HomeMy WebLinkAbout20120160 RESOLUTION
RE: APPROVE AGREEMENT FOR PROFESSIONAL SERVICES AND AUTHORIZE
CHAIR TO SIGN - US IMAGING, 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, the Board has been presented with an Agreement for Professional Services
between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Clerk and Recorder's Office, and US Imaging,
Inc., commencing upon full execution of said agreement, with further terms and conditions being
as stated in said agreement, and
WHEREAS, after review, the Board deems it advisable to approve said agreement, 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 Agreement for Professional Services between the County of
Weld, State of Colorado, by and through the Board of County Commissioners of Weld County,
on behalf of the Clerk and Recorder's Office, and US Imaging, Inc., be, and hereby is,
approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said agreement.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 16th day of January, A.D., 2012.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST:
Sean P. Conw , Chair
Weld County Clerk to the Board �s� /2 2
LA
illjjaamm F. Garcia, Pro- em
BY: /c.) ,4;
Deputy .R-rk to the Boar J ' 6! I =,��' —1�9� ILCII - /'.) n A-
.bra Kirkmeyer
r �
AP O AS M: ® �
(� °� �
- avid E. Long
r ,
ounty Attorney ¢-� �Cer c,ibYl4
Douglas ademacher
Date of signature: a-"& -/ a
C-'' a 2012-0160
a-Io-la. CR0027
AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT is made by and between the County of Weld, State of Colorado,
whose address is 915 10`h Street, Greeley, CO 80631 ("County"), and US Imaging, Inc., whose
address is 400 S. Franklin Street, Saginaw, MI 48607 ("Contractor").
WHEREAS, County desires to retain Contractor as an independent contractor to perform
Services as more particularly set forth below; and
WHEREAS, Contractor has the time available to timely perform the Services, and is
willing to perform the Services according to the terms of this Agreement.
NOW THEREFORE, in consideration of the mutual promises and covenants contained
herein, the parties hereto agree as follows:
1. Engagement of Contractor. County hereby retains Contractor, and Contractor
hereby accepts engagement by County upon the terms and conditions set forth in this Agreement.
2. Term. The term of this Agreement shall be from the date of this Agreement as set
forth above, through and until the date of completion of the Services promised herein.
3. Services to be Performed. Contractor agrees to perform the Services listed or
referred to in Exhibit "A" (hereinafter referred to as "Services"), attached hereto and
incorporated herein. Exhibit A is entitled, "Statement of Work to Scan Books and Microfilm for
RFQ CR-2011-2," presented to Steve Moreno, Weld County Clerk and Recorder, dated
4. Compensation. County agrees to pay Contractor for Services performed the
compensation set forth in Exhibit A.
5. Additional Work. In the event the County shall require changes in the scope,
character, or complexity of the Services to be performed from that set forth in Exhibit A, and
said changes cause an increase or decrease in the time required or the costs to the Contractor for
performance, an equitable adjustment in fees and completion time shall be negotiated between
the parties and this Agreement shall be modified accordingly by a supplemental Agreement.
Any claims by the Contractor for adjustment hereunder must be made in writing prior to
performance of any work covered in the anticipated supplemental Agreement. Any change in
work made without such prior supplemental Agreement shall be deemed covered in the
compensation and time provisions of this Agreement.
6. Independent Contractor. Contractor agrees that Contractor is an independent
contractor and that neither Contractor nor Contractor's agents or employees are, or shall be
deemed to be, agents or employees of the County for any purpose. Contractor shall have no
authorization, express or implied, to bind the County to any agreement, liability, or
1 2012-0160
understanding. The parties agree that Contractor will not become an employee of County, nor is
Contractor entitled to any employee benefits from County as a result of the execution of this
Agreement.
7. Warranty. Contractor warrants that Services performed under this Agreement will
be performed in a manner consistent with the professional standards governing such Services and
the provisions of this Agreement.
8. Reports County Property. All reports, test results and all other tangible materials
produced in connection with the performance of this Agreement, whether or not such materials
are in completed form, shall at all times be considered the property of the County. Contractor
shall not make use of such material for purposes other than in connection with this Agreement
without prior written approval of County.
9. Acceptance of Product not a Waiver. Upon completion of the work, Contractor
shall submit to County originals of all test results, reports, etc., generated during completion of
this work. Acceptance by County of reports and incidental material furnished under this
Agreement shall not in any way relieve Contractor of responsibility for the quality and accuracy
of the work. Acceptance by the County of, or payment for, any Services performed under this
Agreement shall not be construed as a waiver of any of the County's rights under this Agreement
or under the law generally.
10. Insurance and Indemnification. Contractor shall defend and indemnify County, its
officers and agents, from and against loss or liability arising from Contractor's acts, errors or
omissions in seeking to perform its obligations under this Agreement. Contractor shall provide
necessary workers' compensation insurance at Contractor's own cost and expense.
11. Termination. Either party may terminate this Agreement at any time by providing
the other party with a sixty (60) day written notice thereof. Furthermore, this Agreement may be
terminated at any time without notice upon a material breach of the terms of the Agreement. In
the event of an early termination, Contractor shall be paid for work performed up to the time of
notice and County shall be entitled the use of all material generated pursuant to this Agreement.
12. Non-Assignment. Contractor may not assign or transfer this Agreement, any
interest therein or claim thereunder, without the prior written approval of County.
13. Access to Records. County shall have access to Contractor's financial records as
they relate to this Agreement for purposes of audit. Such records shall be complete and available
for audit 90 days after final payment hereunder and shall be retained and available for audit
purposes for at least five years after final payment hereunder.
14. Time of Essence. Time is of the essence in each and all of the provisions of this
Agreement.
2
15. Interruptions. Neither party to this Agreement shall be liable to the other for delays
in delivery or failure to deliver or otherwise to perform any obligation under this Agreement,
where such failure is due to any cause beyond its reasonable control, including but not limited to
Acts of God, fires, strikes, war, flood, earthquakes or Governmental actions.
16. Notices. Any notice required to be given under this Agreement shall be in writing
and shall be mailed or delivered to the other party at that party's address as stated above.
17. Compliance. This Agreement and the provision of Services hereunder shall be
subject to the laws of Colorado and be in accordance with the policies, procedures, and practices
of County.
18. Non-Exclusive Agreement. This Agreement is nonexclusive and County may
engage or use other contractors or persons to perform Services of the same or similar nature.
19. Certification. Contractor certifies that Contractor is not an illegal immigrant, and
further, Contractor represents, warrants, and agrees that it has verified that Contractor does not
employ any illegal aliens. If it is discovered that Contractor is an illegal immigrant, employs
illegal aliens or subcontracts with illegal aliens, County can terminate this Agreement and
Contractor may be held liable for damages.
20. Entire Agreement/Modifications. This Agreement contains the entire agreement
between the parties with respect to the subject matter contained in this Agreement. This
instrument supersedes all prior negotiation, representation, and understanding or agreements with
respect to the subject matter contained in this Agreement. This Agreement may be changed or
supplemented only by a written instrument signed by both parties.
21. Funding Contingency. No portion of this Agreement shall be deemed to create an
obligation on the part of County to expend funds not otherwise appropriated or budgeted for.
22. No Conflict. No employee of Contractor nor any member of Contractor's family
shall serve on a County Board, committee or hold any such position which either by rule,
practice or action nominates, recommends, supervises Contractor's operations, or authorizes
funding to Contractor.
23. Severability. If any term or condition of this Agreement shall be held to be invalid,
illegal, or unenforceable, this Agreement shall be construed and enforced without such provision,
to the extent that this Agreement is then capable of execution within the original intent of the
parties.
24. Governmental Immunity. No portion of this Agreement shall be deemed to
constitute a waiver of any immunities the parties or their officers or employees may possess.
3
25. No Third Party Beneficiary. It is expressly understood and agreed that the
enforcement of the terms and conditions of this Agreement, and all rights of action relating to
such enforcement, shall be strictly reserved to the undersigned parties and nothing in this
Agreement shall give or allow any claim or right of action whatsoever by any other person not
included in this Agreement. It is the express intention of the undersigned parties that any entity
other than the undersigned parties receiving Services or benefits under this Agreement shall be
an incidental beneficiary only.
26. No Resale of Images. Contractor shall not resell the images produced pursuant to
the Services contemplated herein except if such resale is approved by and through written
consent of County.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date and
year written below.
CONTRACTOR:
By:
i i l
Title: National Account Manager
ATTEST: j BOARD OF COUNTY
CLERK TO THE BOARD COMMISSIONERSOF WELD COUNTY
E La
By: ' , r ,.,.�.
•
Deputy Serk to the Bo , �.�'� Sean P. Conway, Chairman
1861 I'r.nr.�•
RI A
4
Statement of Work
to Scan Books & Microfilm
for RFC CR-2011 -2
Presented to:
Steve Moreno
Clerk & Recorder
Weld County
1402 N. 17th Avenue
Greeley, CO 80631
Presented by:
US Imaging, Inc.
400 S. Franklin Street
Saginaw, MI 48607
Eric Nejedly
National Account Manager
enejedly(c us-imaging.com
(303) 319-9457
December 15, 2011
Weld County
CR-2011-2
December 15,2011
Page I2
US * Imaging
December 15, 2011
Steve Moreno
Clerk & Recorder
Weld County
1402 N. 17th Avenue
Greeley, CO 80631
US Imaging, Inc. is pleased to present the following quote to scan Books and Rollfilm for RFQ CR-2011-2. Our team
will provide Weld County with the highest possible quality and accuracy. We thoroughly understand the Counties
media, system and requirements. We have become America's premier County Scanning Service because of our:
• Experience—Our staff has been converting images for over 35 years and has successfully served over 300
Counties Nationwide. We are the only scanning vendor in America that serves Counties exclusively.
• On-Site Scanning—County Records are irreplaceable and extremely valuable, therefore we scan all media
on-site 24/7. If space is not available 24/7 within a County facility, we have 2 custom built scanning trailers
that allow us to scan safely and securely on County property.
• State of the Art Scanners—We are a beta test site for multiple scanner manufacturers and receive new
technology several months before our competitors. We are constantly upgrading and currently operate the
very latest scanners for Bound books, Photostat books, Rollfilm, Jackets, Aperture Cards and Drawings.
• Color& Bi-Tonal Images— US Imaging scans all media at 300 dpi and provides images in both Color JPEG
and Black and White TIFF formats. JPEG images will provide an exact digital backup of the data contained
within the pages and TIFF images will provide superior performance in the imaging system.
• ImageXpert— During the past 15 years we have constantly developed our custom production software for
inspecting, enhancing, indexing and exporting images for every County Imaging System on the market.
• 4 Stage Process—Our unique 4 stage process allows us to provide the highest quality at the lowest price
while providing the County with complete control over the quality and budget.
• ImageXpress—A retrieval tool that allows Counties to easily access TIFF and JPEG images via book-page#,
document#, adjust contrast, crop, deskew, redact, mask, print, save or e-mail images as needed.
• Inspection & Reporting —We inspect 100% of the images as 12" x 16" images on 20" portrait monitors and
provide a detailed Report that includes the Poor Quality issue: light, dark, blurry, retake, missing, etc.
• PQReview—A simple inspection and approval software tool that sorts and filters the images on the
poor quality report. PQReview will dramatically reduce the amount of time a County spends
inspecting and approving poor quality images.
• Image Enhancement— US Imaging can adjust the poor contrast of an entire roll, splice, book, jacket, aperture
card, document, page or any specific area on a page to provide the most legible images possible.
• Excess Border Removal— US Imaging removes excess white borders, black borders and microfilm camera
copy boards to minimize file size, improve system performance and dramatically reduce toner consumption.
• Guaranteed Quality— If a County is unsatisfied with any image at any time, we will correct it for free.
We appreciate the opportunity to present our services and look forward to working with you. If you have any
questions, please call (303) 319-9457 ore-mail eneiedly(a.us-imaginq.com.
Sincerely,
Epic 44
Eric Nejedly
National Account Manager
US Imaging, Inc.
Weld County
CR-2011-2
December 15,2011
Page 13
Phase 1, 5-7: Scan 35mm Rollfilm
Books 488-957 (Years 1963-1982)
Weld County Requirements:
• Work Area -County will provide a 6' x 12' space inside the County Building, near the vault with access 24 hours
per day, 7 days a week, electricity, lighting and heat/air to allow on-site scanning. If on-site access is not available
24/7 within the County Building, County will provide a 8' x 16' space on County Property as close to the vault as
possible with 24/7 access, electricity, to allow on-premise scanning in our mobile scan center. If on-site or on-
premise is less than 24/7, the on-site time and investment will change according to the hours and days available.
• Original Rolls—County will retrieve all the silver original rolls for the book range of this project.
• On-Line Inventory Report— US Imaging will provide an On-Line Inventory Report that the County can utilize to
key in the first and last Reception#, Book#and Storage Box#, before the film is transported or scanned.
• Hardware—County will allocate 73GB hard drive storage to import TIFF images into the system.
• Import—County will work with Tyler to import images into the imaging system.
• Pilot Review- County will inspect the first 500 images and indexes each time the media changes.
• Poor Quality Review— US Imaging will provide a poor quality image report and image viewing software program
called PQReview for the County to inspect and approve poor quality images prior to enhancement.
US Imaging Requirements:
Stage 1 — Capture
• On-Site Scanning —We will provide all necessary hardware, software, staff, project managers and mobile scan
center to perform scanning on-site or on-premise 24 hours per day, 7 days a week. If access to film is less than
24/7, the time and investment to complete will change according to the days and hours available.
• Off-Site Scanning—The microfilm is irreplaceable and extremely valuable, we highly recommend on-site scanning
as proposed, however, if the County does not wish to make the investment for on-site scanning, we will utilize our
own trucks and drivers to transport the film to directly to and from our facility at no additional charge. (subtract the
entire on-site charge from the pricing spreadsheet for Phase 1).
• Inventory Report— US Imaging will provide an On-Line Inventory Report for the customer to input tracking
information into. If the County does not have time to input the tracking information, US Imaging can inventory the
film and populate the Inventory Report for a travel and daily on-site fee.
• Rollfilm Inspection — Each roll will be inspected for splices and consistent density throughout each roll. An
electronic densitometer will be utilized at each splice to obtain the exact grayscale of each splice of film. Exact
grayscale readings will be utilized to determine the optimum scanner settings for each section of film. Microfilm will
be cleaned, if necessary, to minimize the amount of dust particles on the film prior to scanning. Splices will be
replaced if necessary. If Diazo copies are interfiled with silver film, the Diazo rolls will be removed from the original
filing system and stored in order in a separate Diazo filing system away from the silver rolls. If Vinegar Syndrome
or Redox is present, we will notify the County and request different film or duplicate the film for the County to
replace the deteriorating film.
• Rollfilm Scanning - Microfilm contains 256 shades of gray. 100% of the microfilm images will be scanned at 300
dpi and saved in both grayscale JPEG and black &white TIFF formats. Both JPEG and TIFF images are
sequentially numbered by a zero filled 8 digit number and stored in folders named by Document Type and Book#.
• USB Hard Drives—Within 1 month after scanning, 100%of the single page JPEG &TIFF images will be copied to
2 sets of external 1TB USB Hard Drives. 1 set will be shipped to the County for review and on-site backup. 1 set
will be stored at US Imaging for Stage 2 cropping & inspecting and Stage 3 enhancing, indexing & off-site backup.
ImageXpress—We will provide the County with a retrieval software program called ImageXpress that will allow
the County to easily retrieve the single page TIFF and JPEG images by the Book and Page#from the USB Hard
Drives while the images are being processed in Stage 2 and 3.
• Pilot Images—500 images from each media change will be cropped, enhanced, grouped as documents, indexed
by a Tyler approved Unique Document #, Reception#, Grantors, Grantees, Reception Date, Book and Page#, #
of pages and saved as single page TIF's named by an 8 digit Reception# and a 3 digit Extension #.
Weld County
CR-2011-2
December 15,2011
Page I4
ImapeXpress Screenshot
F ma xo,i..'�3"wc rvwt '
41.
1'6e«lFlew& zi .1y.,.,
lune
r.
4154
MWy xmn 1
MW ama mra'
61aysc. Erb.
P1111. Snv .1.........u,.�...:..e,......
_-_� 1111................. u..
EmS Mrvb 1111 1111...a....a.
v
1.47:2:;17.1:1:1711
.-..--1.1.1...1. ...n
"141;41 ireirCIW4C,C1V--
iJ Ate-
III O
w x50�x10�,1 ..f 1,110.®M.
Weld County
CR-2011-2
December 15, 2011
Page 15
Stage 2—Crop & Inspect
• Automatic Crop & Deskew- Each TIFF image will be automatically cropped to remove solid black borders and
deskewed for optimum file compression. Despeckle is not performed on scanned images.
• Excess Border Removal—Due to certain camera backgrounds, page sizes, scratches on film and film formats,
the automatic crop included in automatic cropping may leave large white borders, black borders, black lines and
shadows on the images. Manual cropping is performed to provide a more accurate original page size, fewer bytes
per image and better performance of your system and overall appearance of every image. No data or marginal
notations will be removed from the image during this process.
• Image Inspection — Each image will be visually inspected as a 12"W x 16"H image on 20" Portrait monitors at full
size and checked for sequential order, missing pages, duplicate pages, "A" pages, retakes and image quality.
Particular attention is to be given to the party names, legal description, signatures, time-date stamps and Book-
• Page numbers during this process. If any part of the image is considered illegible it will be added to the Poor
Quality Image Report. Issues include: (light, dark, blurry, A Page, missing, duplicate or out of order).
• Poor Quality Image Report— US Imaging will provide a report that identifies the Book#, Image#and reason why
it has been flagged (light, dark, blurry, A Page, missing, duplicate or out of order).
• PQReview -We will provide the County with a software program called PQReview that will allow the County to
easily sort the Poor Quality Report by Book-Image#or Poor Quality Issue (light, dark, etc). PQReview can also
filter the images by poor quality issue to isolate specific issues of concern and minimize the number of images that
need to be reviewed. PQReview will display the poor quality image so the County can see the problem with the
image and deselect it from the list if the image is of acceptable quality to the County. PQReview highlights images
on the list after they have been inspected so the users know if the image has already been inspected or not. Once
inspection is complete, PQReview exports an approved list of images to be enhanced that can be easily e-mailed
to US Imaging and provide approval to proceed to Stage 3. This tool dramatically reduces the number of images
that need to be inspected by the County and provides the County with complete control over the quality and budget.
• Missing Pages—When a missing page is located, US Imaging will e-mail the County and request a copy be
scanned and e-mailed or an original be shipped to US Imaging. Pages that cannot be located will be identified as
"Unused" and an "Unused Page#" flyer will be inserted in their place.
• USB Hard Drives— 100% of the cropped single page TIFF images, the Poor Quality Image Report and PQReview
will be copied to 2 sets of external 1TB USB Hard Drives. 1 set will be shipped to the County for review and on-
site backup. 1 set will be stored at US Imaging for Stage 3 enhancing, indexing and off-site backup.
Weld County
CR-2011-2
December 15,2011
Page 16
PQReview Screenshot
•npY. ...`..Y: ..rr .T•..r! Gt' .e3•: • •.y.•.. ,•`>-,"y;.
•
pot ReVieW t'\USer Is(ott.\D t7 ❑ `" .,.e.. � ..... .'px.
US - 0
Imaging®® .�
4'y 'Pt'tr. •.'I.",
Ogen I Group Export i E-Mail E� 131'7 _ —
Unhighlight all records ins swap rtc►.:Vro. .se at•, 1,... ,t...weird.•d. r.Cfnira Mb,c.
Book/linage Issue ok. I
SEaVIcAS crnPA•.r a w1:-•er. •. • :'.. .,•: a _a sore S. e•r.ue,..t rr..•r
1 1234/00000096.TIF Dark J and di.rt.ke..nt inter..:'•: e- r ••n eel.:•.':rt' `:•talc r'e,y;nr.•.s.r.'. .
• 2 1234100000280.TIF Dark ✓I by rani S.R•nrinr.Jt and Dian.-t.,elate;.) .:•Aw.:.lewd `r..••::.
2 1234/00300447,T IF Dark Jl sold deal y.t.l•n..-rt.:,...•,.. • .. �.. I ••..... ..! ,. RIT/5] and ratnr,:rr.
►4 11234/00000690 TIF Ilight i . . 1m7 vreltl: _-
0 Sn tlu.Or[=t•ni 'L••:1..' •��•.9..0.•,r. I:.nl:<'.;, I
i 5 11234/00001011 TIF Cut Oil ✓ M..ta.g•locoed aw. -. '.. .-.. :.<.::n.:,r..,.. , taw said alter!
6 '1234/00001013.T IF Dark / I or:t_.. .. tr.... ...,rr,.....i ..,•.. • - ... ...,r rr.' I;.,.r.N..r el era
A5•
i I
' lea.records.
IN Irtn:trot Mlrclur. t...,.as. - .r_J i .•...,,. ... ar.c....S I,; f
I dui,•.tla.it4n.r•..r.:,.e_-. :... .. •. •.• •., �.. ...4.a and '.re
. rotary•.anal al I.a,t:. t .—.rJ.,• :t[•y.:f.-.• f:) .
I I
•Il*Sr, .. :..,. .t,:1.:..: .Y�u`4.�Ir.,r'•
i t
1 J rl., .
i
Aaelpit t Vo•tret•wp ••4c `
-.•-• la. t :J, il.... 87
I ' - t,.w
dC:.Ce[rd Oi
YAMA(cdear.IR.
E
i Stare or R.nttw.t
t•
eoeury of r.y.t:e
jsatire rot •......Some rrr-Pa,rc. - ,'t' •:7F': •-. l 4.2_,.r,.,Cr....
Ir` tirocted A...w iwl..r'Ie,t - ... •. l Cana
y'Ir•c tar•rd C:.wy'.•'dr•'I',.
nu•ae.tclon CI r .e .
1 ; ' •.•
,•`{,..,.a .alt:d...Ay�y�'—- .--..
I :Aia tnotruwne ea,pr.;a-.A .-: 'A�}yt rW�V1tk,e♦. '/J.____
I i `r.
711121 s roan.! ..1
t'
Weld County
CR-2011-2
December 15,2011
Page I7
Stage 3 —Enhance & Group
• Image Enhancement—US Imaging has the ability to adjust the black and white contrast of poor quality TIFF
Images from the 256 shades of gray contained within the JPEG images. We will only enhance County approved
images on the poor quality image report. We can adjust the contrast of the entire page or any specific area on a
page to provide the most legible images possible.
• Rescanning— Some images may be missing, cut off or so poor that enhancement cannot produce a legible image.
We will return to the County after all enhancement has been completed to physically rescan the JPEG image a
second time at a lighter or darker setting to see if it is possible to obtain a more legible copy. Rescans will be
enhanced and inserted into their proper locations.
• Grouping —Our experienced staff will inspect 100% of the TIFF images and group individual pages together as
documents.
Stage 4— Indexing & Formatting
• Indexing—All indexing is accomplished via double-key, blind verification. The first indexer keys the characters, A
second indexer keys the characters from the same fields without seeing the first indexer's results, software
compares the two and if there are any discrepancies, it goes to a third operator who compares them both with the
image and keys the correct index. This methodology provides 99.95% accuracy or higher. We add a final QC step
thereafter where an operator compares the final index to the image and makes any needed corrections. This
allows us to confidently guarantee these accuracy rates at the character level.
• Index Fields—Will match those requested in the RFQ. In addition to the RFQ, US Imaging will index the Doc Type
of each document. The Doc Type code delivered to the County will come from a pre-determined list between the
County and US Imaging. The Unique Document Number range will be reviewed and approved by both Tyler and
the County prior to indexing to insure that the number range used will work correctly in the Tyler Index database:
• Unique Document Number(8)
• Reception Number(8) or Marriage Certificate Number
• Doc Type (5)
• Grantor(s) (40) or Groom
• Grantee(s) (40) or Bride
• Reception Date (8)
• Book and Page (8)
• Number of Pages (3)
• Relative path and file name for the images
Example of the folders in the relative path:
Weld County » Batch001 » 1234lndex » Year » Month » Day » 88888888.001
• Index Format—The Index Fields will be exported into a Pipe Delimited format, example:
Document#IReception#IDoc TypelGrantorlGranteelReception Datel BookPagelPGl Relative Path\Image Name.`
123456781888888881GrantorlGranteeimmddyyyyl BookPagelPGl Weld County\Batch001\12341ndex\2011\Sept\08\88888888.*
• Image Format—Grouped and indexed single page TIFF images will be exported and formatted with an 8 digit
reception number and a 3 digit page number extension, example: Reception#88888888 page 1 = 88888888.001
• USB Hard Drives—Tyler formatted single page TIF images and indexes will be copied to 2 sets of external 1TB
USB Hard Drives. 1 set will be shipped to the County for importing into the Tyler system and on-site backup. 1
set will be stored at US Imaging for off-site backup.
Weld County
CR-2011-2
December 15,2011
Page I
Phase 1: Estimated Investment to Scan 35mm Rollfilm Books 488-957 (Years 1963-1982)
Book 488 Book 957 = 470 Books
470 Books @ 1,627 Images Per Book = 764,750 Images
Reception 1415740 - Reception 1846499 = 430,760 Documents
764,750 Images / 430,760 Documents = 1.8 Pages/Doc
764,750 Images @ 10% Poor Quality Images = 76,475 Poor Images
764,750 Images @ 1,000 Images per Gigabyte for JPEG Format = 765 GB for JPEG's
764,750 Images @ 10,000 Images per Gigabyte for TIFF Format = 77 GB for TIFF's
764,750 Images @ 1,627 Images Per Roll = 470 Rolls
Stage 1
470 Rolls @ $2.00 Per Roll to Inspect&Prep Rollfilm = $940.00
764,750 Images @ $0.02 Per Image to Scan 300dpi JPEG Image = $15,295.00 7%
2 Drives @ $200.00 Per 1TB USB Drive &Copying @ 2 Sets = $400.00 $16,635.00
Stage 2
764,750 Images @ $0.01 Per JPEG Image to Convert to TIFF = $7,647.50
764,750 Images @ $0.025 Per TIFF Image to Remove Excess Borders = $19,118.75
764,750 Images @ $0.025 Per TIFF Image to Inspect&Report Quality = $19,118.75 20%
1 Drive @ $200.00 Per 1TB USB Drive&Copying = $200.00 $46,085.00
Stage 3
76,475 Images @ $0.40 Per Image to Enhance Poor Quality = $30,590.00 22%
764,750 Images @ $0.025 Per Image to Group & Index Pages as Docs = $19,118.75 $49,708.75
..qt 4
430,760 Documents @ $0.27 Per Document = $116,305.20
1 Drive @ $200.00 Per 1TB USB Drive &Copying = $200.00 51%
3 Shipments @ $25.00 Per Shipment of Hard Drives via UPS = $75.00 $116,580.20
Total Investment = $229,008.95
Weld County
CR-2011-2
December 15,2011
Page 19
Phase 5: Estimated Investment to Scan 35mm Rollfilm (Co-Part., Incorporations, Misc.'
Copartnerships &Trade Names
Roll 1 Roll 5 = 5 Rolls
5 Rolls @ 1,500 Images Per Roll = 7,500 Images
File# 1 - File# 3514 = 3,514 Documents
Incorporations
Roll 1 Roll 17 = 17 Rolls
17 Rolls @ 1,500 Images Per Roll = 25,500 Images
File# 1 - File# 5024 = 5,024 Documents
Misc.
Roll 1 Roll 5 = 5 Rolls
5 Rolls @ 1,500 Images Per Roll = 7,500 Images
3,261 Documents
40,500 Images / 11,799 Documents = 3.4 Pages/Doc
40,500 Images @ 10% Poor Quality Images = 4,050 Poor Images
40,500 Images @ 1,000 Images per Gigabyte for JPEG Format = 41 GB for JPEG's
40,500 Images @ 10,000 Images per Gigabyte for TIFF Format = 5 GB for TIFF's
40,500 Images @ 1,500 Images Per Roll = 27 Rolls
Stage 1
27 Rolls @ $2.00 Per Roll to Inspect& Prep Rollfilm = $54.00
40,500 Images @ $0.02 Per Image to Scan 300dpi JPEG Image = $810.00 13%
2 Drives @ $200.00 Per 1TB USB Drive & Copying @ 2 Sets = $400.00 $1,264.00
Stage 2
40,500 Images @ $0.01 Per JPEG Image to Convert to TIFF = $405.00
40,500 Images @ $0.025 Per TIFF Image to Remove Excess Borders = $1,012.50
40,500 Images @ $0.025 Per TIFF Image to Inspect & Report Quality = $1,012.50 26%
1 Drive @ $200.00 Per 1TB USB Drive &Copying = $200.00 $2,630.00
Stage 3
4,050 Images @ $0.40 Per Image to Enhance Poor Quality = $1,620.00 26%
40,500 Images @ $0.025 Per Image to Group & Index Pages as Docs = $1,012.50 $2,632.50
Stage 4
11,799 Documents @ $0.27 Per Document = $3,185.69
1 Drive @ $200.00 Per 1TB USB Drive & Copying = $200.00 35%
3 Shipments @ $25.00 Per Shipment of Hard Drives via UPS = $75.00 $3,460.69
Total Investment = $9,987.19
Weld County
CR-2011-2
December 15,2011
Page 110
Phase 6: Estimated Investment to Scan 35mm Rollfilm (Military Discharge)
Book 1 Book 40 = 40 Books
40 Books @ 640 Images Per Book = 25,600 Images
Reception 292801 - Reception 1415717 = 12,800 Documents
25,600 Images / 12,800 Documents = 2.0 Pages/Doc
25,600 Images @ 10% Poor Quality Images = 2,560 Poor Images
25,600 Images @ 1,000 Images per Gigabyte for JPEG Format = 26 GB for JPEG':
25,600 Images @ 10,000 Images per Gigabyte for TIFF Format = 3 GB for TIFF's
25,600 Images @ 1,550 Images Per Roll = 17 Rolls
Stage 1
17 Rolls @ $2.00 Per Roll to Inspect& Prep Rollfilm = $34.00
25,600 Images @ $0.02 Per Image to Scan 300dpi JPEG Image = $512.00 12%
2 Drives @ $200.00 Per 1TB USB Drive & Copying @ 2 Sets = $400.00 $946.00
Stage 2
25,600 Images @ $0.01 Per JPEG Image to Convert to TIFF = $256.00
25,600 Images @ $0.025 Per TIFF Image to Remove Excess Borders = $640.00
25,600 Images @ $0.025 Per TIFF Image to Inspect & Report Quality = $640.00 21%
1 Drive @ $200.00 Per 1TB USB Drive & Copying = $200.00 $1,736.0(
Stage 3
2,560 Images @ $0.40 Per Image to Enhance Poor Quality = $1,024.00 21%
25,600 Images @ $0.025 Per Image to Group & Index Pages as Docs = $640.00 $1,664.0(
Stage 4
12,800 Documents @ $0.27 Per Document = $3,456.00
1 Drive @ $200.00 Per 1TB USB Drive & Copying = $200.00 46%
3 Shipments @ $25.00 Per Shipment of Hard Drives via UPS = $75.00 $3,731
Total Investment = $8,077.00
Weld County
CR-2011-2
December 15, 2011
Page 111
Phase 7: Estimated Investment to Scan 35mm Rollfilm (Marriage Certificates)
= 64,680 Images
Cert# 1 - Cert# 32340 = 32,340 Documents
64,680 Images / 32,340 Documents = 2.0 Pages/Doc
64,680 Images @ 10% Poor Quality Images = 6,468 Poor Images
64,680 Images @ 1,000 Images per Gigabyte for JPEG Format = 65 GB for JPEG'
64,680 Images @ 10,000 Images per Gigabyte for TIFF Format = 7 GB for TIFF's
64,680 Images @ 1,500 Images Per Roll = 44 Rolls
SS.. 1
44 Rolls @ $2.00 Per Roll to Inspect& Prep Rollfilm = $88.00
64,680 Images @ $0.02 Per Image to Scan 300dpi JPEG Image = $1,293.60 9%
2 Drives @ $200.00 Per 1TB USB Drive & Copying @ 2 Sets = $400.00 $1,781.6C
Stage 2
64,680 Images @ $0.01 Per JPEG Image to Convert to TIFF = $646.80
64,680 Images @ $0.025 Per TIFF Image to Remove Excess Borders = $1,617.00
64,680 Images @ $0.025 Per TIFF Image to Inspect & Report Quality = $1,617.00 21%
1 Drive @ $200.00 Per 1TB USB Drive & Copying = $200.00 $4,080.8(
Stage 3
6,468 Images @ $0.40 Per Image to Enhance Poor Quality = $2,587.20 22%
64,680 Images @ $0.025 Per Image to Group & Index Pages as Docs = $1,617.00 $4,204.2(
Stage 4
32,340 Documents @ $0.27 Per Document = $8,731.80
1 Drive @ $200.00 Per 1TB USB Drive & Copying = $200.00 47%
3 Shipments @ $25.00 Per Shipment of Hard Drives via UPS = $75.00 $9,006.
Total Investment = $19,073.40
Weld County
CR-2011-2
December 15,2011
Page 112
Phases 2-4: Scan Books 1-1656 (Years 1864-19631
Weld County Requirements:
• Work Area -County will provide a 6' x 12' space inside the County Building, near the vault with access 24 hours
per day, 7 days a week, electricity, lighting and heat/air to allow on-site scanning. If on-site access is not available
24/7 within the County Building, County will provide a 8' x 16' space on County Property as close to the vault as
possible with 24/7 access, electricity, to allow on-premise scanning in our mobile scan center. If on-site or on-
premise is less than 24/7, the on-site time and investment will change according to the hours and days available.
• Original Rolls—County will retrieve all the silver original rolls for the book range of this project.
• On-Line Inventory Report— US Imaging will provide an On-Line Inventory Report that the County can utilize to
key in the first and last Reception#, Book#and Storage Box#, before the film is transported or scanned.
• Hardware—County will allocate 50GB hard drive storage to import TIFF images into the system.
• Import—County will work with Tyler to import images into the imaging system.
• Pilot Review- County will inspect the first 500 images and indexes each time the media changes.
• Poor Quality Review— US Imaging will provide a poor quality image report and image viewing software program
called PQReview for the County to inspect and approve poor quality images prior to enhancement.
US Imaging Requirements:
Stage 1 —Capture
• On-Site Scanning—We will provide all necessary hardware, software, staff, project managers and mobile scan
center to perform scanning on-site or on-premise 24 hours per day, 7 days a week. If access to books is less than
24/7, the time and investment to complete will change according to the days and hours available.
• Off-Site Scanning—The Books are irreplaceable and extremely valuable, we highly recommend on-site scanning
as proposed, however, if the County does not wish to make the investment for on-site scanning, we will utilize our
own trucks and drivers to transport the books directly to and from our facility for 50% less than on-site scanning.
(simply multiply the on-site charge on the pricing spreadsheet by .50 for Phases 2-4)
• Inventory Report— US Imaging will provide an On-Line Inventory Report for the customer to input tracking
information into. If the County does not have time to input the tracking information, US Imaging can inventory the
film and populate the Inventory Report for a travel and daily on-site fee.
• Book Tracking — Labels will be applied to the Counties shelving units to identify the location where books are to
returned after scanning. Labels will be removed once scanning is completed.
• Book Inspection - If books or pages in mechanical binders require sorting or preparation, we can sort or prep
them for$25.00 per hour. If pages are too fragile to handle, we will bring this to the Counties attention and
recommend a Book Restoration and Binding Company.
• Book Handling - Books will be removed from shelves in sequential order. Bound pages will remain in the binder
and placed in a custom book cradle during capture to hold 2 pages (left & right) open, flat, level and in focus.
Pages in mechanical binders that are smaller than 12"will be removed from the binders and fed through a
document scanner. After scanning, pages will be placed back into mechanical binders and books will be put back
onto shelves in order.
• Book Scanning — Bound Books contain millions of colors and Photostat Books contain 256 shades of gray. 100%
of the microfilm images will be scanned at 300 dpi and saved in both grayscale JPEG and black&white TIFF
formats. Both JPEG and TIFF images are sequentially numbered by a zero filled 8 digit number and stored in
folders named by Document Type and Book#.
• USB Hard Drives—Within 1 month after scanning, 100% of the single page JPEG &TIFF images will be copied to
2 sets of external 1TB USB Hard Drives. 1 set will be shipped to the County for review and on-site backup. 1 set
will be stored at US Imaging for Stage 2 cropping & inspecting and Stage 3 enhancing, indexing &off-site backup.
ImageXpress—We will provide the County with a retrieval software program called ImageXpress that will allow
the County to easily retrieve the single page TIFF and JPEG images by the Book and Page#from the USB Hard
Drives while the images are being processed in Stage 2 and 3.
• Pilot Images—500 images from each media change will be cropped, enhanced, grouped as documents, indexed
by a Tyler approved Unique Document #, Reception#, Grantors, Grantees, Reception Date, Book and Page#, #
of pages and saved as single page TIF's named by an 8 digit Reception #and a 3 digit Extension#.
Weld County
CR-2011-2
December 15,2011
Page 113
Stage 2—Crop & Inspect
• Automatic Crop& Deskew- Each TIFF image will be automatically cropped to remove solid black borders and
deskewed for optimum file compression. Despeckle is not performed on scanned images.
• Excess Border Removal— Due to certain camera backgrounds, page sizes, scratches on film and film formats,
the automatic crop included in automatic cropping may leave large white borders, black borders, black lines and
shadows on the images. Manual cropping is performed to provide a more accurate original page size, fewer bytes
per image and better performance of your system and overall appearance of every image. No data or marginal
notations will be removed from the image during this process.
• Image Inspection — Each image will be visually inspected as a 12"W x 16"H image on 20" Portrait monitors at full
size and checked for sequential order, missing pages, duplicate pages, "A" pages, retakes and image quality.
Particular attention is to be given to the party names, legal description, signatures, time-date stamps and Book-
• Page numbers during this process. If any part of the image is considered illegible it will be added to the Poor
Quality Image Report. Issues include: (light, dark, blurry, A Page, missing, duplicate or out of order).
• Poor Quality Image Report— US Imaging will provide a report that identifies the Book#, Image#and reason why
it has been flagged (light, dark, blurry, A Page, missing, duplicate or out of order).
• PQReview -We will provide the County with a software program called PQReview that will allow the County to
easily sort the Poor Quality Report by Book-Image#or Poor Quality Issue (light, dark, etc). PQReview can also
filter the images by poor quality issue to isolate specific issues of concern and minimize the number of images that
need to be reviewed. PQReview will display the poor quality image so the County can see the problem with the
image and deselect it from the list if the image is of acceptable quality to the County. PQReview highlights images
on the list after they have been inspected so the users know if the image has already been inspected or not. Once
inspection is complete, PQReview exports an approved list of images to be enhanced that can be easily e-mailed
to US Imaging and provide approval to proceed to Stage 3. This tool dramatically reduces the number of images
that need to be inspected by the County and provides the County with complete control over the quality and budget.
• Missing Pages—When a missing page is located, US Imaging will e-mail the County and request a copy be
scanned and e-mailed or an original be shipped to US Imaging. Pages that cannot be located will be identified as
"Unused" and an "Unused Page#" flyer will be inserted in their place.
• USB Hard Drives— 100% of the cropped single page TIFF images, the Poor Quality Image Report and PQReview
will be copied to 2 sets of external 1TB USB Hard Drives. 1 set will be shipped to the County for review and on-
site backup. 1 set will be stored at US Imaging for Stage 3 enhancing, indexing and off-site backup.
Stage 3— Enhance & Group
• Image Enhancement— US Imaging has the ability to adjust the black and white contrast of poor quality TIFF
Images from the 256 shades of gray contained within the JPEG images. We will only enhance County approved
images on the poor quality image report. We can adjust the contrast of the entire page or any specific area on a
page to provide the most legible images possible.
• Marginal Notations—Photostat Books commonly contain a white border around the black page. Book-Page#,
Reference Book-Page#and Release information is commonly located in this white border and are called Marginal
Notations. We have the unique ability to include these notations in the image and make all the background white
and all the text and handwriting black.
• Dual Polarity Correction —The majority of Photostat pages are Black background with white text, however some
pages contain a mix where a portion of the page contains black background white text and another portion contains
white background with black text. US Imaging has the unique ability to correct this issue and adjust the
background polarity so the entire page contains white background with black writing. This will reduce storage
space and will save a huge amount of toner when printing.
• Multiple Documents Per Page— Most old books were transcribed by hand or typewriter and contain multiple
documents on each page. Most imaging systems require each document to have their own set of images so we
will duplicate the pages accordingly so that each document has it's own set of images for each document.
• Masking —When multiple documents appear on a single image, some Counties request that we mask the
unwanted document from the image so 2 documents do not appear on the same page.
• Rescanning—Some images may be missing, cut off or so poor that enhancement cannot produce a legible image.
We will return to the County after all enhancement has been completed to physically rescan the JPEG image a
second time at a lighter or darker setting to see if it is possible to obtain a more legible copy. Rescans will be
enhanced and inserted into their proper locations.
• Grouping —Our staff will inspect 100% of the TIFF images and group individual pages together as documents.
Weld County
CR-2011-2
December 15,2011
Page 114
Stage 4—Indexing & Formatting
• Indexing—All indexing is accomplished via double-key, blind verification. The first indexer keys the characters, A
second indexer keys the characters from the same fields without seeing the first indexer's results, software
compares the two and if there are any discrepancies, it goes to a third operator who compares them both with the
image and keys the correct index. This methodology provides 99.95% accuracy or higher. We add a final QC step
thereafter where an operator compares the final index to the image and makes any needed corrections. This
allows us to confidently guarantee these accuracy rates at the character level.
• Index Fields—Will match those requested in the RFQ. In addition to the RFQ, US Imaging will index the Doc Type
of each document. The Doc Type code delivered to the County will come from a pre-determined list between the
County and US Imaging. The Unique Document Number range will be reviewed and approved by both Tyler and
the County prior to indexing to insure that the number range used will work correctly in the Tyler Index database:
• Unique Document Number (8)
• Reception Number(8) or Marriage Certificate Number
• Doc Type (5)
• Grantor(s) (40) or Groom
• Grantee(s) (40) or Bride
• Reception Date (8)
• Book and Page (8)
• Number of Pages (3)
• Relative path and file name for the images
Example of the folders in the relative path:
Weld County » Batch001 » 1234lndex » Year » Month » Day » 88888888.001
• Index Format—The Index Fields will be exported into a Pipe Delimited format, example:
Document#lReception#1Doc TypelGrantorlGranteelReception Datel BookPagelPGl Relative Path\Image Name.*
123456781888888881GrantorlGranteelmmddyyyyl BookPagelPGl Weld County\Batch001\1234lndex\2011\Sept\08\88888888.*
• Image Format—Grouped and indexed single page TIFF images will be exported and formatted with an 8 digit
reception number and a 3 digit page number extension, example: Reception# 88888888 page 1 = 88888888.001
• USB Hard Drives—Tyler formatted single page TIF images and indexes will be copied to 2 sets of external 1 TB
USB Hard Drives. 1 set will be shipped to the County for importing into the Tyler system and on-site backup. 1
set will be stored at US Imaging for off-site backup.
Weld County
CR-2011-2
December 15,2011
Page 1 15
Phase 2: Estimated Investment to Scan Photostat Books 871-1656 (Years 1929-19631
Book 871 Book 1656 = 783 Books
783 Books @ 640 Images Per Book = 501,120 Images
Reception 563832 - Reception 1415738 = 425,954 Documents
501,120 Images / 425,954 Approx. Documents = 1.2 Pages/Doc
501,120 Images @ 20% Poor Quality Pages = 100,224 Poor Quality
501,120 Images @ 2% Marginal Notations Pages = 10,022 Notated
501,120 Images @ 2% Dual Polarity Pages = 10,022 Dual Polarity
501,120 Images @ 2,000 Images Per Hour = 251 On-Site Hours
251 Hours @ 22 Hours Per Day with 24 Hour Access = 12 On-Site Days
501,120 Images @ 1,000 Images Per Gigabyte for JPEG Format = 502 GB for JPEG's
501,120 Images @ 10,000 Images Per Gigabyte for TIFF Format = 51 GB for TIFF's
Stage 1
12 Days @ $750.00 Per Day for 24/7 On-Site Capture = $9,000.00
501,120 Images @ $0.07 Per Image to Scan 300dpi JPEG Image = $35,078.40 19%
4 Drives @ $200.00 Per 1TB USB Drive &Copying @ 2 Sets = $800.00 $44,878.40
Stage 2
501,120 Images @ $0.01 Per JPEG Image to Convert to TIFF = $5,011.20
501,120 Images @ $0.025 Per TIFF Image to Remove Excess Borders = $12,528.00
10,022 Images @ $0.025 Per TIFF Image to Reverse Marginal Notation = $250.56
10,022 Images @ $0.025 Per TIFF Image to Reverse Dual Polarity = $250.56
501,120 Images @ $0.025 Per TIFF Image to Inspect& Report Quality = $12,528.00 13%
1 Drive @ $200.00 Per 1TB USB Drive &Copying = $200.00 $30,768.32
Stage 3
100,224 Poor Images @ $0.40 Per Image to Enhance Poor Quality = $40,089.60 21%
501,120 Images @ $0.02 Per Image to Group& Index Pages as Docs = $10,022.40 $50,112.00
Stage 4
425,954 Documents @ $0.27 Per Document for Full Indexing = $115,007.58
1 Drive @ $200.00 Per 1TB USB Drive&Copying = $200.00 48%
3 Shipments @ $25.00 Per UPS Ground Shipment = $75.00 $115,282.58
Total Investment = $241,041.30
Weld County
CR-2011-2
December 15,2011
Page 1 16
Phase 3: Estimated Investment to Scan Mechanical Books 661-870 (Years 1921-19291
Book 661 Book 870
= 66,000 Images
Reception 360930 - Reception 559464 = 66,178 Documents
66,000 Images / 66,178 Documents = 1.0 Pages/Doc
66,000 Images @ 10% Poor Quality Pages = 6,600 Poor Quality
66,000 Images @ 2% Marginal Notations Pages = 1,320 Notated
66,000 Images @ 50% Multiple Documents per Page = 33,000 Multi-Docs
66,000 Images @ 2,000 Images Per Hour = 33 On-Site Hours
33 Hours @ 22 Hours Per Day with 24 Hour Access = 2 On-Site Days
66,000 Images @ 1,000 Images Per Gigabyte for JPEG Format = 66 GB for JPEG's
66,000 Images @ 10,000 Images Per Gigabyte for TIFF Format = 7 GB for TIFF's
Stage 1
2 Days @ $750.00 Per Day for 24/7 On-Site Capture = $1,500.00
66,000 Images @ $0.06 Per Image to Scan 300dpi JPEG Image = $3,960.00 18%
2 Drives @ $200.00 Per 1TB USB Drive &Copying @ 2 Sets = $400.00 $5,860.00
Stage 2
66,000 Images @ $0.01 Per JPEG Image to Convert to TIFF = $660.00
66,000 Images @ $0.025 Per TIFF Image to Remove Excess Borders = $1,650.00
1,320 Images @ $0.025 Per TIFF Image to Reverse Marginal Notation = $33.00
66,000 Images @ $0.025 Per TIFF Image to Inspect& Report Quality = $1,650.00 13%
1 Drive @ $200.00 Per 1TB USB Drive&Copying = $200.00 $4,193.00
Stage 3
6,600 Poor Images @ $0.40 Per Image to Enhance Poor Quality = $2,640.00 15%
33,000 Images @ $0.025 Per Multi-Doc Page to Duplicate and Index = $825.00
66,000 Images @ $0.02 Per Image to Group& Index Pages as Docs = $1,320.00 $4,785.00
Stage 4
66,178 Documents @ $0.27 Per Document for Full Indexing = $17,868.06
1 Drive @ $200.00 Per 1TB USB Drive&Copying = $200.00 55%
3 Shipments @ $25.00 Per UPS Ground Shipment = $75.00 $18,143.06
Total Investment = $32,981.06
Weld County
CR-2011-2
December 15, 2011
Page 117
Phase 4: Estimated Investment to Scan Bound Books 1-660 (Years 1874-1921)
Book 1 - Book 660
= 247,800 Images
Reception 1 - Reception 360929 = 360,929 Documents
247,800 Images / 360,929 Documents = 0.7 Pages/Doc
247,800 Images @ 10% Poor Quality Pages = 24,780 Poor Quality
247,800 Images @ 2% Marginal Notations Pages = 4,956 Notated
247,800 Images @ 50% Multiple Documents per Page = 123,900 Multi-Docs
247,800 Images @ 1,000 Images Per Hour(Bound or over 12"x 12") = 248 On-Site Hours
248 Hours @ 22 Hours Per Day with 24 Hour Access = 12 On-Site Days
247,800 Images @ 1,000 Images Per Gigabyte for JPEG Format = 248 GB for JPEG's
247,800 Images @ 10,000 Images Per Gigabyte for TIFF Format = 25 GB for TIFF's
Stage 1
21 Days @ $750.00 Per Day for 24/7 On-Site Scanning = $15,750.00
247,800 Images @ $0.10 Per Image to Scan 300dpi JPEG Image = $24,780.00
247,800 Images @ $0.02 Per JPEG Image to Convert to TIFF = $4,956.00 26%
2 Drives @ $200.00 Per 1TB USB Drive&Copying @ 2 Sets = $400.00 $45,886.00
Stage 2
247,800 Images @ $0.025 Per TIFF Image to Remove Excess Borders = $6,195.00
247,800 Images @ $0.025 Per TIFF Image to Inspect& Report Quality = $6,195.00 7%
1 Drive @ $200.00 Per 1TB USB Drive &Copying = $200.00 $12,590.00
Stage 3
24,780 Poor Images @ $0.40 Per Image to Enhance Poor Quality = $9,912.00
4,956 Images @ $0.025 Per TIFF Image to Reverse Marginal Notation = $123.90
123,900 Images @ $0.025 Per Multi-Doc Page to Duplicate and Index = $3,097.50
0 Images @ $0.025 Per Image to Mask Unwanted Docs from Pages = $0.00 10%
247,800 Images @ $0.02 Per Image to Group Pages as Docs $4,956.00 $18,089.40
Stage 4
360,929 Documents @ $0.27 Per Document for Full Indexing = $97,450.83
1 Drive @ $200.00 Per 1TB USB Drive & Copying = $200.00 56%
3 Shipments @ $25.00 Per UPS Ground Shipment = $75.00 $97,725.83
Total Investment = $174,291.23
Timeline
Weld County
CR-2011-2
December 15,2011
Page$ 118
Q 4 4g g
ID Project Name Owner Days Start End n d e; 1 ; 1 A d 4 rD P II § I 1 i n r
I
US-
1.11 Off-Site Scanning Imaging 56 5-Jan 1-Mar - _
Process and Deliver US-
1.12 Stage One Imaging 15 1-Mar 16-Mar
Weld
11.3 Pilot Approval County 15 31-Mar 15-Apr -
Stage Two, US-
1.2.1 Inspection Imaging 45 16-Mar 30-Apr
County Approval for Weld
1.2.2 Enhancement County 15 30-Apr 15-May
Stage Three, US-
1 3 Enhancement Imaging 60 15-May 3-Aug
Stage 4,Full US-
1 4 Indexing Imaging 90 3-Aug 1-Nov
Phase 2 Photstat Pages 281 5-Mar 11-Dec
US-
2.1.1 On-Ste Scanning Imaging 36 5-Mar 10-Apr
Process and Deliver US-
2.1.2 Stage One Imaging 15 10-Apr 25-Apr
Weld
2.1.3 Pilot Approval County 15 10-May 25-May
Stage Two; US-
2.2.1 Inspection Imaging 45 25-Apr 9-Jun
County Approval for Weld
2.22 Enhancement County 15 9-Jun 24-Jun
Stage Three; US-
2.3 Enhancement Imaging 80 24-Jun 12-Sep
Stage 4;Full US-
24 Indexing Imaging 90 12-Sep 11-Dec J
Removable White
Phase 3 Pages 281 5-Mar 11-Dec
US-
3.1.1 On-Site Scanning Imaging 36 5-Mar 10-Apr
Process and Deliver US-
3.1.2 Stage One Imaging 15 IDApr 25-Apr
Weld
3.1.3 Pilot Approval County 15 10-May 25-May
Stage Two, US
32.1 Inspection Imaging 45 25-Apr 9-Jun
County Approval for Weld
32.2 Enhancement County 15 9-Jun 24-Jun
Stage Three', US-
33 Enhancement Imaging BO 24-Jun 12-Sep
Stage 4,Full US-
3.4 Indexing Imaging 90 12-Sep 11-Dec
Phase 4 Bound Books 281 5-Mar 11-Dec
US-
4.1.1 On-Ste Scanning Imaging 36 5-Mar 10-Apr ,
Process and Deliver US
4.12 Stage One Imaging 15 10-Apr 25-Apr -
Weld
4.1.3 Pilot Approval County 15 10-May 25-May
Stage Two; US-
4 2 1 Inspection Imaging 45 25-Apr 9-Jun
County Approval for Weld
4.22 Enhancement County 15 9-Jun 24-Jun
Stage Three; US
4.3 Enhancement Imaging 80 24-Jun 12-Sep
Stage 4;Full US-
a4 Indexing Imaging 90 12-Sep 11-Dec
Phase 5,6,7 35MM Film 301 5-Jan 1-Nov
US-
51.1 Off-Site Scanning Imaging 58 5-Jan 1-Mar
Process and Deliver US
5.1.2 Stage One Imaging 15 1-Mar 16-Mar
Weld
5.1 3 Pilot Approval County 15 31-Mar 15-Apr
Stage Two; US-
5.2.1 Inspection Imaging 45 16-Mar 30-Apr
County Approval for Weld
5.22 Enhancement County 15 30-Apr 15-May - ,
Stage Three', US-
5.3 Enhancement Imaging BO 15-May 3-Aug
Stage 4,Full US-
54 Indexing Imaging 90 3-Aug 1-Nov
Weld County
CR-2011-2
December 15,2011
Page 119
References
Garfield CO -478 Books, over 250,000 images from both Aperture Cards and Microfilm—The full vault was
scanned at one time and indexed by Reception Number. All books were prepped, scanned and de-prepped on-site at
the County. Pages were scanned in 256 shades of gray, grayscale images were converted to black and white TIFF
images. Images were enhanced, grouped together as documents accurately, and were formatted to import directly into
the Eagle Recorder Imaging System. Black and White TIFF images were delivered to the County and Grayscale
JPEG backup images are stored at US Imaging so that any portion of any image can be enhanced at any time in the
future without having to rescan the pages.
Jean Alberico
Garfield County Clerk & Recorder
109 8th Street
Glenwood Springs, CO 81601
(970) 945-2377
Spokane WA- 1109 Books, 1869 Rolls of film—The full vault was scanned at one time and indexed by Auditor File
Number. All books were prepped, scanned and de-prepped on-site at the County. Pages were scanned in 256 shades
of gray, grayscale images were converted to black and white TIFF images. We enhanced portions of each image
which were too light or too dark to provide superior quality images when compared with any other vendor. Images
were grouped together as documents accurately and were formatted to import directly into the Eagle Recorder Imaging
System. Black and White TIFF images were delivered to the County and Grayscale JPEG backup images are stored
at US Imaging so that any portion of any image can be enhanced at any time in the future without having to rescan the
pages.
Vicky Dalton
Spokane County Auditor
1116 W. Broadway Ave.
Spokane, WA 99260
(509)477-2262
Montrose CO —Over 500 Books, Over 350,000 Images from Aperture Cards —The full vault was scanned at over
two separate projects. All books were prepped, scanned and de-prepped on-site at the County. Pages were scanned in
256 shades of gray, grayscale images for the Aperture Cards were converted to black and white TIFF images. Images
from the book capture remain in ImageXpress until a later date. We enhanced portions of images which were too light
or too dark to provide superior quality images when compared with any other vendor. Images were grouped together
as documents accurately and were formatted to import directly into OnCore Imaging System. Black and White TIFF
images were delivered to the County and Grayscale JPEG backup images are stored at US Imaging so that any portion
of any image can be enhanced at any time in the future without having to rescan the pages.
Francine Tipton-Long
Montrose County Clerk & Recorder
161 South Townsend
Montrose, CO 81401
(970) 252-4589
Weld County
CR-2011-2
December 15, 2011
Page 120
Contacts/Staff
Scott Robinson, CDIA+, President& CEO—(989)714-9700 -srobinson(a)_us-imaginq.com
Scott's grandfather started Micro Tec, a microfilm service bureau, in 1976. Scott worked in backfile conversion
production from 1982-1988. In 1988 Scott graduated with a Business Management Degree from Northwood
University and became Regional Account Manager for Michigan. In 1996 the company merged with 25 other
companies nationwide to form ImageMax, a national document imaging service bureau. In March 2006, Scott
formed US-Imaging, Inc. to focus exclusively on providing scanning, indexing, redaction, microfilming, and
image archiving services for State and Local government nationwide. Scott and his team have served 300
counties in 40 states.
Tina Arundel, Production Manager and COO -(989) 754-9949—tarundelOus-imaginq.com
Tina has been Production Manager for the past 8 years. Tina has overseen the conversion of over 200 million
images for over 250 clients and typically manages 40-60 employees. She has been trained and is proficient
with paper scanners, rollfilm scanners, fiche scanners, and aperture card scanners. Tina also has an excellent
working knowledge of Windows, Microsoft Office Suite (including Access), PCs, Servers, FTP Servers, 16mm
and 35mm microfilm cameras, processors, duplicators and Kodak Image Archiving equipment. Tina has
managed projects in-house and onsite and works extremely well with customers and IT staff.
Rhonda Olson, Customer Service Manager-(989) 754-9949—rolson(a us-imaginq.com
Rhonda has 24 years of experience in the document conversion business. She has"hands on" experience and
extended knowledge in all areas of the business. She is very familiar with various document types and their
content. Rhonda works directly with our customers, providing courteous, friendly and professional assistance.
Barbara Kenny, On-Site Project Manager-(989)754-9949—bkenny(aus-imaginq.com
Barb has 3 years of on-site scanning experience. She has supervised the scanning of more than 30 million
images of county land records and has been trained on the latest equipment and software in April 2006. She
is proficient with every paper, book and large format scanner and subsystem manufactured during the past 10
years.
Eric Nejedly, National Account Manager-(303) 319-9457—enejedlyRus-imaginq.com
Eric is tasked with Western States Development for US Imaging. Eric has been in the Land Records Scanning
Industry for over 5 years and with US Imaging for two. He has experience in Sales, Product, and Production
management. He received his MBA from the University of Colorado at Denver in 2009.
Weld County
CR-2011-2
December 15,2011
Page] 2l
The proposed quantities above are estimated, invoiced quantities will be actual. Invoices will be issued when
at Stage 1, Stage 2, Stage 3 and Stage 4. Stages can be divided into multiple shipments & invoices if desired.
All hard drives, images and indexes are the exclusive property of the County. US Imaging will not reproduce
or distribute Weld County images and/or indexes to any other entity except Weld County.
ACCEPTANCE AND AUTHORIZATION:
Weld County may designate acceptance of this proposal by signature of a duly authorized officer of the company. Total
costs for initial implementation and ongoing costs have been described herein.
In exchange for products and services outlined in this proposal, Weld County agrees to pay US Imaging, Inc., the total
amount due within 30 days from the date of invoice. Any amounts outstanding will be assessed a finance charge of
1.5% per month on the unpaid balance.
US Imaging also reserves the right to collect monies owed in the event of nonpayment and recover any and all legal
fees in addition to the unpaid balance.
Accepted by: The Board of Weld County CommissionetAccepted by:
on behalf of: Eric Nejedly
Steve Moreno
Clerk & Recorder National Account Manager
Weld County US Imaging, Inc.
1402 N. 17th Avenue 400 S. Franklin Street
Greeley, CO 80631 Saginaw, MI 48607
Signature___e_) Signature: '�
Date JAN 16 2012 Date December 15, 2011
Phase 1: Scan 1963-1981 35mm Rollfilm; General Records = $229,008.95
Phase 2: Scan 1929-1963 Photostat Books = $241,041.30
Phase 3: Scan 1921-1929 Removable Books = $ 32,981.06
Phase 4: Scan 1874-1921 Bound Books = $174,291.23
Phase 5: Scan 1881-1973 35mm Rollfilm; Incorporations = $ 9,987.19
Phase 6: Scan 1919-1963 35mm Rollfilm; Military Discharges = $ 8,077.00
Phase 7: Scan 1881-1973 35mm Rollfilm; Marriage Documents = $ 19,073.40
Total = $714,460.13
62 c'0//)-d/e,
Hello