HomeMy WebLinkAbout990355 RESOLUTION
RE: APPROVE PROFESSIONAL SERVICES AGREEMENT AND AUTHORIZE CHAIR TO
SIGN - RACOM INFORMATION TECHNOLOGIES
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 Professional Services Agreement
between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the 19th Judicial District Attorney's Office, and
Racom Information Technologies, a Division of Lason, with 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 Professional Services Agreement between the County of
Weld, State of Colorado, by and through the Board of County Commissioners of Weld County,
on behalf of the 19th Judicial District Attorney's Office, and Racom Information Technologies, a
Division of Lason, 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 22nd day of February, A.D., 1999.
BOARD OF COUNTY COMMISSIONERS
W D COUNTY, COLORADO
ATTEST: 114/0/
� 1
Dale K. Hall, Chair
Weld County Clerk to the :o- 1 {� "
^^\\ 5.
Z, / / L
C� cZ �, y :arbar J. Kirkmeyer,Pro-Tem LY
BY: G / o�� r..... ,�.
Deputy Clerk to the B%t :1 ��
♦ r
George"E. B ter
PR ED AS TO FORM: 277:
M. J. Bile
unty Attorney J,tL.i,c / 4.4
Glenn Vaad '
67,6 24/ `7 990355
DA001414
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into the day and year set forth below, by and
between the District Attorney for the 19th Judicial District, by and through the Board of County
Commissioners of Weld County, Colorado, whose address is 915 10th Street, Greeley, Colorado
80631, hereinafter referred to as "DA," and Racom Information Technologies, a Division of
Lason, whose address is 1820 L&A Road, Metairie, Louisiana 70001, hereinafter referred to as
"Racom."
WITNESSETH:
WHEREAS, DA is in need of professional services for the purpose of microfilming and
digitally scanning documents currently in the files of the DA, which services shall necessitate the
purchase of certain computer hardware and software, and
WHEREAS, Racom has the expertise and time to perform such microfilming and digital
scanning, and will arrange for the purchase, delivery, and installation of such hardware and
software, and
WHEREAS, the parties hereto desire to enter into this Agreement for the purpose of
defining their respective roles and responsibilities relative to Racom's performance of such tasks.
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
1. Scope of Services. Racom agrees to provide the professional services of
microfilming and digitally scanning documents currently in the files of the DA
and arranging for the purchase, delivery, and installation of such hardware and
software necessary to accomplish such microfilming and digital scanning, all in
accordance with the document entitled "Weld County Government Request for
Imaging Proposal," which is attached hereto and referred to herein as Exhibit"A."
and in accordance with the terms set forth in the cost schedule which is attached
hereto and referred to herein as Exhibit"B."
2. Period of Performance. The period for performance of the services to be
performed by Racom pursuant to the terms of this Agreement shall not exceed
210 days from the date of the date of signature set forth below.
3. Early Termination by DA. Notwithstanding the time periods contained herein, the
DA may terminate this Agreement at any time without cause by providing written
notice of termination to Racom. Such notice shall be delivered at least fifteen
(15) days prior to the termination date contained in said notice unless otherwise
agreed in writing by the parties. All notices provided under this Agreement shall
Page 1 of 5 Pages
be effective when mailed, postage prepaid and sent to the addresses set forth
above.
In the event of any such early termination by the DA, Racom shall be paid for
services rendered and for any hardware or software received by DA prior to the
date of termination, subject only to the satisfactory performance of Racom's
obligations under this Agreement. Such payment shall be Racom's sole right and
remedy for such termination.
4. Design. Project, Indemnity and Insurance Responsibility. Racom shall be
responsible for the quality, technical accuracy, timely completion and the
coordination of all services rendered by Racom, including, but not limited to,
microfilming and digitally scanning documents currently in the files of the DA
and arranging for the purchase, delivery, and installation of such hardware and
software necessary to accomplish such microfilming and digital scanning and
shall, without additional compensation, promptly remedy and correct any errors,
omissions, or other deficiencies. Racom shall indemnify, save and hold harmless
the DA, its officers and employees in accordance with Colorado law, from all
damages whatsoever claimed by third parties against the DA, and for the DA's
costs and reasonable attorneys fees, arising directly or indirectly out of Racom's
performance of any of the services furnished under this Agreement. Racom shall
maintain commercial general liability insurance in the amount of$600,000
combined single limits, and errors and omissions insurance in the amount of
$600,000.
5. Compensation. In consideration of the services to be performed pursuant to this
Agreement, DA agrees to pay Racom on a time and reimbursable direct cost basis
designated in Exhibit B, with maximum compensation (for both Racom's time
and reimbursable direct costs) not to exceed $243,879 (which includes $170,972
for the filming and scanning of all documents). Monthly partial payments based
upon Racom's billings and itemized statements of reimbursable direct costs are
permissible. The amounts of all such partial payments shall be based upon
Racom's DA-verified progress in completing the services to be performed
pursuant hereto and upon the DA's approval of Racom's reimbursable direct
costs. Final payment shall be made following acceptance of the work by DA.
Upon final payment, all purchased microfilms, discs memory systems upon which
the digitally scanned information is stored, software, hardware, and other items or
documents produced by the services rendered by Racom shall become the sole
property of DA.
6. DA Representative. DA shall designate, prior to commencement of work, its
project representative who shall make, within the scope of his or her authority, all
necessary and proper decisions with reference to the project. All requests for
Page 2 of 5 Pages
contract interpretations, change orders, and other clarification or instruction shall
be directed to the DA Representative.
7. Independent Contractor. The services to be performed by Racom are those of an
independent contractor and not of an employee of DA. DA shall not be
responsible for withholding any portion of Racom's compensation hereunder for
the payment of FICA, Workers' Compensation, other taxes or benefits or for any
other purpose. None of the employees of Racom shall be considered employees
of DA, or eligible for DA benefits.
8. Personal Services. It is understood that the DA enters into this Agreement based
on the special abilities of Racom and that this Agreement shall be considered as
an agreement for personal services. Accordingly, Racom shall neither assign any
responsibilities nor delegate any duties arising under this Agreement without the
prior written consent of DA.
9. Acceptance Not Waiver. DA's approval of microfilms, discs memory systems
upon which the digitally scanned information is stored, software, hardware, and
incidental work or materials furnished hereunder shall not in any way relieve
Racom of responsibility for the quality or technical accuracy of the work. DA's
approval or acceptance of, or payment for, any of the services shall not be
construed to operate as a waiver of any rights or benefits provided to DA under
this Agreement.
10. Default. Each and every term and condition hereof shall be deemed to be a
material element of this Agreement. In the event either party should fail or refuse
to perform according to the terms of this agreement, such party may be declared
in default.
11. Remedies. In the event a party has been declared in default, such defaulting party
shall be allowed a period of ten (10) days within which to cure said default. In the
event the default remains uncorrected, the party declaring default may elect to (a)
terminate the Agreement and seek damages; (b) treat the Agreement as continuing
and require specific performance; or (c) avail itself of any other remedy at law or
equity. If the non-defaulting party commences legal or equitable actions against
the defaulting party, the defaulting party shall be liable to the non-defaulting party
for the non-defaulting party's reasonable attorney fees and costs incurred because
of the default.
12. Entire Agreement/Binding Effect. This writing, together with the exhibits hereto,
constitutes the entire Agreement between the parties and shall be binding upon
said parties, their officers, employees, agents and assigns and shall inure to the
benefit of the respective survivors, heirs, personal representatives, successors and
Page 3 of 5 Pages
assigns of said parties.
13. Law/Severability. The laws of the State of Colorado shall govern the
construction, interpretation, execution and enforcement of this Agreement. In the
event any provision of this Agreement shall be held invalid or unenforceable by
any court of competent jurisdiction, such holding shall not invalidate or render
unenforceable any other provision of this Agreement.
14. No Waiver of 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, nor shall any portion of this Agreement be deemed to have created a
duty of care which did not previously exist with respect to any person not a party
to this Agreement .
18. No Third Party Beneficiary Enforcement. 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.
19. Year 2000 Compliancy. The contractor hereby represents and warrants that each
hardware, software and firmware product (including embedded microcontrollers
in non-computer equipment) delivered under this Contract (the `Products') will
correctly differentiate between years, in different centuries, that end in the same
two digits, and will accurately process date/time data (including, but not limited
to, calculating, comparing, and sequencing) from, into and between the 20`h and
21" centuries, including leap year calculations, provided that Customer's own
existing computer system (e.g. hardware, software, firmware) used in combination
with the Products is capable of accurately exchanging date/time data with the
Products. If this Contract requires that the Products must perform as an integrated
system in accordance with the foregoing warranty, then this warranty shall apply
to the Products as an integrated system. Notwithstanding any provision to the
contrary, the remedies available to Customer under this warranty shall include,
without limitation, repair or replacement, at suppliers sole expense of any non-
compliant Product. Nothing in this warranty shall be construed to limit any rights
or remedies Customer may otherwise have under this contract with respect to
defects other than Year 2000 non-compliancy.
Page 4 of 5 Pages
Signe by the ' s the/I day of M/-I-✓L , 1999.
ATTEST: ��G' DISTRICT ATTORNEY FOR THE 19TH
CLERK TO THE BOARD `` i, fl JUDICIAL DISTRICT, BY AND
COUNTY COMMISSI ,-----t-:::;/.0THROUGH THE BOARD OF COUNTY
t'= ( � �' ' COMMISSIONERS OF WELD COUNTY,
Vr-5 0h:'i_ COLORADO Ir BY: C ( (Q), .r I \ BY: o
1�
Deputy Clerk to the Boar - Dale . all, Chair (ca/ 'x/99)
RACOM INFORMATION
TECHNOLOGIES, A DIVISION OF
LASON By:4�*sn //
Title: Vice President, Finance
Subject to Addendum dated: .3- i 7 -I
Page 5 of 5 Pages
ADDENDUM ONE TO PROFESSIONAL SERVICES AGREEMENT
This Addendum to be included to Professional Services Agreement between District
Attorney for the 19th Judicial District, by and through the Board of County
Commissioners of Weld County, Colorado, whose address is 915 10th Street, Greeley,
Colorado 80631, referred to as "DA", and Racom Information Technologies, A Division
of Lason, whose address is 1820 L&A Road, Metairie, Louisiana 70001, hereinafter
referred to as"Racom".
In reference to Item 5. Compensation, Racom would like to state further
clarification of services performed and compensation rendered. The scope of services to
be recognized as three separate work items; 1.) Hardware/Software Installation, 2..)
Planetary Microfilming, 3.)Digital Scanning. As each work item is delivered, i1: will be
invoiced as a separate line item with terms of net thirty days. Reimbursement for each
line item will not affect reimbursement for any other line item. Racom will provide a
Delivery and Acceptance Document with each deliverable and the DA will receive an
invoice monthly.
Signed by the parties the day of , 1999,.
ATTES : �� DISTRICT ATTORNEY FOR THE 19TH
i'-�
CLE'-' �- :@�., tF JUDICIAL DISTRICT, BY AND
COU TY �!D ray yy THROUGH THE BOARD OF COUNTY
'q l;dlt. COMMISSIONERS OF WELD COUNTY,
t.GI �C- r ��
' COLORADO
��S�'�'1r�'f ti�►I
BY: .' ,,�1 �r !,� BY;
Dep,.d '.'!';'moo the Board Da e . Hall, Chair (03/17/99)
RACOM INFORMATION
TECHNOLOGIES, A DIVISION OF
LASON
Title:
990523
Weld County Government
REQUEST FOR IMAGING PROPOSAL
July1998
ly1998
EXHIBIT "A"
RACOM INFORMATION
TECHNOLOGIES
WWW.RAC0MIT.00M
INTRODUCTION
RACOM Information
Technologies was
established in 1946. We
are proud to be recognized � 'PFonrATresiv 7.i'c pr Lac;; ;4
as one of the largest and most successful organizations in the document and
information management processing industry. We are pleased to provide
you with the following profile of our organization:
RACOM HIGHLIGHTS
• We employ over 600 people.
• Manage 16 production facilities encompassing approximately 200,000
square feet.
• Convert in excess of 1.5 million documents daily to various types of
image-based information systems.
• Print approximately 14.5 million documents back to hard copy from
microfilm and digital sources annually.
• Currently support Installed 1500 Microfilm-based Systems.
• Installed over 150 Document Imaging Systems.
• Installed over 85 County Indexing Systems
RACOM INFORMATION TECHNOLOGIES, 1998
AWARDS
As a dealer for Minolta micrographic and digital imaging systems since 1979,
RACOM has consistently ranked among the top Minolta
dealers nationwide. _
RACOM is a four-time recipient of "t
Minolta's most prestigious award, Y M„
the coveted "Eagle" Dealer of the ;.a- l w---
Year. This award, given to the ` 'v y . 1
single best Minolta dealer in the b .av , v � �
nation, is in recognition of '....7.9.f...', s '
RACOM's outstanding rt
performance in the areas of total --' 'y?t4 '
sales, systems expertise, and r •
systems support. RACOM is the p �� "
only dealership in the United '�
States to have been given this
honor more than once.
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As evidence of
\ ..,... , �_„_ .`; RACOM's strong
;i • ` - commitment to
a excellence, many
honors have been
s_ repeatedly awarded.
t Some of those awards
4 • include:
it
'
• National Dealer
of the Year(4)
• National Dealer of The Year Digital Products (3)
• National Dealer of the Year- Micrographics
• Southeast Region Dealer of the Year (6)
• Southwest Region Dealer of the Year (6)
• Legion of Honor Award (10)
• Award of Digital Products Service Excellence (3)
• Award of Document Imaging Systems Excellence (5)
RACOM INFORMATION TECHNOLOGIES, 1998
• Award of Micrographics Sales Excellence
• Award of Service Excellence
• MISI Imaging Products Award of Excellence
• Distinguished Dealer(2)
RACOM also holds the prestigious status of "Diamond Dealer" for Minolta.
This status is achieved by meeting and surpassing dealer quotas.
• SERVICE
Our award winning service department maintains a full-time equipment
service staff of 70, and is prepared to offer only the highest quality,
comprehensive, factory-trained service within the time frames required by our
customers.
INTEGRATION ABILITY
We design, build and support complete systems that manage scanned or
microfilmed documents. These systems can be configured for a small office,
a department or integrated into a corporate information system.
EXPERIENCE
Since the company's inception in 1946 we have accumulated a wealth of
experience in document management. This insight into document
management programs and a variety of applications is the core ingredient of
the systems and services we provide.
* Data Entry and Processing Services
* Microfilming and Scanning Services
* Software Design and Implementation
* Reconstruction of Microfilmed Records
* Archival Storage of Micrographic, Magnetic, and Optical Media.
* Micrographic, Electronic, and Optical Imaging Systems Design
* Sales and Service of Micrographic and Electronic Imaging
Products.
RACOM'S GOAL
Our goal is to assess the problems and the needs of our clients and to
design and implement comprehensive solutions utilizing proven document
management technologies.
RACOM INFORMATION TECHNOLOGIES, 1998
ADDRESSING CHANGING NEEDS
We understand that needs are a dynamic concept and are dedicated to
having available as part of our solutions the latest in technology along with
the knowledge and expertise to turn that technology into viable solutions.
SOLUTIONS — MORE THAN TECHNOLOGY
Technology itself cannot solve document and information management
problems. But the knowledge and expertise that RACOM commands is a
winning combination that will provide our customers with the solutions that
solves their document-management problems.
PRODUCTS AND SERVICES
• Full Service Information Conversion
Paper to Microfilm and Digital
Microfilm to Digital and Paper
Digital to Paper and Microfilm
Intelligent Data Extraction from Paper, Microfilm or Digital
Images
• Optical, Magnetic and CD-ROM Scanning Services
• Certified Microfilm Processing Labs
(Resolution, density and methylene blue testing)
• Optical/Electronic Image Systems Design
• Micrographic and Hybrid Systems Design
• Document Microfilming Services -- On-Site and Off-Site
• Software design and implementation
• Record Re-creation: Reconstruction of Microfilm or Digital Records
• Data-Entry and Data Processing Services
• Archival Vault Storage of Micrographic, Magnetic and Optical Media for
Disaster Protection
• Sales and Service of Hardware and Software for all types of RACOM-
designed solutions
• Micrographic Equipment Maintenance
• Optical/Electronic Imaging System Services and Support
RACOM INFORMATION TECHNOLOGIES, 1998
HOW TO FIND US
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LOUISIANA
CORPORATE HETR
RACOM Information TechnologiesADQUARES 1820 L&A Road
Metairie, Louisiana 70001
(800)-989-9335
UTAH
SALT LAKE CITY SERVICE CENTER
RACOM Information Technologies, 3808 South West Temple
Suite 1-B Bldg. F
Salt Lake City, Utah 84415
(801) 261-5119
•
RACOM INFORMATION TECHNOLOGIES, 1998
TEXAS
DALLAS SERVICE CENTER
RACOM Information Technologies, 8130 John Carpenter Freeway
Dallas, Texas 75247
(800) 775-9335
HOUSTON SERVICE CENTER
RACOM Information Technologies, 3730 Dacoma Street
Houston, Texas 77092
(800) 394-0262
EL PASO SERVICE CENTER
RACOM Informaton Technologies, 2601 E. Yandell
El Paso, Texas 79903
(800) 235-0106
SAN ANTONIO SERVICE CENTER
RACOM Information Technologies, 121 Interpark Blvd., Suite 304
San Antonio, Texas 78216
(210) 494-9304
LUBBOCK SERVICE CENTER
RACOM Information Technologies, 2703 50th, Suite B-179
Lubbock, Texas 79413
(806) 794-9414
AMARILLO SERVICE CENTER
RACOM Information Technologies, 104 W. 6th & Polk
Amarillo, Texas 79109
(806) 373-9891
MIDLAND SERVICE CENTER
RACOM Information Technologies, 707 W. Indiana, Suite E
Midland, Texas 79701
(915) 684-5390
FLORIDA
TAMPA SERVICE CENTER
RACOM Information Technologies, 4920 West Cypress Street, Ste 110
Tampa, Florida 33607
(800) 457-0056
RACOM INFORMATION TECHNOLOGIES, 1998
ORLANDO SERVICE CENTER
RACOM Information Technologies, 6220 S. Orange Blossom Trail, Suite 316
Orlando, Florida
(800) 505-9305
ARIZONA
PHOENIX SERVICE CENTER
RACOM Information Technologies, 11226 N. 23rd Ave., Suite 103
Phoenix, Arizona 85029
(602) 943-5100
TUCSON SERVICE CENTER
RACOM Information Technologies, 1120 N. Anita Ave.
Tucson, Arizona 85705
(602) 622-4806
NEVADA
LAS VEGAS SERVICE CENTER
RACOM Information Technologies, 6340 S. Sandhill Rd. Suite 4
Las Vegas, Nevada 89120
(702) 450-5370
NEW MEXICO
ALBUQUERQUE SERVICE CENTER
RACOM Information Technologies
2720 C & D Broadbent Parkway N.E.
Albuquerque, New Mexico 87107
(505) 344-9404
COLORADO
DENVER SERVICE CENTER
RACOM Information Technologies, 4705 Paris Street
Denver, Colorado 80239
(888) 387-3573
RACOM INFORMATION TECHNOLOGIES, 1998
MPMS 3000 PLUS v4.5
INTRODUCTION
Minolta's Integrated Information and Image Management System 3000 -
M13MS 3000 Plus, is a PC-based, scalable system designed to provide
affordable entry into electronic document processing, while enabling
growth from a single-user to a complete, enterprise-wide, workflow and
internet-enabled information management system.
MI3MS 3000 Plus is field-tested and proven in over 3,000 installations
world-wide. Combined with RACOM and Minolta's experience and
commitment to imaging, and backed by trained service and support
technicians - MI3MS 3000 Plus is a wise and secure investment.
EASE OF USE
MI3MS 3000 Plus features icons, tool-bars and drag & drop simplicity,
making document management easy to use by even the most
inexperienced user. Users simply click on a toolbar button to perform
common tasks — search, scan, print, fax, e-mail, and annotate. Pull-
down menus and on-line help functions give anyone in the organization
the ability to use MI3MS 3000 Plus.
NO-PROGRAMMING APPLICATION GENERATOR
MI3MS 3000 Plus
features a built-in
Application Generator gimi!igN _ ina
enabling new jsocuosac f N ! ' ' r DS
applications to be
developed quicklyara�nrix
without programming. rs o, g,9n } r o.x rjss ag
Up to 99 folder and 99 °
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aTawu9�aare , i��+Way+daPYaNrotF. ra i:
document-level fields I.
can be defined for n:
each application.
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Individual database
views can also be
defined, enabling
users to see exactly the database information they need, in the form that
they need, and if required, enabling selected fields or even documents to
be secured from selected groups.
RACOM Information Technologies, 1998
CLIENT-SERVER ARCHITECTURE
A client/server architecture design is used throughout the system not just
for database functions, but all aspects of document and image
processing. This provides a truly scaleable system, configurable from
single user, through departmental applications, all the way to enterprise-
wide systems.
DOCUMENT SCANNING
MI3MS 3000 Plus offers a wide array of document capture options.
Scanning of paper, color photographs, microfilm, and books is supported
in the product-line, with support for a number of scanners manufactured
by industry leaders, such as Minolta, Fujitsu, Ricoh, Bell & Howell and
Eastman Kodak. MI3MS 3000 Plus supports Object Linking and
Embedding (O.L.E.) - allowing the capture of word processing
documents, spreadsheets, Computer-Aided Drafting - (CAD) drawings,
facsimiles, e-mail, graphics, photos, video, audio, etc., directly into
MI3MS 3000 Plus.
BATCH MANAGEMENT
Sophisticated batch management allows document processing to be
controlled and performed by many people in multiple departments, with a
minimum of equipment. Features such as automatic lead page sensing,
batch-to-batch routing, image enhancement, zoned and full-text OCR,
hand print recognition with ICR, mark sense, and barcode recognition
make the largest document processing tasks as easy to manage as the
smallest.
INDIVIDUAL WORK-BASKETS
The batch manager allows users to create their own work-baskets. A
work basket allows documents that were retrieved earlier to be saved in
a special work area on the user's hard drive, allowing them to be quickly
accessed and viewed, printed, faxed or e-mailed without having to go
through the lookup process again.
IMAGE STORAGE
All images are stored using Minolta's electronic Data Warehouse —
Advanced Optical Services. Active images are stored on-line on high-
speed magnetic drives which are 'mirrored' onto 5-1/4" WORM optical
disks providing security and disaster-prevention/recovery. This concept
provides a quantum leap in speed for retrieval of documents, allowing
large volumes of documents to be processed quickly and efficiently.
RACOM Information Technologies, 1998
Active documents are kept on magnetic disk giving users immediate
access to these documents, without having to wait for documents to be
retrieved from slower optical drives and autochangers. Optical disks
mirror the magnetic cache and provide permanent, non-erasable
document archiving. As documents age, Minolta's Advanced Optical
Services (A.O.S.) automatically removes older documents from magnetic
storage to provide room for newer incoming documents. Since every
image saved to MI3MS 3000 Plus is simultaneously written to optical
AND magnetic disk, even older images, once removed from magnetic
disk, are easily recalled, automatically, from optical disks when needed.
RETRIEVAL
MI3MS 3000 Plus allows the creation of an unlimited number of indexes
for each scanned image. Searches can be according to any individual or
any combination of data elements. In addition, range searches including
From [ ] and To [ ], and for operators (=, >, <) is supported in all date,
integer and currency fields.
IMAGE ANNOTATION
Users can apply annotations to individual images by means of an
annotation toolbar. Annotation features include:
• Image Masking — (Black or White-out selected areas)
• Line, arrow draw
• Box,
rectangle and +^ qua$ uw.;
oval draw LII I Ik I
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• Highlight G 1; 1,23436
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selected r ;m N
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areas
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• Unlimited t N*
"sticky notes" P "" pA,�olini296 ;
ON
• Application of , .,.. " l
user-defined Tic :_<_ .
, x.etar E
bitmaps ' 'Nw"mnncar allitr ��' s�" t:[ 'T]r
• Direct text r.s ASA,,.,E Ylia yq ,TEC '
annotation 1
• Annotations
are overlays
and never (�dsNa��a x 1snN EIc.MP,sa6u9 ;! xseMM
actually
change the original image
RACOM Information Technologies, 1998
• Annotation create and viewing can be turned off/on depending on an
individual's security clearance.
• Print/Fax/Email output can include or exclude annotations
IMAGE PRINTING/FAX/E-MAIL OUTPUT
MI3MS 3000 Plus features a set of common output dialog boxes that are
easily accessible via the software's toolbar. Toolbar buttons include
print, fax and e-mail output. Regardless of the output method desired
(print,fax,e-mail) the user is given the option to output the following page
ranges:
• Current
Page mt rows, x InwJct4PltaawLFn. x;
�I
• Selected �- � ,,
Pages — ® Window Data . �
�& r
From-To kb Aj, I a on Data C aetnarx
• Entire r.Y�.as• .-- gg
u� 'MiiPonitNit�>
Document c
• Entire Rnnotatian r a .
Electronic $uta IxdS ilhwl ,ry C'P*1*xa ` y
Folder rbociunpnaan ttredt,on ryauucbne rwu 1t „e
Pages do not r311 tnasexj,
have to be
viewed for
output.
Printing
Parallel-port access to any locally or network-attached laser printer. No
special hardware or software is required.
Fax
Direct support for any locally or network-attached fax modem. Automatic
generation of fax cover sheet and tracking/save/delete option of sent
faxes.
E-mail
CMC-compliant (Common Message Call) enables images to be attached
directly to most common e-mail software packages, including:
• Lotus Notes
• GroupWise
• MS Exchange
RACOM Information Technologies, 1998
SECURITY
The security component of MI3MS 3000 Plus allows restricted access
according to Application (File Type) and Document Type. Additionally,
any index field, or combination of fields (and the related searches) can
be secured from view using the security component.
SECURITY BY DOCUMENT TYPE
When a user is set-up on a Minolta system, each user (or groups of
users) are given access to specific document types. Any one or more
document types can be secured from access.
SECURITY BY APPLICATION
When a user is set-up on a Minolta system, each user (or groups of
users) are given access to specific applications. Any one or more
applications can be secured from access.
SECURITY BY FUNCTION
When a
user is set- �s�;on :nrsr,�TRMs
up on a , �tpgTfcY•EbtYs �r yc a . "roc ,t� �za 3asTt�g'� . r c�;�'R) >br
Minolta " ° "' �. FAX OFF
PRINTER OFF
system, 3 APPGEN OFF
TUDENT RECORDS OFF SECURITY OFF
each User MAIL OFF
(or groups
of users) FBe Farm::; ,_, RIghts .;w�
i °APP REFERENCE OFF
:.BATCH DELETE OFF
are given IM WORKFLOW OFF
access to VIEW ANNOTATION OFF
EDIT ANNOTATION OFF 4
specific
functions.
Anyoneor
more
functions a � x
can be
= F
secured
from access. Functional security includes control of user access to the
following functions:
• Batch Access
• Batch Edit/Delete
• Scan
• File Open/Save As
• Fax Output
• Print Output
RACOM Information Technologies, 1998
• E-Mail Output
• Optical Services
• Application Generation
• Security
• Application Access
• Application Edit/Delete
• Workflow
• Annotation View
• Annotation Add/Edit
DATABASE ENGINE
MI3MS 3000 Plus is bundled with a high-speed 32 bit industry standard,
non-proprietary SQL database engine developed by Centura Software
Corporation - (formerly Gupta Technologies) SQLBase 6.1. The
database is accessed directly by MI3MS, but can also be accessed
outside of MI3MS using off-the-shelf SQL query tools such as Crystal
Reports, providing a true open architecture and allowing data to be easily
moved between other external applications.
DATABASE TABLE STRUCTURE
The database tables are designed to establish an
application/folder/document/page hierarchy and are configured without
programming using an Application Generator provided with the software.
The Application Table organizes information according to specific
application. There is no limit to the number of applications that can be
defined. Examples of applications include:
• Personnel Files
• Accounts Payable
• Customer Files/Accounts Receivable
• Property Files
• Medical Records
The Folder Table establishes electronic folders which enable all
documents to be organized by subject. Up to 99 fields can be defined at
the folder level. Examples of folder-level indices include:
• Account/Social Security Number
• Individual/Company Name
• Individual/Company Address
RACOM Information Technologies, 1998
The Document Table groups one or more pages into documents which
are organized and maintained within their respective electronic folders.
There is no limit to the number of pages that can be associated with a
document. Up to 99 fields can be defined at the document level.
Examples of document-level indices include:
• Document Type
• Document Date
• Originating Department/Organization
The Page Table stores the unique file names for each page/image as it
is stored to disk. There is no limit to the number of pages that can be
stored by the system.
UTILITIES
MI3MS 3000 Plus includes utilities to enable index data to be transferred
from other applications, reducing data-entry. Electronic folders, or even
documents can be created prior to scanning, or supportive index data
added after scanning to back-fill or update index fields.
A standard SQL report-writer enables the creation of custom reports, and
other utilities are included to help System Administrators and Managers
administer, manage, and tune the system, as is typically desired with
large database configurations.
UPGRADES
MI3MS 3000 Plus is designed as a modular system. Organizations can
start with a single workstation and later expand to multiple users, even
enterprise-wide applications —without loss of the original investment.
The base package includes everything most organizations need to
deploy electronic document management. Components integrated into
the base package include:
• Database Engine (Centura SQLBase 6.1 )
• Application Generator
• Document View/Print/E-Mail/Fax (Fax requires access to
fax/modem)
• Image Annotation
• Document Scanning
• Batch Management
• Individual User Workbaskets
• OLE Support for Electronic Documents
• Full Security Package
RACOM Information Technologies, 1998
Additional modules can also be integrated into the base package. Add-
on modules can be configured to run together on a single workstation, or
separated across multiple servers/workstations. Add-on modules
include:
COLD - Electronic Document Capture
Image Enhancement — Deskew, Despeckle
Automated Indexing/Forms Processing
Forms Identification
Barcode Recognition
OCR Recognition
ICR Recognition
MarkSense Recognition
Full Text Indexing
Workflow
Internet/Intranet Access Services
Browser-based (thin client) access
SPECIFICATIONS
Client Workstations: MS Windows 3.x
MS Windows 95
MS Windows NT Workstation
Network: Novell NetWare 3.1x
Novell NetWare 4.x
MS Windows NT Server
Architecture Client/Server
Database Centura SQLBase 6.1
Security Application
Function
Field
Document
Batch Processing Yes
Image Annotation Yes
Fax In/Out Yes
E-Mail CMC (Common-Message-Call) Compliant -
Tested and certified for:
GroupWise
cc:Mail
Lotus Notes
MS Exchange
RACOM Information Technologies, 1998
Scanner Support 11 Via 'max video interface ranging from
23 to 120 pages per minute
Twain Support
Duplex Scanning Yes
Printer Support Windows GDI
Printer Hardware Req'd None
Maximum Image Size Up to e-size — 36" x 48" (Input scanner-
dependant)
•Image Formats Supported TIF
JPEG
BMP
PCX •
DCX
Gray-Scale
JPEG Color
TIF Color
Multi-Page TIF
TXT
Compression Formats: Group IV
Group III
JBIG
Huffman
Packbits
JPEG
Uncompressed
Maximum Index Fields Folder— 99
Document — 99
RACOM Information Technologies, 1998
CONVERSION SERVICES
Racom Information Technologies roots are in the document conversion business.
Originally founded as an engineering duplication service in 1946, we have
converted billions of documents. On an average day we capture over two million
pages of information.
RACOM is very capable in the scanning to digital image arena. We can create
images with standard or accelerated time tables at any State Agency. Our
computer software and scanners are designed to create the images for importation
into all of the digital platforms we support. Along with TIFF group IV images, we
can provide any other popular format. These images can be written to any
appropriate media (e.g., CD-ROM, WORM). Utilizing standard image formats any
normal viewing software will be able to retrieve these images.
RACOM can create images with sequential numbers associated with the images or
imprinted on the documents. Previously utilized indexing schemes can be
incorporated into the deliverables, such as the use bar-coding technology. RACOM
also supports auto indexing technology such as mark sense, ICR (intelligent
character recognition) and OCR (optical character recognition). This will allow us
to customize each system as needed for the State of Utah.
RACOM will adhere to the standards for digital image scanning in 200, 300, 400
dots per image size. Color photos can be converted at even higher levels. The
quality process utilized for the inspection of digital images is as rigorous as
described by the department. We use not only electronic schemes to check
images but also have the ability to check them frame by frame. The images
produced will be the best available copies of the submitted documents.. The
operators are trained to maintain the integrity of the collected documents.
Industry leading software and hardware utilized by RACOM in the collection of
electronic images is quite flexible in the compensation needed for different types
of documents. There is a measure of items that can be done automatically by the
components. The operator can also adjust the equipment based on the
documents being scanned. These settings can be saved in "templates" to
improve productivity. Each application is different so testing will be done on
different the documents types to obtain optimal settings.
RACOM INFORMATION TECHONOLOG/ES, 1998
Any unusual enhancements or manipulation of images will determined at the
department level. Normal de-speckle, de-skew, and contrast adjustments can be
used, this adjustments can be made by RACOM as required to provide the highest
quality images. These are standard procedures and can be demonstrated for any
agency that may need these services.
RACOM employees are experts at the preparation and reassembling of documents.
Log sheets and procedures utilized in the gathering of images digitally, are the
same in all 16 of our regional offices.
RACOM can produce any type of report needed by the department for the tracking
and audit needs of each document conversion job. This data will be distributed in
a standard electronic format as well. This can include ASCII, word processing
documents or database files. These files can be delivered on the same media as
the images, or on a separate printed document.
As we are providing the digital conversion services, information can be requested
by the department RACOM can deliver this back to the client in the form of a fax or
hardcopy delivery for the standard pick and delivery charge. After the conversion
work is completed an additional copy of the information can reside at the secured
RACOM office for a disaster recovery program.
RACOM is capable and willing to transport scanners to any location, depending on
the needs stated by the State of Utah. This service is available anywhere within the
State of Utah. The charges for this can determined by the current federal
contracts, for on-site conversion work (per-diem).
RACOM conversion services include but are not limited to:
Standard Document Scanning 8 1/2 x 11
Oversize Document Scanning 8 '/f x 14 to 36 x 52
Color Document Scanning
16mm Microfilm Scanning blipped and unblipped
35mm Microfilm Scanning
105mm Microfiche Scanning
Apature Card 35mm Scanning
Standard Document Microfilming 8 '/: x 11
Oversize Document Microfilming 8 '/: x 14 to 36 x 52
Film Duplication
Document Preparation
Document Indexing
RACOM INFORMATION TECHONOLOGIES, 1998
Document Cleaning (de-skew, de-speckle)
Auto-Indexing
Image Paper Blow back from 8 1/2 x 11 to 36 x 52
Microfilm Paper Blow back from 8 1/2 x 11 to 36 x 52
We are always expanding our conversion service base, and are always looking for
new and creative ways to serve our clients.
RACOM INFORMATION TECHONOLOG/ES, 1998
INTEGRATION SERVICES
NEEDS-ANALYSIS SURVEY
Complete analysis of existing document flow and specific user requirements to
determine imaging configuration. Includes conceptual database design, document
scanning and indexing requirements, storage requirements, document retrieval
parameters and pre-sale proof-of-concept system configuration and complete
documentation.
Single-User Systems
$1,500.00 Per Application
Multi-User Systems
$3,500.00 Per Application
IMAGING PROJECT MANAGEMENT
The Project Manager will be responsible for the overall coordination of the imaging
system implementation including subcontract management, cost and schedule, quality
assurance, and customer relations. The Project Manager maintains communications
with the DOT though regular on-site monthly reviews throughout the implementation of
the project. The reviews will typically cover the status of systems under implementation,
changes, and open issues. The Project Manger will distribute the meeting minutes to
all attendees highlighting current action items discussed.
$1,500.00 Per Day
SYSTEM INSTALLATION
The team behind the Project Manager consists of RACOM employees who have either
technical implementation or service responsibilities. The Technical Manager is
responsible for the overall imaging system solutions supplied to each agency including
application design, requirements tracking, system architecture, standards compliance,
documentation, and performance engineering. The Service Manager is responsible for
all operational services during system startup including hardware installation,
networking software and cabling, and training. The Service Manager is also responsible
for the in-production system including the hardware maintenance and help desk
software support.
The Technical Team is comprised of experienced imaging applications software
engineers. A Technical Applications Lead will be assigned to each agency and will
function as that agency's primary technical contact. The Technical Lead will be
accountable for the overall implementation of the agency's imaging solution. It is his/her
Racom Information Technologies, 1998
responsibility to thoroughly understand the agency's requirements and design the
application(s) required to meet them.
The Technical Lead will first review the Needs Analysis Survey to finalize the type and
number of documents, current workflow, indexing, and image retrieval needs of the
agency. The Technical Lead will rely heavily on agency input as well as the RACOM
Applications and Database Engineers to recommend the solution. The Database
Engineer is responsible for the final folder and document indexing scheme that will allow
the agency to easily enter and retrieve information. The Applications Engineer will be
responsible for installing the MIMS software and creating the application.
The Services Team is comprised of hardware technicians, network engineers, MIMS
certified trainers and help desk staff. The Hardware and Network Engineers are
responsible for installing imaging hardware including optical scanners and jukeboxes
and coordinating with the DOT MIS department to ensure network connectivity.
$125.00 Per Man-Hour
FORMS RECOGNITION
Creation of forms recognition templates from agency forms. Includes overall recognition
strategy design, image enhancement, and data validation routines.
$750.00 Per Form
FORMS DESIGN
Design (or re-design) of agency forms to enhance recognition. Original master form
suitable for offset printing is provided. Services do not include printing.
$400.00 Per Farm
TRAINING SERVICES
The Trainers will conduct can conduct a variety of classes for each agency including
general imaging, maintenance, and user application courses. Once the agency goes
into production, the Help Desk Staff will provide immediate telephone support to each
agency answering user questions and resolving any problems. All training classes are
conducted at the agency/user site, except where indicated.
End User Training Classes
Teaches use of the imaging solution including document retrieval, printing, e-mail and
fax output, document annotation, and batch management.
$200.00 Per Student
(Billable in 5-student increments)
Racom Information Technologies, 1998
Document Capture and Indexing Training
Teaches use of the solution's scanners, including creation of scanner templates, batch
management, and document indexing.
$500.00 Per Student
(Billable in 2-student increments)
Systems Administration Training
Teaches imaging system administration. Including application generation, advanced
batch management, PATH processing techniques, optical system administration, image
cache management, optical and database backup, and fundamentals of imaging
databases.
$2,000.00 Per Class
(2-Student Maximum Each Class)
Image Recognition and Forms Processing Technologies
Teaches the use of the system's recognition features (if implemented). Includes
overview of recognition processes, system management, trouble-shooting, and basic
forms recognition concepts.
$2,000.00 Per Class
(5 Students per class max.)
Forms Recognition Administration
5-day comprehensive training on features and functions of forms recognition and
processing technologies. Administrators will be trained in the creation of document
recognition templates, image enhancement techniques, and complete systems
processing methodologies. Classes conducted at MTI headquarters in Tampa, Florida
and include lodging and lunch each day. Transportation to/from Tampa, Florida is not
included. Recommended for system administrators only.
$4,000.00 Per Student
Service Support Blocks
Block support hours for incidental systems support. Can be used for all support or
programming services not covered by system maintenance. Block support hours can
also be exchanged for training services.
10 Hours $1,500.00
25 Hours $3,125.00
50 Hours $5,000.00
100 Hours $9,000.00
250 Hours $18,750.00
Racom Information Technologies, 1998
HARDWARE AND SOFTWARE
SUPPORT
Automatic Minolta software releases are provided at no additional charge when a system is
covered under a support contract. Installation of all software upgrades are performed on-
site by a trained RACOM employee. Software releases include both major and minor
releases. Software provided by third parties, such as Microsoft NT, will not be automatically
updated. The DOT may purchase and install this software directly or utilize the RACOM
Time and Materials Plan for installation services for upgrades.
RACOM offers 3 comprehensive maintenance coverage plans.
STANDARD SUPPORT PLAN
The Standard Support Plan provides on-site maintenance support for hardware and
software services during normal working hours; 8am - 5pm Monday - Friday. RACOM
services provided by the Standard Maintenance Plan include:
Hardware:
• On-site labor and replacement parts (excluding consumables such as laser printer
cartridges, paper, diskettes, optical cartridges, etc.) required to repair and maintain
hardware components supplied by RACOM in good working condition.
• Preventative Maintenance of RACOM supplied hardware including optical jukeboxes,
servers, and scanners.
Software:
• Automatic Minolta software releases at no additional charge for the duration of the
contract installed on-site by a trained RACOM employee. Software releases include
both major and minor releases. Software provided by third parties, such as
Microsoft NT, will not be automatically updated. The DOT may purchase and install
this software directly or utilize the RACOM Time and Materials Plan for installation
services.
• A toll-free number is available to employees the DOT authorizes to place service
calls. The Help Desk is located in the RACOM New Orleans Office.
• Remote diagnostic support. A high-speed modem and standard PC communications
software is supplied and installed on a designated workstation. Only authorized RACOM
engineers will be allowed to dial-in to diagnose and fix problems remotely.
Standard Support Plan Pricing
Racom Information Technologies, 1998
Software and Hardware Support
(Except Forms Recognition/Processing) 17% of System Price
Forms Recognition/Processing Support $22% of Forms
Processing Price
EXTENDED SUPPORT PLAN
Extended Service Coverage is an optional enhancement to the on-site Standard Service
Plan to meet the and special needs of the DOT or its agencies. The on-site support hours
are extended from 8am to 5pm Monday - Friday to 7am to 6pm Monday - Saturday
maintenance. This is an increase of an additional 21 hours per week.
The DOT can also take advantage of the extended service hours to perform any upgrades
to the software or hardware outside of normal working hours. This will ensure the users will
not be impacted for routine maintenance events.
During the extended hours, RACOM customer support technicians will respond to on-call
remedial maintenance requests within an average of(4) hours. The DOT will be given an
after-hours hot-line number that will page an on-duty dispatcher who will log the problem
and dispatch the designated field technician to the site.
Extended Support Plan Pricing
Any DOT agency can upgrade to the Extended Service Plan for a 35% increase to the
Standard Maintenance Plan pricing. Upgrades can occur at any time but will remain
in effect for the duration of the contract.
TIME AND MATERIALS SUPPORT
The DOT can purchase on-site hardware support for service outside normal working hours
for an 8 hour minimum rate on Saturday and Sunday or a 4 hour minimum rate Monday -
Friday. A blanket purchase order or contract for a block of hours to authorize the
expenditure is required for this service. Maintenance hours are then deducted from the total
as used. A monthly statement of charges will document all provided services as well as the
remaining balance on the contract.
Pricing
The daily minimum rate for Saturday or Sunday hours is $1000/day. For extended
coverage during the week the minimum 4 hour rate is $500.
Racom Information Technologies, 1998
HISTORICAL RATE OF INCREASE FOR SUPPORT ITEMS.
Historically, RACOM's system and software support prices have increased
approximately eight percent (8%) per year.
Racom Information Technologies, 1998
Jan-14- 99 03:21P RACOM 303 373F3101 P . 02
Weld County District Attorney's Office
Investment Information - Minolta's MI3MS 3000 Imaging System
November 13, 1998 Page 3
Software - Minolta's Pricing Includes 13 Months of Update_ct
Item Number Description Quantity S Prieinl
*9986-6600-02 MI3MS 3000 NLM - 10 Concurrent Users I $17,495.0(
9986-6120-47 Minolta OD 5200 Optical Disk Drive-AOS NLM 2 $2,390.0(
Sub-Total - Selected Software $19.$$5.0(
Hardware - ExrludinvJiervers(You may purchase your own! -see our speed
9986-0043-01 DS2320 Scanner - 38 PPM • 1 $4,995.06
9986-3460-50 IMAX Scanning/Compression Board i $1,995.00
9986-6603-55 Scanner Drivers. Cable, Etc. - I $595.00
9986-4041-12 OD 52.00 5.2GBOptical Drive - AOS Novell 2 $4,990.0t)
9986-4009-22 Adaptec AHA 2940 PCI Fast SCSI Host Adapter • I $310.00
9986-4044-02 Optical Media 5.2 GigaByte WORM @ $120.00 • 25 $3,000.00
Sub-Total - Selected Hardware $15,885,00
Accessories & Integration
9986-6602-03 System Documentation - Included 1 $0.00
RAC-INT-SRV Integration of Servers - 20hrs@$125/hr 1 $2,500.00
RAC-INT-CLI Integration of 10 Image Clients - 5hrs@$125/hr 1 $625.00
Sub-Total - Accessories $3,125.00
Shipping,Installatign,Trainigg & Maintenance
RAC-SIT-MIM Ship,lnstall & Training(10% of Base System) 1 $3,577 00
RAC-PMA-MIM System Maintenance(15% of Base System) I $5,365.50
Sub-Total-Ship,Train,Maintain,etc. $8,942.50
Warranty 90 Days, Parts and Labor
System Totals $47,837.50
Put tire Enhancements/OOm4
RAC-HDW-05 NLM Servers (for Database and Image processes) 2 $29,500.00
9986-6600-1.5 MI3MS 3000 - 50 User Client Add On Pack I $19,495.00
RAC-INT-CLI Integrate-37 add'1 Image Clients-18.5hrs@$125/hr I $2,312.50
9986-3607-$0 MI3MS 3000 ICE- Multi User 1 $5,995.00
RAC-INT-ICF Integration of ICE(estimated)-20hrs @ $125/hr 1 $2,500.00
RAC-FAX-01 Fax Software(You may purchase your own!) I $950.00
RAC-INT-FAX Integration of FAX Software-4hrs lb $125/hr 1 $500.00
RAC-PMA-MIM Additional System Maintenance w/ these added 1 $9,940.38
*9986-2300-51 DocX WebSery 10 User,MIMS 3000PIus Client-
(Replaces 9986-6600-02, applicable for initial
installation only) I $21,995.00
9986-6600-22 10 User Microsoft SQL Server for Data Base
(SQL required with DocS WebServ) $895.00
Potential Options - Sub-Total $94,082.88
Attachment -Pagea
Weld County District Attorney's Office
Investment Information - Minolta's MI3MS 3000 Imaging System
i 4EASE OPTIONS - Using System Totals including Maintenance
Three year lease - FMV buyout & two advance payments $1,513.02
Four year lease - FMV buyout & two advance payments $1,228.69
Five year lease - FMV buyout & two advance payments $1,010.37
*These payments are approximate, exact figures will be calculated at the time of sale
Attachment if—Page S
Weld County—District Attorney's Office—Records Management Survey Results and Recommendations
Digital Scanning
Job Specification #3: To Match State of Colorado - Child Care Specifications
Volume Estimate: 1997 thru 1998 estimate of 335,000 Documents(+/- 10%)
(Document totals based on linear feet times 250 Docs per inch)
Also, 2n°Floor Documents(again,1997-1998 only) to be scanned include:
County Court— 133,790 Documents(+/- 10%)
Juvenile Division— 111,180 Documents(+,/- 10%)
Diversion— 11,900 Documents(+,/- 10%)
Grand Total to be scanned is 591,870 Documents(+/-. 10%)
Media Size(s): Multiple Sizes
Media Condition: After on site review, Phil felt condition to be Fair;
1 &/or 2-sided documents, various sizes & styles of paper
some fine print on does-multiple templates required
Output Format: Scan to digital "Group 4 TIF"
Duplication: Interim storage of"TT's" to OD before import into imaging system
Indexing: To match Application
Other Job Specs: RACOM to destroy documents??? —pricing available by the pound!
Job Site: @ RACOM facility, 4705 Paris Street, Denver, CO 80239
Contact/Phone: Cookie, (970)356-4000
Start Date: Within Three days of official acceptance of this offer
Turnaround time: Sixteen Weeks
Invoicing: Terms: Net-30
Listed below are RACOM's quotes for the specified request:
Item 051: Digital Scanning @ RACOM facility (Cost per Page) -- $0.0495 per Page
If this charge is higher than your current per page rate for scanning,RACOM will make every effort
match your documentable current rate.
Item 064: Indexing (Cost per Hour) -- $22.50 per Hour
Item 073: OD Production (Cost per Original OD) -- $150.00 per OD
Item 076: OD Duplication—(Cost per Duplicate OD) -- $150.00 per OD
Item 099: Document preparation and reassembly (Cost per Hour) -- $13.75 per Hour
Item 102: Document pickup and Delivery(Cost per Trip) -- $100.00 per Trip
Project Estimates for Digital Scanning of Documents—Post 1996
Item 051: 591,870 * $.0495 = $ 29,297.50 Scanning
Item 064: Est. 150 Hours * 22.50 per hr = $ 3,375.00 Indexing
Item 073: 591,870/30,000=20 OD's * $150.00/OD = $ 3,000.00 ODs
Item 074: Duplicate OD's = $ 3,000.00 Dupe ODs
Item 099: $13.75 * 300 Hours(Estimated) = $ 4,125.00 Est. Prep
Item 102: 3 Trips * $100.00 per Trip = $ 300.00 P/U-Delivery
Project Totals on 591,870 Docs = $ 43,097.50 or$.073 per page
RACOM Information Technologies,11/13/98
FIXED RATES
Code Description Unit Price
012A Scanning- 16uun Film"Blipped" Image S .07
012B Scanning- 16mm Film"Unblipped" Image $ .10
013 Scanning-35mm Film"Blipped" Image $ _15
013 Scanning-3 5mm Film"Unblipped" Image $ -111
014 Scanning- Fiche/Jacket to Digital Image Image 5 .15
015 Scanning- Aperture Card Image $ .40
016 Scanning—Paper(8 '/2 X 11) Page $ _0495
017 Scanning—Paper(8 E/2 X 14) Page $ _0495
018 Rotary Microfilming(8 1 X 11) Page $ .0295
019 Rotary Ivlicrofslming (8 '/2 X 14) Page $ .0295
020 Planetary Microfilming(8 '/ X 11) Page $ .03195
021 Planetary Microfilming(8 '/ X 14) Page $ .03195
022 Silver Roll Duplication(16mm) Dupe $ 14.95
023 Diazo Roll Duplication(16mm) Dupe S 8.95
024 Silver Roll Duplication(35mm) Dupe $ 19.95
025 Diazo Roll Duplication(35mm) Dupe 5 13.95
026 M-Type Cartridge Cartridge $ 1.50
027 ANSI Cartridge Cartridge $ 1.50
033 Compact Disk Mastering/Media Master Disk $ 40.00
034 Compact Disk Duplication Disk 5 35.00
038 Digital Audio Tape(DAT) Tape S 15.00
048 Indexing Hour $ 22.50
048A Reception Number $ .02
048B Grantor&/or Grantee 5 .08
048C Book&/or Page $ .01
049 Document Preparation/Reassembly Hour 5 13.75
052 Technical Support Hour $ 165.00
053 Consulting Services Hour $ 165.00
055 Per Diem-Lodging,Meals,etc. S 125.00
061 Shipment of Equipment& Supplies S COST
063 Shipment of End Product $ COST
064 Material Handling Charge $ COST
065 Document Pick Up&Delivery Trip $ 11000
Attachment A—Page t
Weld County—Dtdrict Attorney's Office—Records Manazenrent Survey Results and Recommendations
Planetary Microfilming
Job Specification #1: To Match Lakewood City Police Specifications
Volume Estimate: 1979 thru 1996 estimate of 1.75 Million documents(+/- 10%)
(Document totals based on linear feet times 250 Docs per inch)
1992 thru 1997 estimates for County Court, Juvenile & Diversion
County Court- 306,930 Documents(+/- 10%)
Juvenile Division- 255,060 Documents(+/- 10%)
Diversion- 27,300 Documents(+/- 10%)
Grand Total to be Microfilmed is 2,339,290 Documents(+/- 10%)
Media Size(s): Multiple Sizes
Media Condition: After on site review, Phil felt condition to be Fair;
1 &/or 2-sided documents, various sizes & styles of paper
some fine print on does-targets required,
Output Format: Planetary filming @ 25X on 16mm roll M Cartridge, blipped
Duplication: Diazo - Single Dupe required
Indexing: Yes-CR#,Name,Roll,Frame-to ASCII file for imaging system import
Other Job Specs: Record Covers to be filmed(both sides if necessary)!
RACOM to destroy documents???—pricing available by the pound!
Client asked for pricing on MS3000 to print/scan filmed images —
please see page 6 attached
Job Site: @ RACOM facility, 4705 Paris Street, Denver, CO 80239
Contact/Phone: Cookie, (970)356-4000
Start Date: Within Three days of official acceptance of this offer
Turnaround time: Eighteen Weeks
Invoicing: Terms: Net-30
Listed below are RACOM's quotes for the specified request:
Item 001: 16mm planetary filming @ RACOM facility (Cost per Frame)
$0.03195 per Frame
*This charge includes filming,film processing,frame-by-frame quality control inspection,and film box label
creation. If this charge is higher than your current per frame rate for rotary filming,RACOM will make
every effort match your documentable current rate.
Item 023: Diazo roll duplication (Cost per Duplicate) -- $8.95 per Duplicate
Item 026: M-Cartridge (Cost per Cartridge) -- $1.50 per Cartridge
Item 049: Document preparation and reassembly(Cost per Hour) -- $13.75 per Hour
Item 052: Document pickup and Delivery (Cost per Trip) -- $100.00 per Trip
Item 064: Indexing (Cost per Hour) -- $22.50 per Hour
Project Estimates for Planetary Filming of Documents through 1996
Item 001: 2,339,290 * $.03195 = $74,740.32 Filming
Item 023: 2,339,290/2,800=836 Rolls * $8.95/Roll = $ 7,482.20 Dupes
Item 026: 1,672 Rolls(Originals & Dupes) X $1.50/Roll = $ 2,508.00 Cartridges
Item 049: $13.75 * 960 Hours(Estimated) = $13,200.00 Est. Prep
Item 052: 9 Trips * $100.00 per Trip = $ 900.00 P/U-Delivery
Item 064: Est. 600 Hours * 22.50 per hr = $ 13,500.00 Indexing
Project Totals on 2,339,290 Docs = $112,330.52 or $.048/page
RACOM Information Technologies, 11/13/98
EXHIBIT "B"
Attachment A—Page 2
Weld County—District Attorney's Orrice—Records Management Survey Results and Recommendations
Minolta's MS3000 Microfilm Scanner
Investment Information
Item Number Description Pricing
0816-311 MS3000 Microform Scanner - NOTE: Requires PC
9986-0937-01 IMAX Compression Board & Cable
0816-411 Mars 4 Controller
0816-412 Mars 4 Controller Interface Kit
9986-0984-01 Roll Film Carrier - 15M
9986-0977-01 Prism
9986-0970-01 Zoom Lens 13-27X
1111-1111-14 Shipping, Installation and Training
Sub-Total of Selected Equipment $21,195.00
1111-1111-15 System Maintenance Agreement $2,676.00
System Totals $23,871.00
Accesories,Consumables, and Options Section
Toner (N-P) 3 bottles per box $76.00
Toner (P-P) 3 bottles per box $66.00
Lamps DDL $22.00
111-1111-11 RACOM Provided PC and 17" Monitor $2,400.00
111-1111-12 PC and Monitor - Maintenance $288.00
111-1111-59 Carousel Storage of at least 830 Rolls $1,200.00
Warranty 90 Days, Parts and Labor
LEASE OPTIONS - System Totals including Maintenance
Three year lease(FMV buyout & two advance payments) $689.87 per month*
Four year lease(FMV buyout & two advance payments) $577.68 per month*
Five year lease(FMV buyout & two advance payments) $475.03 per month*
*These payments are approximate, exact figures will be calculated at the time of sale
RACOM Information Technologies,11/13/98
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