HomeMy WebLinkAbout20195084.tiffC.0"4 -r4 3%1
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Environmental Health Historical Document Scanning
DEPARTMENT: Information Technology DATE: March 2, 2020
PERSON REQUESTING: Ryan Rose
Brief description of the problem/issue:
The Board awarded bid B1900151 Environmental Health Historical Document Scanning as part of project HEE-
276, in correlation with the Weld Imaging Solution. This bid is for back -scanning the Environmental Health waste
facility files into the County -wide Imaging System.
Karin McDougal has reviewed and approved the attached contract.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
IT is requesting 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 which
will allow scanning of the Environmental Health waste files.
Approve
Recommendation
Mike Freeman, Chair
Scott K. James
Barbara Kirkmeyer
Steve Moreno, Pro -Tern
Kevin Ross
057/g4.0
Schedule
Work Session
Other/Comments:
WELD COUNTY AGREEMENT FOR SERVICES
BETWEEN WELD COUNTY & REPROGRAPHICS, INC.
ENVIRONMENTAL HEALTH HISTORICAL DOCUMENT SCANNING
THIS AGREEMENT is made and entered into this 25`h day of February, 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 Reprographics, 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
Exhibit 'A', each of which forms an integral part of this Agreement. Exhibit 'A' is specifically
incorporated herein by this reference. County and Contractor acknowledge and agree that this
Agreement, including specifically Exhibit `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 Work as set forth in
"Bid Package No. B1900151. The bid 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 Exhibit '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
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, 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:
Reprographics, Inc.
Curtis Mettlen
General Manager
2600 Canton Ct. Suite E
Fort Collins, CO 80525
service@reprofortcollins.com
970-224-9999
Fax:
With copy to: , Or/ Con
Name: vi (or,r:>ov�
Position: (7u/,i2 r^ f A O'0Address: Zl� 0 elL�t` i /
Address: Fo i GO Um S/ :o +�Z/
E-mail: e' -ic. rerro �YfCO///hS,LOh9
Fax: l
County:
Nancy Wonder
Project Manager/Business Process Analyst
Department of Information Technology
P.O. Box 758 / 1401 N. 17th Avenue
Greeley, CO 80632
nwonder@weldgov.com
970-400-2562
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 Exhibit 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 25th day of
February, 2020.
CONTRACTOR:
Reprographics, Inc.
By: Date
Name:
Title:
k :1rl.Q , F n
Ker,cl t411 Ow o
WELD COUNT':
ATTES
BY:
BOARD OF COUNTY COMMISSIONERS
erk to the B•a • WELD COUNTY, COLORADO
Deputy CI-, to he Bo.
ike Freeman, Chair
MAR 18 2020
X0/9 ea0
Exhibit A
STATEMENT OF WORK SUMMARY:
This is a professional services agreement between Reprographics, Inc. and Weld County Department of
Information Technology.
The Weld County Environmental Health department retain program files for all active and inactive waste
facilities which include landfills, composting sites, and injection wells. These records hold various types of data
pertinent to a site and may include, but are not limited to inspection reports, certificates, maps, photos,
monitoring reports, various correspondence documents, newspaper clippings, booklets, and/or pamphlets.
HIPAA or PII (Personally identifiable information) data may also exist. The department currently stores
historical paper copies dating back to the 1960s in banker boxes. The key purpose of this project is to create
digital images of the paper documents for ease of access, as well as preservation. The digital images will be
imported into the Weld County Document Management System, ApplicationXtender (AX).
The Vendor will provide pick up, scanning, index verification, quality assurance/quality control review, and
return of scanned records to the Environmental Health department. Files have been reviewed and prepped for
scanning and are batched with a separating cover page. 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.
• Vendor must ensure security of documents to safeguard any HIPAA or PII data.
Details:
• 72 banker boxes; labeled and numbered
• Banker boxes primarily contain batches of loose paper with a cover page per batch and may be
secured by rubber band or clip.
• Content of each batch may contain loose papers, clipped, folded or bound booklets with various paper
sizes and types:
o Possible paper sizes: 8%"x11", 8%"x14", 11 "x17", 24"x36", 36"x36"
o Possible paper types: standard copy, colored, cardstock, tracing, graph, legal ruled, maps,
forms, photographs, newspaper.
o Documents could possibly have sticky notes attached, but should be minimal
• Mix of 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.
• Vendor shall not enter into any subcontractor agreements for the completion of the project.
• All banker boxes shall be picked up at one time.
• 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 provide detailed outline procedures for:
o File receiving and handling; inventory, logging, check-in/check-out procedures, re -boxing and
return.
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 Environmental Health 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
• Documents will be scanned at 200 dpi.
• All documents, including maps and/or photos 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.
• All documents in a batch shall be scanned in original order and saved to one PDF file. Maps or other
large format documents may be scanned separately as needed and appended to the end of the same
PDF file.
• All PDFs shall be named per provided index file from the Weld County Project Manager.
• Pages that contain sticky notes, covering information on a page, shall be removed and scanned
separately following the original page.
• In the event that the source document is not clear and legible, or cannot be reproduced, Vendor will
document and provide summary to the Weld County Project Manager.
• Scanning process shall provide automatic detection for duplex scanning and blank pages. All blank
pages should be excluded from the process, including count and charge for scanned pages.
• All documents shall be returned to the original banker boxes and remain in the same batch order with
the cover page. Batches do not need clipped or banded and may be left loose.
Digital Files and Indexing
• Using the provided index file, Vendor will confirm batches correspond between the cover pages and
index file information, and if not, add information or remove discrepancies from index file if necessary.
Any inconsistencies must be reported to the Weld County Project Manager.
• Vendor shall confirm that each line item of the index file will have an associated digital PDF file named
per the index file.
• Digital content shall be provided via Weld County's Sharefile, or other secured method agreed on by
both parties.
• Weld County will upload the digital PDF files into AX using the updated index file from Vendor.
Pilot/Quality Control
• A mandatory pilot of 2 boxes shall be done to validate index file functionality and establish quality level
standards of the images.
• Weld County will identify samples to include in the pilot.
• Vendor will scan documents and generate index file. Files will be provided via Weld County's Sharefile.
• 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 or adjust 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.
• Pilot must be approved by Weld County prior to Vendor proceeding with further scanning.
• Weld County Project Manager will notify Vendor of pilot outcome.
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 Environmental Health will review batches for quality assurance after upload into AX.
• The Weld County Project Manager will notify Vendor of any issues and may request batch to be
reprocessed if necessary.
Project Closure
• At the end of the project, Vendor will securely return all boxes to Weld County, ensuring chain of
custody.
• Vendor will provide external hard drive of all final digital PDF files.
• 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 will be $9,095.00 based on the estimated quantities
provided by Reprographics Inc. during the bid process. Quantity, unit price and additional fees are listed in
the table below. Project estimated to take 6-10 weeks depending on official start time, County
responsiveness to pilot and progress of index verifications.
A purchase order will be issued with Reprographics Inc. upon final contract signatures. Reprographics Inc.
shall invoice for half of the total cost after scanning is complete and the remaining balance upon
completion of project deliverables and project closure pending data purge. Total invoices shall not exceed
$9,095.00 per this agreement unless there is an agreed upon Change Order completed.
All invoices must be electronically submitted to billina.it Ca7weld aov.com.
z+:
6 7 ne
Standard format:
144,000
$ 0.04
$5,760.00
Large format (maps):
504
$ 1.50
$ 756.00
Additional Fees:
• Document Transport (2 trips)
2
$ 160.00
$ 320.00
• External HD for Weld County
1
$ 99.00
$ 99.00
• Document handling (odd sizes and manual
placement)
72
$ 15.00
$1,080.00
• Digital Services (file names, file structure,
72
$ 15.00
$1,080.00
indexing, deskew, 3 -hole removal)
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Entity Name
REPROGRAPHICS INC
Contract Name*
Entity ID*
Sri 10042057
❑ New Entity?
Contract ID
REPROGRAPHICS HEE HISTORICAL DOCUMENT SCANNING 3461
Contract Status
CTS REVIEW
Contract Lead*
NWONDER
Contract Lead Email
nwonder@co.weldaco.us
Parent Contract ID
Requires Board Approval
YES
Department Project #
HEE-276
Contract Description*
CONTRACT IS TO BACK -SCAN ENVIRONMENTAL HEALTH HISTORICAL WASTE FACILITY FILES AS PART OF THE WELD
IMAGING SOLUTION AND STORE IN AX IMAGING SYSTEM TO ELIMINATE HARD COPY FILES
Contract Description 2
Contract Type
AGREEMENT
Amount *
$9,095.00
Renewable*
NO
Automatic Renewal
NO
Grant
IGA
Department
INFORMATION
TECHNOLOGY-GIS
Department Email
CM -
I nforrnaiionTecbruologyGlS@is w
eldgov. corn
Department Head Email
CM-InfomiatlonTechnologyGlS-
DeptHead@weldgov.com
County Attorney
GENERAL COUNTY
A I I ORNEY EMAIL
County Attorney Email
CM-
COUNTYA I I ORNEY@WELD
GOV.COM
Requested BOCC Agenda
Date*
03/1812020
Due Date
03/14/2020
Will a work session with BOCC be required?*
NO
Does Contract require Purchasing Dept. to be included?
NO
If this is a renewal enter previous. Contract ID
If this is part of a MSA enter MA Contract ID
Note; the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in
On Base
Effective Date
03123/2020
Termination Notice Period
Review Date*
10/01/2020
Committed Delivery Date
Renewal Date
Expiration Date*
12/31/2020
CURTIS METTLEN PRIMARY SERVICE@REPROFORTCOLLINS.COM 970-224-9999
Purchasing
Purchasing r
CONSENT
Approval Process
Department Head
RYAN ROSE
DH Approved Date
03/1212020
Final approval
BOCC Approved
BOCC Signed Date
BOCC Agenda Date
03/18/2020
Qrigi nator
NWONDER
Finance Approver
CONSENT
Purchasing Approved Date
03/12/2020
Legal Cou
CONSENT
n
Finance Approved Date Legal Counsel Approved Date
03/12/2020 03/12/2020
Tyler Ref #
AG 031820
MEMORANDUM
TO: Esther Gesick, Clerk to the Board December 16, 2019
FROM: Ryan Rose, Chief Information Officer
SUBJECT: B1900151, Environmental Health Historical Document Scanning
BOCC Approval Date: December 30, 2019
Bids were received and opened on December 10, 2019 for B1900151 Environmental
Health Historical Document Scanning (HEE-276). Five (5) bids were received ranging
from $9,095.00 to $20,631.60. Attached is the bid tabulation for your information.
The Information Technology staff reviewed all bids and presented the bid tabulation to
Ben Frissell from Environment Health and with his approval, we would like to select the
low bid. Reprographics, Inc. out of Fort Collins, CO proposed the lowest cost solution of
$9,095.00 and meet the requirements documented in the bid.
With the above information, I recommend the board award B1900151 Environmental
Health Historical Document Scanning bid to Reprographics, Inc. for a total amount of
$9,095.00
oa1? So3y
ZT 6001
DATE OF BID:
REQUEST FOR:
DEPARTMENT:
BID NO:
PROJECT NAME:
PRESENT DATE:
APPROVAL DATE:
WELD COUNTY Dept. of Information Technology
PO Box 758 / 1401 North 17th Avenue, Greeley CO 80632
E-mail: nwonder(c�weldoov.com
Phone: (970) 400-2562
Fax: (970) 304-6572
December 10, 2019
Environmental Health Historical Document Scanning
INFORMATION TECHNOLOGY / Environmental Health
#B1900151
HEE-276 Back -scanning Incidents & Waste Files
December 16, 2019
December 30, 2019
Vendor Name
Total Bid Amount
Address
Reprographics, Inc.
2600 Canton Ct. Ste E
Fort Collins, CO 80525
$ 9,095.00
Medical Management Specialists, Inc.,
DBA the MMS Companies
10228 Dransfeldt Road
Parker, CO 80134
$ 9,990.00
Mountain States Imaging, LLC
7050 South Yosemite Street
Centennial, CO 80112
$11,605.50
Rise Business Services
750 W Hampden Ave Ste L 100
Englewood, CO 80110
$11,901.80
RMMI — Digital Document Solutions
9164 Marshall Place
Westminster, CO 80031
$20,631.60
** Bids are being reviewed at this time by dept.**
2019-5084
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