HomeMy WebLinkAbout20111095 RESOLUTION
RE: APPROVE PROPOSAL AND CUSTOMER SERVICE AGREEMENT FOR MICROFILM,
MICROFICHE, AND BOOK CONVERSION SERVICES FOR WELD COUNTY
TREASURER'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, Microfiche, 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 Treasurer'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,
Microfiche, 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
Treasurer'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
W D COUNTY, COL RADO
ATTEST: � �����
rbara Kirkmeyer Chair
Weld County Clerk to the Bil Jill t
Pr"- 4 can on y, Pro-Tem d
BY: �
Deputy Clerk to the Bo rd
WiQtl�m F. Garcia
AEPRyn, O FORM:
D vid E. Long
ounty Attorney 'ft -t-
ouglas ademach r
Date of signature: ,C5//42//
9 Q% Dz ' -TR, Acs
5 \s-11 uci. '\ R ACS 2011-1095
TR0026
HOVServices
EMS Exceed Expectations
Enhancing service through imaging
A proposal for:
Weld County Treasure
April 29, 2011
Prepared by:
HOV SERVICES
Brad Schmelzer
303.660.1765 Office
303.496-0283 Fax
brad.schmelzerO.HOVServices.com
2011-1095
ENHOVSerVices
Exceed Expectations
NOV SERVICES
CUSTOMER SERVICE AGREEMENT
HOV SERVICES agrees to supply to Weld County Treasure('CUSTOMER')located at 1400 N. 17"Avenue,Greeley
CO 80632,and CUSTOMER agrees to purchase from HOV SERVICES the Microfilm,Microfiche&Book conversion
services as may be outlined below.
The PARTIES agree to be bound by the following 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 describes the
services(the'Services')to be provided by HOV SERVICES to Customer.
B. PRICING SCHEDULE AND PAYMENT TERMS,attached hereto as g IIBIT @ 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
D Repetitive
CI Both Project and Repetitive
SIGNATURE:
WeldCouny Board of Commissioners HOV Services
1400 N. 17 Avenue 503 N. Mein Street 9205
Greeley,CO.80632 q/ Pueblo,CO. 81003
Sig ::.� Signed:
1
Printed Name: Barbara Kirkmeyer, Chair Printed Name: /✓/a s k.:el er'
Date: MAY 0 4 2011 Date: IV.-Z 7-1/
HOV SERVICES Outsourcing Agreement 4/29/2011
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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 Treasure 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 Treasure 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 NOV 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 Treasure .
Statement of Confidentiality
This document contains confidential information provided for the sole purpose of permitting Weld County Treasure to
evaluate HOV SERVICES as a prime contractor for document and data conversion services of the Weld County
Treasure documents. In consideration of receipt of this document, to the extent allowed by law,Weld County
Treasure 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 Treasure prior to receipt of such
information; or which becomes publicly known by operation of law or through no fault of Weld County Treasure ; or is
received without obligation of confidentiality. Upon written request,Weld County Treasure 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
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TABLE OF CONTENTS
EXHIBIT A-STATEMENT OF WORK 4
BACKGROUND 4
HOV SERVICES 4
Conversion Parameters 4
Pick-up and Delivery Information 5
Safety Procedures 5
Chain of Custody 5
Shipping Insurance Rates and Values 5
Initial Inventory and Inspection 6
Retrievals 6
Scanning and Image Processing 6
Image Clean-up Processes 6
Image Quality Control& Verification 6
Indexing 6
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 7
EXHIBIT B-PRICING 8
HOV SERVICES Outsourcing Agreement 4/29/2011
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Exhibit A - Statement of Work
Background
The Weld County Treasure 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 Treasure 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 1-6-11 telephone survey and based on discussions with customer
personnel, determined that there are an estimated 321 rolls of 35mm microfilm, 7,200 COM Fiche and 39 hard cover
bound books. Each document will be indexed by the name on the roll, header on the fiche 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
35mm Microfilm Rolls 321 1000 321,000
COM Fiche 720 120 864,000
Hard Copy Bound Books 39 222 8,775
Total 7,560 1,193,775
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 and Fiche
Grayscale on Hard Copy Books
Scan Type Black and white, bi-tonal
Deliverable Image Format Multi-page PDF Format
Deliverable Image Media USB Hard Disk
HOV SERVICES Outsourcing Agreement 4/29/2011
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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:
A� FtOVServices
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 HOV Office HOV customer customer
1 03-7-11 N.Montoya
2
3
4
5
6
Upon completion of imaging work by HOV Services, all documents in the custody of HOV Services shall be returned
to Weld County Treasure 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.
HO V SERVICES Outsourcing Agreement 4/29/2011
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Initial Inventory and Inspection
HOV SERVICES personnel will confirm the inventory and report exceptions or discrepancies. Rolls, fiche 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 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, fiche header and book name
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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 DNA TM.
• 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
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Exhibit B — Pricing
Weld County Treasure
Film and Fiche Pricing
Proposed Pricing
Task Count per Rate Total
Roll Scan at 200 dpi b/w to PDF 321,000 Image $ 0.0172 $ 5,521.20
Fiche Scan at 200 dpi b/w to PDF 864,000 Image $ 0.0210 $ 18,144.00
Pickup and Delivery 2 Pickup $ 125.00 $ 250.00
One
Application Setup 1 Time $ 1,000.00 $ 1,000.00
Total $24,915.20
Pricing Assumptions
Estimated roll volume is 321 rolls with 1,000
images per
Estimated fiche volume is 7200 fiche with 120
images per
Images will be scanned at 200DPI
Entire roll will be scanned using one setting
Entire fiche will be scanned using one setting
Images delivered in multi- page PDF format, no
OCR required
Rolls will be indexed from roll label only
Fiche will be indexed from fiche header only
Image level index is not required
Images will be delivered on external hard drive
Rolls and fiche will be transported to an HOV
Services facility for conversion
Projected timeline is 2 months from contract
signing and POC approval
HOV SERVICES Outsourcing Agreement 4/29/2011
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Weld County Bound Tax
Log Books
Proposed Pricing - Paper
Task Count per Rate Total
Scan per image (each side equals 1 billable image). 8,775 Image $1.1348 $9,957.87
Post scan digital image splicing of facing page images
into one image(each side equals 1 billable image). 8,775 Image $0.8191 $7,187.60
Conversion of images to multi-page pdf, output to
customer provided hard drive. 8,775 Image $0.0395 $346.61
Application Set-up 1 Project $685.71 $685.71
Total $18,177.80
Pricing Assumptions
1. 39 tax record log books measuring 15"h x 22"w
(closed)x 225 images per book,shipped to HOV by
customer using customer shipping account.
2. Scan pages at 200 dpi grayscale duplex.
3.When book is open,the facing pages make up one
log session measuring 18"h x 44"wide. Customer
would like Hay to scan each 18" x 22" page,and then
digitally splice the two images into one deliverable
image in multipage PDF format.
4. Index by book name and date (12 characters total).
5. Deliver on customer provided HD as multi-page pdf
files, one per book.
6. Ship HD and completed books back to customer's
location using customer shipping account number.
7. Projected timeline is 1-2 months from receipt of
books.
8. First book to be completed at proposed pricing and
shipped to customer for review and approval prior to
full production.
HOV SERVICES Outsourcing Agreement 4/29/2011
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