The URL can be used to link to this page

Browse Search

Home My WebLink About20202450.tiff//7145/Y BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: DocuTek Inc. Agreement and SOW — Planning DEPARTMENT: Information Technology DATE: 12/2/2020 PERSON REQUESTING: Ryan Rose Brief description of the problem/issue: The Board awarded bid `B2000148 Historical Document Scanning — REs/SEs for the Planning Dept.' to DocuTek, Inc. on August 24, 2020, for project PL -989, in correlation with the Weld Enterprise Imaging project. This process will convert physical files to digital PDF documents, which will be uploaded to the county permitting system, Accela. Karin McDougal has reviewed and approved the attached agreement and statement of work. What options exist for the Board? (include consequences, impacts, costs, etc. of options): Grant authorization for the Chair to sign the agreement. Recommendation: Weld County IT recommends that the Board grant approval for the Chair to sign the attached agreement. This will allow IT to proceed with back scanning of the Planning records. Mike Freeman, Chair Scott K. James Barbara Kirkmeyer Steve Moreno, Pro-Tem Kevin Ross Approve Schedulg agggpi"n Work Session, rL Other/Comments ce: atA60fAtx9 (DO WELD COUNTY AGREEMENT FOR SERVICES BETWEEN WELD COUNTY & DOCUTEK, INC. PLANNING HISTORICAL DOCUMENT SCANNING — REs/SEs THIS AGREEMENT is made and entered into thisola/ day of December , 2020, by and between the County of Weld, a body corporate and politic of the State of Colorado, by and through its Board of County Commissioners, whose address is 1150 "O" Street, Greeley, Colorado 80631 hereinafter referred to as "County," and Kanes Records Management, Inc. (DBA DocuTek, Inc.), hereinafter referred to as "Contractor". WHEREAS, County requires an independent contractor to perform the services required by County and set forth in Exhibits A; and WHEREAS, Contractor is willing to perform and has the specific ability to perform the required Services at or below the cost set forth in Exhibit A; and WHEREAS, Contractor is authorized to do business in the State of Colorado and has the time, skill, expertise, and experience necessary to provide the equipment, materials and services as set forth below; NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties hereto agree as follows: 1. Introduction. The terms of this Agreement are contained in the terms recited in this document and in Exhibits A, each of which forms an integral part of this Agreement. Exhibits A are specifically incorporated herein by this reference. County and Contractor acknowledge and agree that this Agreement, including specifically Exhibits A, define the performance obligations of Contractor and Contractor's willingness and ability to meet those requirements. Exhibit A consists of County's Request for Bid (RFB) Statement of Works as set forth in "Bid Package No. B2000148. The RFP contains all of the specific requirements of County. 2. Service or Work. Contractor agrees to procure the materials, equipment and/or products necessary for the Project and agrees to diligently provide all services, labor, personnel and materials necessary to perform and complete the Project described in Exhibits A which is attached hereto and incorporated herein by reference. Contractor shall further be responsible for the timely completion, and acknowledges that a failure to comply with the standards and requirements of Exhibits A within the time limits prescribed by County may result in County's decision to withhold payment or to terminate this Agreement. 3. Term. The term of this Agreement begins upon the date of the execution of this Agreement by County, and shall continue through and until Contractor's completion of the responsibilities described in Exhibits A. Both of the parties to this Agreement understand and agree that the laws of the State of Colorado prohibit County from entering into Agreements which bind County for periods longer than one year. Therefore, within the thirty (30) days preceding the anniversary date of this Agreement, County shall notify Contractor if it wishes to renew this Contract. 4. Termination. County has the right to terminate this Agreement, with or without cause on thirty (30) days written notice. Furthermore, this Agreement may be terminated at any time without notice upon a material breach of the terms of the Agreement. Upon termination, County shall take possession of all materials, equipment, tools and facilities owned by County which Contractor is using, by whatever method it deems expedient; and, Contractor shall deliver to County all drawings, drafts or other documents it has completed or partially completed under this Agreement, together with all other items, materials and documents which have been paid for by County, and these items, materials and documents shall be the property of County. Upon termination of this Agreement by County, Contractor shall have no claim of any kind whatsoever against the County by reason of such termination or by reason of any act incidental thereto, except for compensation for work satisfactorily performed and/or materials described herein properly delivered. 5. Extension or Modification. Any amendments or modifications to this agreement shall be in writing signed by both parties. No additional services or work performed by Contractor shall be the basis for additional compensation unless and until Contractor has obtained written authorization and acknowledgement by County for such additional services. 6. Compensation/Contract Amount. Upon Contractor's successful completion of the Project, and County's acceptance of the same, County agrees to pay an amount no greater than that provided in Exhibit A. Contractor acknowledges no payment in excess of that amount will be made by County unless a "change order" authorizing such additional payment has been specifically approved by Weld County, or by formal resolution of the Weld County Board of County Commissioners, as required pursuant to the Weld County Code. County will not withhold any taxes from monies paid to the Contractor hereunder and Contractor agrees to be solely responsible for the accurate reporting and payment of any taxes related to payments made pursuant to the terms of this Agreement. Notwithstanding anything to the contrary contained in this Agreement, County shall have no obligations under this Agreement after, nor shall any payments be made to Contractor in respect of any period after December 31 of any year, without an appropriation therefore by County in accordance with a budget adopted by the Board of County Commissioners in compliance with Article 25, title 30 of the Colorado Revised Statutes, the Local Government Budget Law (C.R.S. 29-1-101 et. seq.) and the TABOR Amendment (Colorado Constitution, Article X, Sec. 20) 7. Independent Contractor. Contractor agrees that it is an independent Contractor and that Contractor's officers, agents or employees will not become employees of County, nor entitled to any employee benefits from County as a result of the execution of this Agreement. Contractor shall perform its duties hereunder as an independent Contractor. Contractor shall be solely responsible for its acts and those of its agents and employees for all acts performed pursuant to this Agreement. Contractor, its employees and agents are not entitled to unemployment insurance or workers' compensation benefits through County and County shall not pay for or otherwise provide such coverage for Contractor or any of its agents or employees. 8. Subcontractors. Contractor acknowledges that County has entered into this Agreement in reliance upon the particular reputation and expertise of Contractor. Contractor shall not enter into any subcontractor agreements for the completion of this Project without County's prior written consent, which may be withheld in County's sole discretion. 9. Ownership. All work and information obtained by Contractor under this Agreement or individual work order shall become or remain (as applicable), the property of County. 10. Confidentiality. Confidential financial information of Contractor should be transmitted separately from the main bid submittal, clearly denoting in red on the financial information at the top the word, "CONFIDENTIAL." However, Contractor is advised that as a public entity, Weld County must comply with the provisions of C.R.S. 24-72-201, et seq., with regard to public records, and cannot guarantee the confidentiality of all documents. Contractor agrees to keep confidential all of County's confidential information. Contractor agrees not to sell, assign, distribute, or disclose any such confidential information to any other person or entity without seeking written permission from the County. Contractor agrees to advise its employees, agents, and consultants, of the confidential and proprietary nature of this confidential information and of the restrictions imposed by this agreement. 11. Warranty. Contractor warrants that the services performed under this Agreement will be performed in a manner consistent with the standards governing such services and the provisions of this Agreement. Contractor further represents and warrants that all services shall be performed by qualified personnel in a professional and workmanlike manner, consistent with industry standards, and that all services will conform to applicable specifications. In addition to the foregoing warranties, Contractor is aware that all work performed on this Project pursuant to this Agreement is subject to a one year warranty period during which Contractor must correct any failures or deficiencies. This warranty shall commence on the date of County's final inspection and acceptance of the Project. 12. Acceptance of Services Not a Waiver. In no event shall any action by County hereunder constitute or be construed to be a waiver by County of any breach of this Agreement or default which may then exist on the part of Contractor. Acceptance by the County of, or payment for, the services completed under this Agreement shall not be construed as a waiver of any of the County's rights under this Agreement or under the law generally. 13. Insurance and Indemnification. General Requirements: Contractors/Contract Professionals must secure, at or before the time of execution of any agreement or commencement of any work, the following insurance covering all operations, goods or services provided pursuant to this request. Contractors/Contract Professionals shall keep the required insurance coverage in force at all times during the term of the Agreement, or any extension thereof, and during any warranty period. The insurance coverage's specified in this Agreement are the minimum requirements, and these requirements do not decrease or limit the liability of Contractor/Contract Professional. The County in no way warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities that might arise out of the performance of the work under this Contract by the Contractor, its agents, representatives, employees, or subcontractors. The Contractor shall assess its own risks and if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. The Contractor shall maintain, at its own expense, any additional kinds or amounts of insurance that it may deem necessary to cover its obligations and liabilities under this Agreement. Any modification to these requirements must be made in writing by County. The Contractor stipulates that it has met the insurance requirements identified herein. The Contractor shall be responsible for the professional quality, technical accuracy, and quantity of all services provided, the timely delivery of said services, and the coordination of all services rendered by the Contractor and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. INDEMNITY: The Contractor shall defend, indemnify and hold harmless County, its officers, agents, and employees, from and against injury, loss damage, liability, suits, actions, or claims of any type or character arising out of the work done in fulfillment of the terms of this Contract or on account of any act, claim or amount arising or recovered under workers' compensation law or arising out of the failure of the Contractor to conform to any statutes, ordinances, regulation, law or court decree. The Contractor shall be fully responsible and liable for any and all injuries or damage received or sustained by any person, persons, or property on account of its performance under this Agreement or its failure to comply with the provisions of the Agreement. This paragraph shall survive expiration or termination hereof. Types of Insurance: The Contractor/Contract Professional shall obtain, and maintain at all times during the term of any Agreement, insurance in the following kinds and amounts: Workers' Compensation Insurance as required by state statute, and Employer's Liability Insurance covering all of the Contractor's employees acting within the course and scope of their employment. Policy shall contain a waiver of subrogation against the County. This requirement shall not apply when a Contractor or subcontractor is exempt under Colorado Workers' Compensation Act, AND when such Contractor or subcontractor executes the appropriate sole proprietor waiver form. Commercial General Liability Insurance with the minimum limits as follows: $1,000,000 each occurrence; $1,000,000 general aggregate; $1,000,000 Personal Advertising injury $5,000 Medical payment one person Automobile Liability: Contractor/Contract Professional shall maintain limits of $1,000,000 for bodily injury per person, $1,000,000 for bodily injury for each accident, and $1,000,000 for property damage applicable to all vehicles operating both on County property and elsewhere, for vehicles owned, hired, and non -owned vehicles used in the performance of this Contract. Contractors/Contract Professionals shall secure and deliver to the County at or before the time of execution of this Agreement, and shall keep in force at all times during the term of the Agreement as the same may be extended as herein provided, a commercial general liability insurance policy, including public liability and property damage, in form and company acceptable to and approved by said Administrator, covering all operations hereunder set forth in the related Bid or Request for Proposal. Proof of Insurance: County reserves the right to require the Contractor/Contract Professional to provide a certificate of insurance, a policy, or other proof of insurance as required by the County's Risk Administrator in his sole discretion. Additional Insureds: For general liability, excess/umbrella liability, pollution legal liability, liquor liability, and inland marine, Contractor/Contract Professional's insurer shall name County as an additional insured. Waiver of Subrogation: For all coverages, Contractor/Contract Professional's insurer shall waive subrogation rights against County. Subcontractors: All subcontractors, independent Contractors, sub -vendors, suppliers or other entities providing goods or services required by this Agreement shall be subject to all of the requirements herein and shall procure and maintain the same coverage's required of Contractor/Contract Professional. Contractor/Contract Professional shall include all such subcontractors, independent Contractors, sub -vendors suppliers or other entities as insureds under its policies or shall ensure that all subcontractors maintain the required coverages. Contractor/Contract Professional agrees to provide proof of insurance for all such subcontractors, independent Contractors, sub -vendors suppliers or other entities upon request by the County. 14. Non -Assignment. Contractor may not assign or transfer this Agreement or any interest therein or claim thereunder, without the prior written approval of County. Any attempts by Contractor to assign or transfer its rights hereunder without such prior approval by County shall, at the option of County, automatically terminate this Agreement and all rights of Contractor hereunder. Such consent may be granted or denied at the sole and absolute discretion of County. 15. Examination of Records. To the extent required by law, the Contractor agrees that an duly authorized representative of County, including the County Auditor, shall have access to and the right to examine and audit any books, documents, papers and records of Contractor, involving all matters and/or transactions related to this Agreement. The Contractor agrees to maintain these documents for three years from the date of the last payment received. 16. Interruptions. Neither party to this Agreement shall be liable to the other for delays in delivery or failure to deliver or otherwise to perform any obligation under this Agreement, where such failure is due to any cause beyond its reasonable control, including but not limited to Acts of God, fires, strikes, war, flood, earthquakes or Governmental actions. 17. Notices. County may designate, prior to commencement of work, its project representative ("County 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 contract interpretations, change orders, and other clarification or instruction shall be directed to County Representative. The County Representative for purposes of this Agreement is hereby identified as, Chief Information Officer, or his designee. All notices or other communications (including annual maintenance made by one party to the other concerning the terms and conditions of this contract shall be deemed delivered under the following circumstances: (a) personal service by a reputable courier service requiring signature for receipt; or (b) five (5) days following delivery to the United States Postal Service, postage prepaid addressed to a party at the address set forth in this contract; or (c) electronic transmission via email at the address set forth below, where a receipt or acknowledgment is required by the sending party; or (d) transmission via facsimile, at the number set forth below, where a receipt or acknowledgment is required by the sending party. Either party may change its notice address(es) by written notice to the other. Notification Information: Contractor: Kane's Records Management, Inc. (DBA DocuTek, Inc.) Attn.: President, Jay Hoagland Address: 750 W. Hampden Ave. Suite L-105 Address: Englewood, CO 80110 E-mail: jayhoagland@edocutek.com Fax: County: Nancy Wonder Project Manager / Business Process Analyst P.O. Box 758 / 1401 N 17th Avenue Greeley, CO 80632 nwonder@weldgov.com Fax: 970-304-6572 18. Compliance with Law. Contractor shall strictly comply with all applicable federal and State laws, rules and regulations in effect or hereafter established, including without limitation, laws applicable to discrimination and unfair employment practices. 19. Non -Exclusive Agreement. This Agreement is nonexclusive and County may engage or use other Contractors or persons to perform services of the same or similar nature. 20. Entire Agreement/Modifications. This Agreement including the Exhibits attached hereto and incorporated herein, contains the entire agreement between the parties with respect to the subject matter contained in this Agreement. This instrument supersedes all prior negotiations, representations, and understandings or agreements with respect to the subject matter contained in this Agreement. This Agreement may be changed or supplemented only by a written instrument signed by both parties. 21. Fund Availability. Financial obligations of the County payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. Execution of this Agreement by County does not create an obligation on the part of County to expend funds not otherwise appropriated in each succeeding year. 22. Employee Financial Interest/Conflict of Interest — C.R.S. §§24-18-201 et seq. and §24- 50-507. The signatories to this Agreement state that to their knowledge, no employee of Weld County has any personal or beneficial interest whatsoever in the service or property which is the subject matter of this Agreement. 23. Severability. If any term or condition of this Agreement shall be held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, this Agreement shall be construed and enforced without such provision, to the extent that this Agreement is then capable of execution within the original intent of the parties. 24. Governmental Immunity. No term or condition of this contract shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections or other provisions, of the Colorado Governmental Immunity Act §§24-10-101 et seq., as applicable now or hereafter amended. 25. No Third Party Beneficiary. It is expressly understood and agreed that the enforcement of the terms and conditions of this Agreement, and all rights of action relating to such enforcement, shall be strictly reserved to the undersigned parties and nothing in this Agreement shall give or allow any claim or right of action whatsoever by any other person not included in this Agreement. It is the express intention of the undersigned parties that any entity other than the undersigned parties receiving services or benefits under this Agreement shall be an incidental beneficiary only. 26. Board of County Commissioners of Weld County Approval. This Agreement shall not be valid until it has been approved by the Board of County Commissioners of Weld County, Colorado or its designee. 27. Choice of Law/Jurisdiction. Colorado law, and rules and regulations established pursuant thereto, shall be applied in the interpretation, execution, and enforcement of this Agreement. Any provision included or incorporated herein by reference which conflicts with said laws, rules and/or regulations shall be null and void. In the event of a legal dispute between the parties, Contractor agrees that the Weld County District Court shall have exclusive jurisdiction to resolve said dispute. 28. Public Contracts for Services C.R.S. §8-17.5-101. Contractor certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien who will perform work under this contract. Contractor will confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform work under this Agreement, through participation in the E -Verify program or the State of Colorado program established pursuant to C.R.S. §8-17.5-102(5)(c). Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or enter into a contract with a subcontractor that fails to certify with Contractor that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement. Contractor shall not use E -Verify Program or State of Colorado program procedures to undertake pre -employment screening or job applicants while this Agreement is being performed. If Contractor obtains actual knowledge that a subcontractor performing work under the public contract for services knowingly employs or contracts with an illegal alien Contractor shall notify the subcontractor and County within three (3) days that Contractor has actual knowledge that a subcontractor is employing or contracting with an illegal alien and shall terminate the subcontract if a subcontractor does not stop employing or contracting with the illegal alien within three (3) days of receiving notice. Contractor shall not terminate the contract if within three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. Contractor shall comply with reasonable requests made in the course of an investigation, undertaken pursuant to C.R.S. §8-17.5-102(5), by the Colorado Department of Labor and Employment. If Contractor participates in the State of Colorado program, Contractor shall, within twenty days after hiring an new employee to perform work under the contract, affirm that Contractor has examined the legal work status of such employee, retained file copies of the documents, and not altered or falsified the identification documents for such employees. Contractor shall deliver to County, a written notarized affirmation that it has examined the legal work status of such employee, and shall comply with all of the other requirements of the State of Colorado program. If Contractor fails to comply with any requirement of this provision or of C.R.S. §8-17.5-101 et seq., County, may terminate this Agreement for breach, and if so terminated, Contractor shall be liable for actual and consequential damages. Except where exempted by federal law and except as provided in C.R.S. § 24-76.5-103(3), if Contractor receives federal or state funds under the contract, Contractor must confirm that any individual natural person eighteen (18) years of age or older is lawfully present in the United States pursuant to C.R.S. § 24-76.5-103(4), if such individual applies for public benefits provided under the contract. If Contractor operates as a sole proprietor, it hereby swears or affirms under penalty of perjury that it: (a) is a citizen of the United States or is otherwise lawfully present in the United States pursuant to federal law, (b) shall produce one of the forms of identification required by C.R.S. § 24-76.5-101, et seq., and (c) shall produce one of the forms of identification required by C.R.S. § 24-76.5-103 prior to the effective date of the contract. Acknowledgment. County and Contractor acknowledge that each has read this Agreement, understands it and agrees to be bound by its terms. Both parties further agree that this Agreement, with the attached Exhibits A, is the complete and exclusive statement of agreement between the parties and supersedes all proposals or prior agreements, oral or written, and any other communications between the parties relating to the subject matter of this Agreement. IN WITNESS WHEREOF, the parties hereto have signed this Agreement this day of December, 2020. CONTRACTOR: Kanes Records Management, Inc. (DBA 1. uTek, Inc.) By: Name: 1 oa land Title: Vice President Date 12/1/2020 WELD COUNTY: ATTEST:/ ,L";i1 BY: BOARD OF COUNTY COMMISSIONERS lerk to a Boar. WELD COUNTY, COLORADO Deputy Cl ke Freeman, Chair EEC 2 12020 ola.2.o - 024152) Exhibit A STATEMENT OF WORK SUMMARY: This is a professional services agreement between Kanes Records Management, Inc. (DBA DocuTek, Inc.) and Weld County Department of Information Technology. The Weld County Planning department maintains historical paper records of Recorded Exemptions (REs) and Subdivision Exemptions (SEs). A RE is a land division process used to divide property into two or more lots. SEs are used in conjunction with a RE to separate two existing residences from a single parcel for financing purposes. The key purpose of this project is to create digital images of the data for ease of access to the public and staff, as well as preservation. Digital images will be uploaded to Accela, the Weld County Permitting system. The Vendor will provide pick up, scanning, indexing, and quality assurance/quality control review. Files have been reviewed and prepped for scanning. Record types may consist of any documentation type relevant to RE or SE data and are stored in file folders. File folders may contain flat and folded documents of varying sizes. Specific requirements and details are outlined below: Vendor Conditions/Provisions: • Vendor shall demonstrate the ability to safely ship/transport, store and complete scans offsite while maintaining chain of custody and confidentiality of records. • All files shall be destroyed upon completion of project with final approval from Weld County. • Vendor must ensure security of documents to safeguard any HIPAA or PII data. Details: • 104 RE banker boxes (file folders stored horizontally, 12" instead of normal 16") • 15 SE banker boxes (file folders stored horizontally, 12" instead of normal 16") • Boxes labeled by number and range of REs and SEs in the box • Estimate 30-45 folders per box • Folder type: Legal (8'%"x14"), centered 2 -fastener file • Folders organized and labeled by Case number (RE number or SE number) and Name (Last name, First name). • Typical structure and content of file folders: o Documents two -hole punched; attached, loose or folded o Standard paper sizes: 8'h"x11"; 8'/"x14", 11"x17" o Additional document size possible, up to 36" may exist, but large format over 11"x17" should be excluded from scanning. o Possible paper types: standard copy, tracing paper, forms, photographs, or photographs taped/glued to paper o Documents could possibly have sticky notes attached, but should be minimal o Simplex and duplex documents; estimate 95% simplex Specifications and Scope of Services: Service Provisions and Requirements • Vendor will designate one primary Project Manager to work with the Weld County Project Manager through the duration of the project. • All materials may be picked up at one time. o Pickup locations: REs are located 1150 "O" Street, and SEs are located at the Planning building 1555 N 17th Avenue, Greeley, 2nd floor. o o Arrangement for pickup will be made with Weld County Project Manager. • Vendor will inventory boxes upon receipt. • Vendors shall maintain safety and confidentiality, guaranteeing security of all records from time of pick up to time of delivery. • Vendor shall not enter into any subcontractor agreements for the completion of the project. • Vendor shall provide detailed outline procedures for: o File receiving and handling; inventory, logging, check-in/check-out procedures o Image processing; double -feed detection, orientation recognition, and blank page deletion. o Image quality; dual light sensing, border removal/cropping, deskew, text enhancement. o Quality assurance; standards and measures that ensure images are the best quality possible. • If any information is needed by the Planning department during the project, authorized Weld County personnel will submit a request and the Vendor will scan requested file and upload to Weld County Sharefile within one business day. Scanning Process/Quality Requirements • Output format requirement: multi -page PDF • Digitalized images will be scanned at 200 dpi. • Documents shall be scanned in grayscale and utilize the following processes when possible: deskew, black border removal, punch hole filter, image enhancement, noise reduction and imaging smoothing. • Scanning process should provide automatic detection for duplex scanning and blank pages. All blank pages must be excluded from total counts and not included in cost. • Pages shall be scanned in original order and saved as one PDF file. • Pages that contain sticky notes, covering information on a page, shall be removed and scanned separately following the original page. • Photos or other colored documents will be scanned in grayscale, not color. • All documents larger than 11" x 17" should be excluded from scanning and can be pulled or moved from folders if necessary. • Empty envelopes shall be excluded from scanning. • Papers attached to the folders, do not require scanning and can be excluded. • Documents do not need reattached to file folder and can be left loose. • In the event the source document is not clear and legible, or cannot be reproduced, Vendor is required to notify the Weld County Project Manager. • All PDFs shall be named by RE or SE number per guidelines from provided spreadsheet from the Weld County Project Manager. Digital Files and Indexing • The index file provided by Weld County will be exported from Accela and include the RE and SE case numbers (also written on the file folders). Each folder will be scanned as one PDF, named by the case number (from spreadsheet) and file name documented on the spreadsheet. There is no guarantee that every RE or SE folder has a matching entry in the spreadsheet. • If there is not an entry in the spreadsheet, follow same process of scanning and saving, using the RE or SE numbers documented on the file folder, and enter the case number and file name on a separate spreadsheet. Do not modify the original spreadsheet except to add the file name. • Vendor shall provide two output index files in proper the required format of provided spreadsheet template. • Final images shall be provided via Weld County's Sharefile, or other secured method agreed on by both parties. Pilot/Quality Control • A mandatory pilot shall be done to validate index file functionality and establish quality level standards of the images: o Weld County will identify samples to include in the pilot, typically 2-3 boxes. o Vendor will scan documents and generate index file. Files will be provided via Weld County's Sharefile. o Weld County will review all images and establish a document type baseline for quality expectations. If the samples fail to meet the County's standards, Vendor will rescan until an agreement is made. The approved samples will be retained by the County as the standard of quality to be provided by the Vendor throughout the project. o Weld County Project Manager will notify Vendor of pilot outcome and approve the continuation of scanning, pending any necessary adjustments. Deliverables/Re-work • Final content delivery shall be completed in batches with distribution method, volume and frequency to be agreed on by both parties. • Vendor shall provide estimated timeline for completion of batches. • Weld County Planning department will review batches for quality assurance and validate final upload to Accela. • The Weld County Project Manager will notify Vendor of any issues and may request batches to be reprocessed if necessary. Project Closure • At the end of the project, Vendor will coordinate destruction of files pending any corrections or changes needed. • After 60 days and with written approval from Weld County Project Manager, Vendor shall provide verification that data processed during the performance of this agreement has been completely purged from all data storage components used in the facility, and no output shall be retained. Pricing/Schedule/Payment Terms: Total cost of services as described in this SOW are $12,150.00 based on the all-inclusive total project cost provided by DocuTek, Inc. during the bid process. The project shall take no longer than 10 weeks to complete. A purchase order will be issued with DocuTek, Inc. upon final contract signatures. DocuTek, Inc. may invoice for half of the total after 60 boxes are processed and the index file and images are approved by Weld County. The remaining balance may be submitted upon completion of project deliverables and project closure. Total invoices shall not exceed $12,150.00 per this agreement unless there is an agreed upon Change Order completed. All invoices must be electronically submitted to billing.it@weldgov.com. Contract Form New Contract Request Entity Information Entity Name* DOCUTEK INC Entity ID* x-'00001823 Contract Name* PL -989 PLANNING HISTORICAL DOCUMENT SCANNING OF RES AND SES Contract Status CTB REVIEW ❑ New Entity? Contract ID 4319 Contract Lead* CGESSNER Contract Lead Email cgessnerco.weld.co.us Contract Description* CONTRACT TO BACK -SCAN RES AND SES DOCUMENTS FOR PLANNING DEPT. Contract Description 2 Contract Type* AGREEMENT Amount* $12,150.00 Renewable* NO Automatic Renewal NO Grant NO IGA NO Department INFORMATION TECHNOLOGY-GIS Department Email CM- InformationTechnologyGISg weldgov.com Department Head Email CM- InformationTechnologyGIS- DeptHeadAweldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEYgWELDG OV COM If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Requested BOCC Agenda Date* 12/21J2020 Parent Contract ID Requires Board Approval YES Department Project # PL -989 Due Date 12,17:2020 Will a work session with BOCC be required? NO Does Contract require Purchasing Dept. to be included? NO Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date 12r'21J2020 Review Date* 12;21:2021 Renewal Date Termination Notice Period Committed Delivery Date Contact Information Contact Info Contact Name Contact Type Expiration Date* 02;28/2023 Contact Email Contact Phone 1 Contact Phone 2 JAY HOAGL.AND PRIMARY JAYHOAGLAND@EDOCUTEK.COM Purchasing Purchasing Approver Purchasing Approved Date CONSENT 12 14 2020 Approval Process Department Head RYAN ROSE DH Approved Date 12;' 14 /2020 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 12/2112020 Originator CGESSNER Finance Approver CONSENT Legal Counsel CONSENT Finance Approved Date Legal Counsel Approved Date 12;14,'2020 12`14:2020 Tyler Ref # AG 122120 MEMORANDUM TO: Esther Gesick, Clerk to the Board August 10, 2020 FROM: Ryan Rose, Chief Information Officer SUBJECT: B2000148, Historical Document Scanning — REs/SEs for the Planning Dept BOCC Approval Date: August 24, 2020 Bids were received and opened on July 31, 2020 for B2000148 Historical Document Scanning — REs/SEs for the Planning Dept. (PL -989). Eight (8) bids were received ranging from $12,150.00 to $64,547.50. Attached is the bid tabulation for your information. The Information Technology staff reviewed all proposals. Kanes Records Management, Inc. (DBA DocuTek, Inc.) out of Englewood, CO proposed the lowest cost solution of $12,150.00 and meets the requirements documented in the bid process. With the above information, I recommend the Board award B2000148 Historical Document Scanning — REs/SEs for the Planning Dept to Kanes Records Management, Inc. (DBA DocuTek, Inc.) for a total amount of $12,150.00. 0872y 202© -2n5O Sr000 WELD COUNTY Dept. of Information Technology PO Box 758 / 1401 North 17th Avenue, Greeley CO 80632 E-mail: nwonder(a�weldgov.com Phone: (970) 400-2562 Fax: (970) 304-6572 DATE OF BID: July 31, 2020 REQUEST FOR: Historical Document Scanning — REs/SEs for the Planning Department DEPARTMENT: INFORMATION TECHNOLOGY BID NO: #62000148 PROJECT NAME: PL -989 Historical Scanning-REs/SEs PRESENT DATE: August 10, 2020 APPROVAL DATE: August 24, 2020 Vendor Name Total Bid Amount Address Kanes Records Management, Inc. (DBA DocuTek, Inc.) 750 W. Hampden Ave, Suite L-105 Englewood, CO 80110 $ 12,150.00 The MMS Companies 5953 S Quintero Ct Aurora, CO 80016 $ 12,500.00 Rise Business Services 750 W Hampden Ave Ste L-100 Englewood, CO 80110 $ 14,355.00 Rocky Mountain DocuScan 7828 Vance Dr, Ste 202 Arvada, CO 80003 $ 15,500.00 Reprographics, Inc. 2600 Canton Ct. Suite E Fort Collins, CO 80525 $ 15,595.00 Mountain States Imaging, LLC 7050 South Yosemite Street Centennial, CO 80112 $ 25,675.00 RMMI — Digital Document Solutions 9164 Marshall Place Westminster, CO 80031 $ 28,500.00 US Imaging, Inc. 400 S. Franklin Street Saginaw, MI 48607 $ 64,547.50 ** Bids are being reviewed at this time by dept.** 2020-2450 © lo ova Hello