HomeMy WebLinkAbout20170720.tiffBOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
RE: ScanSmart LLC Agreement and SOW
DEPARTMENT: Information Technology
PERSON REQUESTING: Ryan Rose
Brief description of the problem/issue:
DATE: 4/17/2017
Until January 2017, Canofile was used in the Clerk & Recorder's Office for recording various Motor Vehicle
documents such as security agreements, handicap applications, etc. Clerk & Recorder now uses the new
enterprise imaging system, Application Xtender; however, the old Canofile documents need to be converted.
Because Canofile is a proprietary system, the documents need to be converted to a non-proprietary format before
they can be uploaded and viewed in the County Imaging System. The Canofile conversion was put out for
competitive bid in February, and awarded to ScanSmart LLC on March 29, 2017. This project (MV -378) was
funded in the 2016 budget for $26,225 as part of the Enterprise Imaging Project; the money has been carried
forward to the 2017 budget.
What options exist for the Board? (Include consequences, impacts, costs, etc. of options)
To allow the Motor Vehicle department access to their Canofile documents, they need to be converted to a non-
proprietary format. The only other option is for the Board to use a different vendor for this conversion.
Recommendation:
Weld County IT recommends that the Board approve the attached Agreement and SOW allowing Weld County
to contract with ScanSmart LLC. ScanSmart will convert MotorV's Canofile documents into TIFFs for uploading
into the County Imaging System.
Sean P. Conway
Julie A. Cozad, Chair
Mike Freeman
Barbara Kirkmeyer
Steve Moreno, Pro -Tern
Di gas ,4-//
Approve
Recommendation
Schedule
Work Session
Other/Comments:
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SCANSMART, LLC CONTRACTOR AGREEMENT
This independent contractor agreement (the "Agreement") is made and entered into as of April 07, 2017
(the "Effective Date") between Weld County, Colorado - Board of County Commissioners (the
"Company"), and Scansmart, LLC (the "Contractor") located in Manchester, NH 03103
(collectively, the "Parties").
The Company requests the Contractor to perform services as described in the statement of work
provided.
The Parties therefore agree as follows:
I.0.Term and Termination.
1.1. This Agreement takes effect immediately as of the Effective Date, and remains in full force and
effect until the Contractor has completed the Services (the "Term"), unless earlier terminated under this
Section 1.
1.2. Either Party may terminate this Agreement for cause by providing the other Party written notice if
the other Party: (i) is in material breach of this Agreement and has failed to cure such breach within five
(5) days after its receipt of written notice of such breach provided by the non -breaching Party; (ii)
engages in any unlawful business practice related to that Party's performance under the Agreement; or
(iii) files a petition for bankruptcy, becomes insolvent, acknowledges its insolvency in any manner,
ceases to do business, makes an assignment for the benefit of its creditors, or has a receiver, trustee or
similar party appointed for its property.
1.3 The Company has the right to terminate this Agreement, with or without cause on thirty (30) days
written notice
2.0.Contractor Services.
2.1. During the Term, the Company may engage the Contractor to provide the following services as
needed (the "Services"), or other such services as mutually agreed upon in writing by the Parties (email
is acceptable):
2.2. The Contractor shall provide the necessary equipment to perform the Services. If the Contractor has
obtained employees or agents (the "Contractor Personnel"), the Contractor shall be solely responsible
for all costs associated with the Contractor Personnel.
2.3 As a result of providing the Services, the Contractor or Contractor Personnel may create certain
work product (the "Work Product").
2.4. The Contractor shall immediately notify the Company of any change(s) to the Contractor's schedule
that could adversely affect the scheduled delivery.
2.5. The work performed by the Contractor, as described in the provided Statement of Work, Exhibit A,
shall be completed at the following cost to the Company: $23,100.00. The Contractor shall issue
invoices to the Company's accounts payable department within 2 days of completing the Services, unless
otherwise instructed by the Company, and provide documentation as instructed by the Company's
PG I OF 4
O�/7- 9702o
accounts payable department. The Company shall remit payment to the Contractor within 30 days of
receiving the invoice from the Contractor.
2.6. The Company shall not be responsible for federal, state and local taxes derived from the
Contractor's net income or for the withholding and/or payment of any federal, state and local income and
other payroll taxes, workers' compensation, disability benefits or other legal requirements applicable to
the Contractor.
3.0.Independent Contractor Status.
3.1. The Parties intend that the Contractor and any Contractor Personnel be engaged as independent
contractors of Company. Nothing contained in this Agreement will be construed to create the
relationship of employer and employee, principal and agent, partnership or joint venture, or any other
fiduciary relationship.
3.2. The Contractor may not act as agent for, or on behalf of, the Company, or to represent the
Company, or bind the Company in any manner.
3.3. The Contractor will not be entitled to worker's compensation, retirement, insurance or other benefits
afforded to employees of the Company.
4.0. Representations. Both Parties represent that they are fully authorized and empowered to enter into
this Agreement, and that the performance of the obligations under this Agreement will not violate or
infringe upon the rights of any third -party, or violate any agreement between the Parties and any other
person, firm or organization or any law or governmental regulation.
5.0. Indemnification. The Contractor shall indemnify and hold harmless the Company, its affiliates, and
its respective officers, directors, agents and employees from any and all claims, demands, losses, causes
of action, damage, lawsuits, judgments, including attorneys' fees and costs, arising out of, or relating to,
the Contractor's services under this Agreement.
6.0. Confidential Information.
6.1 Each Party (on its behalf and on behalf of its subcontractors, employees or representatives, or
agents of any kind) agrees to hold and treat all confidential information of the other Party, including, but
not limited to, trade secrets, sales figures, employee and customer information and any other information
that the receiving Party reasonably should know is confidential ("Confidential Information") as
confidential and protect the Confidential Information with the same degree of care as each Party uses to
protect its own Confidential Information of like nature.
6.2 Confidential Information does not include any information that (i) at the time of the
disclosure or thereafter is lawfully obtained from publically available sources generally known by the
public (other than as a result of a disclosure by the receiving Party or its representatives); (ii) is available
to the receiving Party on a non -confidential basis from a source that is not and was not bound by a
confidentiality agreement with respect to the Confidential Information; or (iii) has been independently
acquired or developed by the receiving Party without violating its obligations under this Agreement or
under any federal or state law. The Contractor is advised that as a public entity, Weld County must
comply with the provisions of C.R.S. 24-72-201, et seq.
PG 2 OF 4
7.0. Liability. EXCEPT WITH RESPECT TO THE PARTIES' INDEMNIFICATION OBLIGATIONS,
NEITHER PARTY SHALL BE LIABLE TO THE OTHER FOR ANY SPECIAL, INDIRECT,
INCIDENTAL, PUNITIVE, OR CONSEQUENTIAL DAMAGES ARISING FROM OR RELATED
TO THIS AGREEMENT, INCLUDING BODILY INJURY, DEATH, LOSS OF REVENUE, OR
PROFITS OR OTHER BENEFITS, AND CLAIMS BY ANY THIRD PARTY, EVEN IF THE
PARTIES HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THE
FOREGOING LIMITATION APPLIES TO ALL CAUSES OF ACTION IN THE AGGREGATE,
INCLUDING WITHOOUT LIMITATION TO BREACH OF CONTRACT, BREACH OF
WARRANTY, NEGLIGENCE, STRICT LIABILITY, AND OTHER TORTS.
8.0. Disclaimer of Warranty. THE WARRANTIES CONTAINED HEREIN ARE THE ONLY
WARRANTIES MADE BY THE PARTIES HEREUNDER. EACH PARTY MAKES NO OTHER
WARRANTY, WHETHER EXPRESS OR IMPLIED, AND EXPRESSLY EXCLUDES AND
DISCLAIMS ALL OTHER WARRANTIES AND REPRESENTATIONS OF ANY KIND,
INCLUDING ANY WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR
PURPOSE, TITLE, AND NON -INFRINGEMENT. THE COMPANY DOES NOT PROVIDE ANY
WARRANTY THAT OPERATION OF ANY SERVICES HEREUNDER WILL BE
UNINTERRUPTED OR ERROR -FREE.
9.0 Miscellaneous Provisions.
9.1. This Agreement, and any accompanying appendices, duplicates, or copies, constitutes the
entire agreement between the Parties with respect to the subject matter of this Agreement, and
supersedes all prior negotiations, agreements, representations, and understandings of any kind, whether
written or oral, between the Parties, preceding the date of this Agreement.
9.2. This Agreement may be amended only by written agreement duly executed by an authorized
representative of each party (email is acceptable).
9.3. If any provision or provisions of this Agreement shall be held unenforceable for any reason,
then such provision shall be modified to reflect the parties' intention. All remaining provisions of this
Agreement shall remain in full force and effect for the duration of this Agreement.
9.4. This Agreement shall not be assigned by either party without the express consent of the
other party.
9.5. A failure or delay in exercising any right, power or privilege in respect of this Agreement
will not be presumed to operate as a waiver, and a single or partial exercise of any right, power or
privilege will not be presumed to preclude any subsequent or further exercise, of that right, power or
privilege or the exercise of any other right, power or privilege.
9.6 Contractor shall strictly comply with all applicable federal and State laws, rules and
regulations in effect or hereafter established.
9.7 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.
PG 3 OF 4
9.8 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.
CONTRACTOR: Scansmart, LLC
p-lati ia4
By:
Name: Celeste L Dakoulas
Title:
President
COMPANY: Weld County Government
ATTEST: C/'(1
BY:
BOARD OF COUNTY COMMISSIONERS
d e1C to the Board I WELD C,QUNTY,CCOL pRADO
PG 4 OF 4
APR 2 4 2017
BSTANCE:
ed Official or Department Head
X0/7- D 124
Date
Client
Job Name
Customer Contact
ScanSmart Contact
Exhibit A: Statement of Work
April 07, 2017
Information Technology Department Weld County, Colorado
Canofile Conversion to AppXtender
Carol Gessner
Celeste Dakoulas
Summary
Convert contents of encrypted hard drive of approximately 211 GB to multi -page TIFF along with associated index
files. Assist with import of converted documents into the Weld County's AppXtender.
Project Scope
Extract and convert 16 Canofile Libraries containing multiple Cabinets to TIFF format and import into AppXtender.
Weld County will send Canofile files on an encrypted hard drive to ScanSmart with signature required upon delivery
to ensure chain of custody.
ScanSmart will generate a detailed inventory (in Excel format) of all libraries/cabinets in Canofile to include the
following information:
- Number of documents in each cabinet
- Total number of pages per document
- Total number of pages per cabinet
- Total size per cabinet
- Total size per library
ScanSmart will extract all images as multi -page Tiff images and all index data from the proprietary Canofiles
database into an ApplicationXtender 8.x compliant CSV import file per Weld County specifications. This will
include the mapping of index fields from Canofile to ApplicationXtender applications requirements. In some cases,
there will be a concatenation of two Canofile index fields to the AX index field (example, concatenated Canofile Last
Name and First Name index fields into the AX Owner index field).
A quality check will be performed to ensure all documents are extracted/converted completely and correctly by
matching actual final counts to the associated original Canofile counts. Any discrepancy between the counts supplied
in this SOW and the converted file count will be investigated and resolved by ScanSmart, and will be recorded in
Excel format.
Weld County will set up a ShareFile with ScanSmart. ScanSmart will upload small batches (to be defined by the
implementation team) of the converted documents into the ShareFile. The batch number will be added into the index
file for the converted documents. ScanSmart will assist Weld County with the upload of all converted documents
into Weld County's AppXtender. At the end of the project, ScanSmart will send an encrypted hard drive of all
converted documents and associated index files, along with the Weld County provided original encrypted hard drive.
The hard drives must be sent with signature required on delivery to ensure chain of custody of the hard drives.
PAGE 1 OF 6
ScanSmart will retain a backup copy of the original Canofile data as well as the converted data on an encrypted hard
drive for 60 days and will then permanently delete the data upon a signed approval from Weld County.
Canofile libraries and cabinets to be converted are as follows:
CANOFILE Library
Cabinets in
Count of
Libraries
Documents
Collectors Affidavit
2013
95
2014
226
2015
263
2016
372
2017
24
Colorado Residency
Colo Res Est
9,419
Colo Res Est (2)
22,591
2015
3,396
2016
3,494
2017
226
Non -Commercial RTK
2016
1
2017
1
Non -Commercial Late
Fees
2009
18
2010
27
2011
13
2012
7
2013
16
2014
11
2015
4
2016
9
2017
0
D/V License Plate Application
2015
31
2016
116
2017
7
Low Military Plates
2014
3
2015
20
2016
340
2017
26
Military (Late
Fees)
2009
10
2010
1
2011
5
2012
2
PAGE 2 OF 6
2013
0
2014
0
2015
0
2016
1
2017
0
Military Exemption Ownership
2010
59
2011
73
2012
47
2013
76
2014
32
2015
49
2016
53
2017
2
Farm Affidavits
2008
531
2009
543
2010
575
2011
771
2012
728
2013
1,015
2014
752
2015
76
2016
691
2017
42
Medical Hardship
General
18
2016
2
2017
0
Non -Use AFF
2016
112
2017
7
SMM-OFH/Worksheet
2005
2
2006
8
2007
537
2008
461
2009
426
2010
413
2011
1,460
2012
1,991
2013
1,253
2014
2,181
2015
1,353
2016
154
2017
23
PAGE 3 OF 6
Security Agreements
2000
11,349
2001
26,028
2002
25,028
2003
27,630
2004
26,431
2005
27,476
2006
25,625
2007
27,525
2008
26,344
2009
19,249
2010
20,257
2011
23,780
2012
27,338
2013
41,916
2014
33,384
2015
34,800
2016
34,471
2017
2,807
SA Not on Disc
1
Handicap
Handicap
40,827
(*Type = Application or Renewal)
Handicap (2)
15,779
2015
5,477
2016
5,825
2017
382
DoNotUse
262
Lost Stolen Affidavits
2008
1,110
2009
1,153
2010
1,179
2011
889
2012
686
2013
989
2014
738
2015
714
2016
721
2017
63
Title Cards After 2000
2000
55,443
2001
87,488
2002
74,387
2003
81,653
2004
83,322
2005
84,419
PAGE 4 OF 6
2006
79,624
2007
83,671
2008
83,553
2009
74,527
2010
80,824
2011
81,990
2012
32,970
2013
0
GRAND TOTAL of Documents to
be Converted
1,579,395
Schedule
Conversion of data was scheduled to be completed in less than 8 weeks; by request, this project will be scheduled and
expedited at no extra charge with the priority in phases given to us. Weekly updates will be sent via email on Monday
of each week.
Priorities for Conversion are:
1. Lost/Stolen Affidavits library — total number of tiles contained here is approximately 8200. We will run this
library through the entire process, including the upload assist into AppXtender, to verify the
extraction/conversion/upload process all goes smoothly. Adjustments will be made to the process depending
on the results.
2. Handicap library
3. Security Agreements library, file cabinets 2011-2017.
4. Security Agreement library, remainder of cabinets 2000-2010.
5. Remainder of Canofile libraries.
Weld County will validate delivered files as follows:
a. Upon upload into AppXtender, validate counts of files received.
b. The MotorV department will validate files comparing against indexes currently in Canofile with
uploaded converted documents, and then validating content of documents with indexes. Weld County expects
to validate between 2-5% of all converted documents. Validation will begin as soon as the first converted files
are uploaded into AppXtender.
Pricing
Total cost of services as described above will be $23,100.00.
PAGE 5 OF 6
Description
Price
Quantity
Total
Services:
Extract & convert Canofile data from External hard drive
(quantity in GB)
211
included
File Format: multi -page .TIFF
included
Provided complete index list in .CSV format
included
Upload into Weld County's AppXtender
included
CIA for conversion/upload
included
Shipping and Handling (Estimate)
included
Other: (Please specify)
Other: (Please specify)
Total
Cost:
$ 23, 100.00
Delivery for all data completed by (estimated # of weeks):
Six to eight
weeks
Payment terms:
A P.O. will be issued with ScanSmart upon final signatures on the contract.
ScanSmart will invoice Weld County for 50% of total cost ($11,550) after the top 3 priority libraries/cabinets have
been delivered to Weld County (Lost/Stolen Affidavits, Handicap, Security Agreement cabinets 2011-2017).
ScanSmart will invoice Weld County for 25% of total cost ($5775) after delivery of all libraries.
ScanSmart will invoice Weld County for remaining 25% ($5775) after Weld County has completed validation of all
libraries and received encrypted hard drives of the original content and the converted content.
Overall billing will not exceed the fixed price of $23,100.
All invoices must be electronically submitted to billing.it@weldgov.com, with a copy to Carol Gessner at
cgessner@weldgov.com.
PAGE 6 OF 6
MEMORANDUM
TO: Esther Gesick, Clerk to the Board March 27, 2017
FROM: Ryan Rose, Chief Information Officer
SUBJECT: B1700064, Canofile Conversion to AppXtender
BOCC Approval Date: March 29, 2017
Bids were received and opened on February 28, 2017 for B1700064 Canofile
Conversion to AppXtender (MV -378). Three (3) bids were received ranging from
$17,563.00 to $52,750.00. Attached is the bid tabulation for your information.
The Information Technology staff reviewed all bids responses, which included pricing
and experience levels. The two lowest cost vendors were DocuTeck, Incorporated at
$17,563.00 and Scansmart, LLC at $23,100.00. Scansmart, LLC emerged as the
vendor with the most experience with Canofile conversions, having completed
approximately 22 conversions per year, with their last conversion in February 2017.
DocuTek, Incorporated has completed approximately 20 conversions in total, with their
last conversion in June 2008.
With the above information, I recommend the Board award the Canofile Conversion to
AppXtender to Scansmart, LLC for a total of $23,100.00.
DATE OF BID:
REQUEST FOR:
DEPARTMENT:
BID NO:
PRESENT DATE:
APPROVAL DATE:
WELD COUNTY Dept. of Information Technology
1401 North 17th Avenue, Greeley CO 80631
E-mail: cgessner(a�co.weld.co.us
Phone: (970) 304-6570, Ext. 2532
Fax: (970) 304-6572
February 28, 2017
Canofile Conversion to AppXtender
INFORMATION TECHNOLOGY
#B1700064
March 13, 2017
March 27, 2017 Want 0297 020!.7
Vendor Name
Total Bid Amount
Address
DocuTek, Incorporated
5805 West 6th Ave., Unit 1-B
Lakewood, CO 80214
$17,563.00
Scansmart, LLC
66 Valentine Drive
Manchester, NH 03103
$23,100.00
Business Imaging Systems (BIS),
13900 N Harvey Ave
Edmond, OK 73013
Inc.
$52,750.00
** Bids are being reviewed at this time by dept.**
2017-0720
1--T0O04.
DATE OF BID:
REQUEST FOR:
DEPARTMENT:
BID NO:
PRESENT DATE:
APPROVAL DATE:
WELD COUNTY Dept. of Information Technology
1401 North 17th Avenue, Greeley CO 80631
E-mail: cgessneranco.weld.co.us
Phone: (970) 304-6570, Ext. 2532
Fax: (970) 304-6572
February 28, 2017
Canofile Conversion to AppXtender
INFORMATION TECHNOLOGY
#B1700064
March 13, 2017
March 27, 2017
Vendor Name
Total Bid Amount
Address
DocuTek, Incorporated
5805 West 6th Ave., Unit 1-B
Lakewood, CO 80214
$17,563.00
Scansmart, LLC
66 Valentine Drive
Manchester, NH 03103
$23,100.00
Business Imaging Systems (BIS), Inc.
13900 N Harvey Ave
Edmond, OK 73013
$52,750.00
** Bids are being reviewed at this time by dept.**
2017-0720
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