HomeMy WebLinkAbout05.G- Community Development 5.G
RESOLUTION (ID # 3771) DOC ID: 3771 A
A01k CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Request for Proposal
From: Mark Persico !M/CC Meeting Date: 04/20/2015
Pr epar ed by: Christy 11acona,
Dept: Community Development Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing
the Issuance of a Request for Proposals (RFP) for Imaging and Archiving Services for
Approved Plans in the Community Development Department, Public Works Department
and the Fire Department. (#3771)
Current Business Registration Certificate: Not Applicable
Financial Impact:
There is no financial impact.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
August 4, 2003 Mayor and Common Council adopted Resolution 2003-211
authorizing collection of archival fees for the Development Services
Department now known as the Community Development
Department & Public Works (Engineering).
February 17, 2004 Mayor and Common Council adopted Resolution 2004-58
authorizing the collection of archival fees for the Fire Department.
October 2, 2006 Mayor and Common Council adopted Resolution 2006-357
authorizing a contract with Convert-A-Doc for archiving and imaging
services.
May 17, 2010 Mayor and Common Council adopted Resolution 2010-107
authorizing a contract with MCO Document Imaging Solutions for
archiving and 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. Community Development Department, Public
1 0001, Works (Engineering), 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
Updated: 4/16/2015 by Linda Sutherland A Packet Pg. 80
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3771
copy as required by law.
A prior agreement for services with MCO Document Imaging Solutions is set to expire in
June, 2015. Staff is coordinating with IT, Public Works (Engineering), and the Fire
Department to ensure all needs are met, attached is a copy of the proposed
specifications.
The Community Development Department is requesting authorization to send proposals
to continue imaging and archiving and is planning to send Requests for Proposals 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
0 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
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
A proposed timeline is as follows:
• April 30, 2015 Advertisement posted on the website and in the newspaper.
• May 6, 2015 Vendors written questions are due.
• May 11, 2015 Vendors answers, responses and addendums are due.
• May 14, 2015 Proposals are due.
Supporting Documents:
City Attorney Review:
Updated: 4/16/2015 by Linda Sutherland A Packet Pg. 81
3771
Supporting Documents:
RESO - (DOC)
Proposed Specifications (DOC)
Updated: 4/16/2015 by Linda Sutherland A Packet Pg. 82
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSALS
3 (RFP) FOR IMAGING AND ARCHIVING SERVICES FOR APPROVED PLANS IN
4 THE COMMUNITY DEVELOPMENT DEPARTMENT, PUBLIC WORKS
DEPARTMENT AND THE FIRE DEPARTMENT.
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6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
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8 SECTION 1. The City Manager and the Director of Finance, or designee, are hereby
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9 authorized and directed to issue a Request for Proposals (RFP) for Imaging and Archiving o
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Services. �
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SECTION 2. The authorization granted hereunder shall expire and be void of no
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further effect within (60) days following the effective date of this resolution.
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSALS
2 (RFP) FOR IMAGING AND ARCHIVING SERVICES FOR FOR APPROVED PLANS
IN THE COMMUNITY DEVELOPMENT DEPARTMENT, PUBLIC WORKS
3 DEPARTMENT AND THE FIRE DEPARTMENT.
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5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a meeting thereof, held
7 on the day of , 2015, by the following vote, to wit:
8 Council Members: AYES NAYS ABSTAIN ABSENT
9 MARQUEZ
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BARRIOS
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VALDIVIA Q
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SHORETT
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NICKEL 3
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JOHNSON
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Georgeann Hanna, City Clerk
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19 The foregoing resolution is hereby approved this day of , 2015. a
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21 R. Carey Davis, Mayor
City of San Bernardino
22 Approved as to form:
23 Gary D. Saenz, City Attorney
24 By:
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City of San Bernardino
TECHNICAL SPECIFICATIONS
RFQ
DOCUMENT IMAGING SERVICES
NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER"
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Services:
Bidder shall complete right-hand column indicating brief reasoning for o
exceptions to requirements when not acceptable. State "Acceptable" if
requirements are agreeable as set forth in left-hand column.
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Equipment:
Bidder shall complete right-hand column indicating specific size and or
make and model of all components when not exactly as specified. E
State "As Specified" if item is exactly as set forth in the left-hand
column. °'
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FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID ti
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® CATEGORYI ACCEPTABLE /AS o
SPECIFIED y
A. SCOPE OF WORK
Contractor shall provide any and all necessary expertise, o
hardware, software and equipment necessary to perform
document preparation, scanning, coding and indexing w
services for the City of San Bernardino Community
Development Services, Public Works (Engineering) and Fire cn
Departments. Services include the ongoing conversion of
paper records, blueprints, and some Mylar of construction a
plans, permit records, planning case files, and etcetera, as o
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 E
activity. Documents are typically in good condition. Plans
may be folded or rolled. Documents range in size from 3"x a
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.
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B. CONTRACT TERM
The contract term shall be two 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 cc
from City's Development Services Department, 300 0
North "D" Street, San Bernardino, CA 92418, or other U
designated City office and shall return the same records
in the same condition as they were when they were L
removed from City property. The imaged documents Q
shall be returned on labeled DVD-ROM to the same
location. Additionally, a 24 hour contact shall be
provided. E
D. SOFTWARE z
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 8.3.0. Large Format Drawings shall be at 600dpi 0
TIF multipage documents following the fields and
attributes used in Laserfiche. Vendor shall indicate in
response how this will be accomplished.
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E. DOCUMENT PREPARATION
Contractor shall remove staples and paperclips from
hard copy documents prior to scanning. After scanning, C
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if noted in the special instructions on the transmittal
sheets, documents shall be re-stapled as found originally o
and replaced in file folders in the same order as when o
received. Likewise, file folders shall be placed back in a
boxes in the same order as when received.
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F. SECURITY
Contractor shall follow the security procedures outlined
below in addition to Contractor's standard security
procedures:
1. When picking up boxed documents and rolls of plans,
Contractor's representative shall sign a receipt
showing how many boxes and rolls are being picked
up as well as the number of file folders per box. A
maximum of 20,000 documents may be removed L
from City premises at any given time. o
2. Records shall be transported from City's Department
to and from (as necessary) Contractor's place of
business in a closed vehicle and protected by L
elements conditioned by the weather. Transportation a
is the responsibility of the Contractor. Contractor shall
provide necessary equipment for pickup i.e. dolly or
handcart. A nationally recognized, reputable delivery 3
company should be used. Optionally, the Contractors z
own delivery vehicles may be used.
3. Immediately upon delivery of documents to ti
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 o
in a locked environment. T
4. Contractor shall at any time during normal business
hours be available to have its security procedures
audited by City. o
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 c
Division/Department after the imaging process is o
completed. Special instructions in regard to a
disposition of documents, re-stapling, rebinding,
etcetera will be provided on transmittal sheets at time E
documents are picked up from the City. L)
7. Contractor may not subcontract any of the work a
covered by this RFQ.
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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
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multipage documents following the fields and attributes
used in laserfiche. Color scanning is not anticipated.
H. INDEXING �.
The indexing structure shall follow the current method of L
indexing, based on the document type, or as otherwise o
determined by the respective Division Representative. Each
document may have from two up to six cross-referenced 2
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 E
document varies. Indexing may be accomplished by either
manual data entry or automatic capture, as appropriate to z
each record category. Multiple indexes may be downloaded
from the Department's Permit Management System M
Database. Delivered sets of DVD-ROMs shall be in a
format easily importable into the City's Laserfiche system.
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I. QUALITY CONTROL
Contractor shall establish quality control measures to be
certain that each DVD-ROM meets the following criteria:
1 Imana¢ shall ha 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. w
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Prior to delivery to City, Contractor shall perform random U
testing of images to ensure appropriate image quality, s
proper directory structure and the accuracy and L
completeness of scanned documents. The number of a
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. 3
Contractor shall provide a 100 percent review, if required by z
City, for certain types of documents. City estimates that r
there will be up to two percent of documents requiring this M
100 percent review. --
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Contractor shall provide proof of testing of images. o
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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 M
page with an indicator page within the returned file. The 0
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 o
shall not be shredded and recycled. g
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If, upon review by City, unacceptable images are
discovered, the Contractor, at no additional cost to the City, E
shall correct all such unacceptable images.
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If, upon review by the City of the original
documents/drawings, unacceptable damage has occurred,
the Contractor, at no additional cost to the City, shall replace
the original documents in the same material or an agreed
upon substitute.
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0 J. TIME FOR PERFORMANCE
Turnaround time for the processing and return of documents
created in the future on an ongoing basis shall not exceed
two weeks. Turnaround time for any very large shipment of
harkinggPrl rernrrlG iq 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. L
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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 Q
hard copy documents to be converted to DVD-ROM by
calling Lisa Sherrick at the Community Development ,
Department at (909) 384-7276.
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L. PRICING/INVOICING r
The Contractor shall provide a price list which includes all M
fees that relate to the scanning/processing of
documents/drawings. Line item pricing shall include all
associated costs to the vendor. 0
The Contractor shall invoice the City for services rendered
on a shipment/project basis using a billing format approved =
by the City. The invoices shall reference the
drawings/documents that were scanned. In the event of U
questions or disputed charges, the Contractor shall make
available to the City all supporting documentation.
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PRICE FORM
REQUEST FOR QUOTES: RFQ
DESCRIPTION OF RFQ: Document Imaging Services
PRINT
NAME OF AUTHORIZED
REPRESENTATIVE L
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Provide pricing that is a Firm Fixed Fee
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The undersigned Contractor hereby offers to provide document imaging services in
strict compliance with the specifications, terms and conditions set forth in this ca
Request for Quotation. _E
General Information 3
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A. Company Name:
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B. Company Address:
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C. Number of Employees: 0
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D. Average annual business volume over last three calendar years $ y
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E. Number of years providing document imaging services at this location? M
F. Please provide a minimum of three references: Company name, address, a
contact person and telephone number for which your company has current U)
contracts or provided imaging services within the last three years. N
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G. Primary contact person for the City of San Bernardino:
Name: Telephone No.
Packet Pg. 91
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:
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2. If an individual, partnership, provide the following information: ,
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Formation date of company:
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Names and addresses of all partners. Indicate whether they are general r
or limited partner: ti
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I. Indicate whether your firm has ever failed to complete any contract awarded °
to it.
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If so, note when, where and why (enter here or attach narrative.) N
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J. Indicate whether your firm has been or is the subject of a bankruptcy or o
insolvency proceeding or is subject to assignment for the benefit of creditors. o
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® PRICE FORM (continued)
K. Scanning @300 dpi resolution
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11" x 17" and smaller $ cost
per image
Larger than 11" x 17" $ cost L
per image o
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Building plans, B size drawings (12" x 18") $ cost
per image
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Building plans, C size drawings (18" x 24") $ cost ,
per image
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Building plans, D size drawings (24" x 36") $ cost z
per image
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Building plans, D size drawings (24" x 36") $ cost
per image (600dpi)
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Building plans, E size drawings (36" x 48") $ cost
per image W
L. Image clean up, if requested °
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(e.g. de-speckle, de-skew, border erase, etc.)$ cost w
per image
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M. Image rotation, manual $ cost
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ANNUAL PURCHASE ORDER
Effective on or about XXXXXX X, 20XX through XXXX XX, 20XX plus two (2) single-year a
renewal options, at the City's discretion for City's requirements,
Option year one if exercised, shall be effective XXXX X, XXXX through XXXX XX, XXXX.
Option year two if exercised, shall be effective XXXX X, XXXX through XXXX XX, XXXX.
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PRICE FORM (continued)
Actual option year pricing shall be negotiated with the successful Bidders) 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 U
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:
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Please indicate any elements of the Technical Specifications that cannot be Z
met by your firm.
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Have you included in your bid all informational items and forms as requested? o
Yes / No (circle one). If you answered "No", please explain:
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This offer shall remain firm for 90 days from RFQ close date. a
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Terms and conditions as set forth in this RFQ apply to this bid. s
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Cash discount allowable % days; unless otherwise stated, payment terms a
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.
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Verification of Addenda Received
Addenda No: Received on:
Addenda No: Received on:
Addenda No: Received on:
AUTHORIZED SIGNATURE:
PRINT SIGNER'S NAME AND TITLE:
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DATE SIGNED:
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COMPANY NAME & ADDRESS: L
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PHONE: FAX: ,
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EMAIL:
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IF SUBMITTING A"NO BID", PLEASE STATE REASON(S) BELOW: M
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