HomeMy WebLinkAbout20061564.tiff fi1/4
LASON
Enhancing service through imaging
A proposal for:
Weld Count and ACS
r to to• Wert County, Colorado
Prepared by:
LASON
Brad Schmelzer
5/19/06
en Oo//
Nfi use fr 1t ytt_ 2006-1564
-17 Olc
I
LASON
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 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 is employed by, or has any ownership interest
in,the respondent; (3) there is no understanding or agreement, expressed or implied, for the acquisition of any
ownership interest in the respondent 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.
Statement of Confidentiality
This document contains confidential information provided for the sole purpose of permitting Weld County to evaluate
LASON as a prime contractor for document and data conversion services of County Attomey Files. In consideration of
receipt of this document,Weld County 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 prior to
receipt of such information; or which becomes publicly known through no fault of Weld County; or is received without
obligation of confidentiality. Upon written request, Weld County will return this document and all copies to LASON.
Conditions and pricing in this proposal are valid for a period not to exceed (120) days unless extended in writing.
LASON Outsourcing Proposal Page 2 of 9 5/26/2006
LASON
TABLE OF CONTENTS
SECTION 1 -CUSTOMER REQUIREMENTS 4
11 CKGROiND 4
OVERVIEW OF SITE SURVEY 4
SECTION 2 - LASON SCOPE OF WORK 4
INDEXING 4
DELIVERY 4
WELD COUNTYRESPONSIBILITIES 5
Electronic Information 5
Location 4
LASON RESPONSIBILITIES 5
Pre-Preparation 5
Scanning 5
QUALITY CONTROL PROCESS 5
Tracking System 5
Scanning-Attended Mode QC 5
Image Clean-up Processes 6
Post Scan Automated QC 6
Post Scan Visual QC 6
Post Release QC 6
Workflow Quality Control 6
Post Preparation 6
DOCUMENT IMAGE SPECIFICATIONS 6
SERVICE LEVELS 6
PROJECT MANAGEMENT 7
SECTION 3—COMPANY OVERVIEW 7
LASON's INDUSTRY FOCUS 7
SECTION 4- COST PROPOSAL 8
CONVERSION PRICING 8
LASON Outsourcing Proposal Page 3 of 9 5/26/2006
LASON
Section 1 - Customer Requirements
Background
Description of business problem being solved
By converting these Attorney Files to an electronic form and providing access through a document management
system,Weld County will 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.
Overview of the scanning process
LASON received information from our on-site visit on 4/14/06 and the following is a brief list of the specifics of the
project.
1. There are an estimated 375,000 images to be scanned and 2,000 color Drawings/Maps to image.
2. Document preparation will be performed by l.seon.
3. The primary documents will be scanned at 300 dpi into a multi-page non-proprietary Group 4 TIFF format.
The color maps will be scanned at 200 dpi color in JPG format and then matched back to the case file. They
will then be easily imported into your EMC Application Xtender document management software.
4. Optical Character Recognition (OCR)will be performed on the documents for full text searching capability.
The OCR will receive approximately 75% or less accuracy converting the image to text. No text clean-up will
be performed.
5. The Attorney files will be indexed by the Case Number, Date Opened and Description. Weld County will be
responsible for providing an Excel or Access Database to aide in the indexing and eliminate the need for
manual indexing.
Section 2 - LASON Scope of Work
LASON's solution includes document preparation, batching,scanning, and indexing, all the while, adhering to strict
quality control standards. All services included in the solution will be performed at the LASON Pueblo facility during
an 6 hour shift sometime between 7:00 AM and 5:00 PM, Monday through Friday. No work will be performed outside
of the United States. LASON will extend service hours to include weekends, if necessary.
Indexing
Indexing of the records will be done in a batch by cycle using the following attributes:
Indexing I Size J Source
Case Number S Numeric Digit keyed from file
Date Opened 4 Numeric Digit Pulled from Database
Description 15 Alpha Characters Pulled from Database
Delivery
LASON will deliver a hard disc with the images in single-page TIFF image with the index values in an ASCI Text file
and text file from the OCR. The images and values can then be imported into the document management system.
LASON Outsourcing Proposal Page 4 of 9 5/26/2006
LASON
Weld County Responsibilities
Electronic Information
Weld County will provide an electronic format of the additional index fields. LASON requests that the information be
provided in MS Access, Oracle, Excel or an ASCII file for folders that are to be scanned.
Lason Responsibilities
Pre-Preparation
1) Documents will be batched and placed back into a box or gumey in the same order as received.
2) Remove encumbrances such as: ACCO fasteners, paper clips, and staples.
3) All folded sheets will be unfolded and left flat in prepped file folder.
4) Documents determined to be too thin for proper capture will be photocopied onto 201b. bond paper to enable
capture.
5) Repair tom or damaged pages.
6) Tape torn leading edges.
7) If any documents have a landscape orientation, rotating left or rotating right may be provided as needed for data
capture purposes.
Lason Responsibilities
Inventory
Lason will pick up the documents at Weld County located at 915 10th Street, Greeley Colorado 80632. Each box will
be inventoried and a receipt will be given to Weld County. Once the boxes arrive at our Pueblo CO imaging facility
they will be entered into our tracking control system (LOCS) Lason Operations Control System.
Scanning
Upon completion of final Document pre-preparation and initial validation, LASON will perform the following tasks:
1) Documents will be captured as a duplex page, and with blank-page detection and removal as part of the capture
process.
2) Begin the capture process.
3) Scan documents at 300dpi in B&W and output to a non proprietary Tiff Group IV format. The maps will be
scanned at 200 dpi color and will be in JPG format.
4) Scan documents in'Batch Format'as defined with the visual verification that all pages are being captured
properly.
Quality Control Process
Tracking System
LASON utilizes a national production tracking system named LASON Operations Control System (LOCS). Upon
project implementation, LASON will log an project tasks into LOCS, enabling the system to track the wort in process
at any given time and monitor employee performance and quality commitment on every conversion task.
LOCS also collects and reports information on customer specifications, pricing,job scheduling,job documentation,
labor productivity and utilization, and service billing. A series of reports are run daily that allow LASON management
to analyze load factors and overall performance of the conversion process.
Scanning -Attended Mode QC
LASON's scan operators are required to scan in "Attended Mode"to assure that the best quality image is rendered. In
Attended Scanning Mode, the operator visually inspects images as they are captured, and the operator will interrupt
scanning if any issues that compromise image quality are detected such as double feeds,folded comers, light
images, dark images etc.While Attended Mode Scanning is slower than unattended scanning, it provides the first line
of image quality control and avoids re-scanning documents.
LASON Outsourcing Proposal Page 5 of 9 5/26/2006
LASON
Image Clean-up Processes
Image processing includes de-skew,de-speckle, black border removal and crop. LASON 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.
LASON 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.
Post Scan Automated QC
After batches are released from the scan station, a series of automated quality control (QC) steps are run against the
batch. These steps are unique to every project, and they will be established between LASON and Weld County prior
to the start of the project. The quality control measures include several standard steps like corrupt image, large image
file size, etc.
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
LASON's 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.
Post Preparation
LASON will prepare files, post scan and will perform the following tasks for each batch completed:
• The documents will be kept at the Lason Imaging Facility for a period of 60 days then upon written request from
Weld County they will be shredded.
• Place batch transmittal sheets on top of batch and place rubber band around batch as originally received.
• Box documents by "Batch"as completed.
• Indicate Batch Numbers on outside end of box, for ail batches contained within.
Document Image Specifications
The folders will be scanned at 200 dpi and stored in TIFF files. Following scanning, quality control and indexing, the
documents will be returned to their original boxes. An associated, fielded flat file will contain index keys, an indication
of the page number within the document and a "pointer"to the actual image file.
Service Levels
LASON utilizes a national production tracking system named LASON Operations Control System (LOOS). Upon
project implementation, all work is logged into LOCS, which tracks the work in process at any given time and monitors
employee performance and quality commitment on every conversion task.
LOOS also collects and reports information on customer specifications, pricing,job scheduling,job documentation,
labor productivity and utilization, and service billing. A series of reports are run daily that allow LASON management
to analyze load factors and overall performance of the conversion process to ensure that turnaround times and quality
standards are met.
LASON Outsourcing Proposal Page 6 of 9 5/26/2006
LASON
Section 3 — Company Overview
LASON 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.
LASON 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 LASON's extensive expertise in data management and capture, online
storage and retrieval, output processing and facilities management. Since our incorporation in 1985, LASON has
grown significantly. We currently operate in five countries worldwide,with more than 7,500 employees located in
more than 35 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, documentDNATM.
• Capturing 75 million pages of information via scanning and microfilm.
• Printing and distributing more than 50 million documents.
• LASON also resells, implements and supports the industry leading technology that we utilize in our facilities
including Hyland Software, Kodak and Belli-Howell production scanners, and Wicks and Wilson film scanners.
LASON's Industry Focus
LASON's 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. LASON
further refines its market position by concentrating on industries that have accuracy, privacy and security as top
concerns. LASON's solution offerings and services integrate state-of-the-art technology and business process
expertise to deliver significant identifiable cost savings to its customers.
LASON Outsourcing Proposal Page 7 of 9 5/26/2006
LASON
Section 4 — Cost Proposal
Bar code
Pricing Assumptions Count pages Description
Contracts
Total case folders 2,500 2,500
Average pages per folder 150
Total pages to convert 375,000
Document Level Indexing
Average documents per folder
4 document type per application (Folder are
separated per application) 1
Average documents 1
Indexing -Keyed Fields
Case Number( Double Keying) 5
Total 10
Total keystrokes 25,000
Conversion Summary
Total estimated pages 375,000
Total estimated folders 2,500
Percent duplex 15.0%
Percent black and white pages 100.0%
Percent color pages 0.0%
Percent color photos 0.0%
Estimated image volume 431,250
Total bar code pages 2,500
Estimated keystrokes 25,000
Total boxes 125
Document Conversion Pricing -Weld County Quantity Unit Price Total
Document pickup 5 $ 100.00 $ 500.00
Application set up(Software and OCR release script) 1 $ 350.00 $ 350.00
Document prep (Image unit price) 431,250 $ 0.021 $ 9,056.25
Bar code generation folder break 2,500 $ 0.035 $ 87.50
B&W scan with bar code, 300 dpi, blank page delete&
100% Image QC &OCR 431,250 $ 0.047 $ 20,268.75
Map color scan (Larger than Legal size)No bigger
than 42 X 54 Inches 2,000 $ 1.50 $ 3,000.00
Indexing of case (40 keystrokes per document)
Estimated 2500 cases to manually enter. 100,000 $ 0.01 $ 1,000
Images External Hardrive (Weld County will keep the
drive) 1 $900 $ 900.00
Shredding Documents(per pound) Estimate boxes
125 @ 30 pound each 3,750 $ 0.25 $ 937.50
Match & Merge of data files and Import into Weld
County Application Xtender 1 $ 500.00 $ 500.00
AX Pro Index OCR Software Full Text Searching
Engine with 2 concurrent user licenses 1 $3,499 $3,499
Application Xtender-WebXtender Retrieval Licenses 2 $2,650 $5,300
Implementation and Training—One day to set-up
County Attorney project, import existing PDF files and
install OCR searching software 1 $1,250 $1,250
LASON Outsourcing Proposal Page 8 of 9 5/26720008
LASON
Total $ 46,649
Conversion Timeline Quantity Start date End date
Conversion duration in working days 41 5/22/2006 7/14/2006
Conversion duration in weeks 8
Pages per week (1 scanning team, 1 shift) 431.250
Boxes per week 16
Assumptions:
I The estimate cost and volume is based survey. The final invoice will be based on actual production of images I
The OCR text extraction will not be cleaned up to obtain higher level of capture words.The estimate
confidence level is at 70-75%
Lason will perform the Imaging import into the
Application xtender imaging system
Weld County will prepare the rasp folder boxes according to type of document and provide proper box label.
Weld county will keep the actual external hardrive to be used to deliver the images and corresponding text
files.
Weld County will provide electronic files so Lason can perform match &Merge of:two other fields(Date
Opened and Description)
The large format documents will be sent to LA Lawn
Cerritos office
Proof of concept will be performed before the actual production begins. Sign off is required by both parties.
The Turnaround times clock will start after the signoff proof of concept approval
Payment terms are net 30.
Authorized Printed N.� :'c ate M. J. Geile Chair
r 1t61 t 1, it:�1 ATTEST: 41414/126/16-47
,�
Authorized Signatur l �iL- dy WELD COUNTY CL R. • THE BOARI
el."-4-
!Rif.
JUN 12 2006 BY: it I ,� u2e�
Date: DEP(TY CL TOTHE BOARD
Vendor Printed Name & Title: Arad 5ch./ led tei actoun f ExPc°ri dP
Vendor Authorized Signature: A-(7
Date: 5.-- 26 (o
LASON Outsourcing Proposal Page 9 of 9 5/26/2006
«^b06 VSO 5'
Hello