
If so, note when, where and why (enter here or attach narrative.)
J. Indicate whether your firm has been or is the subject of a bankruptcy or
insolvency proceeding or is subject to assignment for the benefit of creditors.
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PRICE FORM (continued)
K. Scanning @300 dpi resolution
Original documents in sizes as noted:
11" x 1 T' and smaller $ cost
per image
Larger than 11" x 1 T' $ cost
per image
Building plans, B size drawings (12" x 18") $ cost
per image
Building plans, C size drawings (18" x 24") $ cost
per image
Building plans, D size drawings (24" x 36") $ cost
per image
Building plans, E size drawings (36" x 48") $ cost
per image
L. Image clean up, if requested
(e.g. de-speckle, de-skew, border erase, etc.)$ cost
per image
M. Image rotation, manual $ cost
per image
ANNUAL PURCHASE ORDER
Effective on or about February 1, 2010 through June 30, 2012 plus two (2) single-year
renewal options, at the City's discretion for City's requirements,
c
Option year one if exercised, shall be effective July 1, 2012 through June 30, 2013.
Option vear two if exercised, shall be effective July 1, 2013 through June 30, 2014.
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PRICE FORM (continued)
Actual option year pricing shall be negotiated with the successful Bidder(s) prior to
exercising of any given option year. Option years shall become effective only upon
issuance by the City of a duly authorized Purchase Order.
Are there any other additional or incidental costs, which will be required by your
firm in order to meet the requirements of the Technical Specifications? Yes
/ No . (circle one). If you answered "Yes", please provide detail of said
additional costs:
Please indicate any elements of the Technical Specifications that cannot be
met by your firm.
Have you included in your bid all informational items and forms as requested?
Yes / No (circle one). If you answered "No", please explain:
This offer shall remain firm for 90 days from RFQ close date.
Terms and conditions as set forth in this RFQ apply to this bid.
Cash discount allowable %. days; unless otherwise stated, payment
terms are: Net thirty (30) days.
In signing this bid, Bidder warrants that all certifications and documents
requested herein are attached and properly completed and signed.
From time to time, the City may issue one or more Addenda to this RFQ.
Below, please indicate all Addenda to this RFQ received by your firm, and the
date said Addenda was/were received.
Verification of Addenda Received
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Addenda No:
Addenda No:
Addenda No:
Received on:
Received on:
Received on:
AUTHORIZED SIGNATURE:
PRINT SIGNER'S NAME AND TITLE:
DATE SIGNED:
COMPANY NAME & ADDRESS:
PHONE:
FAX:
EMAIL:
IF SUBMITTING A "NO BID", PLEASE STATE REASON(S) BELOW:
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NON - COLLUSION AFFIDAVIT
TO: THE COMMON COUNCIL, CITY OF SAN BERNARDINO
In accordance with Title 23, United States Code, Section 112, the undersigned
hereby states, under penalty of perjury:
That he/she has not, either directly or indirectly, entered into any agreement,
participated in any collusion, or otherwise taken action in restraint of free
competitive bidding in connection with RFQ F-10-10.
Business Name
Business Address
Signature of Bidder X
Place of Residence
Subscribed and sworn before me this
day of
,20_
.
Notary Public in and for the County of
California.
, State of
My commission expires
,20
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SECTION IV.
EVALUATION CRITERIA
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IV. GENERAL EVALUATION CRITERIA
A. EVALUATION CRITERIA
1. Capabilities of Firm to Effectively Complete the Project
Requirements - 35%
Depth of Offeror(s)'s understanding of, and ability to manage City's
requirements; ability to meet task deadlines; utility of suggested
enhancements or technical innovations.
2. Qualifications of Firm/Related Experience - 45%
Experience in providing services similar to those requested herein;
experience working with public agencies; strength and stability of
the firm; strength, stability, experience and technical competence of
subcontractors; assessment by client references; qualifications of
project staff; key personnel's level of involvement in performing
related work; logic of project organization; adequacy of labor
commitment.
3. Reasonableness of Cost and Price - 10%
Reasonableness of the individual firm-fixed prices and
competitiveness of quoted prices with other proposals received;
adequacy of the data in supportof figures quoted; basis on which
prices are quoted.
4. Completeness of Response - 5%
Completeness of response in accordance with RFQ instructions;
exceptions to or deviations from the RFQ requirements which the
Offeror(s) cannot or will not accommodate; other relevant factors
not considered elsewhere.
5. Local Vendor Preference - 5%
As approved in Executive Order 2003-01--0fferor(s)'s which
posses a fixed office or distribution point with at least one owner or
employee located within the City of San Bernardino, and
possessing all valid and current permits, and licenses required to
transact such business, including, but not limited to a City Business
Registration Certificate shall receive a five percent (5%)
preference. [Unless contrary to Federal, State or Local Law (such
as contracts for the construction of public works projects), or unless
contrary to the requirements mandated by the funding source for
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such contractual services (such as the Federal Government or
other source which requires award to the lowest responsible
Offeror(s.)
B. EVALUATION PROCEDURE
All proposals received as specified will be evaluated by City staff in
accordance with the above criteria. Additional sub-criteria beyond those
listed may be considered by the evaluators in applying the major criteria to
the proposals. During the evaluation period, the City may require an on-
site visit and/or tour of the Offeror(s)'s place of business. OFFEROR(S)
should be aware, however, that award may be made without vendor visits,
interviews, or further discussions.
C. AWARD
Depending on the dollar amounts of the offers received, City staff will
either select the vendor best meeting the above-specified criteria or
submit to City Council, for consideration and selection, the offer(s) judged
by staff to be the most competitive.
The City reserves the right to withdraw this RFQ at any time without prior
notice and, furthermore, makes no representations that any contract(s)
will be awarded to any OFFEROR(S) responding to this RFQ. The City
expressly reserves the right to postpone proposal opening for its own
convenience, to waive any informality or irregularity in the proposals
received, and to reject any and all proposals responding to this RFQ
without indicating any reasons for such rejection.
The City also reserves the riaht to award its total reauirement amona
two or more OFFEROR'S) as City staff may deem to be in its best
Interests. In addition, negotiations mayor may not be conducted with
OFFEROR(S); therefore, the proposal submitted should contain the
OFFEROR(S) most favorable terms and conditions, since the selection
and award may be made without discussion with any Offeror(s).
D. TIE PROPOSALS
c
If the final evaluation scores (after applying the local preference
allowance) result in a tie score, then the recommendation for award will be
given to the local vendor.
E. NOTIFICATION OF AWARD
OFFEROR(S) who submit a proposal in response to this RFQ shall be
notified regarding the firm(s) who was awarded the agreement. Such
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notification shall be made within a reasonable time after the date the
agreement is awarded.
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SECTION V.
GENERAL SPECIFICATIONS
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V. GENERAL SPECIFICATIONS
1. Each bid shall be in accordance with Request for Quotes (RFQ) NumberF-10-10. All specifications
are minimum. Bidders are expected to meet or exceed these specifications as written. Bidder shall
attach to their bid a complete detailed itemization and explanation for each and every deviation or
variation from the RFQ specifications and requirements. Conditional bids, or those that take
exception to the RFQ specifications and requirements, may be considered non-responsive and may
be rejected.
2. The City reserves the right to accept or reject any and all bids and to award a contract to the Bidder
whom best meets the City's requirements. This may include waiver of minor irregularities or
discrepancies. or nonconformity to specifications in appropriate circumstances. Purchase shall be on
a best buy basis after due consideration of all relevant factors. including but not limited to.
workmanship, accessibility of parts and service, known evidence of manufacturer's responsibility and
record. durability and known operational record of product and suitability as well as conformity to City
needs and requirements. In all cases the best interest of the City shall prevail in all contract awards.
3. The City of San Bernardino reserves the right to purchase more or less than the quantities specified at
unit prices bid.
4. Bids shall be firm offers, subject to acceptance or rejection within 90 days of the opening thereof.
5. Regular dealer. No Bidder shall be acceptable who is not a reputable manufacturer or dealer of such
items as submitted for bid consideration.
6. All materials. workmanship and finish entering into the construction of the equipment must be of the
best of these respective kinds and must conform to the character of the equipment and the service for
which it is intended to be used and shall be produced by use of the current manufacturing processes.
"Seconds", factory rejects, and substandard goods are not acceptable.
7. Each Bidder shall submit with their bid a copy of the proposed product specifications, complete
detailed drawings, and other descriptive matter in sufficient detail to clearly describe the equipment.
materials and parts offered.
8. Manufacturer and/or Contractor shall defend any and all suits and assume all liability for any and all
claims made against the City of San Bernardino. or any of its officials or agents for the use of any
patented process, device or article forming a part of equipment or any item furnished under the
contract.
9. Each Bidder must state in their bid the guaranteed delivery date of product and/or services in number
of calendar days from the date of contract execution by the City of San Bernardino, time is of the
essence relative to this contract. Contractor shall prosecute the work continuously and diligently and
. shall deliver the items at the earliest possible date following the award of the contract.
lO. Each Bidder shall iist in their bid all factory, manufacturer's and/or dealer's warranty and/or guarantee
coverage and shall submit such written documents evidencing the same attached to the bid.
, 11. Successful Bidder(s) (Contractor) shall furnish and deliver to the City complete equipment as bid and
awarded, ready for installation and fully equipped as detailed in these specifications.
12. Price shall be quoted F.G.B. San Bernardino (all transportation charges shall be fully prepaid). and
shall include all discounts. Bid shall include California sales tax, where applicable. (effective April 1,
2009) computed at the rate of 9%, (lhis will normally be shown as a separate line item on the price
form). .'
13. City shall make payment within thirty (30}days after the complete delivery and acceptance of the
specified items by the City of San Bernardino and receipt of the Contractor's priced invoice.
14. All "standard equipment" is included in any bid. Bidders furnishing bids under these specifications
shall supply all items advertised as "standard" equipment even if such items are not stipulated in the
specifications, unless otherwise clearly accepted in the bid.
15. The items which the Bidder proposes to furnish the City must comply in all respects with the
appropriate safety regulations of all regulatory commissions of the Federal Government and the State
of California, whether such safety features and/or items have been specifically outlined in these
specifications or not.
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2010-107
RFQ F-IO-IO
Document
Imaging Services
16. Contractor delivering equipment pursuant to these RFQ specifications shall guarantee that equipment
meets specifications as set forth herein. if it is found 1hat equipment delivered does not meet
requirements of these specifications the Contractor shall be required to correc1 the same at their own
expense.
17. By submitting a bid, each Bidder agrees that in the event complete delivery is not made within the time
or times set forth pursuant to this specification, damage will be sustained by the City, and that it is,
and will be impractical and extremely difficult to, ascertain the actual damage which the City will
sustain in the event of and by reason of such delay.
18. In case the delivery of the items under this contract is delayed due to strikes, injunctions, government
controls, or by reason of any cause or circumstance beyond the control of the Contractor, the time for
delivery may be extended (in the City's sole discretion) by a number of days to be determined in each
instance by mutual written agreement between the Contractor and the Purchasing Manager of the City
of San Bernardino. The City shall not unreasonably refuse such extension.
19. Contract. Each bid shall be submitted and received with the understanding that acceptance by the City
of San Bernardino of bid in response to this solicitation shall constitute a contract between the
Contractor and the City. This shall bind the Contractor to furnish and deiiver at the price bid and in
complete accordance with all provisions of RFQ No. F-10.10. In most cases the basis of award will be
the City's standard purchase order that mayor may not incorporate this solicitation by reference.
20, Prohibited interest. No member, officer, or employee of the City or of any agency of the City during his
tenure or for one year thereafter shall have any interest, direct or indirect in this contract or the
proceeds thereof. Furthermore, the parties hereto covenant and agree that to their knowledge no
board member, officer or employee of the City has any interest, whether contractual. non-contractual.
financial or otherwise. in this transaction, or in the business of the contracting party other than the City,
and that if any such interest comes to the knowledge of either party at any time, a full and complete
disclosure of all such information will be made in writing 10 the other party or parties, even if such
interest would not be considered a conflict of interest under Article 4(commencing with Section 1090)
or Article 4.6 (commencing with Section 1120) of Division 4 of Title I of the Government Code of the
State of California.
21. One Document. These specifications, the notice inviting bids, RFQ F.10.10, the Contractor's bid. any
written agreement executed by the parties, the purchase order and all documents referred to in the
complete specifications and purchase order, and all written modifications of said documents shall be
construed together as one document. Anything called fo(in anyone of said documents shall be
deemed to be required equally as if called for in all. Anything necessary to complete the work properly
shall be performed by the contractor, whether specifically set out in the contract or not. All sections of
the specifications shall be read as constituting a whole and not as an aggregation of individual parts,
and whatever is specified in one section shall be construed as applying to all sections.
22. The City of San Bernardino reserves the right to accept or reject any and all bids.
13. Prompt payment. Each Bidder may stipulate in their bid a percentage prompt payment discount to be
taken by the City in the event the City makes payment to the Contractor within ten (10) working days
of receipt of material and approval of invoice. For the purpose of this provision, payment is deemed to
be made on the date of mailing of the City check. NOTE: prompt payment discounts will only be
used during bid evaluation in the case of ties.
24. Inquiries. Direct all inquiries to Deborah R. Morrow at 909-384-5086. Technical questions may be
sent via fax to 909-384-5043. The answers to material questions will be provided to all potential
Bidders.
25. Bid/Price forms. No bid will be acceptable unless prices are submitted on the pricing forms furnished
herein. and all required forms are completed and included with bid. Deliver all bids, SIGNED and
SEALED, to the Purchasing Division, Finance Department at 300 North "D" Street, 4th Floor. City Hall.
San Bernardino, California 92418. CLEARLY MARK THE RFQ SPECIFICATION TITLE:
DOCUMENT IMAGING SERVICES and Number F.10.10 ON THE OUTSIDE OF THE ENYELOPE.
26. Time. All bids must be received in the Purchasing Division no later than 3:00 PM, PST, January 12,
2010, where at such time and said place bids will be publicly opened, examined and declared. Any
bid may be withdrawn by Bidder prior to the above scheduled time for the opening of bids. Any bid
received after that time and date specified shall NOT be considered.
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2010-107
RFQ F-IO-IO
Document
Imaging Services
27. The City of San Bernardino reserves the right at its own discretion to award separate contracts for
each category. or to award multiple contracts. or to award one contract for furnishing and delivering of
all equipment and/or services in all categories.
28. Equipment. In the purchase of equipment. Contractor shall be required to furnish one (1)
OPERATORS MANUAL and one (1) PARTS MANUAL for all equipment bid.
29. In submitting a bid to a public purchasing body, the Bidder offers and agrees that if the bid is
accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action
it may have under Section 4 of the Clayton Act (U.S.C. Sec 15) or under the Cartwright Act (Chapter
2, commencing with Section 16700 of Part 2 of Division 7 of the Business and Professions Code).
arising from purchases of goods, materials, or services by the Bidder for sale to the purchasing body
pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing
body lenders final payment to the Bidder.
30. Contractor shall indemnify, defend and hold City. its officers, employees and agents harmless from
any claim, demand, liability, suit, judgment or expense (including, without limitation. reasonable costs
of defense) arising out of or related to Contractor's performance of this agreement. except that such
duty to indemnify, defend and hold harmless shall not apply where injury to person or property is
caused by City's willful misconduct or sole negligence. The costs, salary and expenses of the City
Attorney and members of his office in enforcing this Agreement on behalf of the City shall be
considered as "attorney's fees" for the purposes of this paragraph.
31. While not restricting or limiting the foregoing, durinq the term of this Aqreemen1. Contractor shall
maintain in effect policies of comprehensive public. qenera!. and automobile liabilitv insurance. in the
amount of $1.000.000 combined sinqle limit. and statutorv worker's compensation coveraqe. and shall
file copies of said policies with the City's Risk Manaqer prior to undertakinq anv work under this
Aqreement. The policies shall name the City as an additional insured and shall provide for ten (10)
day notification to the City if said policies are terminated or materially altered.
32. FAITHFUL PiORFORM/\NCiO BmJD!BID BOND. TRe Centractor will be required te f~rnish a cashier's
check. certified cReck er faithful perfDrmance bend / bid bend made payable te the City of San
Bernaraine in aA ame~At equal to 100% /10% of tRe bid price to ins~re the contractor's faithful
performance of this contract. Saia s~rety Ghall be G~bject te the approval ef tRe City ef San
Bernardino, bondG Ghall be in acceraaAce with Ordinance Ne. 821, Section 2400. aAa tRe corporation
iss~ing Gaia bOAd Ghall have a rating iA BeGt's moot recent ins~rance g~iao of "A" or better.
33. Written contract documents, duly authorized and signed by the appropriate authority. constitute the
complete and entire agreement(s) that may result from the RFO.
34. City may, at i1s discretion, exercise option year renewals for up to two (2) years, in one-year
increments.
35. By submitting a bid, Bidder warrants that any and all licenses and/or certifications required by law.
statute. code or ordinance in performing under the scope and specifications of this RFO are currently
held by Bidder, and are valid and in full force and effect. Copies or legitimate proof of such licensure
and/or certification shall be included in Bidder's response. Bids lackinq copies and/or proof of said
licenses and/or certifications mav be deemed non-responsive and mav be reiected.
36. Once the award has been made and prior to the commencement of the job, the City's Municipal Code
(M.C. 5.04.005) requires that a Business doing business with the City. obtain and maintain a valid City
Business Registration Certificate during the term of the Agreement.
37. Vendor (Contractor)/ Consultant services agreement(s) (VSAlCSA). A signed vendor/Consultant
service agreemen1 may be required between both parties prior to commencement of the job.
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2010-107
) Met))
Document Imaging
5 0 I tdio 1tJ'
529 West Rincon St
Corona, CA 92880
(951) 898-2800
Proposal for "Copying Services to CD"
San Bernar 'Ino-
SM
.
RFQ F-10-10
Document Imaging Services
/DeliverTo:
City of San Bernardino
Finance Department
300 N. "0" Street, 4th floor
San Bernardino, CA 92418
Attachment A-2
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2010-107
RFr) 1'-10-10
I)ocumcnt
Imaging Scrvi<.:~s
City of San Bernardino, Finance Department
Purchasing Division
Bid Documents to Be Returned bv Bidder
RFQ F-10-10
DOCUMENT IMAGING SERVICES
N/A
/ [LJ/
Copy of Contractor License III Bid Content and Forms, General Specification #35, Instructions to Offeror(s)
I Bidders
IZl
Bidder Experience, Competency, Qualification and Profile (Vendor Document) III
Proposal I Bid Content Forms
~ Non-Collusion Affidavit (City Form) Instructions to Offeror(s) I Bidders
lS! Listing of Proposes Subcontractor (City ~l3rfR) III Pro~...1 'Qi. CanteRt an. ,ar...
lS! Price Form (City Form) In.tructions to Bidders, III Bid Content and Forms
IX! Authorized Signatures Instructions to Bidders
~ Bidder Identification III Bid Content and Forms
~ Addendum Received (City Form) III Bid Content and Forms
IRt 90 Day Bid Validity Statement III Bid Content and Forms
~
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Authorized Signatures (City Form) III Bid Content and Forms
References III Bid Content and Forms
Proper Identification and Submittal of Proposal/Bid Package, and Price Form
Instructions to Bidders
Bidders are reauested to submit this 'checklist completed with all bid documents.
,
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2010-107
RFQ F-IO-IO
Document
Imaging Services
City of San Bernardino
TECHNICAL SPECIFICATIONS
RFQ F-10-10
DOCUMENT IMAGING SERVICES
NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER"
Services:
Bidder shall complete right-hand column indicating brief reasoning for
exceptions to requirements when not acceptable. State "Acceptable" if
requirements are agreeable as set forth in left-hand column.
Equipment:
Bidder shall complete right-hand column indicating specific size and or
make and model of all components when not exactly as specified.
State "As Specified" if item is exactly as set forth in the left-hand
column.
FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID
CATEGORY I ACCEPTABLE/AS
SPECIFIED
A. SCOPE OF WORK
Contractor shall provide any and all necessary expertise, Acceptable
hardware, software and equipment necessary to perform
document preparation, scanning, coding and indexing
services for the City of San Bernardino Development
Services and Fire Departments. Services include the
ongoing conversion of paper records, blueprints, and some
Mylar of construction plans, permit records, planning case
files, etcetera, as required throughout th.e contract term.
The quantity is estimated to be between 70,000 and
150,000 documents per year, but will vary based on the
level of development activity. Documents are typically in
good condition. Plans may be foldE)d or rolled. Documents
range in size from 3"x 5" through 3e"x 48" and sizes may be
mixed within files. There is no Quaranteed minimum
Quantitv. Contractor shall provide two (2) copies of each
DVD-ROM delivered to City.
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2010-107
RFQ 1'-10-10
Document
Imaging Services
B. CONTRACT TERM
The contract term shall be three years, effective the day Acceptable
following the date of contract award by the San
Bernardino City Council. The contract may be extended
for two additional one-year periods at the option of the
City.
C, SERVICES
Throughout the contract term and within two (2) working Acceptable
days of City's request, Contractor shall pick up boxes of
file folders and rolls of plans which contain City records
from City's Development Services Department, 300
North "D" Street, San Bernardino, CA 92418, or other
designated City office and shall return the same records
in the same condition as they were when they were
removed from City property, The imaged documents
shall be returned on labeled DVD-ROM to the same
location. Additionally, a 24 hour contact shall be
provided.
D. SOFTWARE Acceptable
Vendor shall be responsible for assuring that all
deliverables are importable to the City's existing Laser- See next page for details.
fiche system. The City is currently using Laserfiche
Version 7,2,1, Vendor shall indicate in response how
this will be accomplished.
E. DOCUMENT PREPARATION Acceptable
Contractor shall remove staples and paperclips from
hard copy documents prior to scanning, After scanning,
if noted in the special instructions on the transmittal
sheets, documents shall be re-stapled as found originally
and replaced in file folders in the same order as when
received, Likewise, file folders shall be placed back in
boxes in the same order as when received.
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2010-107
I)
RFQ - F-lO-lO
Document Imaging Services
Bidder Experience
D. Software:
The following outlines the method we use to provide data to LaserFiche customers.
As the successful bidder for the City of Riverside's first bid to transition from microfiche to
scanning, we were met with a few challenges. The City of Riverside uses LaserFiche for their
document retrieval software and the RFP specified the successful vendor would provide the
scanned images via a standard ASCII type format for import into LaserFiche using the import
tools within LaserFiche. Riverside does not employ its own IT staff. They subcontract to a third
party and were informed the import function would incur additional charges from their vendor.
As this was not part of the original proposal specs, this was not budgeted and therefore posed a
problem trying to obtain the necessary additional funding.
After several meetings with the IT vendor, we decided to step in and try to move the
() project forward, We did some testing and came up with a solution that allowed the City of
Riverside staff to import the data without the assistance of the IT department, resulting in
tremendous cost savings,
I know it sounds like we invented the wheel but far from it. We found the easiest way to
have customers import data into LaserFiche, without any technical experience, is to use the
"Briefcase" tool in LaserFiche, We have a seat of LaserFiche in our production department
which we use to import data we create in our production software for use in any customer that
utilizes LaserFiche.
We simply have the customers export their template structure and we add the template
to our system. We do all the data import into LaserFiche and provide a Briefcase to the
customer for a simple Drag and Drop import, For customers that do not have direct access to IT
staff, this has been the most cost effectivec~lnd easiest method. We can provide the data in just
about any format. For LaserFiche, this is hard to beat for ease of use.
)
1. When picking up boxed documents and rolls of plans,
Contractor's representative shall sign a receipt
showing how many boxes and rolls are being picked
up as well as the number of file folders per box, A
maximum of 20,000 documents may be removed
from City premises at any given time,
2. Records shall be transported from City's
Development Services Department to and from (as
necessary) Contractor's place of business in a closed
vehicle, Transportation is the responsibility of the
Contractor. A nationally recognized, reputable
delivery company should be used, Optionally, the
Contractors own delivery vehicles may be used,
3. Immediately upon delivery of documents to
Contractor's place of business, records shall be
stored in an enclosed and lockable room free from
moisture, Contractor shall always keep City's records
in a locked environment.
4, Contractor shall at any time during normal business
hours be available to have its security procedures
audited by City,
5. Contractor shall not disclose, either verbally,
electronically, by facsimile, in writing or otherwise,
any information contained in City's documents in
Contractor's possession,
6. Documents shall be returned to the respective
Division/Department after the imaging process is
completed, Special instructions in regard to
disposition of documents, re-stapling, rebinding,
etcetera will be provided on transmittal sheets at time
documents are picked up from the City,
7. Contractor mav not subcontract any of the work Mea does not use any
covered by this RFQ,
2010-107
I)
F. SECURITY
Contractor shall follow the security procedures outlined
below in addition to Contractor's standard security
procedures:
I)
RFQ 1-'-10-10
Document
Imaging Services
Acceptable
Mea provides our own,
insured and bonded
driver and vehicle.
sub-contractors.
G. IMAGE RESOLUTION/FILE FO~MAT
Scanning resolution shall be a'minimum of 300 dpi B& Acceptable
W. File format shall be TIFF or PDF as determined by
the City and convertible to other common formats for
export, Color scanning is not anticipated.
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2010-107
RF<! 1'-10-10
Document
Imaging Services
H, INDEXING
The indexing structure shall follow the current method of
indexing, based on the document type, or as otherwise
determined by the respective Division Representative. Each
document may have from two up to six cross-referenced
indexes. The number of characters per index field will vary
(e,g. permit numbers have 8-9 characters, APN's have 13),
Indexing will be done on the document level rather than on
each page. The number of pages, and thus images, per
document varies, Indexing may be accomplished by either
manual data entry or automatic capture, as appropriate to
each record category. Multiple indexes may be downloaded
from the Department's Permit Management System
Database, Delivered DVD-ROMs shall be in a format easily
importable into the City's Laserfiche system.
Acceptable
.
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2010-107
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RFQ 1'-10-10
Document
Imaging Services
I. QUALITY CONTROL
Contractor shall establish quality control measures to be
certain that each DVD-ROM meets the following criteria:
1, Images shall be of the same or better quality than the
original document, or an accurate reproduction,
2. All documents presented for scanning are included in
their entirety and in the order in which they were
presented.
3, All images are accurately named and indexed.
Prior to delivery to City, Contractor shall perform random
testing of images to ensure appropriate image quality,
proper directory structure and the accuracy and
completeness of scanned documents. The number of
documents reviewed shall be by mutual agreement between
the City and the Contractor. This number may be reduced
over time as confidence and document quality increase.
Contractor shall provide a 100 percent review, if required by
City, for certain types of documents. City estimates that
there will be up to two percent of documents requiring this
100 percent review.
I) Contractor shall provide proof of testing of images.
Contractor shall utilize reject procedures and notations
when it is determined that a document will not pass quality
control. If any page or document can not be reproduced
with full legibility, Contractor is to identify the irreproducible
page with an indicator page within the returned file. The
indicator page should include the sequence number and title
(if any) of the page. Irreproducible pages and/or documents
are identified to be preserved and returned to the City and
shall not be shredded and recycled.
If, upon review by City, unacceptable images are
discovered, the Contractor, at no additional cost to the City,
shall correct all such unacceptable images,
If, upon review by the city of the original
documents/drawings, unacceptable damage has occurred,
the Contractor, at no additional cost to the City, shall replace
the original documents in the same material or an agreed
upon substitute.
Acceptable
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2010-107
RFQ F-IO.IO
Document
Imaging Services
J. TIME FOR PERFORMANCE
Turnaround time for the processing and return of documents Acceptable
created in the future on an ongoing basis shall not exceed
two weeks, Turnaround time for any very large shipment of
backlogged records is negotiable.
Should the City have an urgent need for a particular
document, box of documents or roll of plans in Contractor's
possession, Contractor shall return such document or
documents(s) within 24 hours (1 business day) of request.
K. REVIEW OF SAMPLE DOCUMENTS
Prior to the date and time for receipt of proposals, interested Acceptable
firms may set up an appointment to view samples of the
hard copy documents to be converted to DVD-ROM by
calling Joseph Lease at the Development Services
Department at (909) 384-5171,
L. PRICING/INVOICING Acceptable
The Contractor shall provide a price list which includes all
fees that relate to the scanning/processing of
documents/drawings. Line item pricing shall include all
associated costs to the vendor,
The Contractor shall invoice the City for services rendered
on a shipmenUproject basis using a billing format approved
by the City, The invoices shall reference the
drawings/documents that were scanned. In the event of
questions or disputed charges, the Contractor shall make
available to the City all supporting documentation.
14
2010-107
MCO - DOCUMENT IMAGING SOLUTIONS
:")
COMPANY PROFILE
MCO - Document Imaging Solutions is a D.B.A. of McCluskey Companies, Inc.
Location: 529 West Rincon St, Corona Ca 92880
-All in-house work is done at this location-
Phone:
Fax:
Website:
Emai/:
Contacts:
(951) 898-2800
(951) 898-2808
www.mco-image.com
info@mco-image.com
Mike McCluskey, President
Debi McCluskey, Operations Officer
i).
'. ",
Federal EIN: 33-0863161
State Resale #: SREH - 97-579051
State Certified Small Business #: 0040226
Business Established: 1986
California Corporation: 1999
Dunn & Bradstreet#: 04-940-7385
Trade References:
Eastman Kodak Co.
Digitech Systems
Scan Optics
Bank Reference:
Wells Fargo, Corona CA
KIP
NextScan
ALOS Micrographics
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2010-107
RFQ F-IO-IO
Document
Imuging Services
PRICE FORM
REQUEST FOR QUOTES:
RFQ F-10-10
DESCRIPTION OF RFQ:
Document Imaging Services
PRINT
NAME OF AUTHORIZED
REPRESENTATIVE
Mike McCluskey
Provide pricing that is a Firm Fixed Fee
The undersigned Contractor hereby offers to provide document imaging services in
strict compliance with the specifications, terms and conditions set forth in this
Request for Quotation.
General Information
A. Company Name: Mca - Document Imaging Solutions
B. Company Address: 529 West Rincon St, Corona CA 92880
C. Number of Employees: 18
D. Average annual business volume over last three calendar years $ 1. 5M
E. Number of years providing document imaging services at this location? ~
.
F. Please provide a minimum of three references: Company name, address,
contact person and telephone number for which your company has current
contracts or provided imaging services within the last three years,
City of Riverside, Bldg & Safety - Ruth Norris (951) 826-5942
City of Newport Beach, Planning' - Dan Campagnolo (949) 644-3231
c
City of pi co Rivera, Planning - Julia Gonzalez (562) 801-4327
G. Primary contact person for the City of San Bernardino:
Name: Mike McCluskey
Telephone No. (951) 898-2800
19
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2010-107
RFQ 1'-10-10
Document
Imaging Services
PRICE FORM (continued)
H. Business Organization Type. Indicate whether your firm is an individual
proprietorship, partnership, corporation, etc.
1, If incorporated, provide the following information:
Date of incorporation: 1999 State of incorporation: CA
Names and titles of all officers and directors:
Mike McCluskey, President Debi McCluskey, COO
Gary McCluskey, CEO
Carol McCluskey, CFO
2. If an individual, partnership, provide the following information:
Formation date of company:
Names and addresses of all partners, Indicate whether they are general
or limited partner:
I. Indicate whether your firm has ever failed to complete any contract awarded
to it.
No, never.
.
If so, note when, where and why (enter here or attach narrative,)
J. Indicate whether your firm has been or is the subject of a bankruptcy or
insolvency proceeding or is subject to assignment for the benefit of creditors,
No, never.
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2010-107
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PRICE FORM (continued)
K. Scanning @300 dpi resolution
Original documents in sizes as noted:
11" x 17" and smaller $
per image
Larger than 11" x 17" $
per image
Building plans, B size drawings (12" x 18") $
per image
Building plans, C size drawings (18" x 24") $
per image
Building plans, D size drawings (24" x 36") $
per image
) Building plans, E size drawings (36" x 48") $
per image
RFQ F-IO-IO
Document
Imaging Services
0.0675
cost
0.68
cost
0.68
cost
0.68
cost
0.68
cost
0.68
cost
L. Image clean up, if requested
(e.g. de-speckle, de-skew, border erase, etc.)$ Included*
cost
per image *Any image clean-up required beyond what the software automatically
performs (manual) wi 11 be charged at $0.15 per drawing. (Generally very poor originals only.)
M. Image rotation, manual $ Included cost
per image
ANNUAL PURCHASE ORDER
Effective on or about February 1, 2010 through June 30, 2012 plus two (2) single-year
renewal options, at the City's discretion for City's requirements,
Option vear one if exercised, shall be'effective July 1, 2012 through June 30, 2013,
Option vear two if exercised, shall be effective July 1,2013 through June 30, 2014.
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2010-107
RFQ F-IO-IO
Document
Imaging Services
PRICE FORM (continued)
Actual option year pricing shall be negotiated with the successful Bidder(s) prior to
exercising of any given option year. Option years shall become effective only upon
issuance by the City of a duly authorized Purchase Order.
Are there any other additional or incidental costs, which will be required by your
firm in order to meet the requirements of the Technical Specifications? ~
;,NO). (circle one). If you answered "Yes", please provide detail of said
aaaTtional costs:
Please indicate any elements of the Technical Specifications that cannot be
met by your firm,
We meet or exceed any technical specifications
required to perform the required services.
f-:!E1 e you included in your bid all informational items and forms as requested?
(Yes 1 .Ne- (circle one). If you answered "No", please explain:
'.--
.
This offer shall remain firm for 90 days from RFQ close date. 'J'!5-S.
Terms and conditions as set forth in this RFQ apply to this bid,
Cash discount allowable % xx. days; unless otherwise stated, payment
terms are: Net thirty (30) days;:,
In signing this bid, Bidder warrants that all certifications and documents
requested herein are attached and properly completed and signed,
From time to time, the City may issue one or more Addenda to this RFQ.
Below, please indicate all Addenda to this RFQ received by your firm, and the
date said Addenda was/were received.
Verification of Addenda Received
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2010-107
RFQ F-IO-IO
Document
Imaging Services
NON - COLLUSION AFFIDAVIT
TO: THE COMMON COUNCIL, CITY OF SAN BERNARDINO
In accordance with Title 23, United States Code, Section 112, the undersigned
hereby states, under penalty of perjury:
That he/she has not, either directly or indirectly, entered into any agreement,
participated in any collusion, or otherwise taken action in restraint of free
competitive bidding in connection with RFQ F-10-10,
Business Name MCO - Document Imaging Solutions
Business Address 529 West Rincon St, Corona CA 92880
Signature of Bidder X ~ /711".A~
f1 -
~I?~u~#~ (!a,
tflace of Residence /
Subscribed and sworn before me this
17.
Orb..n~
, State of
JlX Yl
,20!.JJ..
day of
Notary Public in and for the County of
California.
-
My commission expires -See.. ArrA-c.HEJ~ JURA-T ,20_,
24
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Jurat
State of California
County of Orange
2010-107
Subscribed and sworn to (or affirmed) before me on this
/2
day of San.
20~by GtUV- L- Mc-CllA.sk.~,/
proved to me on the basis of satisfactory evidence to be the perso~o appeared
bctore me,
NICK VILLALOVOS
Commission (I 1871401
Notary Publle - California ~
Oranga County '!:
Comm. Ex lras No. 15, 2013
(NOlary Se;ll)
OPTIONAL INFORMATION
DESCRIPTION OF THE ATTACI lED DOCUMENT
Nc>~=~_~~HI..C.~ l1J:r:\..~~~+
, (TIlle or dc:;r,;riptioll of attached Jocument)
-_.'{:l'iIT~~f;U.lcll~ dll~~e~lt~~1-l-1~d)
Number of Pages
Document Date
(AdJitilllla] informal ion)
INSTRUCTIONS FOR COMPLETING TII[S FORM
'O,e \l'ording (?{afl jura/.I' (o/llp/eled ill California !ljkl' }mlllwy I. ]O{)8 mil.)"!
be in fJrejimn (/\' .,efJfJ/"lh wilhin (his Jwa/. '/1Je",' are IlO excepliont. I{a
Jura/lo be completed does !/of/o/kn..thisjurm. Ifle 110111(1' /n1l.1'! corrl:elllu:
l'e/"lJiage by l/sll/g a jl/ru! .1'lamp containing lire correct wording or ol/(//'liing
a separate jllratji)rm sucb as Ihi.~ on(.' whicb do('.\' conwin proper wurding.
In addi/ion, Ihe flotary mllsl reqllire all oath or aJJirmation{rom tbe
dOCllment signer regardiJIg tIll: lnllhJidne.H offi'l! collft'nts ofllle dOCllmen/.
The document ml/S' be signed AFTf~R ,he outh or afjirma/ioll.. If IIII.'
dOCl/lnenl W(1.t pr(,l'iolls~v signed. it /1/1I.';f be re-signed infrant of the notary
pllhlic during ,he jurat process
c
State and COllllly inlhnnatillll musI be th~ Stal~ and CUUll!y where the
documenl signer(s) personally appeared before tho: notary publil.:.
D.lte of notari/.alion must be Ihe dale thaI the signer(s) pcrsonJ.lly
appeared which must also be lhe same dille thatlhe jmul process is
cOll1pktcu.
Prinllhe lWl1lC(S) oj' UllcUI11Cl1t signcl'(:;) will) personally ;lppcar al Ille
limcnrnotari....ati,)Jl
Th..' notary s\:al impl"<.:~sion must be clear alld pholOgraphie.tlJy
reproducible. Impression must 1101 cover lexl or Jl11es. lfseal
llnpressioll smudges. re-seal ir suffi,ienl area permits. olherwise
complele <l difkrenl Jural
. AJdi!lOllal :nfllrmalion is llol required but il coulJ help 10
I,.'l1sure Ihis Jural is nOllllisuseJ or <llla,heJ 10 a ditlen:nt
dOC\.lment
. Inuicalt. !illt: Of lype of anached UOtl1l11t:111. number of page,';.
JnJ J~ilc
Securcty ,11!aeh this documen1 to the SIgned document.