HomeMy WebLinkAbout20111096 RESOLUTION
RE: APPROVE PROPOSAL AND CUSTOMER SERVICE AGREEMENT FOR MICROFILM
AND BOOK CONVERSION SERVICES FOR WELD COUNTY CLERK TO THE
BOARD'S OFFICE AND AUTHORIZE CHAIR TO SIGN - HOV SERVICES
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 a Proposal and Customer Service
Agreement for Microfilm and Book Conversion Services between the County of Weld, State of
Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the
Weld County Clerk to the Board's Office, and HOV Services, commencing upon full execution,
with terms and conditions being as stated in said proposal and agreement, and
WHEREAS, after review, the Board deems it advisable to approve said proposal and
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 Proposal and Customer Service Agreement for Microfilm and
Book Conversion Services between the County of Weld, State of Colorado, by and through the
Board of County Commissioners of Weld County, on behalf of the Weld County Clerk to the
Board's Office, and HOV Services be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said proposal and agreement.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 4th day of May, A.D., 2011.
BOARD OF COUNTY COMMISSIONERS
4Ell E D COUNTY, COLO ADO
ATTEST: ��(' w`'' ir�w, 11/yi
ias: I _ a .••ra Kirkmeyer, hair
Weld County Clerk to the Boa ,� :0,:�
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2f � Co ay, Pro-Tem
Deputy Clerk to the Boa .
Wi'i• F. Garcia
AP VEi7 j fO FORM: C
David E. Long
unty Attorney � hr i7 r<2n
Douglas Rademache
Date of signature -6//2//
Q,C, . A LS 2011-1096
5 art l BC0042
!IPA HOVServices
ems Exceed Expectations
Enhancing service through imaging
A proposal for:
Weld County Clerk to the Board
April 29, 2011
Prepared by:
HOV SERVICES
Brad Schmelzer
303.660.1765 Office
303.496-0283 Fax
brad.schmelzer HOVServices.com
2011-1096
!HOVservicea
signExcesd Expectations
HOV SERVICES
CUSTOMER SERVICE AGREEMENT
HOV SERVICES agrees to supply to Weld County CTB(°CUSTOMER')located at 91510'"Street 3rd Floor, Greeley
CO 80831,and CUSTOMER agrees to purchase from HOV SERVICES the Microfilm 8 Book conversion services as
may be outlined below.
The PARTIES agree to be bound by the Mowing exhibits to this agreement,the terms and conditions of which are
hereby incorporated by reference:
A. STATEMENT OF WORK,attached hereto as EXHIBIT A and which fully and completely descrbes the
services(the°Services')to be provided by HOV SERVICES to Customer.
B. PRICING SCHEDULE AND PAYMENT TERMS,attached hereto as EXHIBIT B and which are based on the
Services to be provided to CUSTOMER.
The Services to be provided to CUSTOMER under this Agreement are:
X Project
❑ Repetitive
U Both Project and Repetitive
SIGNATURE:
Weld County Board of Commissioners HOV Service
91510'"Street 31°Floor 503 N. Main Street#205
Greeley,
CO.80831 Pueblo,CO. 81003
Signeq. 2AA(AJ Vkey Signed: C*---
Printedd Name:Barbara Kirkmeyer, Chair Printed Name: /Ode./ far Of chef--
Date: MAY 0 4 2011 Date: y- 2
HOV SERVICES Outsourcing Agreement 4/29/2011
&D//-/O��
APIP,M HOVServices
Exceed Expectations
Conflict of Interest Statement
We represent and warrant that(1)we have not offered, and during the term of this evaluation or signed agreement will
not offer, to any employee of Weld County CTB or member of such employees family any gift, gratuity or
compensation in any form; (2)to the best of our knowledge no employee of Weld County CTB is employed by, or has
any ownership interest in, HOV Services; (3)there is no understanding or agreement, expressed or implied,for the
acquisition of any ownership interest in HOV Services by such employee (or family member); and (4)during the term
of this evaluation we will not employ any employees or family members of Weld County CTB .
Statement of Confidentiality
This document contains confidential information provided for the sole purpose of permitting Weld County CTB to
evaluate HOV SERVICES as a prime contractor for document and data conversion services of the Weld County CTB
documents. In consideration of receipt of this document, to the extent allowed by law, Weld County CTB agrees to
maintain such information as privileged and confidential. Information contained within this document will not be
conveyed in any manner(written, electronically or verbally)to any person outside the group, who is not directly
responsible for evaluation of its contents for the stated purpose, except that there is no obligation to maintain the
confidentiality of any information which was known to Weld County CTB prior to receipt of such information; or which
becomes publicly known by operation of law or through no fault of Weld County CTB ; or is received without obligation
of confidentiality. Upon written request, Weld County CTB will return this document and all copies to HOV
SERVICES. Conditions and pricing in this proposal are valid for a period not to exceed (120)days unless extended in
writing.
HOV SERVICES Outsourcing Agreement 4/29/2011
HOVServices
MS Exceed Expectations
TABLE OF CONTENTS
EXHIBIT A-STATEMENT OF WORK 4
BACKGROUND 4
BOUND BOOK DETAILS: 4
HOV SERVICES 5
Conversion Parameters 5
PICK-UP AND DELIVERY INFORMATION 5
SAFETY PROCEDURES 5
Chain of Custody 5
Shipping Insurance Rates and Values 6
Initial Inventory and Inspection 6
Retrievals 6
Scanning and Image Processing 6
Image Clean-up Processes 6
Image Quality Control& Verification 6
Indexing 7
Post Scan Visual QC 7
Post Release QC 7
Workflow Quality Control 7
Image Delivery 7
HOV SERVICES COMPANY OVERVIEW 7
HOV SERVICES INDUSTRY Focus 8
EXHIBIT B—MICROFILM PRICING 9
PROPOSED PRICING-PAPER BOOK SCANNING 10
HOV SERVICES Outsourcing Agreement 4/29/2011
HOVServices
IN=Exceed Expectations
Exhibit A - Statement of Work
Background
The Weld County CTB currently stores documents in Microfilm& hard copy book formats. The cost of retrieving these
documents each year as additional microfilm and printing equipment as is purchased, labor costs increase and
documents become increasingly more difficult to locate as size of the document archive grows. In addition, the quality
of the microfilm & books decreases each time the media is placed in a mechanical retrieval system and the single
copy on-site is susceptible to loss or damage. Each of these challenges can be met by scanning the microfilm and
books into an electronic form, grouping pages into documents and making it these searchable by document number.
By converting these documents to an electronic form and providing access through a USB Hard Disk, the Weld
County CTB will also be able to:
• Raise service levels by allowing for rapid retrieval of imaged data,
• Avoid future interfiling errors or loss of documents through misfiling,
• Reduce costs by eliminating certain retrieval and copy functions and the need for on-site storage,
• Minimize the risk of damage or loss of hardcopy documents as a consequence of frequent retrieval or
disaster.
HOV SERVICES performed an on-site visit on 1-20-11 telephone survey and based on discussions with customer
personnel, determined that there are an estimated 315 rolls of 16mm microfilm, 40 unbound books 11"x 17"and 3
bound books. Each document will be indexed by the name on the roll and title of the book.
The following provides a summary of the microfilm archives that are being considered for conversion.
Document Counts Documents Images Total
Items to be converted using automated index
16mm Microfilm Rolls 315 1,850 582,750
Hard Copy Unbound Books 40 360 14,400
Hard Copy Bound Books 3 254 762
Total 355 597,912
Bound Book Details:
Alphabetical Index to County Commissioner Records #1 —Weld County
1 blank cover page with some notes in the corner
74 written pages and 2 blank tabs "Y" and "Z"
Size = 17-3/8 inches X 11-3/8 inches (each side)
Tabbed Index to Commissioner Proceedings —Weld County
25 index pages
600 +/-written pages
128 tabs
Size = 15 inches X 18 inches (each side)
St. Vrain County— Colorado Territory
89-90 written pages
7-1/2 inches X 12 inches (each side
HO V SERVICES Outsourcing Agreement 4/29/2011
HOVServices
NM Exceed Expectations
HOV SERVICES
HOV SERVICES solution includes preparation, batching, scanning, and indexing, all the while, adhering to strict
quality control standards. The conversion services will be performed at our HOV Services Locations during an 8 hour
shift sometime between 7:00 AM and 5:00 PM, Monday through Friday. No work will be performed outside of the
United States. HOV SERVICES will extend service hours to include weekends, if necessary.
Conversion Parameters
Description Value
Scan Resolution 200 DPI Film
Grayscale on Hard Copy Books
Scan Type Black and white, bi-tonal
Deliverable Image Format TIFF Group IV Format&JPEG for Books
Deliverable Image Media USB Hard Disk
Pick-up and Delivery Information
Every effort will be made to ensure proper handling while picking-up the documents and shipping them to the
appropriate center(s). HOV Services works with clients across the country that has sensitive and on-of-a-kind
documents and takes the following precautions when handling and shipping documents to the centers.
Safety Procedures
Every employee and driver at HOV Services undergoes background checks prior to employment and drug screening
is done on a random basis to ensure we have the highest quality employees. Our drivers have Motor Vehicle Record
(MVR)pulled to verify acceptable driving history and qualifications to operate a motor vehicle in guidelines with the
state and HOV Services policies. HOV Services owns and properly maintains its own vehicle for pick-ups and
deliveries. This vehicle is driven by the same employee and remains locked when picking-up the documents from our
customer's site. All documents shall be secured in the vehicle to prevent damage during transport to the HOV
Services Pueblo Imaging Center.
Chain of Custody
The documents shall be picked-up from Customer's location for transport by the HOV Services'vehicle in the manner
described above. Once the documents are delivered to the Pueblo Imaging center located at 503 N. Main Street
#205, Pueblo, CO. 81003 the contents are verified and a manifest is generated to catalog the documents. This
document is then sent to the customer so it has record of the inventory and documents that are in HOV Services
custody.A sample of the Manifest is listed below:
HOVServices
Exceed Expectations
Date
Date of Date Date Shipped Date
Pick-up Operator Shipped to received back to Received by
Record No. Name From Weld Verify by NOV Office NOV customer customer
1 03-7-11 N.Montoya
2
3
4
5
HOV SERVICES Outsourcing Agreement 4/29/2011
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6 1 I I
Upon completion of imaging work by HOV Services, all documents in the custody of HOV Services shall be returned
to Weld County CTB following the safety procedures detailed above.
Shipping Insurance Rates and Values
The documents are boxed or placed in containers for shipping. Our preferred shipment company is FedEX. Once
shipped,tracking information will be provided.
Shipping through FedEx offers optional declared values and rates listed below:
$50,000 in value =$375 per package
$40,000 in value=$300 per package
$30,000 in value=$225 per package
Actual packaging, shipping and insurance charges are passed through to the customer.
Initial Inventory and Inspection
HOV SERVICES personnel will confirm the inventory and report exceptions or discrepancies. Rolls and books will be
entered into the HOV SERVICES Operations Control System (LOCS), which will trace the movement of the
documents from start to finish and through final delivery. Each roll of microfilm will be inspected prior to scanning to
categorize the roll in each of several ways. Inspection will include: 1) overall density of the roll, 2) image quality, 3)
reduction ratio, and 4)document types. In this way, each roll can be scanned using scanner settings optimized for the
specific characteristics of that roll. Any roll that shows abnormal problems (e.g., many scratches, out of density range,
etc.)will be returned to the prior to scanning for the customer's review and correction.
Retrievals
Should the customer require a document while it is in HOV Services possession then they can send an email or
phone us to have the record(s)sent back via email within 4 hours of the request.
Scanning and Image Processing
Film and fiche scanning will be accomplished using Wicks &Wilson and Sunrise scanners. Each roll will be scanned
using the settings determined from the sample conversion testing. For each image captured from film, the scanning
equipment first performs automated density compensation and dynamic threshold setting followed by automatic de-
skewing and cropping as allowed by the quality of the film. HOV SERVICES scans microfilm in an attended mode.
Hard copy bound books will be scanned using a planetary scanner in B&W or Grayscale depending on the original
copy.
Image Clean-up Processes
Image processing includes de-skew, de-speckle, black border removal and crop. HOV SERVICES utilizes state-of-
the-art production scanners and image processing technologies to render the best possible electronic document
images comparable to the quality of the original documents.
HOV SERVICES has developed quality assurance checks throughout the document conversion process.The quality
control standards involve precise scanner set-up and testing before the scanning process can begin for each job. Set-
up entails scanner adjustments to assure the accurate and complete capture of the documents.
Image Quality Control &Verification
After scanning, the batch of images is sent to the Image QC Queue for review of image quality. If discrepancies are
found within a batch, then the entire batch is directed to a rescan area for correction. Images that require rework are
reprocessed to correct any identified issues. After final acceptance by the Quality Control Staff, images are moved
into the formatting process.
HOV SERVICES Outsourcing Agreement 4/29/2011
HOVServices
lan Exceed Expectations
HOV SERVICES will assure that 98% of the images scanned will be of acceptable image quality to allow reading of
the text information on the document. Customer agrees in turn to accept 98% as the threshold of quality control for
delivered images. If HOV SERVICES falls below the 98% success threshold, the additional scanning required to
achieve the 98% success threshold will be provided by HOV SERVICES at no cost. Images that are illegible (defined
as not able to be read by a human when printed from a reader/printer) due to damage on the film or the original
filming process do not apply and will not be included when calculating the 98%success threshold.
For any images that are within the 2% error rate, HOV SERVICES will rescan these at the same rate shown per
image in the pricing section as requested.
Indexing
Indexing of the records will be done in a batch by cycle using the following attributes:
Indexing -Keyed Fields Characters Process
10
Document Name Characters From film header and book name
Post Scan Visual QC
After the automated QC has completed, a QC operator will perform visual QC of images and data prior to sending the
batch to"Release". The Post Scan inspection is done for 100% of the images and data at the start of the job and
scaled back to a 10% random effort after all errors in the process have been corrected.
Post Release QC
Once images and data have been released from Scanning Workflow,they are written to an agreed upon transfer
media. An automated process is run against the batch to ensure all images and data have been written to media and
that none are corrupt.
Workflow Quality Control
HOV SERVICES scanning and indexing workflow is managed with Scanning Software. If discrepancies are found
within a batch in any step of the conversion process, then the entire batch is directed to Quality Control Module.
Images or indexes that require re-work are re-processed to correct identified issues. After final acceptance by the
Quality Control Staff, images are moved into the formatting process.
Image Delivery
HOV SERVICES can deliver the converted documents in any of the following forms:
1. DVD organized by directory and file name.
2. Searchable DVD using Alchemy view and search software.
3. External USB hard disk organized by directory and file name.
Pricing of each of the DVD's are listed in the pricing section.
HOV SERVICES Company Overview
HOV SERVICES enables organizations to secure their decisions and their future by improving the efficiency,
effectiveness and productivity of businesses and business processes through outsourced services in industries that
are data and document-intensive where accuracy, privacy and security are top concerns.
HOV SERVICES is a leading provider of Business Process Outsourcing (BPO)solutions and integrated data and
document management services that focuses on driving operational excellence via business process improvement.
Our integrated solutions and services leverage HOV SERVICES extensive expertise in data management and
capture, online storage and retrieval, output processing and facilities management. Since our incorporation in 1985,
HOV SERVICES has grown significantly. We currently operate in five countries worldwide,with more than 11,000
employees located in more than 50 offices and production centers. On a monthly basis, our operations support over
5,000 active customers by:
• Capturing 3.6 billion characters of data.
• Managing over 2.5 billion documents on-line through the company's proprietary, storage and retrieval
solution, document DNATM.
HOV SERVICES Outsourcing Agreement 4/29/2011
AP HOVServices
IRMO Exceed Expectations
• Capturing 75 million pages of information via scanning and microfilm.
• Printing and distributing more than 50 million documents.
• HOV SERVICES also resells, implements and supports the industry leading technology that we utilize in our
facilities including Hyland Software, Kodak and Bell+Howell production scanners, and Wicks and Wilson film
scanners.
HOV SERVICES Industry Focus
HOV SERVICES focus on operational excellence through business process improvement provides organizations in
industries that are data, document and resource intensive with significant real-time financial and operational benefits.
HOV SERVICES further refines its market position by concentrating on industries that have accuracy, privacy and
security as top concerns. HOV SERVICES solution offerings and services integrate state-of-the-art technology and
business process expertise to deliver significant identifiable cost savings to its customers.
HOV SERVICES Outsourcing Agreement 4/29/2011
HOVServices
IMMEIExceed Expectations
Exhibit B — Microfilm Pricing
Weld-Clerk to the Board
Film Conversion
Proposed Pricing
Task Count per Rate Total
Document Prep and Scan at 200 dpi b/w 582,750 Image $0.0108 $ 6,293.70
Pickup and Delivery 2 Shipment $ 175.00 $ 350.00
One
Application Setup 1 Time $500.00 $ 500.00
Total $7,143.70
Pricing Assumptions
Estimated roll volume is 315 rolls
Estimated image volume is 582,750 images
Rolls will be scanned at 200dpi
One scan setting per each entire roll
Rolls will be scanned into a directory named from
roll label
Index at the image level not required
Images will be delivered via DVD
Images will be captured as single page tiffs
Rolls will be shipped to an HOV Services facility for
conversion
Shipping estimates based on 4 boxes containing
rolls, shipped ground, round trip
Projected timeline is 2 weeks from contract signing
and POC approval
HO V SERVICES Outsourcing Agreement 4/29/2011
MI5 HOVServices
MIME Exceed Expectations
Weld County Clerk To Board
Proposed Pricing — Paper book
scanning
Task Count per Rate Total
Scan at 300 dpi Grayscale, 11 x 17, 10% Image QC Unbound 14,400 Image $0.1571 $2,262.86
Scan 300 dpi Grayscale 3 Bound Books. Index at book level 762 Image $0.50 $381
Document Preparation Basic-Weld County CTB to De-spine
Books NA Image $- NA
Indexing (Double Keying) 1,200 KS $0.010 $12.00
Pickup (One way) 1 Pickup $81 $81
One
Application Setup 1 Time $575 $375.00
Shipping of Hard Bound Books to be pass-through actual cost TBD
Estimated
Date: February 07, 2011 Total $3,106
Pricing Assumptions
1. Estimated paper volume is 14,400 images
2.Scanning in 300 dpi grayscale,No page rotation,Attended Mode
Scan, 10 QC%Post Scan
3. No Document preparation,Weld County CTB will de-spine the books
before shipment, Place a rubber band around each book.
4.Average of 360 pages per book
5.WC to import files into its System
6. Projected timeline and Date TBD upon P0C sign off completion(ETA
S Working Days)
8 Final Invoice will be based on actual deliverables receipt
9.Quote is valid for 30 days
HOV SERVICES Outsourcing Agreement 4/29/2011
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