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HomeMy WebLinkAbout13- Development Services ORIGINAL CITY OF SAN BERNARDINO —REQUEST FOR COUNCIL ACTION From: Valerie C. Ross,Director Subject: Resolution approving an Agreement for Services with MCO Doc Imaging for the Dept: Development Services provision of Document Imaging Services Date: April 19, 2010 MCC Date: May 17,2010 File: Synopsis of Previous Council Action: Resolution 2003-211 Adopting Archival Fees for the Development Services Dept. Resolution 2004-58 Adopting Archival Fees for the Fire Department Resolution 2006-357 Approving a Service Agreement with Convert-A-Doc Recommended Motion: Adopt Resolution. Valerie C. Ross Contact person: IgNe h r a,NP Ruild Ong nffi,i,J phone- 3c4-5123 Staff Report,Resolution, Supporting data attached: and Agreement Ward(%)- All FUNDING REQUIREMENTS: Amount: S 57,000 FY 2010/11 Source: (Acct. No.) 001-181-5502 ($49,640) 001-203-5505 ($ 7,360) Acct. Description- Prof/Contractual Senices Finance: Council Notes: Agenda Item No.�3 CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION STAFF REPORT Subiect: Resolution approving a service agreement with MCO Document Imaging for the provision of document imaging services. Background: The California Health and Safety Code, Section 19850, requires local jurisdictions to maintain a copy of the approved plans for every building for which a construction permit is issued for the life of the structure. Development Services, and the Fire Department currently collect archival fees in order to cover the costs of electronic imaging of these plans to provide a permanent archived copy as required by law. A prior Agreement for Services with Convert-A-Doc expired in October, 2009. The Development Services Department prepared specifications for imaging services, and a potential vendor list of firms specializing in document imaging was developed by a search of the Yellow Pages and the Internet. Four local firms were identified as a result of this search. The Purchasing Division sent out notices inviting bids for the provision of such services per Specification No. F-10-10. Notices were sent to twenty-four(24)vendors and the San Bernardino Area Chamber of Commerce, and an advertisement was placed in the San Bernardino County Sun and on the City's web page. Requests for Proposals were sent to the following firms: VENDOR NAME CITY 1 To 1 Online Blue Jay, CA Archive Mgt. Services Riverside,CA Baseline Imaging Azusa, CA California CD Imaging Rancho Cucamonga, CA CDG Cypress, CA Convert-A-Doc Murrieta,CA C S Enterprises Corona, CA Digital Printing F&F Colton, CA Document Storage Corp. Ontario,CA Docu-TRUST San Bernardino,CA DSSI Chatsworth, CA Esquire Doc Prep. Grand Terrace, CA Halverson's Photography San Bernardino, CA Imagine Systems San Bernardino, CA Interstate Corporate Service Colton,CA'.' Matrix Imaging Products Corona,CA MCO-Document Imaging Solutions Corona, CA On-Time Imaging Murrieta, CA Ontime Reprographics San Bernardino, CA CITY OF SAN BERNARDINO-REQUEST FOR COUNCIL ACTION STAFF REPORT—continued Pacific State Corp Rancho Cucamonga, CA Print 4 Success Inc Fontana, CA Royal Imaging Los Angeles,CA Sequent Mobile Ontario,CA We the People Calimesa,CA The following eighteen(18)firms submitted proposals, one of which is a local firm. American Micro Imaging Los Angeles, CA Capitol Imaging Commerce, CA Copy Plus Printing San Bernardino, CA CopyTron Anaheim Hills,CA Convert-A-Doc Murrieta, CA DataArc Santa Maria,CA Data Mgmt. Int'l New Castle,DE Data Net Anaheim, CA Digiscan Systems Pleasanton, CA DocuTech Bus. Solutions Los Angeles,CA ECS Imaging Riverside, CA HOV Services Cerritos,CA Incrementum Santa Monica,CA Iron Mountain Doc. Mgmt. Fontana, CA Matrix Imaging Costa Mesa,CA MCO Doc. Imaging Corona,CA On Time Imaging Murrieta, CA ViaTron Systems Gardena,CA Development Services staff reviewed and scored the proposals and rated each proposal based on the following criteria: capabilities of firm,qualifications/experience, and completeness of response. A point value between one and ten was used to rate each criteria for each firm. The rating scores were weighted at 35%,45%, and 5%respectively for these criteria, and the weighted scores from four reviewers were averaged. A local preference of five(5)percent was added to the score of the local firm. After the scores were totaled, pricing was evaluated and weighted at 10%. The highest rated vendor,MCO Document Imaging Solutions, was selected. Based on the submitted proposals and pricing,MCO Document Imaging Solutions was determined to have the best overall rating. The proposal and pricing of the sole local vender, Copy Plus Printing, was not competitive,which is likely due to the fact that document imaging is 1 RESOLUTION NO. COPY 2 3 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 provided the most 9 advantageous and best proposal to provide document imaging services per Specification No. 10 F-10-10. An Agreement with said firm to perform imaging services is attached hereto as Exhibit 11 12 "A° and made a par[ hereof. Pursuant to this determination, the Purchasing Manager is hereby 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. 15 SECTION 2. The City Manager is hereby authorized and directed to execute said 16 Agreement on behalf of the City. 17 SECTION 3. The authorization to execute the above referenced agreement is rescinded if 18 it is not executed within sixty (60)days of the passage of this resolution. 19 20 21 22 23 24 25 26 27 28 I RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING AN AGREEMENT FOR SERVICES WITH MCO DOCUMENT IMAGING SOLUTIONS 2 FOR THE PROVISION OF IMAGING SERVICES. 3 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and 4 Common Council of the City of San Bernardino at a meeting thereof, held 5 6 on the day of 2010,by the following vote,to wit: 7 Council Members: AYES NAYS ABSTAIN ABSENT S MARQUEZ 9 DESJARDINS 10 BRR aER — 11 SHORETT 12 KELLEY 13 14 JOHNSON 15 MC CAMMACK — 16 17 Rachel Clark, City Clerk 18 The foregoing resolution is hereby approved this day of 2010. 19 20 Patrick J.Morris,Mayor 21 City of San Bernardino 22 pproved as to form: 23 JAMES F. PENMAN, City Attorney 24 25 By 26 27 28 - 2 - EXf IIBTT A AGREEMENT FOR DOCUMENT IMAGING SERVICES THIS AGREEMENT is made and entered into this day of 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 imaging 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 consideration of the mutual covenants and conditions contained herein,the parties hereby agree as follows: 1.0. SERVICES PROVIDED BY CONTRACTOR 1.1. Scope of Services. Contractor shall furnish document imaging services to City in accordance with Bid Specification No. RFQ F-10-10, attached and incorporated herein as Attachment A-1, 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 City of any changes in any laws that may affect Contractor's performance of this Agreement. 1.3. Warren 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 this 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 have 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 Loyalty/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. Compensation. 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 U;\RFCA\1vugmg Services F-1010\5ervices Agreement-MCOAm 2 services provided outside the scope of services specified in Attachments A-1 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 Billine. Contractor may submit invoices to City's Director of Development Services for approval on a progress basis, but no more often than monthly. Said invoice 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 invoice 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 Services" 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 L.. 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 shall 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 Delays. 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 TERMINATION 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 privilege \\Sima\DS\Bldg&safety\Bldg&Safely-BufldmR\RFP\aFQ F-10-10\services Agreeacent-MCOAm 3 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 event 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 delivered 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 coverages: (a) Comprehensive general liability, including premises-operations, products/completed 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 insurance as required by the State of California. U:\RFCA\hmging Services F-1010\Services Agreement-MCOAd 4 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 given 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 coverages 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. Representatives. 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. Project Managers. City shall designate a Project Manager to work directly with Contractor in the performance of this Agreement. U:\RFCA\Imaging Services F-1010\Services Agreement-MCO.do 5 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 transmission 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: IF TO CITY: Mike McCluskey President Valerie C. Ross McCluskey Companies,Inc. Director of Development Services dba MCO Doc. Imaging Solutions 529 W. Rincon Street 300 North"D" Street Corona,CA 92880 San Bernardino, CA 92418 Tel: (951) 898-2800 Tel: 909-384-5357 Fax: (951) 898-2808 Fax: 909-384-5080 .. 6.5. Attorneys' 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 provisions 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 venue 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 void and shall constitute a breach of this Agreement and cause for termination of this Agreement. Regardless of City's consent, no subletting or assignment shall release Contractor of Contractor's obligation to perform all other yr► obligations to be performed by Contractor hereunder for the term of this Agreement. U:\RFCA\Imaging Services F-10.10\Services Agreement-MCO.dm 6 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 famished 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 individual 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 Government Code 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. U:\RPCA\Imaging Servic MO-1 0\Services Agreement-MCOAd 7 6.12. Responsibility for Errors. Contractor shall be responsible for its work and results under this Agreement. Contractor, when requested, shall fiunish 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 Employment. Contractor will not employ any regular employee of City while this Agreement is in effect. 6.14. Order of Precedence. In the event of an inconsistency or conflict in this Agreement and any of the attached Exhibits or Attachments, the terms 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 performance 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 jointly 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 respective successors and assigns may amend this Agreement. 6.20. Waiver. The delay or failure of either party at any time to require performance 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 performance 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 \\Sierra\DS\Bldg&Safety\Bldg&Safety-Building\RFP\RFQ F-10-10\Services Agreement-MCO.doc 8 event 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. Severabiliri. 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 Authority. The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so, the parties hereto are formally bound to the provisions of this Agreement. \\Sierra\DS\Bldg&Safety\Bldg&Safety-Building\RFF\RFQ F-10.10\Services Agreeatent-MCO.dac 9 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, CONTRACTOR A Municipal Corporation, MCCLUSKEY COMPANIES INC. dba MCO DOCUMENT IMAGING SOLUTIONS By Patrick J. Morris,Mayor Mike McCloskey, President Approved as to form: Cw James F. Penman, City Attorney By C U:\RFCA\1m i;ing Services F-1010\Services Agreement-MCOAd 10 Attachment A-1 V Wkur December 8, 2009 SUBJECT: NOTICE INVITING BIDS (RFQ) 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.org > 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-10-10. Q 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. "D" 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. "D" Street, 4'" Floor Finance, San Bernardino CA 92418. Closing Date: Bids must be submitted at or before 3:00 PM, PST, January 12, 2010 at 300 North "D" Street, 0 Floor, Purchasing, San Bernardino CA 92418. Issuance of this RFQ and/or receipt of bids do not commit City to award a contract. Deborah R. Morrow, C.P.M. Purchasing Manager R FQ F-M-1 Q Documew Im aim,Services SECTION I. INSTRUCTIONS TO BIDDERS 2 RFQ F-Ili-Iii hna^_ink Scr%ice< City of San Bernardino, Finance Department Purchasing Division Bid Documents to Be Returned by Bidder RFQ F-10.10 DOCUMENT IMAGING SERVICES ❑ Copy of Contractor License III Bid Content and Forms,General Specification#35,Instructions to Offeror(s) /Bidders ❑ Bidder Experience, Competency, Qualification and Profile (Vendor Document) III Proposal/Bid Content Forms ❑ Non-Collusion Affidavit (City Form) Instructions to Offeror(s)/Bidders ❑ Price Form (City Form) Instructions to Bidders, III Bid Content and Fortes ❑ Authorized Signatures Instructions to Bidders © ❑ Bidder Identification BI Bid content and Forme ❑ Addendum Received (City Form) BI Bid Content and Forms ❑ 90 Day Bid Validity Statement III Bid content and Forma ❑ Authorized Signatures (City Form) 111 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 requested to submit this checklist completed with all bid documents. 3 RFQ F-10-10 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. "D" Street, 4 th 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 Q 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 D.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. Submitting Requests 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 "D" Street 4th floor, Purchasing Division 4 RFQ F-10-10 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: morrow dersbc;tv.or_, 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.sbcity.org, 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. "D" 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 5 RFQ F-10-10 Document Imaging Services 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-10-10: 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 RFQ at any time without prior notice and the City makes no representations that any contract will be awarded to any Bidder responding to this RFQ. 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 RFQ; 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 RFQ 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 RFQ, and to negotiate with other than the selected Bidder(s) should 6 RFQ F-10-10 Document Imaging Services negotiations with the selected Bidder(s) be terminated. The City also reserves the right to apportion the award among 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 IIII 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 andlor 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. RFQ F-10-10 Document Imaging Services r� SECTION II. TECHNICAL SPECIFICATIONS 8 RFQ F-10-10 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 CATEGORYI ACCEPTABLEIAS 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. Documents are typically in good condition. Plans may be folded or roiled. Documents range in size from Yx 5" through 36"x 48" and sizes may be mixed within files. There is no guaranteed minimum uq antity. Contractor shall provide two (2) copies of each DVD-ROM delivered to City. i 9 RFQ F-10-10 Document Imaging Services 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 city. 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. 10 RFQ F-10-10 Document Imaging Services F. SECURITY Contractor shall follow the security proceduq utlined below in addition to Contractor's standecurity procedures: 1 . When picking up boxed documents and r plans, Contractor's representative shall sign receipt showing how many boxes and rolls are picked up as well as the number of file folders ox. A maximum of 20,000 documents may moved from City premises at any given time. 2. Records shall be transported fCity's Development Services Department to aom (as necessary) Contractors place of busines closed vehicle. Transportation is the respons of the Contractor. A nationally recognizeputable 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 convertible to other common formats for export. Color scanning is not anticipated. iI RFQ F-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 L ries. Indexing may be accomplished by either entry or automatic capture, as appropriate to category. Multiple indexes may be downloaded Department's Permit Management System Delivered DVD-ROMs shall be in a format easily nto the City's Laserfiche system. 12 RFQ F-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. 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. 13 s RFQ F-10-10 Document Imaging Services J. TIME FOR PERFORMANCE Turnaround time for the processing and return of documents M 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. 14 RFQ F-10-10 Document Imaging Services SECTION 111. BID FORMAT, CONTENT AND FORMS i C u RFQ F-10-10 Document Imaging Services 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 wishes to propose alternative approaches to meeting the City's technical or 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 1 16 i RFQ F-10-10 Document Imaging Services 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 lacking copies and/or proof of said licenses and/or certifications may be deemed non-responsive and may be rejected. f C. COST AND PRICE FORMS i 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 4 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 17 RFQ F-10-10 Document Imaging Services 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. 18 RFQ F-10-10 Document Irnaging Services PRICE FORM REQUEST FOR QUOTES: RFQ F-10-10 DESCRIPTION OF RFQ: Document Imaging Services 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: QB. 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. G. Primary contact person for the City of San Bernardino: Name: Telephone No. 19 KFQ F-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: 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: V 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. 20 RFQ F-10-10 Document Imaging Services PRICE FORM (continued) K. Scanning @300 dpi resolution Original documents in sizes as noted: 11" x 17" and smaller $ cost perimage Larger than 11" x 17" $ cost perimage Building plans, B size drawings (12" x 18") $ cost perimage 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 Cl per image L. Image clean up, if requested (e.g. de-speckle, de-skew, border erase, etc.)$ cost perimage M. Image rotation, manual $ cost perimage 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 year one if exercised, shall be effective July 1, 2012 through June 30, 2013. Option year two if exercised, shall be effective July 1, 2013 through June 30, 2014. 21 RFQ F-10-10 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? 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. I 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 22 RFQ F-10-10 Document Imaging Services Addenda No: Received on: Addenda No: Received on: Addenda No: 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: RFQ F-I0-10 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 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 State of California. My commission expires 20_ 24 RFQ F-10-10 Document Imaging Services SECTION IV. EVALUATION CRITERIA 25 RFQ F-10-10 Document Imaging Services 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 support of 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--Offeror(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 V 26 RFQ F-10-10 Document Imaging Services 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 right to award its total requirement among two or more OFFEROR(S) as City staff may deem to be in its best Interests. In addition, negotiations may or 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 3 i 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 27 RFQ F-10-10 Document Imaging Services notification shall be made within a reasonable time after the date the agreement is awarded. 28 r RFQ F-10-10 Document Imaging Services V SECTION V. GENERAL SPECIFICATIONS 29 RFQ F-10-10 Document Imaging Services 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. 10. Each Bidder shall list 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.O.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%, (this 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. 30 RFQ F-10-10 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 that equipment delivered does not meet requirements of these specifications the Contractor shall be required to correct 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 deliver 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 may or 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 to 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 for in any one 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 specked 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. 23. 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,4v' 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 ENVELOPE. 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. 31 RFQ F-10-10 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 tenders 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, during the term of this Agreement, Contractor shall maintain in effect policies of comprehensive public general and automobile liability insurance,in the amount of$1,000.000 combined single limit and statutory worker's compensation coverage and shall file copies of said policies with the City's Risk Manager prior to undertaking any work under this Agreement. 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 n of-RFOR een CE RO DIR n RO n 0 % peFformanGe Of this GGRtpact. Said surety shall be SUbjeGt tG the approval of the City ef SaR i asuing said band shall have 'BGBRt R661VEIRGe qu de Of".4" OF hAttAF. 33. Written contract documents, duly authorized and signed by the appropriate authority, constitute the complete and entire agreement(s)that may result from the RFQ. 34. City may, at its 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 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 lacking copies and/or proof of said licenses and/or certifications may be deemed non-responsive and may 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) (VSA/CSA).A signed vendor/Consultant service agreement may be required between both parties prior to commencement of the job. 32 Attachment A-2 MC01, COp� Document imaging ,so W-COOCS 529 West Rincon St Corona,CA 92880 (951)898-2800 Proposal for"Copying Services to CD" llll San Bernar .ino SM RFQ F-10-10 Document Imaging Services Deliver To: City of San Bernardino Finance Department 300 N. "D" Street, 41h floor San Bernardino, CA 92418 RFQ F-10.10 Document Inmging Services City of San Bernardino, Finance Department Purchasing Division Bid Documents to Be Returned by Bidder RFQ F-10-10 DOCUMENT IMAGING SERVICES N/A Copy of Contractor License III Bid Content and Forms,General Specification#35,Instniclions to Ofierogs) I Bidders Bidder Experience, Competency, Qualification and Profile (Vendor Document) BI Proposal I Bid Content Fonns Non-Collusion Affidavit (City Form) Insimctions to Ciferuns)I Bidders Price Form (City Form) Inshuctions to Bidders, III Bid Content and Forms Authorized Signatures Instructions to Bidders I Bidder Identification III Bid Content and Forma ® Addendum Received (City Form) BI Bid Content andFemis 90 Day Bid Validity Statement III Bid Content and Forms Authorized Signatures (City Form) 111 Bid content and Forma References III Bid Content and Fonne Proper Identification and Submittal of Proposal/Bid Package, and Price Form Insauctions to Bidders Bidders are requested to submit this checklist completed with all bid documents. 3 RFQ F-lo-lo Document Imaging Smiccs 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 [ 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 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. Documents 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 guaranteed minimum quantity. Contractor shall provide two (2) copies of each DVD-ROM delivered to City. 9 RFQ F-10-10 Document Imaging Services L„ B. CONTRACT TERM Acceptable The contract term shall be three years, effective the day p 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 Acceptable 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 Acceptable Vendor shall be responsible for assuring that all deliverables are importable to the City's existing Laser- see next page £o= 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. 10 RFQ- F-10-10 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 effective and easiest method. We can provide the data in just about any format. For LaserFiche,this is hard to beat for ease of use. ti RFQ F-10-10 Document imaging Service F. SECURITY Contractor shall follow the security procedures outlined Acceptable 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 Mco provides our own, Development Services Department to and from (as insured and bonded necessary) Contractor's place of business in a closed driver and vehicle. 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 Mco does not use any covered by this RFO. sub-contractors. G. IMAGE RESOLUTION/FILE FORMAT Acceptable Scanning resolution shall be a minimum of 300 dpi B& 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. u w Q F-10-10 DOCUMMt Imaging Smi= H. INDEXING The indexing structure shall follow the current method of Acceptable 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. 12 RFQ F-10-10 Document .� Imaging Services I. QUALITY CONTROL Contractor shall establish quality control measures to be Acceptable 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. (C 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. 13 RFQ F-10.10 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 'C associated costs to the vendor. The Contractor shall invoice the City for services rendered on a shipmentiproject 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 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: (951) 898-2800 Fax: (951) 898-2808 Website: www.mco-image.com Email: info @mco-image.com Contacts: Mike McCluskey, President Debi McCluskey, Operations Officer 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. KIP Digitech Systems NextScan Scan Optics ALOS Micrographics Bank Reference: Wells Fargo, Corona CA SCOPE OF SERVICES Scanning and Data Services Micrographic and Archive Services` B&W Color Gray Scale Document Scanning Kodak Certified Processing and Duplication En ineering Drawing Scanning 16MM &35MM Microfilming Services Microfilm Microfiche A erture Card Scanning Microfilm / Digital Image Retrieval to Paper Data to Di gital Ima a Conversion Kodak Disaster Recovery Services Scannin Hardware.&Software - .Micrographic Equipment &Service Document Management Software Digital Microform Scanners Document Scanners Microform Readers Wide Format Scanners and Printers Micrographic Su Ties Scannin Hardware Repair Service Micrographic Equipment Re air Service RFQ F-10-10 Documen( Imaging 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: MCO - 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? 7 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 a Safety - Ruth Norris (951) 826-5942 City of Newport Beach, Planning - Dan Campagnolo (949) 644-3231 City of Pico 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 RFQ F-10-10 Document V Imaging Services PRICE FORAM (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: Cry 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 � 1. 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. 20 RFQ F-10-10 Docummt - - Imaging Scm= PRICE FORM (continued) K. Scanning @300 dpi resolution Original documents in sizes as noted: 11" x 17" and smaller $ 0.0675 cost per image Larger than 11" x 17" $ 0 .68 cost per image Building plans, B size drawings (12" x 18") $ 0 .68 cost per image Building plans, C size drawings (18" x 24") $ 0 . 68 cost per image Building plans, D size drawings (24" x 36") $ 0 .68 cost per image Building plans, E size drawings (36" x 48") $ 0. 68 cost per image 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)will 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 year one if exercised, shall be effective July 1, 2012 through June 30, 2013. Option year two if exercised, shall be effective July 1, 2013 through June 30, 2014. 21 RFQ F-10-10 Document Imaging Scrvices 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? Fes A No . (circle one). If you answered "Yes", please provide detail of said a ditional 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. H,5a a you included in your bid all informational items and forms as requested? Yes -Ne• (circle one). If you answered "No". please explain: This offer shall remain firm for 90 days from RFQ close date. YES 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 22 t Rr•Q F-10-10 Document © imaging Scrvi= 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 N `'S , /acW of Residence Subscribed and sworn before me this 2 day of 3D.YI 20/x( . Notary Public in and for the County of t0.Y1 dj Q State of California. My commission expires _gee- LrAc.F FD TURK- , 20_ 24 1 Jurat State of California County of Orange Subscribed and sworn to (or affirmed) before me on this 2 day of 20 16 by L /✓IGCi(tc proved to me on the basis of satisfactory evidence to be the persoq*<ho appeared before me. NICK VILLALOVOS , Commisalon A 1971401 • '� Notary Public-California i Orange County M Comm.Emires Now 15,2013' sign, t a 1Nntary,Suit) OPTIONAL INFORMATION INSTRUCTIONS FOR COMPLGI'INC"I'IIIS FORM The wording of all Jurors completed in Calho,oa offer January 1.2006 must be in fhe furor as set forth within this Jura[ 7hvrc art no nuttptianr. Ifs Area to br completed does sal follow this form,the rmatry muse correct the verbiage by ming titan at Lump canoth ing the correct wording Or nnnching a xeparnte jural fort such as this one which duos contain proper warding, /a addition,die notary musu require an Dull,ar of rinalinu from the U@ SCRIP"f10N OF THE ATTACHED DOCUMENT document signer regarding iheoullatidnesr of the contents of the dotunulf the doeumnm must be signed AF7rR the ualh or r fqirrn ition..If Ilse C,�I�g /d1 l�Y� publi, du ing pej..of rsigner(it our/he fe-signed in front of the,note" A)6n— ►yS1�[��_L�L.•�ry�f__ puM1lic during die jur'al process. (Ti tic or description of attached Jocument) • Store and County infnmtation mull he the Smtc and County where the document signer(s)personally appeared before the notary public. ---�- (fine ol'attudied diemnem motlnuc'J) ---- Dale of notamuion must be the dam that the signa(s)Personally appeared which must also be the same date that thejurat process is Number of Panes Document Date completed' --'-- —"—"— Print to panels)of document signs{s)who personally appear at time of nomrirni in. The notary seal impre+.1101,must be clear-11-11 photographieally (Additional information) reproducible. Impression must not cover text or lines. Ifseal impression smudgt_ti.re-coal if sufficient alai permits,atherwisc completes diluent jurat •Additonat information is not squired but it could help to ensure thisjurat is not misused or attached to a different document. e Indicate title or type of atlaehal Jocument,number of pages, and dam. • Securely attach this document ear the signed document. CITY OF SAN BERNARDINO Interoffice Memorandum CITY CLERK'S OFFICE DATE: May 24, 2010 TO: Joseph Lease, Building Official Development Services Department FROM: Margaret Fedor, Executive Assistant to the City Clerk RE: Transmitting Documents for Signature—Resolution 2010-107 At the Mayor and Common Council meeting of May 17, 2010, the City of San Bernardino adopted Resolution 2010-107 - Resolution of the City of San Bernardino approving an Agreement for Services with MCO Document Imaging Solutions for the provision of document imaging services. Attached are one (1) original agreement and two (2) duplicate, original agreements to be signed. Please obtain signatures in the appropriate locations and return the ORIGINAL agreement to Margaret Fedor in the City Clerk's Office as soon as possible. Please keep a duplicate, original of the agreement for your files and forward a copy of the fully executed, duplicate original agreement to the appropriate party. Please be advised that the contract will be null and void if not executed by July 16, 2010. I hereby acknowledge receipt of the above mentioned documents. Signed: Date: 6A 1 Please sign and return