HomeMy WebLinkAbout20141888.tiff RESOLUTION
RE: APPROVE STATEMENT OF WORK FOR DOCUMENT CONVERSION AND
AUTHORIZE CHAIR TO SIGN - BUSINESS IMAGING SYSTEMS, INC.
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, on June 11, 2014, the Board was presented with a Statement of Work for
Document Conversion between the County of Weld, State of Colorado, by and through the Board
of County Commissioners of Weld County, on behalf of the Department of Information
Technology, for the District Attorney's Office, and Business Imaging Systems, Inc., with further
terms and conditions being as stated in said statement of work, and
WHEREAS, the Board deemed it advisable to continue the matter to June 23, 2014, to
allow for further review of the terms, and
WHEREAS, after review, the Board deems it advisable to approve a revised statement of
work, a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Statement of Work for Document Conversion between the County of
Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on
behalf of the Department of Information Technology, for the District Attorney's Office, and
Business Imaging Systems, Inc., be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said statement of work.
C C "-yak)b (TA:BISIt t
2014-1888
DA0024
RE: STATEMENT OF WORK FOR DOCUMENT CONVERSION AND AUTHORIZE CHAIR TO
SIGN - BUSINESS IMAGING SYSTEMS, INC.
PAGE 2
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 23rd day of June, A.D., 2014.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: CC�� C� , / LL pnc� k Roa,na "
�J G �K DouglasRademacher air
Weld County Clerk to the Board
/rbara Kirkmeyer, ro-Tem/
BY:_7
De Clerk t too the
k JB Bo �—
toard
Sean P. Conway
APP' e c ?s A RM: " • ie n
Mike Freeman
my ttorney � `� ll,z��•'•�►SED
F. Garcia
Date of signature: 7- '-/4
2014-1888
DA0024
MEMORANDUM
'86' ' TO: Esther Gesick, Clerk to the Board June 10, 2014
FROM: Ryan Rose, Chief Information Officer
G_o N?Y SUBJECT: Business Imaging Systems, Inc.
Business Imaging Systems, Inc. is providing services to convert paper records to digital
documents. The project DA-2014-6 District Attorney Back Scanning was approved by
the BOCC on 2/6/14. The associated cost for this project is $48,962.00.
We ask that the BOCC approve the SOW as submitted.
2014-1888
Esther Gesick
From: Julie Jordan
Sent: Thursday, June 19, 2014 9:50 AM
To: Esther Gesick
Cc: Ryan Rose; Samuel Penn
Subject: items for 6/23 agenda
Attachments: 2014-06-18 - BIS Weld County Conversion SOW.pdf; DA-2013-11 District Attorney Back
Scanning - Detail.pdf
Hi Esther,
Attached are the 2 documents we spoke about this morning for the 6/23 board meeting—the revised SOW from BIS,
and the original bid comparison listing.
Please let me know if you have any questions.
Thanks for your help!
Julie
Julie Jordan
Project Manager
Weld County Department of Information Technology
1401 N 17th Ave
Greeley, CO 80631
tel: 970-304-6570 x2542
cell: 970-302-2378
,orl
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for
the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise
protected from disclosure. If you have received this communication in error, please immediately notify sender by return
e-mail and destroy the communication.Any disclosure, copying, distribution or the taking of any action concerning the
contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited.
1
Statement of Work
Document Conversion
A project to convert paper records to digital documents
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• DOC Uf11E llt
Document Date: June 18,2014
NOTICE: This document contains proprietary or legally privileged information. t is provided by BIS to the addressee listed below,
and his/her designees,to be used in evaluating the business proposal contained herein. Any other use of the information contained
in this document is prohibited. This document may not be distributed to third parties, provided to other competitive vendors,or
reproduced without the express written permission of BIS.
No confidentiality or privilege is waived or lost by any mis-transmission of this document. If you receive this document in error,
please immediately delete it and all copies of it from your system,destroy any ha id copies of it and notify the sender. You must not,
directly or indirectly,use,disclose,distribute,print,or copy any part of this message if you are not the intended recipient.
Document Prepared By: Document Prepared For:
BSS Weld County
Contact: Matthew Harrison Contact:Julie Jordan •
Phone:(405)418-7447 Phone:(970)304-6570 x2542
mharrison@bisok.com jjordan@co.weld.co.us
Business Imaging Systems
Statement of Work—Document Conversion
OVERVIEW
Business Imaging Systems,Inc.(hereinafter referred to as"BIS")is pleased to present to Weld County
(hereinafter referred to as"Customer")this Statement of Work in connection with a project to convert
paper records to digital documents.
This document will outline the work to be performed by 81S in connection with this project,provide
pricing for the services,and outline the general expectations and responsibilities of each party. Along
with the BIS Master Services Agreement,which is incorporated herein by reference,this document
represents the entire agreement between Customer and BIS regarding this project.
PURPOSE AND SCOPE
The purpose of this document is to provide a general overview of the services to be delivered as a part of
the project,and to provide pricing for the services.
The scope of this statement of work(SOW)will cover the conversion of paper records to electronic
documents. BIS will provide services to plan and execute the conversion.
PRIVACY
The following will apply to this SOW:
1. BIS agrees that the records,computer data,lists and other information therein are,and shall
remain,the exclusive property of the Customer and such data shall not be utilized or disclosed to
any person or entity without permission of the Customer.
2. BIS agrees to return to the Customer any and all material at Customer's request.
3. BIS further agrees that neither it nor any of its directors,officers, employees,consultants or
agents will disclose,rent lease,sell or enter into joint ownership agreement concerning any
records,lists, information, updates or enhancement(s)of the Customer's data in any form,or for
any purpose.
4. Upon project completion, B15 will issue to Customer a Certificate of Destruction. No documents
are to be destroyed until Terasina White has signed this Certificate and returned it to BIS.
Page 2 of 9
Business Imaging Systems
Statement of Work—Document Conversion
ASSUMPTIONS
The following assumptions were made during the creation of this document. If any of the assumptions
below are found to be invalid during the project,a change order may be required for additional services.
Estimated Quantities
• 175 boxes
• 2,700 images per box
Location
• All records will be transported to BIS facilities in Edmond,OK for processing.All records are
currently located at Customer's facilities in Greeley,CO.
Record Condition
• Records will be boxed by Customer in standard 1.2 cf boxes prior to BIS access.
• Records are contained in standard manila file folders,and are filed order by name or docket
number.
• Nearly all pages will be letter size(8.5"x 11"). Page size will not exceed legal size(8.5"x 14").
• The majority of all pages contain information on only one side(simplex).
• All records are in good condition.
o No water damaged records
o No significantly frayed edges or torn pages
o No significantly aged or deteriorated pages
• The outside of each folder will contain the information necessary for document indexing.
CUSTOMER RESPONSIBILITIES
ApplicationXtender XML Config File
• Customer will provide an ApplicationXtender xml configuration file for the AX app to which
documents will be uploaded. BIS will ensure all field types,field names,and field orders match
that of Customer's system. BIS can provide assistance as needed with obtaining this XML file.
Sample Acceptance Letter
• Customer will review digital sample provided by BIS.
• Customer will sign and return a sample acceptance letter prior to production.
Encrypted Portable Hard Drive
• Customer will provide or purchase from BIS an encrypted portable hard drive,if FTP delivery is
not chosen.
Delivery
• Customer will provide BIS with remote access(RIP,VPN,etc.)and appropriate login credentials
to access the destination ApplicationXtender data servers. Customer will be responsible for
ensuring this connection is available and functional for each scheduled delivery through the
duration of the project.
• Customer will sign and return a delivery slip upon receipt of digital records.
Retrievals
• If customer requires records access while the records are in process,customer will provide
documentation indicating the contents of each box.
Page 3 of 9
Business Imaging Systems
Statement of Work—Document Conversion
SERVICES TO BE PERFORMED
The sections below will provide an overview of the work to be performed by BIS.
DOCUMENt P UP A t 'r*SON
BIS will pick up and transport all documents back to its central processing facility located at 13900 N.
Harvey Avenue, Edmond,OK 73013 from Customer's facility in Greeley,CO.
Inventory
BIS will provide,at Customer's expense,empty 1.2 cf boxes for all records not already contained in boxes.
Once boxed,a unique barcode label will be affixed to each box.These barcodes are scanned into the BIS
inventory system via a handheld barcode scanner,and they are used to track boxes at each point
throughout the shipping and production process. Additionally,a transmittal slip will be recorded
indicating each BIS box number and the range of contents within each.A copy of this document will be
given to Weld County for auditing purposes.
Loading
All boxes will be positioned on pallets with eight boxes per level and stacked five high. Each pallet will
then be thoroughly shrink-wrapped to ensure the safety of records during transport.Once the truck is
loaded with all applicable records,the truck will be locked and sealed using a metal zip tie.This is tamper-
proof and will have to be cut off and discarded upon arrival at BIS facilities.
Transport
All records will be transported to BIS by our team members in a BIS-owned vehicle. Background checks
and routine drug screenings are performed for these team members.This shipping will not be outsourced
or subcontracted in any way.During transport,stops will occur only for refueling and weigh stations as
required by law.
Arrival/Check-In
Immediately when the records arrive at our facility,the barcode label on each box will be scanned into
our record tracking system,and placed in the appropriate secured storage area.To ensure a transparent
and complete chain of custody, BIS will immediately contact Weld County with a confirmation that the
records are in our facility.As the records move through the various stages in our conversion process,the
barcodes will be rescanned with the updated location within our facility.
Page 4 of 9
Business Imaging Systems
Statement of Work—Document Conversion
DIGITAL SAMPLE
Upon project setup completion,a small sample will be generated for customer review.The sample will be
created using the processes,equipment,configuration,and output format to be used as BIS begins
production.This sample will be comprised of approximately 1-3 boxes.
The sample will be available for digital download via a secure FTP setup by BIS. BIS will provide a single
address, username,and password to be used for access. Upon receipt,BIS will attempt to remotely
upload the sample into Customer's ApplicationXtender repository. This critical step ensures no formatting
changes will have to take place after production begins.
Customer agrees the condition and characteristics of the original records processed during this sample are
congruent with that of the remaining records to be processed.
An original sample acceptance letter will also be available on the FTP server. Customer must sign and
return the acceptance letter to BIS prior to entering production. Digital scan/fax copies are acceptable.
If during the course of the sample's creation it becomes apparent that a formal Change Request will be
necessary,Customer will be consulted immediately.
•
DOCUMENT SEPARATION
Each folder will be separated as multiple documents.The left side, right side,and outside folder cover will
each be a unique document. Any loose sheets encountered within a folder will be the beginning of the
left side document. If a single Docket Number or Defendant Name spans across multiple folders, a
separate document will be created for each folder.
DOCUMENT PREPARATION •
• Folders—Each folder must be cut in half to allow proper feed into document scanners. If text is
present on the folder covers,the folder covers will be scanned.The front and back of each folder
will be scanned sequentially and stay together in the box.
• Loose Pages—Loose pages within a folder will be prepared as the first pages of the left side
document for that folder.
• Frayed Page Edges—Pages with severely damaged edges or corners may be trimmed during
document preparation.
• Staples/Paperclips—All staples and paperclips will be removed and discarded.
• Sticky Notes—All sticky notes will be removed and discarded.
• Discs—Disks or other digital media encountered will be discarded.
• Re-assembly-Physical records will not be reassembled in any way after conversion.
Page 5 of 9
Business Imaging Systems
Statement of Work—Document Conversion
DOCUMENT CAPTURE, IMAGE REVIEW AND CORRECTION
Standard Processing
It is recommended that all records(including photographs)be scanned in Duplex, Black&White,at 300
dpi. Documents will be delivered as standard bi-tonal G4 tiff image files.
Automated blank page deletion will be used in an attempt to identify and remove blank pages.While
most blank pages will be removed,this feature must be configured in such a way that pages with very
little content are not also deleted.
Document separator sheets inserted by BIS staff during document preparation will be included in image
counts used for invoicing,although the actual separator sheet images will not be delivered as a document
page. Pages encountered during processing larger than 11"x 14"size,will be ignored(will not be
processed). Any media encountered not suitable for scanning including but not limited to CD/DVD's,
cassette tapes,and records damaged beyond repair will also be ignored.
100%Quality Control
All images will be manually reviewed prior to document indexing. This review process is used to identify
and delete blank pages missed by automation,ensure proper document separation,fully rotate images
that are not correctly oriented,and flag images that would benefit from a secondary scan.This level of
review and correction will ensure the highest level of accuracy,and helps to ensure archived digital data
best represents the physical records. This service is highly recommended for all projects.
DOCUMENT INDEX STRUCTURE
At the time of this document's creation,the document index fields have yet to be finalized. Prior to
project kickoff,all index structures must be clearly identified and implemented,in accordance with
Customer's AX XML config file.
Members Docket Number Text (aka Case Number)
Defendant Name Text 60 (Last Name, First Name)
Doc Type Dropdown List Right, Left, Cover
Scan Date yyyy-mm-dd (aka Doc Date)
* Distribution Date mm/dd/yyyy
I * BatchlD Integer 6
• * Box Number Integer 6
* Indicates fields required by BIS.Customer will not be charged for indexing.These can be removed
prior to upload into Customer system.
Page 6 of 9
Business Imaging Systems
Statement of Work—Document Conversion
DIGITAL DOCUMENT DELIVERY
The digital images accompanied by their index data will be packaged in ApplicationXtender Index Image
Import format and delivered to Customer via Encrypted Portable Hard Drive or secure FTP. FTP availability
will be provided at no additional cost to Customer. Encrypted portable hard drives are available for
purchase.See Compensation section below.
BIS will be responsible for actual upload into ApplicationXtender.This upload will be performed remotely
via a secure connection provided by customer(RDP,VPN,etc.). BIS can accommodate after-hours or
weekend upload if necessary at no additional charge. This is often the easiest and most reliable time for
upload,as all users of the destination ApplicationXtender Application must be logged out of the system
for the duration of the upload.
Upon delivery,Customer must sign and return a delivery slip to BIS. Digital scan/fax copies are
acceptable. From date of signature,Customer will have 30 days to review the digital data. If no issues are
reported to BIS during this time it will be assumed no issues were found.
PHYSICAL DOCUMENT DISPOSITION'
Paper records and files will not be re-bound or re-assembled in any way.All boxes of records will be
stored at no additional cost for 30 days after project completion. Beyond 30 days,Customer must choose
from one of three options. See costs in the Compensation Section below for applicable service fees.
• Certified Destruction—BIS will permanently destroy all physical records, upon receipt of a signed
destruction authorization letter.
• Return to Customer-All boxes of records will be returned to the customer after processing.
Applicable trip/mileage fees will apply.
• Storage—615 will store all boxes on-site at its secure storage facility in Edmond,OK for a
standard monthly fee.
•
Page 7 of 9
Business Imaging Systems
Statement of Work—Document Conversion
COMPENSATION
The table below provides project pricing for the services included in the scope of this SOW. BIS believes
the estimates in the assumptions section to be accurate and reasonable for the scope of this SOW,based
on information available at the time of writing.
However,in some cases events or items including but not limited to changes in scope,unexpected
complexity,inaccurate volume estimates,or unforeseen paper document condition can require additional
charges or rate changes.
BIS will issue the first invoice after processing 10 boxes. BIS will provide at that time,for convenience,an
updated estimate of the total project cost based on the average price per box. If it becomes apparent
that additional costs may be incurred,BIS will prepare a formal"Change Request"and present it to the
Customer for approval. Service fees and expenses shall be calculated by BIS and invoiced to Customer.
Payment shall be due ten(10)days from the date of invoice.
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r 4414.r.,S3s- ,, . a ' 4
Pickup/Delivery Trip Charge Trip $100.00 $100.00
Pickup/Delivery Mile $0.50 $360.00
Professional Services(Project Setup&Sample Creation) One-Time $1,000.00 $1,000.00
Document Preparation Hour $25.00 $4,375.00
Document Scanning(Mixed pages up to 11"x 14") Image $0.065 $30,712.50
100%Image Quality Control Image $0.02 $9,450.00
Document Separation and Indexing Hour $25.00 $3,500.00
Digital Delivery(package and transport to Customer via
FTP/Hard Drive) One-Time $0.00 $0.00
Professional Services(data upload/integration into
ApplicationXtender target system) Hour $160.00 $1,280.00
Total Estimated Project Cost $50,777.50
TOTAL PROJECT NOT TO EXCEED $48,962.00
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Certified Document Destruction $2.00 per 1.2cf Box
Monthly Record Storage $1.00 per 1.2 cf Box per month
1 TB Encrypted Portable Hard Drive $150.00 each
1.2 cf Carton Purchase $4.00 each
Onsite boxing of records $5.00 per 1.2cf Box
Page 8 of 9
Business imaging Systems
Statement of Work—Document Conversion
ACCEPTANCE
The parties agree to the terms of this Statement of Work.
Business Imaging Systems,Inc. Customer
/
By: 1/111/ (09, CViNia
Printed: tic re-S;'.� Printed: Douglas Rademacher
l
Title: kewf J�tv c. ) I rs It'tT 1''tG,1" Title: Chair, Board of Weld County Commissioners
Date: ( / t zc f L\ Date: JUN 2 3 2014
Page 9 of 9
070/7 -adce
DA-2013-11 District Attorney Back Scanning 10/18/2013
Vendor Description Quote Total Quote
US Imaging(1) on-site scanning services $79,336.14
import into database $1,500.00'
Total $80,836.14
US Imaging(2) off-site scanning services $69,787.14
import into database $1,500.00
Total $71,287.14
Business Imaging Systems off-site scanning+import $48,961.75,
Total $48,961.75
Image Base, LLC. no quote returned
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