HomeMy WebLinkAboutWAVE IMAGING CORPORATION - 1999-03-01r
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Council/Agency Meeting Held: -
Def red/Continued to:
Approved ❑ Conditionally Approved ❑ Denied
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bEP07yi Clerk's Signature
Council Meeting Date:
Department ID Number: FD 99-001
CITY OF HUNTINGTON BEACH
REQUEST FOR COUNCIL ACTION
SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS
SUBMITTED BY: RAY SILVER, City AdministratorZ?/
PREPARED BY: MICHAEL P. DOLDER, Fire Chief
SUBJECT: APPROVE CONTRACT WITH WAVE IMAGING CORPORATION FOR
PURCHASE AND IMPLEMENTATION OF THE CITY'S PHASE I
ELECTRONIC DOCUMENT IMAGING, RETRIEVAL, AND RECORDS
MANAGEMENT SYSTEM
Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s)
Statement of Issue: City staff has completed the vendor selection and contract negotiation
process with Wave Imaging Corporation for the City-wide Electronic Document Imaging,
Retrieval, and Records Management System project. Should the contract be approved as
submitted?
Funding Source: Funding sources for Phase I of the Electronic Document Imaging,
Retrieval, and Records Management System includes budgeted Capital Project General
Funds and a Police Grant. A Fiscal Impact Statement for the grant funding is found in
Attachment 1. The funding details are as follows:
Description
Account Number
Amount
Optical Disk System
CP-AS-143-662
$167,120
Computer System Update
CP-AS-300-662
$ 83,917
Police Grant
FD-PD-320-663
$227,705
TOTAL
$478,742
Recommended Action: MOTION TO:
Approve and authorize the Mayor and City Clerk to execute the contract between the City of
Huntington Beach and Wave Imaging Corporation for the installation and implementation of
hardware, software, and services for the City's Phase I Electronic Document Imaging,
Retrieval, and Records Management System project, with the Settlement Committee
recommendation to waive the professional liability insurance requirement.
REQUEST FOR COUNCIL ACTION
MEETING DATE:
DEPARTMENT ID NUMBER: FD 99-001
Alternative Action(s): Deny approval as submitted and re -negotiate.
Analysis: The Electronic Document Imaging, Retrieval, and Records Management System
(EDIRRMS) offers numerous productivity and cost saving benefits to the City. The more
important benefits of the new optical imaging system are: 1) Reduction and/or elimination of
paper use, handling, and storage; 2) Rapid document search with multiple access
capabilities to the the same document; 3) Increased longevity (quality) of the original
document; 4) Automated document archiving and retention management, security and
version control; and 5) Increase of the City's return -on -investment for the existing network
infrastructure.
EDIRRMS was initially funded in FY 1995-96 for $200,000 as a pilot project in the City Clerk,
Police, and Fire departments, but this funding was reappropriated to fund the more critical
networking platform conversion. EDIRRMS was not funded for FY 1996-97 due to poor
economic fiscal conditions. However, in FY 1997-98, EDIRRMS was again funded for
$200,000 and was carried over to FY 1998-99 by budget amendment in September 1998.
Subsequently, the City received a federal grant for the express purpose of implementing a
similar document management system in the Police Department.
Staffs efforts during the last nine months, which included a 21-member imaging committee,
involved creating and issuing a Request for Proposal (RFP) to 31 vendors. Three bids were
received and subsequently were evaluated by a core imaging committee consisting of
representatives from Administration, Fire, Information Systems, Police, and Purchasing. The
core imaging committee conducted six customer site visits, analyzed numerous technical
issues, selected the recommended vendor, Wave Imaging Corporation (WIC), and completed
contract negotiations with WIC (Attachment 2). Attachment 3 provides additional details on
the project history and selection process.
The City is currently in a position to take advantage of the following benefits, which were not
available in previous fiscal years. These benefits are: 1) In 1995, a project similar to the
scope of this EDIRRMS project was four -to -five times more expensive and was only available
on propriety hardware and software; 2) The proposed EDIRRMS operates on the City's
existing network infrastructure and uses the City's existing e-mail system as the method of
routing transactions; 3) The proposed EDIRRMS uses an "open" hardware and software
architecture, which means the City is not tied to a single vendor; and 4) Working together
with the Police Department through their document imaging grant allows an economy -of -
scale benefit through the purchase and use of the same hardware/software.
On February 16, 1999, the Settlement Committee approved a recommendation to waive the
professional liability insurance requirement because there is minimal risk to the City
associated with this project. W1C has provided the required Certificate of Insurance
(Attachment 4). Staff recommends the City Council approve the Contract and authorize the
Mayor and City Clerk to sign.
RCA wave imaging contract.doc -2- 02/22/99 1:46 PM
REQUEST FOR COUNCIL ACTION
MEETING DATE: DEPARTMENT ID NUMBER: FD 99-001
Analysis: (continued)
The Phase I component of the EDIRRMS contract with WIC, costing $478,742, will provide
optical imaging technology in the City Attorney, City Clerk, City Treasurer, Fire, Police, and
Public Works departments. Implementation of Phase 11 of the EDIRRMS in the remaining
City departments will be included in a future funding request, which will be submitted as part
of the Business System software implementation project.
Environmental Status: None.
Attachment(s):
1. Fiscal Impact Statement # 98-15
2. Contract Between the City of Huntington Beach and Wave Imaging
Corporation (WIC)
3. Imaging RFP Process Report dated January 19, 1999
4. Application for Waiver of Professional Liability Insurance Requirements
Recommended for Approval by the Settlement Committee and
Certificate of Insurance Approved as to Form by the City Attorney's
office
RCA Author: Dolder/Bramlett
s:Ipmt\1999 RCAIRCA wave Imaging contract
RCA wave imaging contract.doc -3- 02/22/99 1:46 PM
ATTACHMENT 1
CITY OF HUNTINGTON BEACH
INTERDEPARTMENTAL COMMUNICA TION
To: Ray Silver, City Administrator
From: John Reekstin, Director of Administrative Services
Subject: FIS 98-15 Approval of Contract with Wave Imaging
Corporation for Purchase and Implementation of the City's Electronic
Document Imaging, Retrieval, and Records Management System
(EDIRRMS)
Date: February 11, 1999
As required by Resolution 4832, a Fiscal Impact Statement has been
prepared for "Approval of Contract with Wave Imaging Corporation
for Purchase and Implementation of the City's Electronic Document
Imaging, Retrieval, and Records Management System (EDIRRMS)".
If the City Council approves this action, (total appropriation $227,705
in Police Grant Funds) there will be no effect on any of these fund
balances because these are entirely reimbursed upon approved
expenditures.
John Reekstin,
Director of Administrative Services
ATTACHMENT 2
CITY OF HUNTINGTON BEACH
2000 MAIN STREET CALIFORNIA 92648
OFFICE OF THE CITY CLERK
CONNIE BROCKWAY
CITY CLERK
LETTER OF TRANSMITTAL OF ITEM APPROVED BY THE CITY COUNCIL/
REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH
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See Attached Action Agenda Item F Date of Approval
Enclosed For Your Records Is An Executed Copy Of The Above Referenced Agenda Item.
Remarks:
Connie Brockway
City Clerk
Attachments: Action Agenda Page Agreement ✓ Bonds Insurance
RCA Deed Other
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Na Department �RCA Agreement Insurance Other ✓
Name Department RCA Agreement Insurance Other
Name Department RCA Agreement Insurance Other
Na Pe Department RCA Agreemen[ Insurance Other
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Risk klanagement Dept. Insurance
Received by Name - Company Name - Date
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(Telephone: 714.536.5227 )
(9) 03/01/99 - Council/Agency Agenda - Page 9
F. Administrative Items
F-1. (City Council) Approve Holly-Seacliff Affordable Housing Plan Amendment No. 1 (430.50)
Communication from the Planning Director transmitting for Council consideration a
request by PLC Land Company to amend the Holly-Seacliff Affordable Housing Plan to
allow rental units at the Median income level to meet affordable housing goals. The
Affordable Housing Plan currently allows for Moderate income level (120 percent of
County Median income) for -sale units only. No change is proposed to the for -sale
provisions. The Planning Commission denied the request and is recommending denial
(Recommended Action -A) because the cost of rental units at Median income limits are
comparable to market rents and would not be "affordable." Staff is recommending
approval with modifications to limit the rents to Low and Very low income levels
(Recommended Action-B) because the allowance of affordable rental units is consistent
with City goals and policies.
Recommended Action: Motion to:
A. Planning Commission Recommendation: Motion to:
Deny Holly-Seacliff Affordable Housing Plan Amendment No. 1. Or
[Approved 5-2 (Julien, Garofalo NO)]
B. Staff Recommendation: Motion to:
Approve Holly-Seacliff Affordable Housing Plan Amendment No. 1 with
modifications (Attachment No. 1) to the Reauest for Council Action dated
March 1, 1999.
[Approved 7-0]
F-2. (City Council) Aonrove Contract With Wave Imaging Corporation For Purchase
And Implementation Of the Cit 's Phase I Electronic Document Imaging, Retrieval
And Records Management_ System & Approve_ Waiver Of Professional
Liabilitylinsurance Requirements (600.10)
Communication from the Fire Chief informing Council that the city staff has completed
the vendor selection, and contract negotiation process with Wave Imaging Corporation
for the City-wide Electronic Document Imaging, Retrieval, and Records Management
Systems project and transmitting a Professional Services Contract Between The City
And Wave Imaging Corporation For Electronic Document Imaging Retrieval And
Records Management System.
Recommended Action: Motion to:
Approve and authorize the Mayor and City Clerk to execute the Professional Services
contract between the City of Huntington Beach and Wave Imaging Corporation for
installation and implementation of hardware, software, and services for the City's
Phase I Electronic Document Imaging, Retrieval, and Records Management System
project, with the Settlement Committee recommendation to waive the professional
liability insurance requirement.
[Approved 7-0]
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PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
WAVE IMAGING CORPORATION
FOR
ELECTRONIC DOCUMENT IMAGING RETRIEVAL
AND RECORDS MANAGEMENT SYSTEM
Table of Contents
WorkStatement.......................................................................................................I
CityResponsibilities................................................................................................6
Time of Performance...............................................................................................6
Compensation..........................................................................................................7
ExtraWork...............................................................................................................7
Meetings and Inspections.........................................................................................8
Methodof Payment..................................................................................................9
Final Acceptance of Contractor's Work...................................................................I
I
Year 2000 Compliance........................................................
.................13
Disposition of Plans, Estimates and Other Documents
............................................13
HoldHarmless..................................................................................................14
Workers' Compensation Insurance..........................................................................14
General Liability Insurance......................................................................................15
Professional Liability Insurance..............................................................................15
Certificates of Insurance..........................................................................................16
Independent Contractor............................................................................................17
Termination of Agreement.......................................................................................17
Assignment and Subcontracting..............................................................................18
Copyrights/Patents...................................................................................................18
City Employees and Officials...................................................................................18
Notices.....................................................................................................................18
Immigration and Employment Laws.......................................................19
Conduct of Contractor and Legal Issues..................................................................19
Legal Services Subcontracting Prohibited.................................................20
Attorney's Fees...............................................................................20
Further Assurances..........................................................................20
GoverningLaw...............................................................................20
Severability...................................................................................21
Waiver of Breach..........................................................................21
Entirety........................................................................................21
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PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTIrirGTON BEACH AND
WAVE IMAGING CORPORATION
FOR
ELECTRONIC DOCUMENT IMAGING RETRIEVAL
AND RECORDS MANAGEMENT SYSTEM
THIS AGREEMENT is made and entered into this :5 ' day of MLtk.Ll #
1999, by and between the City of Huntington Beach, a municipal corporation of the State of
California, hereinafter referred to as "CITY," and Wave Imaging Corporation, a California
corporation, hereinafter referred to as "CONTRACTOR."
WHEREAS, CITY desires to engage the services of a contractor to provide an imaging
retrieval and records management system; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of the
Huntington Beach Municipal Code, Chapter 3.03 relating to procurement of professional service
contracts have been complied with; and
CITY has selected CONTRACTOR to perform said services,
NOW, THEREFORE, it is agreed by CITY and CONTRACTOR as follows:
1. WORK STATEMENT
(a) Successful completion of CONTRACTOR's responsibilities under this
AGREEMENT with CITY for the installation, configuration, implementation and training of
CITY personnel regarding the Electronic Document Imaging, Retrieval and Records
Management System ("EDIRRMS") involves the following:
(1) System's hardware and software installation, configuration and
implementation of:
(i) document imaging (scanning and indexing, input);
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(ii) document retrieval capabilities; and
(iii) records management (data -base handling, restart/recovery,
archiving and retention handling);
(2) Detailed system's technical and user documentation;
(3) On -site, hands-on technical and end -user training;
(4) On -going (operational) hardware and software system support; and
(5) Conversion of the City Clerk's existing automated indexing system.
The City Clerk's duties are very document intensive and have a
high retrieval demand. A PC -based indexing system using MS -
Access is currently used. It is an indexing -only system (no digital
documents captured) and considered a mission -critical application.
CONTRACTOR will convert this existing system and incorporate
the indexing elements to be used with the same functionality
within the EDTRRMS System.
A description and list of prices for each product and service provided by
CONTRACTOR are set forth in Exhibit "A," which is incorporated into this AGREEMENT by
this reference. In carrying out its responsibilities under this AGREEMENT, CONTRACTOR
shall do the following:
(b) System Shipment and Deliverx
CONTRACTOR shall exercise close control over the packaging and
shipment of the system. CONTRACTOR shall provide adequate packaging material (i.e., sturdy
crates and sufficient insulation to protect the equipment during shipment. if CONTRACTOR
employs a common carrier, it must be one that has been recognized by the industry for particular
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success in accident/damage-free delivery of computer equipment and other electronic products.
CONTRACTOR and/or shipper shall assume full responsibility for all lost or damaged
equipment resulting from handling and shipping.
(c) Site Preparation/Installation Securitx
CONTRACTOR shall provide complete physical installation of all of the
hardware and equipment specified in Exhibit "A." All installation should be performed with a
minimum of disruption to the normal work -activities of the respective CITY departments.
(d) CONTRACTOR's Responsibility. f�ystem Components Prior to
Acceptance
CONTRACTOR will be held responsible for all delivered items and will
provide at its own expense, all maintenance, alteration, or modification which may be required
on the delivered items prior to CITY's final acceptance of the system. Provided, however,
CONTRACTOR will not be held responsible for any delivered items that have been altered in
any way, mishandled or are not operated according to manufacturer's specification by CITY
prior to final acceptance.
(e) System Documentation
(1) General Requirements
Within sixty (60) days after receipt of the purchase order,
CONTRACTOR will furnish along with the delivery of all
hardware and software, the documentation described below, plus
any other pertinent instructions and information. CITY's receipt of
all required documentation will be a prerequisite for formal system
acceptance.
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(2) Hardware Documentation
CONTRACTOR shall provide CITY with detailed system
hardware documentation for the EDIRRM System and all
interfaces. This documentation shall include, at a minimum, the
following information:
(i) Components Documentation: Complete documentation for
all hardware components and CONTRACTOR -supplied
hardware interfaces, including parts lists, schematic
diagrams, and theory and practice of operation.
(ii) Diagnostic Procedures: Manufacturer -supplied diagnostic
procedures and programs for testing the processor and
peripherals. CONTRACTOR's response shall clearly
document all user -run diagnostic capabilities.
(iii) Troubleshooting Guides: Procedural guides for
troubleshooting each hardware component.
(iv) List of Recommended Spare Parts: Recommended list of
Spare parts to be stocked on -site to facilitate routine or
minor maintenance activities by CITY's personnel.
(v) Original Equipment Manufacturer Documentation: In
those situations where CONTRACTOR (or a subsidiary)
does not manufacture an item of equipment, the original
manufacturer's complete product documentation shall be
provided.
(vi) Component Descriptions: Any documentation that
describes an item within the system to the electronic
component level shall utilize industry standard reference
numbers, or CONTRACTOR shall provide a cross-
reference list of their part numbers to the industry standard
reference numbers. For those components without industry
standard designation, CONTRACTOR shall provide the
original manufacturer's part number and name.
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(3) Software Documentation
CONTRACTOR shall provide CITY with system software
documentation for all software to be delivered with the system.
On-line, context -sensitive "help" documentation provided by the
manufacturer. The documentation shall cover all facets of
operation, application, and functional descriptions. Software
documentation shall include, at a minimum, the following:
(i) Command Messages: Complete list of command
instructions and error messages, with explanation of each
item as supplied by the software manufacturers, along with
complete OEM software documentation and user manuals;
(ii) System start-up procedures;
(iii) Error messages;
(iv) Start/recovery;
(v) Ad hoc reporting, macros/data inquiry; and
(vi) Screen formatting.
(4) System Modules Integration Documentation
CONTRACTOR shall provide CITY with the following documentation:
(i) Technical narrative of how systems modules integrate
including graphics;
(ii) Complete user manuals necessary for systems
administration and operations; and
(iii) Detailed documentation, in electronic forms, of all updates
and revisions to the above.
These services shall sometimes hereinafter be referred to as the "PROJECT."
CONTRACTOR hereby designates Al Arocho who shall represent it and be its sole contact and
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agent in all consultations with CITY during the performance of this AGREEMENT. CITY
hereby designates .Terry Bramlett as its technical representative with whom CONTRACTOR
shall communicate during its performance of this AGREEMENT. CONTRACTOR's
representative shall be responsible for overseeing all obligations of CONTRACTOR -under. this .
AGREEMENT and will be directly responsible for responding to CITY's technical
representative at all times during the term of this AGREEMENT.
(f) Training
CONTRACTOR shall provide CITY with on -site and hands-on training
for CITY technical support staff and end users as more fully set forth in Exhibit "C" referenced
below.
(g) On -going (Operational) Hardware and Software System Support
CONTRACTOR shall provide CITY with annual maintenance support for
both the hardware and software as more fully set forth in Exhibit "A."
2. CITY RESPONSIBILITIES
CITY shall be responsible for the following tasks:
(a) Access to Facilities. CITY shall provide CONTRACTOR with access to
City of Huntington Beach facilities Monday -Friday, between the hours of 8:00 a.m. and 5:00
p.m. and after typical working hours by appointment upon reasonable notice to CITY.
(b) System Acceptance. CITY will, in all cases, determine the quality,
acceptability and fitness of all hardware, software and services including the physical
compliance of the EDIRRM System, quality of work of CONTRACTOR and overall
performance of the EDIRRlbi System.
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3. TIME OF PERFORMANCE
Time is of the essence of this AGREEMENT. The services of CONTRACTOR
are to commence as soon as practicable after the execution of this AGREEMENT.
CONTRACTOR shall -complete the installation- and implementation of all hardware -and software
and training of the EDIRRM System on or before sixty (60) days after•the effective date of the
AGREEMENT, with the exception of any delays caused by CITY. These times may be
extended with the written permission of CITY. CITY may request additional services from
CONTRACTOR in which completion dates extend beyond the sixty (60) day period. This
schedule may be amended to benefit the PROJECT if mutually agreed by CITY and
CONTRACTOR.
4. COMPENSATION
In consideration of the performance of the services described herein, CITY agrees
to pay CONTRACTOR as set forth below. The total fee for the EDIRRM System and all of
CONTRACTOR's services to be performed under this AGREEMENT, including all costs and
expenses, shall not exceed four hundred thirty-five thousand two hundred forty-one dollars
($435,241) and shall be paid to CONTRACTOR as set forth in Section 7 below.
5. EXTRA WORK
(a) In the event CITY requires additional services not included in this
AGREEMENT, or changes in the scope of services described in this AGREEMENT,
CONTRACTOR will undertake such work only after receiving written authorization from CITY.
Additional compensation for such extra work shall be allowed only if the prior written approval
of CITY is obtained.
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(b) CITY may need to subsequently add additional hardware and software
"use" licenses. CONTRACTOR agrees that the cost of such "use" licenses will remain the same
as the prices set forth in Exhibit "A," unless there is an official price change by the manufacturer.
(c) CONTRACTOR gives CITY an option to purchase any necessary
hardware and software and to obtain CONTRACTOR's services for the remaining departments
in CITY at the same price as set forth in Exhibit "A" for a period of one (1) year from the
effective date of the AGREEMENT.
(d) CONTRACTOR can provide optional on -site service after the expiration
of the warranty period (see Section 8(e) below) at the rate of one hundred twenty-five dollars
($125.00) per hour with a one (1) hour minimum for each call. Standard services shall be
provided during normal working hours from 8:00 a.m. to 5:00 p.m., excluding holidays, within
four (4) hours of an initial call from CITY. After hours and weekend support can be provided by
prior arrangement for a premium charge of two hundred dollars ($200.00) per hour with a four
(4) hour minimum for each call.
(e) Upon the request of CITY, CONTRACTOR shall provide optional
conversion services via the State of California Master Services Contract below for document
conversion services to incorporate other departmental records onto the EDIRRM System. State
of California Master Services Contract No: 5-98-70-01 through 5-98-70-11, and 5-98-70-62
through 5-98-70-66 is incorporated into this AGREEMENT by this reference and attached hereto
as Exhibit "B."
6. MEETING AND INSPECTIONS
CITY's technical representative and other CITY personnel, as appropriate, will
meet monthly with CONTRACTOR's representative(s) to review the status of
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CONTRACTOR's performance of the services. At these meetings CITY's technical
representative may apprise CONTRACTOR of how CITY views CONTRACTOR's
performance and CONTRACTOR will apprise CITY of problems, if any, being experienced in
connection with CONTRACTOR's performance of the services.
All performance (which includes services, materials, supplies and equipment
furnished or utilized in the performance of this AGREEMENT, and workmanship in the
performance of services) shall be subject to inspection by CITY at all times during the term of
the AGREEMENT. CONTRACTOR shall provide adequate cooperation to any inspector
assigned by CITY to permit the inspector to determine CONTRACTOR's conformity with the
service requirements herein and the adequacy of the services being contractually provided. All
inspection by CITY shall be made in such a manner as not to unduly interfere -with the
performance of CONTRACTOR's personnel.
7. METHOD OF PAYMENT
(a) CONTRACTOR shall be entitled to progress payments toward the fixed
fee set forth herein in accordance with the progress and payment schedules set forth below:
(1) Thirty percent (30%) on CITY's receipt of invoice after
CONTRACTOR receives CITY's purchase order;
(2) Thirty percent (30%) on CITY's receipt of invoice after
CONTRACTOR's on -site delivery of all hardware and sofhvare; and
(3) Forty percent (40%) on CITY's receipt of invoice after PROJECT
completion and CITY's acceptance as set forth in Section 8 below.
(b) CONTRACTOR shall submit to CITY an invoice for each progress
payment due. Such invoice shall:
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(1) Reference this AGREEMENT;
(2) Describe the products furnished and/or services performed;
(3) Show the total amount of the payment due;
(4) Include a -certification by a principal member of CONTRACTOR's
firm that the products furnished meet the specifications listed in the
AGREEMENT and/or the work has been performed in accordance
with the provisions of this AGREEMENT; and
(5) For all payments include an estimate of the percentage of work
completed.
Upon submission of any such invoice, if CITY is satisfied that CONTRACTOR
has provided the specified products and is making satisfactory progress toward completion of
tasks in accordance with the terms of this AGREEMENT, CITY shall promptly approve the
invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice
by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an
invoice, CITY shall notify CONTRACTOR in writing of the reasons for non -approval within
seven (7) calendar days of receipt of the invoice, and the schedule of performance set forth in
this AGREEMENT shall be suspended until the parties agree that past performance by
CONTRACTOR is in, or has been brought into compliance, or until this AGREEMENT is
terminated as provided herein.
(c) Any billings for extra work or additional services authorized by CITY
shall be invoiced separately to CITY. Such invoice shall contain all of the information required
above, and in addition shall list products provided and their price and/or the hours expended and
hourly rate charged for such time. Such invoices shall be approved by CITY if the products
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provided and/or work performed are in accordance with the extra work or additional services
requested, and if CITY is satisfied that products provided meet the specifications listed in the
AGREEMENT and the statement of hours worked and costs incurred is accurate. Such approval
shall not be unreasonably withheld. Any dispute between the parties concerning payment of
such an invoice shall be treated- as separate and apart from the ongoing performance of the
.remainder of this AGREEMENT.
8. FINAL ACCEPTANCE OF CONTRACTOR'S WORK
After delivery and installation of the EDIRRM System, CITY and
CONTRACTOR jointly will.conduct on -site acceptance tests to demonstrate system operational
capabilities prior to final acceptance. The purpose of this acceptance testing is to verify that
operation of the system hardware and software is in accordance with the AGREEMENT's
specifications. All tests are subject to CITY's approval and/or modification -The tests consist of
the following:
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Inspection
Inspection of hardware and inventory of all
deliverables
Hardware Tests
Complete hardware and peripheral diagnostic
tests
Communication Tests
Workstation use tests
Functional Tests
Application software functional tests
(a) Hardware and Software Unreliability/Failure Definition
CITY shall classify hardware and software as unreliable if system
hardware or software fails to perform at or above manufacturer standards for typical operation.
Hardware and software failure as determined by CITY shall stand for any hardware or sofhvare
that ceases to perform as manufacturer's standards dictate for any length of time during
normal/standard operation. CITY is the sole determiner of unreliable and/or failure of system
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hardware and software. CITY shall use reasonable judgment in defining system failure and
system unreliability.
(b) Letter of Acceptance
The City will issue a letter of acceptance upon satisfaction of the
following criteria: Within a total elapsed calendar time period of ninety (90) days after the
effective date of this AGREEMENT, the EDIRRM System, including all of CITY's compatible
hardware/software furnished by CONTRACTOR, shall be "Fully Operational" (as defined in
Section 8(c) below) for a thirty (30) day performance period. If the product fails to meet a 98
percent (98%) minimum up time in the thirty (30) day performance period (i.e., accumulate 14.4
hours or more of downtime), that performance period shall terminate and a new thirty (30) day
performance period shall begin the next day. CITY will allow up to three performance periods
for the system -to achieve the 98 percent (98%) up time requirement.
(c) Fully Qperational
"Fully Operational" shall mean, at a minimum, that the following criteria are met:
(1) Hardware: All equipment is installed, powered, on-line, and
operational in accordance with the AGREEMENT.
(2) Software: All system and applications software is installed,
debugged, and operational in accordance with the AGREEMENT.
(3) Function Performance: The EDIRRM System as a whole is fully
performing the functions as intended by these specifications and
set forth in the AGREEMENT for a period of thirty (30) days
consecutive days with a minimum system up time percentage of 98
percent (98%) (as set forth in Section 8(b) above).
(d) Installation, Configuration, Testing, Implementation, Training and
Acceptance Schedule
Installation, configuration, testing, implementation, training and
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acceptance time lines are defined in a Gantt chart, which is incorporated by reference and
attached to this AGREEMENT as Exhibit "C". Exhibit "C" also includes detail of technical and
end -user training as proposed.
(e) System Warrant
CONTRACTOR shall warrant all system components to be free from
flaws in materials or workmanship for the period equal to the original manufacturer's warranty
from the date CITY accepts the EDIRRM System. The warranty/maintenance period will not
begin until final acceptance tests have been completed and formal system acceptance is
transmitted in writing from CITY to CONTRACTOR. For those hardware and software
components that do not have an initial warranty or have a shorter warranty, any warranty period
necessary to fill the remainder of the calendar year shall be covered by a service support or
maintenance contract that can be purchased by CITY.
9. YEAR 2000 COMPLIANCE
CONTRACTOR certifies that all system components are year 2000 (Y2K)
compliant as detailed in attached Exhibit "D," which is incorporated into this AGREEMENT by
this reference.
10. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS
CONTRACTOR agrees that all materials prepared hereunder, including all
software, programs, memoranda, letters and other documents, shall be turned over to CITY upon
termination of this AGREEMENT or upon PROJECT completion, whichever shall occur first.
In the event this AGREEMENT is terminated, said materials may be used by CITY in the
completion of the PROJECT or as it otherwise sees fit. Title to said materials shall pass to CITY
13
g:lj mfr99agreefw•avei mag
upon payment of fees determined to be earned by CONTRACTOR to the point of termination or
completion of the PROJECT, whichever is applicable.
11. HOLD HARMLESS
CONTRACTOR- shall protect, defend, indemnify and save and hold.harmless
CITY, its officers, officials, and employees, and agents from and against any -and all liability, loss,
damage, expenses, costs (including without limitation, costs and fees of litigation -of every nature)
arising out of or in connection with CONTRACTOR's performance of this AGREEMENT or its
failure to comply with any of its obligations contained in this AGREEMENT by CONTRACTOR,
its officers. agents or employees except such loss or damage which was caused by the sole
negligence or willful misconduct of CITY.
12. WORKERS' COMPENSATION INSURANCE
Pursuant to California Labor Code Section 1861, CONTRACTOR acknowledges
awareness of Section 3700 et seq. of said Code, which requires every employer to be insured
against liability for workers' compensation; CONTRACTOR covenants that it will comply with
such provisions prior to commencing performance of the work hereunder.
CONTRACTOR shall maintain workers' compensation insurance in an amount of
not less than one hundred thousand dollars ($100,000) bodily injury by accident, each
occurrence, one hundred thousand dollars ($100,000) bodily injury by disease, each employee,
two hundred fifty thousand dollars (S250,000) bodily injury by disease, policy limit.
CONTRACTOR shall require all subcontractors to provide such workers'
compensation insurance for all of the subcontractors' employees. CONTRACTOR shall furnish
to CITY a certificate of waiver of subrogation under the terms of the workers' compensation
insurance and CONTRACTOR shall similarly require all subcontractors to waive subrogation.
14
g:: jm099agree:`wav eimag
13. GENERAL LIABILITY INSURANCE
In addition to the workers' compensation insurance and CONTRACTOR's
covenant to indemnify CITY, CONTRACTOR shall obtain and furnish to CITY, a policy of
general public liability insurance, including motor vehicle coverage covering the PROJECT.
Said policy shall indemnify CONTRACTOR, its officers, agents and employees, while acting
within the scope of their duties, against any and all claims arising out of or in connection with
the PROJECT, and shall provide coverage in not less than the following amount: combined
single Iimit bodily injury and property damage, including products/completed operations liability
and blanket contractual liability, of S 1,000,000 per occurrence. If coverage is provided under a
form which includes a designated general aggregate limit, the aggregate limit must be no less
than $1,000,000 for this PROJECT. Said policy shall name CITY, its agents, its officers,
employees and volunteers as Additional Insureds, and shall specifically provide that any other
insurance coverage which may be applicable to the PROJECT shall be deemed excess coverage
and that CONTRACTOR's insurance shall be primary.
Under no circumstances shall the above -mentioned insurance contain a self -
insured retention, or a "deductible" or any other similar form of limitation on the required
14.
shall furnish a
the work performed by it
professional liability in an amount
A claims -made policy shall be
N
prof sional liability insurance policy covering
y shall provide coverage for CONTRACTOR's
000 occurrence and in the aggregate.
�z 004 er � p
eptable if the policy fur iwq provides that:
g:/j mr/993gree/wavei mag
15
(a) The policy retroactive date coincides with or prec es the professional
services contra is start of work (including subsequent policie urchased as renewals or
replacements).
(b) CO CTOR will ma every effort to maintain similar insurance
during the required extended pen of c erage following project completion, including the
requirement of adding all additio ins ds. ! r 1
(c) If i urance is terminate or any reason, CONTRACTOR agrees to
purchase an exten reporting provision of at least tw 2) years to report claims arising from
work perfo ed in connection with this AGREEMENT.
(d) The reporting of circumstances or incidents th ight give rise to future claims.
15. CERTIFICATES OF INSURANCE
Prior to commencing performance of the work hereunder, CONTRACTOR shall
furnish to CITY certificates of insurance subject to approval of the City Attorney evidencing the
foregoing insurance coverages as required by this AGREEMENT; said certificates shall:
(a) provide the name and policy number of each carrier and policy;
(b) shall state that the policy is currently in force; and
(c) shalI promise that such policies shall not be suspended, voided or canceled
by either party, reduced in coverage or in limits except after thirty (30) days prior written notice;
however, ten (10) days prior written notice in the event of cancellation for nonpayment of
premium.
CONTRACTOR shall maintain the foregoing insurance coverages in force until
the work under this AGREEMENT is fully completed and accepted by CITY. The requirement
for carrying the foregoing insurance coverages shall not derogate from the provisions for
16
gYj mf/99agree/waveimag
indemnification of CITY by CONTRACTOR under the AGREEMENT. CITY or its
representative shall at all times have the right to demand the original or a copy of all said policies
of insurance. CONTRACTOR shall pay, in a prompt and timely manner, the premiums on all
insurance hereinabove required.
16. INDEPENDENT CONTRACTOR
CONTRACTOR is, and shall be, acting at all times in the
performance of this AGREEMENT as an independent contractor. CONTRACTOR shall secure
at its expense, and be responsible for any and all payment of all taxes, social security, state
disability insurance compensation, unemployment compensation and other payroll deductions for
CONTRACTOR and its officers, agents and employees and all business licenses, if any, in
connection with the services to be performed hereunder. Retention by CONTRACTOR of any
agent, employee or subcontractor shall be at CONTRACTOR's sole cost and expense, and CITY
shall have no obligation to pay CONTRACTOR's agents, employees or subcontractors; to
support any such person's or entity's claim against CONTRACTOR or other parties; or to defend
CONTRACTOR against any such claim. Neither CONTRACTOR nor CONTRACTOR's
employees or subcontractors shall be entitled to any benefits to which CITY employees are
entitled, including without limitation, overtime, retirement benefits, workers' compensation
benefits and injury leave.
17. TERMINATION OF AGREEMENT
All products provided shall meet the specifications listed in the AGREEMENT
and all work required hereunder shall be performed in a good and workmanlike manner and in
accordance with the terms of the AGREEMENT. CITY may terminate CONTRACTOR's
services hereunder at any time with or without cause, and whether or not PROJECT is fully
17
g: jmfl99agree waveimag
complete. Any tennination of this AGREEMENT by CITY shall be made in writing, notice of
which shall be delivered to CONTRACTOR as provided herein.
18. ASSIGNMENT AND SUBCONTRACTING
Part of this AGREEMENT is a personal service contract and the supervisory work
hereunder shall not be delegated by CONTRACTOR to any other person or entity without the
written consent of CITY.
19. COPYRIGHTSIPATENTS
CITY shall own all rights to any patent or copyright on any work, item or material
produced as a result of this AGREEMENT.
20. CITY EMPLOYEES AND OFFICIALS
CONTRACTOR shall employ no CITY official nor any regular CITY employee
in the work performed pursuant to this AGREEMENT. No officer or employee of CITY shall
have any financial interest in this AGREEMENT in violation of the applicable provisions of the
California Government Code.
21. NOTICES
Any notice or special instructions required to be given in writing under this
AGREEMENT shall be given either by personal delivery to CONTRACTOR's agent (as
designated in Section I above) or to CITY's Fire Chief and Information Systems Manager as the
situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and
depositing the same in the United States Postal Service, addressed as follows:
18
g:. jmP99agrce/waveimag
TO CITY:
Michael Dolder, Fire Chief
Jerry Bramlett, Information Systems
Manager
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
TO CONTRACTOR:
Mr. Adam Torab
Wave Imaging Corporation
1765 Fourth Avenue, Suite 100
San Diego, California 92101
22. IMMIGRATION AND EMPLOYMENT LAWS
CONTRACTOR shall be responsible for full compliance with the
immigration and naturalization laws of the United States and shall, in particular, comply with the
provisions of the United States Code regarding employment verification. In performing its
duties under this AGREEMENT, CONTRACTOR shall comply fully with all applicable federal,
state or local legislation relating to employment. All of CONTRACTOR's personnel shall be
considered solely CONTRACTOR's employees or agents and CONTRACTOR shall be
responsible for compliance with all laws, rules and regulations, including, but not limited to
employment of labor, hours of labor, working conditions and payment of taxes, such as
unemployment, social security and other payroll taxes, including applicable contributions from
such person when required by law.
23. CONDUCT OF CONTRACTOR AND LEGAL ISSUES
(a) CONTRACTOR agrees to immediately inform CITY in writing of all
CONTRACTOR's interests, if any, which are or which CONTRACTOR believes to be
incompatible with any interests of CITY.
(b) CONTRACTOR shall not use for personal gain or make other improper
use of privileged information that is acquired in connection with this AGREEMENT. In this
connection, the term "privileged information" includes, but is not limited to, any information
related to CITY's litigation or potential litigation or any claims made by or against CITY; any
19
g1j mU99agreelwavei mag
privileged matters of CITY; unpublished information relating to technological and scientific
development; medical, personnel, or security records of the individuals; anticipated materials
requirements or pricing actions; and knowledge of selections of contractors or subcontractors in
advance of official announcement.
24. LEGAL SERVICES SUBCONTRACTING PROHIBITED
CONTRACTOR and CITY agree that CITY is not liable for payment of any
subcontractor work involving legal services, and that such legal services are expressly outside
the scope of services contemplated hereunder. CONTRACTOR understands that pursuant to
Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for
CITY; and CITY shall not be liable for payment of any legal services expenses incurred by
CONTRACTOR.
25. ATTORNEY'S FEES
In the event suit is brought by either party to enforce the terms and provisions of
this AGREEMENT or to secure the performance hereof, each party shall bear its own attorney's
fees.
26. FURTHER ASSURANCES
The parties agree to perform such further acts and to execute and deliver such
additional documents and instruments as may be reasonably required in order to carry out the
provisions of this AGREEMENT and the intentions of the parties.
27. GOVERNING LAW
This AGREEMENT shall be governed, interpreted, construed and enforced in
accordance with the laws of the State of California.
20
g: /j m rMagreei Wav e i m a g
28. SEVERABILITY
If any term, provision, covenant or condition of this AGREEMENT is held to be
invalid, void or otherwise unenforceable, to any extent, by any court of competent jurisdiction,
the remainder of this AGREEMENT shall not be affected thereby, and each term, provision,
covenant or condition of this AGREEMENT shall be valid and enforceable to the fullest extent
permitted by law.
29. WAIVER OF BREACH
The waiver by CITY of any breach by CONTRACTOR of any of the provisions
of this AGREEMENT, irrespective of the length of time for which such failure continues, shall
not constitute a waiver of such breach or a waiver of any subsequent breach by CONTRACTOR
either of the same or another provision of this AGREEMENT.
30. ENTIRETY
The foregoing, and Exhibits "A," `B," "C," and "D," attached hereto, set forth the
entire AGREEMENT between the parties.
SIGNATURES ON NEXT PAGE
21
g:Ij m fi Wagree lwa v e i mug
IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be
executed by and through their authorized offices the day, month and year first above written.
WAVE IMAGING CORPORATION,
a California corporation
By:
)k f f i
print name
ITS: (circle one) airman residen 'ice President
AND �z
print name
ITS: (circle one) Secretary/ hief Financial Offic Asst.
Secretary — Treasurer
REVIEWED AND APPROVED:
City dministrator
CITY OF HUNTINGTON BEACH, a
municipal corporation of the State of
California
Mayor
AT
99 City Clerk
APPROVED AS TO FORM:
r
City Attorney
IIvITI;A AND APPROVED:
Fire Chief
g Jj m fi 99a g reelwa v e i mag
22
FROM : WAVE IMAGING CORPORATION
_ his rnomr-
3v9Q
PHONE N0. : 619 702 0644 Feb. 17 1999 04:30PN P2
FER-17-99 04:24 PM 71483E+328B P.01
n�.s>rlr�u. vr-m 1 INVA It �� V INSU NCE {eaubMulk„w'0'vf,'11
2-17-99
THig ftfll*IWE 181$SIIEb-AID A MATTER Of INFORMATION ONLY AND
ALLINSON INSURANCE MIENCY UlCm CONFERS ND RIGHTS UPON THE CERTIFICATE HOLDER. T1110 CEnTIFfCATE
14151 NEWPORT AVE. #1 Ql DOES NOT AIIENO, EXTENO OR ALTER THE COVERAGE AFFORDED BY THE
CA. �� Ii) 1
TUST114, 7t elry Cl.e -.v'
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ODD-Ib
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WAVE IMAGING CORP. I
17GB 4tk1 AVE. Ste.100
SAN D1 AO, CA. 9?101
ra MAANY
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COMPANY
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1 INDICATED, NOTWI I MSTANOING ANY nLFOUIREME!NT, TERM 0I CDNDITi0N Ur ANY CON IPACT OR 0111UR DOCUMLNT WITH RESI'P,CT TO WHICH TIIES
1 CERTIFICATE MAY BE ISSUED OA MAY FER Am. THE INSURANCE A1'rOFIDED BY THC POUCles DESCR18Eu HEREIN 15 SUBJI f;T TO ALL 7HC TPRMS,
EXCLUSIONS AND CONDITIONS OF SUCK POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS -
�CO TYrY p� IM6UIlANCF MIICY fWr/hca POLICY tTFFCTWL POLICY EXPIRATION
LTR OATS (NNXj(IIYYy OATS (A1Mi00lYY) uM%T5
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OTHFP THAN UMBRELLA F13Akf
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WORR[m•w COMPENBATION
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QTNER
GAIT, Ii Tio.i.i. City Attorney
BAKIMPTIONOFOPrLRAT10NPittSCATIONSNiuln449l8PECIALITaYs
By:. DapLfty City Attorney
0WATIFICATH HOLbEA
CANCELLATION
NWED AS ADDITIONAL INSURED;
SHf, tH41 ANY OF T14F ABOVE 06001111lk.0 POLICIES BE CANCELLED wonr. me
CITY OF HUNT ING I ON BEACH ITS AGENTS,
EXPIkATION DATE TH6nEOr, the ISSUING COMPANY WILI X)ulx*m)t#
OFFICIERS AND Ekrl_OY£ES
MAIL „30 0AY3 wRITTEN NOTICE 10 IHE CEnTIFICATH IfOLVER NAMED 10 111E
2000 MAIN STPFr=r
HIINTTNQTON BEACm,
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(t19o1
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I
I
EXHIBIT A
EDIRRMS COST PROPOSAL
WORKSHEET
WAVE IMAGING CORPORATION
EDIRRMS COST PROPOSAL WORKSHEET - SOFTWARE DETAIL
USE ONLY FOR CITY HALL PROPOSAL
W
IWARRA - Xi�r:
NT
'rMAIN -TENANCE1 OST:-_
.__.._.-Q-HARD.WARFi-.__. S-riT
'ITEM
PERIOD,
:UNIT
%:-T0TAFw=-
%-M0NTH.LY'-1.*_
A
$
PC's WORKSTATIONS (Gateway
Intel 350 Mhz Pentum 11. 512k
5
51424.00
$7120.00
]-Year On -site
GP6-300)
-14
cache, 64 MB RAM
I Year
1 C CARDS: (10/ 100 Ethernet)
Viewsonic 21"1600 x 1200
5
$40.00
5200.00
$4884.70
3
11 KTH_ —RESOLUTION
T_
19-76.94
MONITORS: (21")
Color Monitor
4
SCANNERS:
Fujitsu Scanner with Cable
5
55250.00
$26250.00
TYear
Model FI 3093 DG
2 — Model # 3096GX
I
Not Included
5
COLOR LASff'Rk PRINTER (HP,
Network Ready)
Per [Ire -bid
Conference
6
LASER PRINTERS:
HP 8000N 24PPM I OMB
2
$2982.00
$5964.00
(HI' Network ready 4000 series)
Postscript Network ready
-g�
544418.70
S
HARDWARESUBTOTAL
City of Huntington Beach EDIRRMS
February, 1999
WAVE IMAGING CORPORATION
EDIRRMS COST PROPOSAL WORKSHEET - SOFTWARE DETAIL
USE ONLY FOR CITY HALL PROPOSAL
_._.._.. §
—._...._HARDII ARE I I I:hiS== :-'=
_ _.-::.:_ i)E§CR1PTION= _;-: _,-
;_:•. TY _
== YEI IOD.:_=_::=.
_=-::__=UNl7'=_-`
_:.TOTAL..=:;
-=IvION I'HL-Y_::..
ANNUAL _
$
$
$
S
7
SIGNATURE TABLET
2
S288.95
$577.90
Si 5988.E
1 Year
S�}54.fl4
8
O?TtCAI, DISK(IUKEROX
4'lasmon MS21-524-2 5 2GI3
1
398$.44
(OPTION 2):
52 Disk Jukebox w/two MO
drives. W/26 platters @ 95.00
4
IMAGE PROCESSING BOARD
Adrenaline Accelerator and
5
55301.00
526505.00
$2460.00
Kofax Ascent Lite
10
HP Servers
I IP LH3 256 MB RAM, 6-9GB
2
$13360.90
$26721.80
1 ID (RAID 5)
1 Ima-ing Server
1 - DMX Server
$23448.72
I I
HP Servers
HP LC3 256 MB RAM, 6-9 GB
2
S1 1724.36
III) (RAID 5)
1 -Jukebox Server
I OCR Server
12
DISK CACHE CONTROLLER:
Included in
Scrver
'. .
-` =J:; : •::._
$93241.42s
-
$3920.00
HARDWARE SUBTOTAL
=-:::. .__:----
...
...:_ ......:
-:. ::-g;�..:• .
City of Huntington Beach EDIRRMS
2
February, 1999
WAVE IMAGING CORPORATION
EDIRRMS COST PROPOSAL WORKSHEET - SOFTWARE DETAIL
USE ONLY FOR CITY HALL PROPOSAL
0
. ....... ..
k.,gr—
-MAINTENN C-
- APE
So 'I'-wAkt-rFEIM,
-:. -DESCR1pT-ION- ---.--
-I)Iql-.T
TALL-g-
-HLY=%::'---
MONTHLY :i
"ANNU AL.
Imaging Server Access w/Caiera
S2200.00
S11000.00
S
S2465.00
(OCR City Hall Only)
:$3500.00
1
IMAGE SCANNING
5
-T6-480.00
S14500.00
2
DOCUMENT MANAGEMENT
DNIX-an—dWX for Exchange
$6480.00
5 User license
$262.00
$1310.00
3
IMAGE RETRIEVAL
Imaging clients
5
15
$85.00
$1275-00
I
S6400.00---
$2585.00
4
JUKEBOX MANAGER
0'1'(-i Disk Extender for Level F
S6400.00
S1189.00
Jukeboxes
5
OTHER
Conversion of City Clerk
S4000.00
S4000.00
indexing system
$33965.00
.
ED
S
�3654.00
SOFTWARE SUBTOTAL
City of Huntington Beach EDIRRMS February, 1999
WAVE IMAc1NG CORPORATION
EDIRRMS COST PROPOSAL WORKSHEET - HARDWARE AND SOFTWARE TOTALS
USE ONLY FOR CITY HAIL PROPOSAL
OTALANNUAL
_
_-:.__-.:. �--�•,,,-�•�.,-__::�::
_,.-MAI1.IYTENANCE/.USE_COSTS_-::�-:-._
=�:-x=:=MAiNTIrNANCE'COST�=�:-:
:1.--.._::-... -::=:=`NurnberOf
Miinths`:�-
....INITIALYEAR
:...: :.PAGE SUI3TOTA1,5::. _
.;_ =;: .COST,:::
::If_initial.Warranty [s;;.
:MONTHLY
_ -
_..:.•_.::.:: ....;"::.....
---::::.:.-;.,::... .-:::_:::•::....:-: --..
=
- _
___..... _
=Less.Than_1Year:: =-
- '__�-
IlF1PPLICAB E
:1
S44418.70
HARDWARE SUBTOTALS PAGE B-2
S
S
ITEMS I TIIROUGII 6
S93241.42
S3920.00
HARDWARE SUBTOTALS PACE B-3
$
S
ITEMS 7 THROUGI 112
S3654.00
$33965.00
SOFTWARE SUBTOTALS PAGE B-4
$
S
ITEMS I THROUGH 8
5171625.12
$
S7574.00
$
HARDWARE/SOFTWARE TOTAL
Special Note:
Note:
Cost -Per -Device, Hardware and Software Detail
If a cost -per -device figure, for adding additional workstations or scanners (in excess of those proposed), is
not obvious, please provide the necessary cost detail below. This will allow the City to adjust the Purchase
Order unit quantities in regards to available funding (especially concerning class of use, functionality and
performance options for hardware and/or software).
City of Huntington Beach EDIRRMS
N
February, 1999
WAVE IMAGING CORPORATION
EDIRRMS COST PROPOSAL WORKSHEET FOR INSTALLATION COST
USE ONLY FOR CITY HALL PROPOSAL
HARDWARE;k :-y , _Red' m rk's Column: moont;
R-
Labor:
Site Preparation Specification $1,250.00
Hardware Installation $3,000.00
Expenses:
Travel INCLUDED
Per Diem INCLUDED
Other (Specify) INCLUDED
ESOFITWARE W . .n -
Labor:
Software Installation $15,000.00
Expenses: -
Travel INCLUDED
Per Diem INCLUDED
Other Specify) INCLUDED
Travel Discount (If awarded both Hardware & NIA
Software installation)
_ TOTAL. $19;25D:D0.'
City of Huntington Beach EDIRRMS February, 1999
5
WAVE IMAGING CORPORATION
EDIRRMS COST PROPOSAL WORKSHEET FOR TRAINING OF SYSTEMS ADMINISTRATOR
AND USERS
USE ONLY FOR CITY HALL PROPOSAL
Training Labor:
User, Administrator, and -Floor Support for
Materials
2 days
$15,000.00
Expenses:
Travel
INCLUDED
Per Diem
INCLUDED
OTHER {Specify)
INCLUDED
TOTAL
S15,000.02____Jj
City of Huntington Beach EDIRRMS February, 1999
WAVE IMAGING CORPORATION
EDIRRMS COST PROPOSAL WORKSHEET
COST SUMMARY
USE ONLY FOR CITY HALL PROPOSAL
LIN&NUMBER
' _' x
;yam i�
�
ITEM
" �Dallar Amount _.
$137660.12
1
Hardware. Purchase Total
$3920.00
2
Hardware -First Year Maintenance
Total
$33965.00
3
Software Purchase Total
$3654.00
4
First year Software Licensing Total
5
Software Annual Licensing Total
(for each subsequent year)
$4250.00
6
Hardware Installation total
$15000.00
7
Software Installation Total
$15000.00
8
Training Costs Total
$213449.12
9
Total, Lines 1.2, 3, 4, 6, 7, & 8
$
10
Options (Specify)
11
Total, Line 9 plus Line 10
12
Shipping and Handling
$900.00
13
State Tax
$13887.94
14
Grand Total, Line I 1 plus Line 12
$228237.06
City of Huntington Beach EDIRRMS February, 1999
WAVE IMAGING CORPORATION
EDIRRMS COST PROPOSAL WORKSHEET - I [ARDWARE DETAIL
USE ONLY FOR POLICE PROPOSAL
St
-A
OST
ARRANW..-::
W-.tM MAINTENANCE
RDWARE ITEM'M%
HARDWARE
DESQRIPTIONg`::
_QTY
.
JNIT±7:ffTQT4..::.PERIOD_
LS-MONTHLY
NNIJAe
$
S
$
S
I
PC's WORKSTATIONS (Gateway
Intel 350 Mhz Penturn 11, 512k
15
$1424.00
521360.00
1 -Year On -site
G116-300)
cache, 64 MB RAM
2
NIC CARDS: (10/100 Ethernet)
15
$40.00
$600.00
3
HIGH RESOLUTION
V iewsonic 2 1 " 1600 x 1200
$976.94
$4884.70
1 Year
MONITORS: (21")
Color Moniotr
Fujitsu Scannerwith (fa—bi—e
_f1_5590_00_
I Year
4
SCANNERS:
—3 __$5�33_006
2 .- Model 4 3093DG
I — Model 43096GX
5
COLOR LASER PRINTER (HP,
0
Not included
Network Ready)
per pre -bid
conference
6
LASER PRINTERS:
HP 8000N 24 PPM I OMB
2
52982.00
55964.00
(HP Network ready 4000 series)
Postscript Network ready
S48398.70
HARDWARE SUBTOTAL
City of Huntington Beach EDIRRMS February, 1999
WAVE IMAGING CORPORATION
EDIRRMS COST PROPOSAL WORKSHEET - HARDWARE DETAIL
USE ONLY FOR POLICE PROPOSAL
:---�
= HARDWARE 17-EMS " - .
_-.__ DFSCRII 110N-- — --
:=_: TY .
. _
.'-:= UNiT-_;:.' :.. 1'OI'AL==
PERIOD ..::.::
•± :MONTHL.Y ':
... -
..:ANNUALS
S
S
7
SIGNATURE: TABLET
2
$288.95
$577.90
1 Year
8
1
$15988.00
S15988.00
OPTICAI. DISKIJUKEBOX
Plasman M521-520-2 5.2GB
S960-00
(OPTION 2):
52 Disk Jukebox wltwo MO
drives. W126 platters @ 95.00
9
IMAGE PROCESSING BOARD
Adrenaline Accelerator and
3
S5301.00
S15903.00
S1776.00
Kofax Ascent Lite
10
HP Servers
HP LH3 256 MB RAM, 6-9GB
2
S13360.90
$26721.80
1113 (RAID 5)
1 — Imaging Server
1 — DMX Server
S1 1724.36
$11724.36
11
HP Servers
HP 1_0 256 MB RAM, 6-9 GB
I
HD (RAID 5)
_
I —Jukebox Server
12
DISK CACHE CONTROLLER:
Included in
_- _
Server
$70915.0G
- —_ --_
$
S2736.00
I IARDWARE SUBTOTAL
City of Huntington Beach EDIRRMS February, 1999
WAVE IMAGING CORPORATION
EDIRRMS COST PROPOSAL WORKSHEET - HARDWARE AND SOFTWARE DETAIL
USE ONLY FOR POLICE PROPOSAL
..... .....
COST
C
1Y.:
.:WARR.ANT-
N -p��:
MAINTENA CE:COS
SOFTWARE ITEMS.. .
M. .:::—ESCR.IPT1ON.:'.:.-.
W. D
Y
PQT-
.-:PER] 61-1--i-
0
-.-U IT
N
TQT L:i:�:
.'.-'-MON THLY
1&�ANNU�Lj,=
IMAGE SCANNING
Imaging Server Additional
5
S2200.00
$11000.00
$
S2465.00
Access 5 User w/ OCR Server
$3500.00
$14500.00
2
DOCUMENT MANAGEMENT
DMX and WFX for Exchancre
$9460.00
$9460.00
15 User license
$786.00
3
IMAGE RETRIEVAL
Client License
.3
$262.00
12
$85.00
S1020.00
S1806.00
S6400.00
4
JUKEBOX MANAGER
IG Disk Extender for Level F
1
$6400.00
$1189.00
Jukeboxes
S3 )2166.00
$3654.00
SOFTWARE SUBTOTAL
City of Huntington Beach EDIRRMS
February, 1999
H
WAVE IMAGING CORPORATION
EDIRRMS COST PROPOSAL WORKSHEET - HARDWARE AND SOFTWARE DETAIL
USE. ONLY FOR POLICE PROPOSAL
;;
:;_- ,�;"..'
:MAINTENANCE/USVf-0STS--'1-
— __ hfAINTENAi:CE COST`: _ ___
-- -
_:�::-..::•_;::..�:.:-- •...�.�...;...0 .,......:.- •.
`":w_'='- _r , _ BTOTAL =_.-:::-.:-:_='
S
_
.:.::__ _.=� - =
=' COST.-:=>;:::::.
�NumberOf.=:l+ioutfis.::--
cif-ln�t�alWarrant is`;
Y
:=^M0�1iHIY==i-::`==-_FOL'-IOWING�
_
_...:_..1 _PAGE.SU ...._. _.
- �_.- :...L_ �_ •:-.-,
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- -
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-
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S48398.70
HARDWARE. SUBTOTALS PAGE B-2
S
S
ITEMS I THROUGH 6
570915.06
52736.00
HARDWARE SUBTOTALS PAGE 13-3
$
S
ITEMS 7 THROUGH 12
$32166.00
$3654.00
SOFTWARE SUBTOTALS PAGE B-4
$
S
ITEMS I THROUGH 8
$
63190.00
HARDWARE/SOFTWARE TOTAL
_
Special Note:
Cost-Per-Dcvice, hardware and Software Detail
If a cost -per -device figure, for adding additional workstations or scanners (in excess of those proposed), is
not obvious, please provide the necessary cost detail below. This will allow the City to adjust the Purchase
Order unit quantities in regards to available funding (especially concerning class of use, functionality and
performance options for hardware and/or software).
City of Huntington Beach EDIRRMS Februarv, 1999
WAVE IMAGING CORPORATION
EDIRRMS COST PROPOSAL WORKSHEET FOR INSTALLATION COST
USE ONLY FOR POLICE PROPOSAL
�HA'RD1WARE IFtem Tara ON-- lump: �Dallar Am'� a qt:
Labor:
Site Preparation Specification
$1,250.00
Hardware Installation
$4,750.00
Expenses:
Travel
INCLUDED
Per Diem
INCLUDED
Other (Specify)
INCLUDED
jSOFjQWAREIa' _ . :.. >; n,<
Labor:
Software Installation
$15,000
Expenses:
Travel
INCLUDED
Per Diem
INCLUDED
Other Specify)
INCLUDED
Travel Discount (If awarded both Hardware &
NIA
Software installation)
- TDTAL
S2II;000:00
City of Huntington Beach EDIRRMS February, 1444
12
WAVE IMAGING CORPORATION
EDIRRMS COST PROPOSAL WORKSHEET FOR TRAINING OF SYSTEMS ADMINISTRATOR
AND USERS
-USE ONLY FOR POLICE PROPOSAL
R .!I;]
Mi A.
-4
-:t-,Remarks Column,
Dollar mount:
fw
Ai A'.1i. N'1'01.'!9h�.�
tl
W: 4
111�w -. ...j. _. ' 5
Training Labor-.
User, Administrator, and Floor Support for
Materials
2 days
515t000.00
Expenses:
Travel
INCLUDED
Per Diem
INCLUDED
OTHER (Specify)
INCLUDED
TOTAL
515,000.00
City of Huntington Beach EDIRRMS
February, 1999
13
WAVE IMAGING CORPORATION
EDIRRMS COST PROPOSAL WORKSHEET
COST SUMMARY
USE ONLY FOR POLICE PROPOSALS
INIJNUMBER
a41
dT_EM`;
"� Dallar Amount
$119313.76
l
Hardware Purchase Total
$2736.00
2
Hardware First Year Maintenance
Total
$32166.00
3
Software Purchase Total
$3654.00
4
First year Software Licensing Total
S
5
Software Annual Licensing Total
(for each subsequent year)
56000.00
6
Hardware Installation total
S 15000.00
7
Software Installation Total
S 15000.00
8
Training Costs Total
S 189774.76
9
Total, Lines I, 2, 3, 4, 6, 7, & 8
10
Options (Specify)
11
Total, Line 9 plus Line 10
12
Shipping
$900.00
S12234.91
13
State Tax
$207004.67
14
Grand Total. Line 11 plus Line 12
City of Huntington Beach EDIRRMS
February, 1999
14
EXHIBIT B
MASTER SERVICE AGREEMENT
State of California
Department of General Services
Office of Procurement
P.O. Box 942804
Sacramento, CA 94204-0001
STATE OF CALIFORNIA
MASTER SERVICES
AGREEMENT
CONTRACT NO: 5-98-70-01 THROUGH 5-98-70-11 Si
5-98-70-62 THROUGH 5-98-70-66
SERVICE: DOCUMENT CONVERSION SERVICES
CONTRACTOR: VARIOUS
EFFECTIVE: DULY 10,1998 THROUGH JULY 9, 2001
DISTRIBUTION: ALL CONTRACTING OFFICES
& RECORDS MANAGEMENT COORDINATORS
PROCUREMENT DIVISION CONTRACT ADMIIVISTRATOR FOR THIS CONTRACT
IS BILL SHELTON DATE: JULY 10,1999
PHONE: (9I6) 322-6235 ATSS: 492-6235
DENNIS ERICSON, MAJOR ACQUISITIONS
C*
S
M E M O R A N D U M
Date: July 10, 1998
To: ALL CONTRACTING OFFICES & RECORDS MANAGEMENT COORDINATORS
From: Department of General Services
Procurement Division
Subject: MASTER PURCHASE AGREEMENT FOR
DOCUMENT CONVERSION SERVICES
THE MAJOR ACQUISITIONS SECTION IS PLEASED
TO ANNOUNCE A NEW MASTER SERVICES
AGREEMENT DESIGNED TO PROVIDE YOU WITH A
VALUE EFFECTIVE METHOD FOR ACQUIRING
DOCUMENT CONVERSION SERVICES
This Master Services Agreement (MSA) will allow you to obtain document
conversion services to convert paper to electronic Image, paper to
micrographic image, and micrographic image to electronic Image
without limitation as to dollar amount.
This MSA is the result of a competitive bid. All prices were competitively bid,
analyzed and found to be fair and reasonable in accordance with strict price
analysis methodology. All contractor's submitted financial information which
was analyzed to determine the responsibility of each bidder. Contractors
were also evaluated on their experience in their respective areas of service.
The resultant scores of the successful bidders are published in the ordering
procedures.
This contract will help meet your agency needs, maintain public trust and
assure that each tax dollar will be used in the most efficient manner. State
and local agencies are encouraged to compare the services on this MSA.
We welcome your comments and suggestions and will incorporatb changes
and new information as we issue updates to this agreement. Please send
your comments to Bill Shelton, Department of General Services, Procurement
Division (916) 322-6235 or ATSS (8) 492-6235.
C.F. GRADY, Deputy Director
Department of General Services
Procurement Division
(916) 445-6942
E
Wave Instruments Corporation
-Conversion Services -
Published Price List
April 1998
Description List Price
:Paper. to Electronic Image
DOCUMENT PREPARATION $9.60 per hour
Removal of any staples, paper clips. rubber bands, excess tape, etc.
Smaller documents will be taped onto an 8 fR x 11 piece of paper
Repair of tom sheets and insertion of Patch Sheets
Document Preparation On -Site
$10.10 per hour
DOCUMENT SCANNING
Scanning documents to produce electronic image riles in Group IV TIFF
200 dpi (Single sided, no file separation)
81rz-x 11-
$0.0550 per image
8 1f2• x 14•
$0.0560 per image
11' x 14•
$0.0795 per image
11' x 14- (burst)
$0.0784 per image
11' x 17- (B size)
$0.0784 per image
11• x 17• (B size unbursted documents)
$0.0784 per image
Combination of items above (legal and smaller sizes)
$0.0896 per image -
Combination of items above (all sizes)
$0.1232 per image
Optional 300 dpi
$0.0016 add per image
-'' 20D dpi (Double sided duplex, no separation within file)
8 112•x 11•
S0.0672 per image
8 1f2• x 14•
$0.0672 per image
1 T- x 14•
$0.0795 per image
11• x 14• (burst)
$0,0795 per image
11- x 17• (B size)
S0.0795 per image
11• x 17' (B size unbursted documents)
$0.0795 per image
Combination of items above (legal and smaller sizes)
$0.0896 per image
..t
Combination of items above (all sizes)
S0.1232 per image
Optional 300 dpi
$0.0016 add per image
200 dpi (Separation within file by Patch Sheet)
8 1/2• x 11'
$0.0560 per image
8 112-x 14•
$0.0560 per image
11- x 14•
S0.0795 per image
11- x 14• (burst)
$0.0795 per image
11' x 17' (B size)
S0.0795 per image
11' x 17- (B size unbursted documents)
S0.0795 per image
Combination of items above (legal and smaller sizes)
$0.0896 per image
Combination of items above (all sizes)
S0.1232 per image
Optional 300 dpi
S0.0016 add per image
_ Duplex
S0.0134 per page added
3
Wave Instruments Corporation
-Conversion Services -
Published Price List
April 1998
Description List Price
200 dpi (Manual Separation within file)
8 1/2' x 11'
50.0728 per image
8 1/2' x 14"
$0.072$. per image
1 r' x 14•
50.0795 per image
11' x 14' (burst)
50.0795 per image
11" x 17" (B size)
50.0795 per image
11" x 17" (B size unbursted documents)
50.0795 per image
Combination of items above (legal and smaller sizes)
$0.0896 per image
Combination of items above fail sizes)
$0.1232 per image
Optional 30D dpi
$0.0016 add per image
Duplex
$0.1344 per page added
400 dpi (Singie sided simplex, no separation within file)
81/2' x 1V
50.0672 per image
81r2' x 14'
$0.0672 per image
11' x 14-
$0,0896 per image
11' x 14" (burst)
$0.1 120 per image
I x 17" (B size)
50.1680 per image
11' x 17" (B size unbursted documents)
$0.1680 per image
Combination of items above (legal and smaller sizes)
$0.1120 per image
Combination of items above (all sizes)
$0.1680 per image
400 dpi (Double sided duplex, no separation within file)
8 112" x 11'
$0.0784 per image
81/2' x 14•
$0.1008 per image
11' x 14'
$0.1232 per image
11' x 14" (burst)
$0.1232 per image
11' x 17" (e size)
SQ.1792 per image
11" x 17' (B size unburstod documents)
SO.1792 per image
Combination of items above (legal and smaller sizes)
$0.1232 per image
Combination of items above (all sizes)
$0.1792 per image
400 dpI (Separation within file by Patch Sheet)
8 1/2'x 11'
50.0672 per image
8 112' x 14'
$0.0896 per image
11' x 14"
$0.1120 per image
11' x 14• (burst)
$0.1120 per image
11' x 17' (B size)
$0.1680 per image
11' x 17' (B size unt3ursted documents)
$0.1680 per image
Combination of items above (legal and smaller sizes)
$0.1120 per image
Combination of items above (all sizes)
$0.1680 per image
Duplex
$0.1344 per page added
Wave Instruments Corporation
-Conversion Services -
Published Price List
April 1998
bescriptiort List Price
400 dpi (Manual Separation within file)
8 112' x 11'
$0.0896 per image
a 1/2' x 14-
$0.1120 per image
11' x 14-
$0.1344 per image
11' x 14' (burst)
$0.1344 per image
11' x 17' (B size)
$0.2016 per image
11' x 17- (B size unbursted documents)
$0.2016 per image
Combination of items above (legal and smaller sizes)
$0.1344 per image
Combination of items above (all sizes)
$0.1904 per image
Duplex
$0.0134 add per image
Additional Services
Document Imprinting $0.0168 per image
DOCUMENT SCANNING—OVERSIDE DOCUMENTS
Scanning documents to pmduce electronic image mes in Troup !V TIFF
200 dpi
18' x 24•
$4.48 per image
24• x 36'
$6.72 per image
- 36' x 48'
S8.96 per image
48' x 72'
$28.00 per image
300 dpi
18' x 24'
$4.93 per image
24• x 36'
$7.39 per image
36• x 48'
$9.86 per image
48• x 72'
$30.80 per image
400 dpi
18' x 24'
$6.72 per image
24' x 36'
$8.96 per image
36' x 48'
$11.20 per image
48' x 72'
$39.20 per image
Greyscale Scanning
18' x 24' $8.96 per image
24' x 36' $11.20 per image
36' x 48' $13.44 per image
48' x 72' $50.40 per image
Indexing
Key Data Entry $0.0096 per keystroke
Quality Control
Random inspection of images $0.0016 per image
InsPect each image S0.0112 per image
5
Wave Instruments Corporation
-Conversion Services -
Published Price List
April 1998
Description List Price
Image Clean up
Image Clean up Mespeckle and deskew)
$0.0560 per image
Border Removal
S0.0560 per image
Optical Character Recognition ('OCR)
OCR
S0.9520 per image
OCR Clean up
$22.40 per hour
PDF Conversion
Image conversion to PDF Format
$1.68 per image
Barcode & Separation Sheet:;
Barcode recognition and verificahon
$0.0112 per barcode
Barcode sheets (purchase)
S0.0448 per sheet
Patch Separation Sheets (purchase)
$0.0448 per sheet
Patch Sheet Processing (removal)
$0.0224 per sheet
Additional Services
On Site Services
6 % increase
.-- Document Shred ding
$2.40 per cubic foot
Grayscale Scanning
$0.0400 per image
File Renaming
$0.0240 per file
t Recording of Image to Media
$0.0160 per image
Document Bursting
$0.0168 per image
2
Wave Instruments Corporation
-Conversion Services -
Published Price List
April 1998
Description List Price
Microform to Electronic Image
PREPARATION FOR SCANNING
Microform Preparation
On Site Services
Job Setup (Microform Scan Jobs)
MICROFILM SCANNING
Scanning documents to produce electronic image rites in Group IV TIFF
16MM Microfilm
200 dpi (Single sided, simplex)
8 1/2' x 11'
8 1/2' x 14"
11' x 14"
11' x 14' (burst)
'11"x 17'
11' x 17" (burst)
18' x 24"
24' x 36'
Optional 300 dpi
200 dpi (Double sided, duplex)
8 1/2' x 11'
8 1/2' x 14"
Optional 300 dpi
400 dpi (Single sided, simplex)
8 1,2' x 11'
8 112' x 14'
11' x 14'
11 * x 14' (burst)
11' x 17" (burst)
18' x 24"
24' x 36'
400 dpi (Double sided. duplex)
8 112' x 11'
8 1 r2' x 14'
$1.60 per hour
$1.68 per hour
$280.00 per event
$0.0900 per image
$0.1000 per image
$0.1200 per image
$0.1100 per image
$0.1650 per image
$0.1500 per image
$0.2800 per image
$0.3920 per image
$0.0016 add per image
$0.1344 per image
$0.1568 per image
$0.0016 add per image
$0.1344 per image
$0.1568 per image
$0.1568 per image
$0.1568 per image
$0.1904 per image
$0.3360 per image
S0.4480 per image
$0.1680 per image
$0.2016 per image
7
Wave'instruments Corporation
-Conversion Services -
Published Price List
April 1998
Description List Price
35MM Microfilm
200 dpi
8 1r' x 11'
8 1 /2' x 14'
11' x 14'
11" x 14' (burst)
11" x 17' (burst)
18' x 24'
24' x 36'
36' x 48"
36- x 72'
Roll Size
Optional 300 dpi
400 dpi
8 112" x 11'
81r'x14'
11" x 14'
11" x 14' (burst)
11' x 17- (burst)
18" x 24'
24' x 36'
36' x 48'
36' x 72'
Rats Size
16MM Microfiche Jackets
200 dpi (Single sided, simplex)
8 1/2" x 11'
8 1 /2' x 14'
11' x 14'
11' x 14" (burst)
11"x 17' (burst)
18' x 24'
24' x 36'
Optional 300 dpi
200 dpi (Double sided, duplex)_
8 1r' x 11'
8 112' x 14"
Optional 300 Cpi
$0,1758 per image
$0.2016 per image
$0.2016 per image
$0.2016 per image
$0.2-240 per image
S0.3360 per image
S0.4480 per image
$0.5600 per image
$0.5600 per image
$0.9520 per image
$0.0016 add per image
$0.2016 per image
$0.2240 per image
$0.2240 per image
$0.2240 per image
$0.2464 per image
$0.4480 per image
$0.5600 per image
$0.6720 per image
$1.12 per image
$1.12 per image
$0.1758 per image
$0.2016 per image
$0.2240 per image
S0.2240 per image
$0.2464 per image
$0.5600 per image
$0.8400 per image
$0.0016 add per image
$0.1904 per image
$0.2240 per image
$0.0016 add per image
W
Wave Instruments Corporation
-Conversion Services -
Published Price List
April 1996
Description List Price
400 dpi (Single sided, simplex)
8 112" x 11'
$0.2016 per image
8 1i2' x 14"
$0.2240 per image
11" x 14'
$0.2464. per image
11' x 14' (burst)
$0.2464 per image
11` x 17' (burst)
$0.2800 per image
W x 24'
$0.6720 per image
24' x 36-
$1.01 per image
400 dpi (Double sided, duplex)
8 112" x 11' 50.2340 per image
8 112" x 14' S0.2576 per image
35MM Microfiche
200 dpi
8 1/2" x 11'
$0.1758 per image
8 112' x 14'
$0.2016 per image
11" x 14'
$0.2.240 per image
11' x 14' (burst)
$0.2240 per image
11- x 17' (burst)
$0.2464 per image
18' x 24'
$0.5600 per image
24' x 36"
$0.8400 per image
36- x 48'
51.12 per image
36" x 72'
$1.68 per image
Roll size
$1.68 per image
Optional 300 dpi
$0.0016 add per image
400 dpi
8 1/2- x 11"
$0.2016 per image
8 1/2' x 14'
$0.2240 per image
11" x 14'
$0.2464 per image
11' x 14" (burst)
$0.2464 per image
11" x 17' (burst)
$0.2800 per image
18' x 24'
$0.6720 per image
24' x 36'
$1.01 per image
36' x 48'
$1.40 per image
36' x 72'
$1.96 per image
Ron Size
$1.96 per image
COM Microfiche
200 dpi
8 1/2' x 11'
$0.1568 per image
11' x 14'
$0.1758 per image
OCR Conversion to ASCII
$1.12 per page
I
Wave Instruments Corporation
-Conversion Services -
Published Price List
April 1998
Description List Price
105MM Microfiche
200 dpi
8 1r2- x 1 V $0.1277 per image
14• $0.1277 per image
OCR Conversion to ASCII S1.12 per hour
3 x 5
200 dpi
81rz- x 11•
$0.1277 per image
Optional 300 dpi
$0.0016 per page
4 x 6
200 dpi
8 112'x 11-
$0.1758. per image
Optional Sao dpi
$0.0016 per page
35MM Aperture Cards
200 dpi
$1.04 per image
s00 dpi
$1.20 per image
400 dpi
$1.36 per image
A size in 4 up mode carved to 4 separate images
$0.5600 add per card
._. Indexing
Key Data Entry
S0.0144 per keystroke
Duality Control
Random Spot Checking
$0.0016 per image
Inspect each image
$0.0112 per image
Image Clean up
Image Clean up (despeckleldeskew)
S0.0560 per image
Border Removal
S0.0560 per image
Optical Character Recognition (OCR)
OCR
$0.9520 per image
OCR Clean up
$22.40 per hour
PDF Conversion
image Conversion to PDF Format
$1.68 per image
Barcode Recognition
$0.0112 per image
Greyscale Scanning
S0.0400 per image
On Site Conversion Services
6% increase
Microfilm Shredding
S3.40 per cubic foot
to
Wave Instruments Corporation
-Conversion Services -
Published Price List
April 1998
Description list Price
PAPER TO MICROFORM CONVERSION`.
DOCUMENT PREPARATION $9.60 per hour
Removal of any staples. paper clips, rubber bands, excess tape, etc.
Smaller documents will be taped onto an 8 112 x i 1 piece of paper
Repair of tom sheets and insertion of Patch Sheets
Film Writing anal Data Capture included
Document Preparation On -Site $20.00 per hour
16MM Rotary Microfilming
Automatic Feed, single level
Less than S.5• x 11• $0.2500 per frame
8 17 x 1 r $0.0255 per frame
8 112• x 14• $0.0304 per frame
11• x 14• $0.0347 per frame
Hand Feed, single level
Less than 8.5• x 11 •
$0.0347 per frame
817x 11-
$0.0347 per frame
8 Ur x 14-
$0.0347 per frame
11• x 14- (burst)
$0.0392 per frame
Combination of above sizes
$0.0560 per frame
Automatic Feed, Two or Three Level Blipping wl Patch Sheets
Less than 8.5- x 11'
$0.0280 per frame
81r7 x 11•
$0.0304 per frame
`~ 8 1/2• x 14-
$0.0304 per frame
- 11- x 14• (burst)
$0.0347 per frame
�t
Hand Feed, Two or Three Level Blipping wl Patch Sheets
-- Less than 8.5- x 11 •
$0.0392 per frame
8 11r x 11•
$0.0392 per frame
8 1/2• x 14•
$0.0392 per frame
11• x 14- (unturst)
$0.0448 per frame
Mixture of above Sizes
$0.0672 per frame
Roto.line Computer Printouts
8 1/2' x 11' (unburst)
$0.0112 per frame
8 1rr x 14• (unburst)
$0.0112 per frame
11• x 14- (unburst)
$0.0080 per frame
11- x 17 (unburst)
$0.0080 per frame
{;,1
I
Wave Instruments Corporation
-Conversion Services -
Published Price List
April 1998
Description List Price
Additional Services
Document imprinting $0.0056 per character
Patch sheet for blipping $0.0448 per sheet
Barcode sheets $0.0448 per sheet
Document Bursting $0.0224 per page
16MM Planetary Microfilming
Single level or no blipping
81r2" x 11"
$0.0250 per frame
8 112-x 14"
$0.0250 per frame
11-x 14"
$0.0289 per frame
11" x 14" (burst)
$0.0288 per frame
11- x tr (B size)
$0.0288 per frame
18- x. 24-
$0.4256 per frame
24" x 36"
$0,4256 per frame
Combination of smaller and up to 11" x 14" wl fixed reduction ratio
$0.0288 per frame
Additional Services
On -Site Microfilming
6% increase
On -Site Setup
$336.00 per event
Two or Three Level Blipping
.; 8 112" x 11'
$0.0336 per frame
81rr x 14•
$0.0336 per frame
11 • x 14" -
S0.0143 per frame
11' x 14" (burst)
$0.0336 per frame
11" x 17" {burst)
$0.0143 per frame
18- x 24"
$0.4480 per frame
24" x 36"
$0.4480 per frame
Combination of smaller and up to 11' x 14' wl fixed reduction ratio
$0.0336 per frame
Additional Services
On -Site Microfilming
6% increase
On -Site Setup
$336.00 per event
35MM Planetary (Engineering)
8.5" x 11' ( 1 up)
$0.2240 per image
8.5" x 11" (4 up)
$0,8400 per image
1 V x 14• (burst)
$0.3920 per image
11- x 17' (B size)
$0.3920 per image
18- x 24" (C size)
$0.4480 per image
24" x 36' (D size)
$0.4480 per image
36" x 48' (E size)
$0.5040 per image
48" x 72- (.i size)
$0.5040 per image
35MM roil size
$0.5040 per image
Book cradle filming
$0.2240 per page
1z
ff
Wave Instruments Corporation
-Conversion Services -
Published Price List
April 1998
Description List Price
Additional Serives
On -Site 6% increase
On -Site setup $336.00 per event
35MM Planetary (Mil -spec)
Setup up for Job
Index creation
8.5'x11'(1up)
8.5' x I V (4 up)
11' x 14' (burst)
11' x 17' (B size)
1 B' x 24' (C size)
24' x 36' (D size)
36' x 48' (E size)
48' x 72' (J size)
35MM roll size
105MM Step and Repeat Microfilming
81/2'x11'
8 1/2' x 14'
11' X 14'
11' x 17'
Computerized Fiche Titling
Processing
16MM Roll Microform 100' length
16MM Roll Microform 215 length
Microfilm Duplication
16MM 0001
16MM (100') Silver
16MM (215')
16MM (2151 Silver
i 6MM Microfilm Jacket (Diazo)
Aperture Card (Diazo)
Quality Control and Inspection
Film Gleaning, Rewinding, Inspection
16MM 100' Ron
16MM 215' Roll
$840.00 per event
$28.00 per hour
$0.5600 per frame
$0.8400 per frame
$0.5600 per frame
$0.5600 per frame
$0.6160 per frame
$0.6160 per frame
$0.6720 per frame
$0.6720 per frame
$0.6720 per frame
$0.0952 per frame
$0.0952 per frame
$0.0952 per frame
$0.1400 per frame
$1.29 per fiche
52.80 per roll
$3.99 per roll
$4.00 per roll
$8.00 per roll
$4,80 per roll
$9.60 per roll
$0.2800 per jacket
50.2800 per card
51.60 per roll
$3.20 per roll
!3
Wave Instruments Corporation
-Conversion Services -
Published Price List
April 1998
Description List Price
Miscellaneous Services
3M Cartridge Purchase, Load and Label
$4.20 per cartridge
ANSI Cartridge Purchase. Load and Label
S3.92 per cartridge
16MM Jacket Purchase. Load and Label
$1.12 per jacket
35MM Jacket Purchase, Load and Label
$0.8960 per jacket
Aperture Card Purchase and Load
$0.3360 per card
Aperture Card - Keypunching
50.0320 per keystroke
Box Indexing of Customer Documents
59.60 per hour
Typing Jackets
SO.1602 per jacket
Typing Labels
$1.20 per label
Indexing
CAR System $0.0144 per keystroke
Key Data Entry 50.0144 per keystroke
Storage
Storage of Original microfilm in secure. climate controlled environment $0.2240 per box/month
Storage of boxes $0.8400 per box/month
Pickup and Delivery
Pickup and Delivery of documents for conversion $0.5600 per mile
Plain Paper Blowback from Microforms
From 16MM Microfiche
8 112' x 11'
$0.2800 per page
8 1/2' x 14'
$0.3360 per page
11- x 17' (B size)
$0.5600 per page
18' x 24- (C size)
$1.40 per page
24' x 36' (D size)
$2.80 per page
From 16MM Microfilm: non -blipped, sequential
8 1Z x 11'
50.1680 per page
81Z x 14'
$0.2240 per page
11' x 17' (B size)
$0.5600 per page
From 16MM Microfilm: non -blipped, non -sequential
8 1r2' x 11'
$0.2800 per page
81rr x 14'
$0.3360 per page
11' x 17' (B size)
$0.8400 per page
From-16MM- Microfilm: auto -print from blipped film
8 tn' x it-
$0.1344 per page
From 35MM Microfilm or Microfiche
8 112' x 11'
$0.2800 per page
81rz- x 14'
$0.3360 per page
11' x 17' (8 size)
$0.5600 per page
18' x 24' (C size)
$1.40 per page
24' x 36' 10 size)
$2.80 per page
Additional Services
Capy-Flow Printing
$0.1344 per foot
Auto Printing of COM Microfiche
$0.1344 per image
Document Shredding
52.40 per cubic foot
4
Wave Instruments Corporation
-Conversion Services -
Published Price List
April 1998
Description List Price
MISCELLANEOUS CONVERSION SERVICES
Computer Output to Microfiche .
Microfiche Master
Microfiche Duplicate
16MM Microfilm
Tape Conversion
Computer Output to Optical Disk
Image Conversion
Computer Output to CD-ROM
Image Conversion
Duplicate CD
Tape Conversion
Microfilm Reformatting
Single Level Blipping
image (TIFF) Conversion to Microfilm
16MM conversion
35MM conversion
Microfiche conversion
Professional Services
Optical Reduction (35MM to 16MM film)
Media Conversion
Blowback From Image
A size
B size
C size
D size
E size
Transporation of Documents/Media
Pickup and delivery of documents and media.
53.06 per master
$0.2016 per duplication
$0.0224 per image
S56.00 per event
$0.0224 per image
$0.0224 per image
$50.40 per CD
$56.00 per event
$39.20 pea= roll
50.072a per image
SO.1400 per image
$0.1400 per image
$207.20 per hour
$39.20 per roil
$140.00 per event
$0.2800 per page
$2.80 per page
$5.60 per page
$16.80 per page
$28.00 per page
$0.5600 per mile
f5r
MASTER SERVICES_ AGREEMENT
FOR
DOCUMENT CONVERSION SERVICES
PAPER TO ELECTRONIC
PAPER TO MICROFORM
MICROFORM TO ELECTRONIC
ORDERING PROCEDURES
JUL Y 1998
PROCUREMENT DIVISION MISSION STATEMENT
We ensure the success ojour customer's mission by providing strategic acquisition
and materiel management guidance while maintainingpublic trust.
[/
TABLE OF CONTEMN
INTRODUCTION
A. Purpose.....................................................................................................I
B. Benefits................................................................................................... I
C. Order Placement ......... ...................................................................... I
D. Order Initiation...........................:.............................................................. I
E. Contractor Contacts........................................................ ........................2
F. State of California Contact.......................................................................3
CONTRACT GUIDELINES
A. New Orders..............................................................................................4
B. Distribution...........................................................................................:..4
C. Termination..............................................................................................4
D. Amendments............................................................................................4
E. Agency Reporting Requirements.............................................................4
F. Performance Bonds...................................................................................4
F. DVBE.......................................................................................................5
G. State Policy for State Agencies................................................................5
CATEGORIES OF SERVICES....................................................................6
MAP............................................................................................................... 10
A. STD. 65 Contract/Delegation Purchase Order Instructions .....................I 1
B. STD 65 Example.....................................................................................13
C. Work Order Example...............................................................................14
D. State Agency MSA Contract Performance Report ..................................15
CONTRACT RATES
A. Reverse Side of Contractor's Standard Agreement with DGS ................16
B. General Terms and Conditions.................................................................I7 .
C. Rider A Special Provisions.....................................................................25
D. Rider B - Contractor's Price Lists and Discounts (Rate Schedules) ........ 27
17
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INTRODUCTION
A. PURPOSE
This new Master Services Agreement is designed to provide document conversion services to convert paper
documents to electronic format, paper documents to micrographic form and micrographic images to
electronic format, on as much of a statewide basis as is geographically feasible, for State agencies and
participating Iocal agencies. A local agency is any city, county, district or other governmental body
empowered to spend public funds per California Public Contract Code Section 12110.
B. BENEFITS
1. Choice of several contractors depending on the State's needs.
2. MuItiple suppliers provide for coverage over a large area Statewide.
3. Fixed rates over the contract period. Any potential annual escalation after the initial three years will
be announced in advance through supplement to this document.
4. Since this competitively bid procurement establishes fair and reasonable prices in a Master
Agreement format, it is unnecessary for each State Department or Agency to conduct additional
competitive procurements, unless the agency feels this agreement does not meet its needs.
5. Ability to purchase a supplier's full range of services as the need arises.
6. Disabled Veterans Business Enterprise participation requirements have been met.
ORDER PLACEMENT
You may place an order at any time during the effective periods of the contracts. All contracts are currently
effective from July 10, 1998 through July 9, 2001. The State, at its option, may extend this contract on a
year to year basis up to two (2) additional years. Prices may vary during the two years extended period.
ORDER INITIATION
Coordinate with the appropriate units within your agency (e.g., Procurement, Business Services, Contracts.
etc.). Local agencies must agree to the State's administrative fee, currently 1.21 %. This amount will be
billed directly to the agency by the DGS.
is
DOCUMENT CONVERSION SERVICF.5 ORDERING PROC&L)U is
E. CONTRACTOR CONTACTS. Please refer to the service matrix at the end of the next section. Services
are provided on a regional basis according to the attached map.
5-98-70-01 VIN 4624557
Brad Pennfold
BMi IMAGING SYSTEMS
1415 North Market Blvd, Suite 3
Sacramento, CA 95834
FEIN #94-1612389
916-924-6666
5-98-70-02 VIN #193517
Steve MacWilIiams
DOCUMENT CONTROL SOLUTIONS
616 South State College BIvd.
Fullerton, CA 92831
FEIN #95-3588682
714-738-6131
5-98-70-03 VIN#1130523
Barbara Volkov
DOCUMENT CONTROL SOLUTIONS/
FILE PROS (a joint bid)
187 W. Orangethorpe Ave.,Suite E
Placentia, CA 92870
FEIN #95-3588682/05-3537I30
714-528-9977
5-98-70-04 VIN#1113544
Mel Knapp or Linda Thorpe
D-M INFORMATION SYSTEMS
1403 Fifth Street, P.O. Box 1918
Davis, CA 95617-1918
FEIN 468-0083504
530-753-0362
5-98-70-05 VIN #673549
Victor Goodmen or Francisco Recinos
FILETRON, LLC
1536 Gage Road
Montebello, CA 90640
FEIN #95-4530371
213-720-9757
5-98-70-06 VIN #643288
Paul Hernandez or Laurie Noble
IMAGE TECHNICAL SERVICE
1123 Market Blvd., Suite 2
Sacramento, CA 95834
FEIN #68-0013608
916-928-0544
5-98-70-07 VIN #160324
Chuck Yost
IMAGE MAX
4049 North Freeway Blvd
Sacramento, CA 95834
FEIN #94-2711829
916-646-5665
5-98-70-08 VIN #408377
Gordon Shiozaki
MICRO IMAGES/800 Scan, Inc.
3117 20th Street
San Francisco, CA 94110
FEIN #94-2895160 & 94-3238430
415-974-6194
5-98-70-09 VIN#1135165
Kyle Kauss
MICRO PUBLICATIONS SYSTEMS
20500 Belshaw Avenue
Carson, CA 90746
FEIN #95-2679I85
310-763-7575 x220
5-98-70-10 VIN #202464
Don Olson
OMNI MICROGRAPHICS
1767 Tribute Road, Suite D
Sacramento, CA 95815
FEINT 468-0212923
916-920-8106
1 °�
ill-041J4ACJVI L-U1V VCAJIVIM-itrtrl4CJ UKU9:XJ1YV rn%O%-CLJUKC-3
5-98-70-I1 VIN #673559
Chuck Booz
PC IMAGING,INC.
400 Capitol Mall, Suite 900
Sacramento, CA 95814-4407
FEIN #68-0203256
916-444-21778
5-98-70-62 VIN#103694
Richard Corrales or Vickie Corrales
RCI IMAGE SYSTEMS
11 I Main Street
El Segundo, CA 90245
FEIN #95-2676207
310-322-8220
5-98-70-63 VIN #634468
Craig Wood
SACRAMEENTO FILE AND FURNITURE
I 1257-B I Coloma Road
Gold River, CA 95670
FEIN #68-0345593
916-638-7520
STATE OF CALIFORNIA CONTACT
Regarding ordering and services:
Department of General Services
Procurement Division
Integrated Acquisitions Section
916-322-4903
5-98-70-64 VIN #34295
Jack Kraemer
VISUAL GRAPM
241 Lathrop Way, #B
Sacramento, CA 95815
FEIN #68-0169624
916-9274211
5-98-70-65 VIN.'#673840
Tula Means
WAVE Imaging Corp.
1765 4th Avenue, Suite 100
San Diego, CA 92101
FEIN #33-054-I320
619-702-0640
5-98-70-66 VIN #637760
WESTERN INTEGRATED SYSTEMS
Dave Willis
4227 Sunrise Blvd.
Sacramento, CA 95628
FEIN #94-2786660
916-863-1073
Regarding Terms and Conditions issues:
Department of General Services
Procurement Division
Major Acquisitions:
916-322-6235
ZO
uv�.uMuri �.v�■ rC![JIVIY Jt1CYlLCJ CJXLtKIIVIs 1'KiJLCLUKtJ
CONTRACT GUIDELINES
A. NEW ORDERS
M'I
C.
E.
Orders can be placed by completing a STD. 65, Contract/Delegation Purchase Order. Detailed instruction
on completing these forms are contained in Section III below.
Once you have obtained any necessary departmental and agency approvals COMPLETE THE STD. 65,
CONTRACT/DELEGATION PURCHASE ORDER and mail it directly to the contractor. As stated belov
it is advisable to compare the rates and get ari estimate for the required work prior. to issuing an order.
Local Agnecies may, in lieu ofthe, State.'s purchase order forms, use their own purchase order. document as
long as it includes the same information as that required on the STD. 65, including the Agency Billing Cod
described below.
DISTRIBUTION
TERMINATION
Copies of the STD, 65 must be sent to:
Department of General Services
Procurement Division
1824 I4th Street, Room 200
Sacramento, CA 95814
Any State or local agency may .unilaterally .terminate any order issued against this agreement upon 30 days
notice to the contractor. The contractor shall be compensated at contract rates for work completed and
accepted prior to a stop work order or termination notice commencement date. This does not affect the
standard termination clause of the Master Services Agreement concerning failure to perform or upon mutual
consent.
AMENDMENTS
Amendments to orders must be issued if the general scope -of the original order has changed or a change in
the Task Schedule has a cost impact. A Work Authorization may accompany the order and subsequent
Work Authorizations may be necessary prior to commencing any particular phase of a conversion project.
Work Authorizations are not to be used to authorize a change to the order. Copies of all changes must be
forwarded as stated above under DISTRIBUTION.
AGENCY REPORTING REQUIREMENTS
If a contractor is either performing in an outstanding manner or if problems are encountered, agencies are
encouraged to complete a State Agency MSA Contract Performance Report. PIease send this report to the
Department of General Services address above.
PERFORMANCE BONDS
Some Master Services Agreement Orders issued to a contractor may require the contractor to secure a
performance bond. If so required, the contractor, at no cost to the State, shall fu -nish to the agency, prior to
commencement of work, a Faithful Performance Bond in the amount of fifty percent (50%) of the Total
Cost shown on the Master Services Agreement Order. The bond shall be on a form from an admitted surety
insurer and must guarantee the contractor's compliance with the terms of the Order and the Job Duty
Statement
A performance bond will be required when an agency chooses to use progress payments. The use of
progress payments requires that not less than ten percent (10%) of the total cost shown on the MSA Order
shall be withheld pending final successful completion of the contract. However, if the contract consists of
the performance of separate and distinct tasks, then any funds so withheld with regard to a particular task
ZI
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
may be paid upon completion of that task. This is only applicable when the benefits of completion of that
task can be fully utilized without completion of subsequent tasks. Separate distinct tasks and the percentage
of the total cost shown on the MSA Order that will be withheld will be clearly identified in the agency's
requirements, the Master Services Agreement Order and the Job Duty Statement.
If a performance bond is required, the agency requesting service will clearly identify the requirement for a
performance bond in the written statement of the agency's requirements. When a performance bond is
required, the payment terms applicable to progress payments shall be utilized for that order. If a
performance bond is required of one contractor submitting a proposal in response to an agency's
requirements, it will be required of all contractors.
F. DVBE
Since the Department of General Services awarded this MSA, the DGS will report any efforts towards
DVBE participation. When placing an order against this MSA, agencies will not need to consider DVBE
participation as a part of their selection criteria.
G. STATE POLICY FOR STATE AGENCIES
THE USE OF MASTER AGREEMENTS IS OPTIONAL. AGENCIES ARE STRONGLY ENCOURAGED
TO OPTIMIZE THE BENEFITS OF THE MASTER AGREEMENT PROGRAM FOR THEIR AGENCY BY
COMPARING DIFFERENT SCHEDULES FOR -VARYING SERVICES AND PRICES AND CAREFULLY
REVIEWING ALL CONTRACT TERMS AND CONDITIONS TO OBTAIN THE BEST VALUE
AVAILABLE.
22
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
Suppliers received awards in the following
CATEGORIES OF SERVICE
in the following regions based on the listed scores
CATEGORIES I, IV & VII
Paper Conversion to Microform in
volumes up to one million, one million
to ten million and over ten million,
respectively
CATEGORIES II, V & VIII
Paper Conversion to Electronic format
in volumes up to one million, one
million to ten mullion and over ten
mullion, respectively
CATEGORIES III & VI
Microform conversion to electronic format in
volumes up to one tnilliom and one million to
ten million, respectively
Regions are according to the map on page 10.
SUPPLIER
CAT I REG 3A
BMI IMAGING
1051
I -MAX
1020
MICRO IM.
896
MICRO PB
968
OMNI
1007
RCI
937
VISUAL
999
WAVE
989
SUPPLIER
CAT I REG 1,2,5
BMI IMAGING
1047
I -MAX
1016
MICRO PB
965
OMNI
1003
VISUAL
995
WAVE
985
SUPPLIER
CAT 2 REG 2
.BMI IMAGING
1242
D-M INFORMATION SYS
1013
DCS
865
FILETRON
967
ITS
1057
PCI
1393
SAC F&F
889
VISUAL
1133
WAVE
1314
SUPPLIER
CAT 2 REG 3,4
BMI IMAGING
1221
D-M INFORMATION SYS
1004
DCS
862
FILETRON
992
ITS
1045
MICRO IM.
1090
PCI
1369
RCI
1255
SAC F&F
873
VISUAL
1117
WAVE
I294
SUPPLIER
CAT 2 REG 5
BMI IMAGING
1239
D-M INFORMATION SYS
1011
DCS
863
FILETRON
989
ITS
1054
PCI
1399
SAC F&F
887
VISUAL
1130
WAVE
1310
23
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
SUPPLIER
CAT 2 REG 6
BMI IMAGING
1227
D-M INFORMATION SYS
1007
DCS
864
FILETRON
987
ITS
1049
PCI
1377
RCI
1262
SAC F&F
879
VISUAL
1122
WAVE
1301
SUPPLIER
CAT 2 REG 7
BMI IMAGING
1205
D-M INFORMATION SYS
992
DCS
893
DCSIFP
858
FILETRON
990
ITS
I033
PCI
1352
RCI
1240
SAC F&F
862
VISUAL
1103
WAVE
1279
SUPPLIER
CAT 2 REG 8
BMI IMAGING
1207
D-M rNFORMATION SYS
993
DCS
893
DCS/FP
859
FILETRON
982
ITS
1034
PCI
1354
RCI
1241
SAC F&F
863
VISUAL
1104
WAVE
1280
SUPPLIER
CAT 2 REG 9
BMI IMAGING
12I9
D-M INFORMATION SYS
1001
DCS
876
FILETRON
982
ITS
1043
PCI
1367
RCI
1253
SAC F&F
872
VISUAL
1115
WAVE
1292
SUPPLIER
CAT 3 REG 1,2
BMI IMAGING
1 140
FILETRON
908
PCI
1191
WAVE
811
SUPPLIER
CAT 3 REG 3,4
BMI IMAGING
1075
FILETRON
891
PCI
1122
WAVE
766
MICRO IM.
1260
SUPPLIER
CAT 3 REG 5,6,9
BMI IMAGING
1130
FILETRON
924
PCI
1181
WAVE
804
SUPPLIER
CAT 3 REG 8
BMI IMAGING
1127
FILETRON
929
PCI
1 177
WAVE
802
SUPPLIER
CAT 3 REG 7
BMI IMAGING
1124
FILETRON
935
PCI
1174
WAVE
800
SUPPLIER
CAT 4 REG 1,2,5
BMI IMAGING
1023
I -MAX
1136
MICRO PB
937
VISUAL
941
WAVE
925
SUPPLIER
CAT 4 REG 3,4
BMI IMAGING
1016
I -MAX
1128
MICRO IM
954
MICRO PB
930
RCI
1101
VISUAL
935
WAVE
918
24
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
SUPPLIER
CAT 4 REG 6-9
BMI IMAGING
1008
I -MAX
1 I 18
MICRO PB
923
RCI
1091
VISUAL
928
WAVE
910
SUPPLIER
CAT 5 REG I
BMI IMAGING
1234
D-M INFORMATION SYS
994
DCS
882
DCS/FP
856
ITS
1029
PCI
1232
SAC F&F
912
WAVE
1138
WESTERN
936
SUPPLIER
CAT 5 REG 2
BMI IMAGING
1271
D-M INFORMATION SYS
1020
DCS
838
ITS
f 1054
PCI
1268 .
SAC F&F
836
WAVE
1172
WESTERN
961
SUPPLIER
CAT 5 REG 3,4
BMI IMAGING
1233
D-M INFORMATION SYS
995
ITS
1028
MICRO IM.
1047
PCI
1233
RCI
1292
WAVE
1138
WESTERN
937
SUPPLIER
CAT 5 REG 5
HMI IMAGING
1271
D-M rNFORMATION SYS
1020
DCS
838
ITS
1054
PCI
1268
SAC F&F
836
WAVE
1172
WESTERN
961
SUPPLIER
CAT 5 REG 6
BMI IMAGING
1240
D-M INFORMATION SYS
999
ITS
1032
PCI
1238
RCI
1299
WAVE
1144
.WESTERN
940.
SUPPLIER
CAT 5 REG 7,8
BMI IMAGING
1224
D-M INFORMATION SYS
988
DCS
840
ITS
1021
PCI
I224
RCI
1282
WAVE
1130
WESTERN
930
SUPPLIER
CAT 5 REG 9
BMI IMAGING
1233
D-M INFORMATION SYS
994
DCS
835
ITS
1027
PCI
1232
RCI
129.1
WAVE
1137
WESTERN
936
SUPPLIER
CAT 6 REG 1,2,5-9
BMI IMAGING
1203
ITS
1031
PCI
1188
SUPPLIER
I CAT 6 REG 3,4
BMI IMAGING
1016
ITS
879
MICRO IM.
1147
PCI
1011
SUPPLIER
CAT 7 REG 1,2,5
BMI IMAGING
975
I -MAX
1115
MICRO PB
942
WAVE
991
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
SUPPLIER
CAT 7 REG 3,4
BMI IMAGING
961
[-MAX
1097
MICRO IM.
949
MICRO PB
927
RCI
1143
WAVE
975
SUPPLIER
CAT 7 REG 6-9
BMI IMAGING
951
I -MAX
1084
MICRO PS
9I7
RCI
1129
WAVE
965
SUPPLIER
CAT 8 REG I
BMI IMAGING
1211
DCS
863
DCS/FP
840
PCI
I
I "I
WAVE
1 144
SUPPLIER
CAT 8 REG 2,5
BMI IMAGING
1279
PCI
121
WAVE
1205
SUPPLIER
CAT 8 REG 3,4,6
PCI
1164
RCI
1305 .
WAVE
1156
BMI IMAGING
1225
SUPPLIER
CAT 8 REG 7,8
PCI
1142
RCI
1280
WAVE
1135
BMI IMAGING
1202
SUPPLIER
CAT 8 REG 9
PC]
1155
RCI
1294
WAVE
1147
BMI IMAGING
1215
otl
Norte t
rnnur
llucd,oldi ;
lMfndocleo�
' r
Sun Fhncisco —i
San Alalro —►
Sanla Cruz
MICROGRAPHICS RFP/MSA SERVICE REGIONS
N 1 REGION_ 2
REGION 3
REGION 4
REGION 5
e Bulk
Calusa
Alameda
Alpine
11 Glenn
El ❑orado
Contra Cosla
Arnador
Laasen
Nevada
Marin
Calavaraa
nu Itludne
Plater
Naps
Irrcwe��+
I'lumas
Sacramento
San Francisco
Kern
Shasta
San Joaquin
San Mateo
l++yo
Slerra
Sutler
Santa Clara
Kings
Slsklyou
Yolo
Solano
Madera
Teharna
Yuba
SOrlUrna
hlaripona %Icrccd
Morro
Stanislaus
Tulare
Tuolumne
REGION b
REGION 7
REGION 8
REGION 9
Monterey
Los Angeles
Riverslde
Imperial
San Benito
Orange
San Bernardino
San Dicgo
San Luls Obispo
Santa Barbara
Santa Cruz.
Ventura
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
FORMS
A. The STD. 65, CONTRACT/DELEGATION PURCHASE ORDER
1. Agency Bill Code
THIS FIELD IS MANDATORY. Place the Agency Bill Code as assigned by the Department of
General Service in this field. There is to be only one bill code per order. Local agencies without a
billing code may obtain a billing code by calling (916) 3234030. Once assigned a billing code it can be
used on all future orders.
2: CONTRACT/DELEGATION NUMBER
Enter the appropriate MSA number for the supplier with whom you are placing your order in this field.
These numbers are located with the supplier's addresses in this Master Services Agreement in
Section I-E.
3. PAGE NUMBER AND TOTAL NUMBER
Enter the page number and total number of pages for each order. This should be shown with two digits:
(i.e. 01 of 02).
4. SHIP TO
Enter the Ship To address, or the address where documents will be picked up and delivered. Enter the
name and telephone number of the person who will be responsible for accepting the work.
BILL TO
Enter the address where invoices will be sent. Enter the name and telephone number of the section that
will be handling the invoice payment in your agency.
6. AGENCY ORDER NUMBER
Enter your agency's assigned purchase order number.
7. TERMS
Enter the terms for payment as NET 60.
8. DATE
Enter the date the purchase order will be mailed. The month, day and year should be indicated with two
digits; (i.e. July 1, 1997 as 07/01/97).
9. TO FIRM ADDRESS
Enter the contractor's name and address as shown above in Section I-E.
10. VENDOR NUMBER
Enter the Contractor's vendor number. Refer to the section with the Contractor's name and address
Section I-E above for the VIN #.
I1. DURATION, UNIT,
For services you may wish to enter ongoing for duration and LT (one Iot) for unit, otherwise the type
service and pricing needs to be specified for each type service. PIease see the sample STD 65.
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
12. VOLUME & DESCRIPTION OF WORK
For services please use the appropriate descriptions from the desired supplier's price list in Rider B. Be
as exact to the supplier's descriptions as possible to describe the desired services and discounted prices.
For example, for a simple conversion a supplier may be asked to provide the following:
Approximately 10 boxes per week, 480 boxes annually. Microfilming of both letter and legal
sized documents processed and Ioaded in ANSI cartridge with single diazo duplicate. Document
preparation is required.
Often suppliers will ask that a document conversion plan be developed and incorporated in the
purchase order as an attachment that explains the work to be accomplished in some detail. The ordering
agency will need to state the expected work in clear language that reflects accurately the pricing and
expected tasks associated with each step of the plan. Plans may include complete detailed descriptions
of the files and document preparation criteria, current filing system and retention schedules, expected
image and indexing characteristics; as well as, the schedule for conversions, tasks, pick up and delivery
requirements and any special handling and security requirements. The STD 65 will refer to this
document under the description section.
Remember a statement regarding a not to exceed total figure for a specified time period is often required
when the total is an estimate. Orders that are written for a specific time period, as opposed to a definite
amount of work, may not continue beyond the expiration of the MSA.
13. UNIT PRICE
Insert the DISCOUNTED unit price for each type service provided. Services may be described as a not
to exceed total, again, calculated using discounted prices. Prices may be totalled and then the total
discounted; however if the unit of one (1) LT (lot) is used remember to take the disount into
consideration when calculating the total price.
14. EXTENSION
Services may be described as one (1) lot (LT) and the not to exceed total inserted in the extension
column..
I5. TOTAL
Add the total of each type service from the extension column for this order, if there is more than one
figure, and place the amount in this field. In the case of an amendment, enter the accumulated cost of
the original order and the amendment amount to arrive at the total cost.
16. SIGNATURE
An original signature of the person with the proper signature authority within your department or agency
to sign this order must appear on the purchase order.
9E
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
STATE OF CAUFORNIA
AGENCY BILLING
CONTPACT/DELEGATION NiO. PAGE OF PAGE
CODE
5 - 98 - 70 - 12 o I OF O I
CONTRACT/DELEGATION PURCHASE ORDER
10100
_
STD 65 (REV. 3-91)
S
B
DATE (MON -ni. DAY. YEAR)
H DEPT OF FISH & GAME
1
DEPT OF FISH & GAME
109/01/97
1 2100 CARNATION PLACE
.L
570 5TH STREET, SUITE 200
AGENCY ORDER NUMBER
P SACRAMANTO CA 95814 -
L
CONCORD, CA 94520 -
PC 100000
T Attn: A. GEORGE
T
ATTN: JOIN CATS
VENDOR: Tws NUMBER VUST BE
0
SHOWN ON INVOICE
➢
9
COMPLETE ONLY
TO
WHEN TO BE USED AS VENDOR'S rNVO10E
FIRM ABC COMPANY
-ADDRESS 1234 ANYWHERE STREET
V�lhvolCE
I hereby cerigy that this is a true
NUMBE11NME R
ANYPLACE CA 95999 -
and just bill and payment has not
Type or ATTN: JOHN DOE 555-9798
been received.
print
:egibly)
VENDOR'S SIGNATURE
IENDOR NUMBER 99999 SIB NO ETH
TITLE (OWN'E(L MGR., CLERK. ETC.)
Show the Agency order number and
Vendor's FedcrAl Employer ldastiTication Number is
VENDOR'S TAXPAYER 1.D. NUMBER (FEIN)
NOTICE
CootranDelegsuon number on your invoice.
required.
TO
Show cash discounts offered on your invoice.
SuBMI Imagingt original receipted expense bills if
FRCRA.`rr
SuBMR Imagingi invoice in triplicate. If not on
your invoice includes prepaid transportation charges.
printed bill head, vendor please sign invoice.
All shipments shall be F. O.B. destination unless
otherwise sated on this order.
)ATE WANTED SHIP VIA TERMS
1 / NET
PROTECT
START
DURATION
VOLUME & DESCRIPTION OF WORT:
UNIT COST EXTENSION
FINFORMATIOh
DATE
'
-ticro(ilming, rotary
311/97
Ongoing
Approximately IO boxes per week,
8 112 x 11 dots
480 boxes annually
.0151frame
8 ZR x 14 does
Microfilming of both letter and legal sized
.0221frame
recessing
documents processed and loaded in ANSI
1.11 Roll
duplicate (diaxo)
4
cartridge with single diazo duplicate.
6.50/ duplieat
I each
Preperation is required.
8.50/1111
reparation
u
2.00/cartridge
,oad in ANSI cartridge
SAMPLE
SAMPLE
SAMPLE
SAMPLE
:)B
SALES TAX
PROGRAM CATEGORY (CODE AND T -E) FUNT) TIRE
(OPTIONAL USE)
TOTAL
4RGE SR F
UNST REM CHAPTER
STATUTE
FISCAL YFJAR
OBJECT OF EXPENDITURE (CODE AND Tft1.E)
1760.001-666 162
1
97198
I 12
[3 OJr O EQ.
CER77F1CA77ON AND APPROVAL OF EXECUTIVE OFFICER
UNENCUMBERED REMAINDER AFTER
POSTING THIS ORDER TO ALLOTMENT
fERESYCER77FY, On ary ran personal k»owledge rhat Air order for the purchase of the
ms specified above is issued in accordaricr with the procedure prescribed by law gOvermine
EXPENDITURE LEDGER
o such aenv or the yore of C: t onria: that all such ego requirements have
:"fully complied with.
ADJUSTMENT
INCREASrNG ENCUMBRANCES
ADJUSTMENT
TLE
DECREASING ENCUMBRANCES
3NATURE
CERTIFIED CORRECT (SIGNATURE)
D1STR1BUT10N: Copy I - Vendor; Copy 2 - Procurement: Copy 3 - Packing Slip: Copies 4-7 - Miscellaneous (Agency)
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
TASK SCHEDULES
NI EXAMPLE 111
Task Schedule No. I Title: Application Conversion
A. Task Description
The purpose of this task is to convert approximately 650,000 paper documents to be supplied by the State to the contractor XYZ for
conversion to electronic image format (TIFF).
B. Contractor Tasks and Responsibilities
C. Deliverables
Contractor will deliver for each program listed under B, above, source code and brief program descriptions
D. Completion Criteria
E. State Resoonsibilities
1. Appoint a State contact by start of conversion to serve a liaison with Contractor and to provide consultation as necessary for the
completion of this task. This contact will also coordinate the approval of the completion of this task.
2. Provide ... to Contractor for tasks listed under B, above, by start date.
3. Provide known test data and required program interfaces to be used in testing the applications listed under B, above.
4. Provide... between 8:00 a.m. and 5:00 p.m. weekdays.
F. Scheduled Dates
Start: March 1, 1996 Completion: May 15, 1996
G. Fixed Price
3(
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
STATE AGENCY MSA CONTRACT PERFORMANCE REPORT
1. GENERAL INFORMATION
Date:
Agency Name: Contractor Name:
Contact Person: Order Number:
Phone Number:
2. OUTSTANDING PERFORMANCE
Have you hired this Contractor previously? Yes No
Provide a brief explanation of the situation and what was done by the Contractor that made their
work outstanding:
3. PROBLEM REPORTING
Has the problem been resolved? Yes No
Provide a brief explanation of the situation that resulted in the problem:
Discuss what has been done by the Contractor and your Agency to resolve the problem:
3z
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
GENERAL TERMS AND CONDITIONS
1. General
a. The purpose of this document is to define certain tasks, establish the responsibilities for accomplishing these
tasks, and prescribe the payment therefore.
b. For that work which has been clearly identified, Rider B Task Schedules, as described in Paragraph 3 below,
define and authorize such work on a Fixed Price basis, with a guarantee of task completion.
c. To the extent that additional work, not foreseen at the time this Agreement is executed, must be
accomplished, Work Authorizations, as described in Paragraph 9, will be the means for defining and
authorizing such work on a Labor Hour basis.
d. This Agreement shall be governed by the laws of the State of California.
e. This Agreement may be amended only by mutual consent of the parties in writing.
Funding
The State's obligation is payable only and solely from funds appropriated for the purpose of this Agreement.
The State's monetary obligation under this Agreement -in subsequent fiscal years is subject to and contingent
upon availability of funds appropriated for the purpose of this Agreement.
Statement of Work
a. Contractor shall make available to the State technically competent personnel for the purpose of providing
the services required to accomplish the tasks prescribed in Rider B Task Schedules, in the manner described
herein. Each such task will be considered. complete when the completion criteria, as defined in the
applicable Task Schedule, are met.
b. Each Task Schedule contains, as a minimum, a description of the task, a statement of the Contractor's
responsibilities, completion criteria, a list of deliverable items (if any), the estimated starting date, the
scheduled completion date, and a fixed cost for each task. The aggregate of the fixed costs for all Task
Schedules constitutes the fixed price ceiling for all tasks described in the various Task Schedules.
c. The Contractor agrees that Contractor will perform the services for which the Contractor is responsible, that
Contractor will accomplish this work in the manner and in the time stated in the Task Schedules, and that
the Contractor will provide the deliverable items as required. This performance is predicted, however, on
the State meeting its responsibilities in the time and manner described in the Task Schedules.
Contro! and Supervision
The services provided by the Contractor to accomplish the Statement of Work shall be under the control,
management, and supervision of the Contractor.
Personnel
a. Contractor personnel shall perform their duties on the premises of the State, during the State's regular work
days and normal work hours, except as may be specifically agreed to otherwise by the Stare.
b. The State reserves the right to disapprove the continuing assignment of Contractor personnel provided to the
State under this Agreement. If the State.exercises this right, and the Contractor cannot irnrrediately replace
33
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
the disapproved personnel, the State agrees to an equitable adjustment in schedule or other terms that may
be affected hereby. .-
c. The Contractor will make every effort consistent with sound business practices to honor the specific
requests of the State with regard to assignment of its employees; however, subject to Paragraph 5b above,
the Contractor reserves the sole right to determine the assignment of its employees. If a Contractor
employee is unable to perform due to illness, resignation, or other factors beyond the Contractor's control,
the Contractor will make every reasonable effort to provide suitable substitute personnel.
d. In recognition of the fact that Contractor personnel providing services under this Agreement may perform
similar services from time to time for others, this Agreement shall not prevent Contractor from performing
such similar services or restrict Contractor from using the personnel provided to the State under this
Agreement, providing that such use does not conflict with the performance of services under this
Agreement.
6. Res onsibilities of the State
a. The State shall provide normal office working facilities and equipment necessary for Contractor
performance under this Agreement_ Any special requirements (e.g., reprographic services, computer time,
keydata entry, etc.) are identified in the Task Schedules.
b. The State is responsible for providing required information, data, documentation, and test data to facilitate
the Contractor's performance of the work, and will provide such additional assistance and services as is
specifically set forth in the various Task Schedules.
c. Delay or failure by the State to fulfill the above described responsibilities, such that the Contractor is
prevented from performing in accordance with the applicable Task Schedules, may result in additional costs
to the State and deviations from previously agreed upon work schedules. In this event, the State and
Contractor will initiate one or more Work Authorizations, as described in Paragraph 9. Should the
Contractor determine that a delay exists, or is probable due to failure of the State, the Contractor will notify
the State in writing immediately. Communications should be addressed to the State Representative named
in the order.
7. Confidentiali!y of Data
All financial, statistical, personal, technical and other data and information relating to the State's operation
which are designated confidential by the State and made available to the Contractor in order to carry out this
Agreement, or which become available to the Contractor in carrying out this Agreement, shall be protected by
the Contractor from unauthorized use and disclosure through the observance of the same or more effective
procedural requirements as are applicable to the State. The identification of all such confidential data and
information as well as the State's procedural requirements for protection of such data and information from
unauthorized use and disclosure shall be provided by the State in writing to the Contractor. If the methods and
procedures -employed by the Contractor for the protection of the Contractor's data and information are deemed
by the State to be adequate for the protection of the State's confidential information, such methods and
procedures may be used, with the written consent of the State, to carry out the intent of this paragraph.
Contractor shall not be required under the provisions of this paragraph to keep confidential any data or
information which is or becomes publicly available, is already rightfully in the Contractor's possession, is
independently developed by the Contractor outside the scope of this Agreement, or is rightfully obtained from
third parties.
34
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
8. Rights in Data
a. All technical communications and records originated or prepared by the Contractor pursuant to this
Agreement including papers, reports, charts, computer programs, and other documentation, but not
including Contractor's administrative communications and records relating to this Agreement shall be
delivered to and shall become she exclusive property of the State and may be copyrighted by the State.
b. The ideas, concepts, know-how, or techniques relating to data processing, developed during the course of
this Agreement by the Contractor or jointly by the Contractor and the State can be used by either party in
any way it may deem appropriate.
All inventions, discoveries or improvements of the computer programs developed pursuant to this
Agreement shall be the property of the State. The State agrees to grant a nonexclusive royalty -free license
for any such invention, discovery, or improvement to the Contractor or any other such person and further
agrees that the Contractor or any other such person may sublicense additional persons on the same royalty -
free basis.
d. This Agreement shall not preclude the Contractor from developing materials outside this Agreement which
are competitive, irrespective of their similarity to materials which might be delivered to the State pursuant to
this Agreement.
9. Unanticipated Tasks
a. In the event that additional work must be performed which was wholly unanticipated, and which was
identified in neither the State's solicitation document nor the Contractors bid suBNI U Imagingtted in
response hereto, but which in the opinion of both parties is necessary to the successful accomplishment of
the general scope of work outlined, the procedures outlined in this article will be employed.
b. For each item of unanticipated work, a Work Authorization will be prepared in accordance with the sample
attached as Exhibit A and will be incorporated as a Schedule to this Agreement.
c. It is understood and agreed by both parties to this Agreement that all of the terms and conditions of this
Agreement shall remain in force with the inclusion of any such Work Authorization added as a Schedule to
this Agreement. Such Work Authorization shall in no way constitute a contract other than as provided
pursuant to this Agreement nor in any way amend or supersede any of the other provisions of this
Agreement.
d. Each Work Authorization shall consist of a detailed statement of the purpose, objective, or goals to be
undertaken by the Contractor, the job classification or approximate skill level of the personnel to be made
available by the Contractor, an identification of all significant material to be developed by the Contractor
and delivered to the State, an identification of all significant materials to be delivered by the State to the
Contractor, an estimated time schedule for the provisions of these services by the Contractor, completion
criteria for the work to be performed, the name or identification of the Contractor personnel to be assigned,
the Contractor's estimated work hours required to accomplish the purpose, objective or goals, the
Contractor's billing rates per work hour, and the Contractor's estimated total cost of the Work Authorization.
e. In addition, each Work Authorization shall include, as appropriate, the identification by the State of all
confidential data and information to be made available to the Contractor in order to carry out this
Agreement, as well as written statements of the State's procedural requirements for protection of such data
35
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
and information from unauthorized use or disclosure. The Contractor agrees the Contractor M11 protect
such data from unauthorized use or disclosure in accordance with Paragraph 7.
f. All Work Authorizations must be in writing prior to beginning work and signed by the Contractor and State
Representative named in the order .
g. The State has the right to require the Contractor to stop or suspend work on any Work Authorization by
fifteen (15) calendar days' prior written notice. The Contractor agrees to stop or suspend work earlier than
fifteen (15) days, if Contractor employees engaged in the work can be reassigned to other duties.
h. Personnel resources will not be expended (at a cost to the State) on task accomplishment in excess of
estimated work hours required unless the procedure below is followed:
I) If, in the performance of the work, the Contractor determines that a Work Authorization to be performed
tinder this Agreement cannot be accomplished within the estimated work hours, the Contractor will
immediately notify the State in writing of the Contractor's estimate of the work hours which will be
required to complete the Work Authorization in full. Upon receipt of such notification, the State may:
a) Authorize the Contractor to expend the estimated additional work hours of service in excess of the
original estimate necessary to accomplish the Work Authorization (such an authorization not
unreasonably to be withheld), or
b) terminate the Work Authorization, or
c) alter the scope of the Work Authorization in order to define tasks which can be accomplished within
the remaining estimated work hours.
2) The State will notify the Contractor in writing of its election within seven (7) calendar days after receipt
of the Contractor's notification. If notice of the election is given to proceed, the.Contractor may expend
the estimated additional work hours of services. The State agrees to reimburse the Contractor for such
additional work hours.
10. Reporting, Invoicing, and Payment for Services
[Note: Payment as shown under paragraphs 10b and 10c below must be tailored to be applicable to law and
your procurement. PCC 12112 states that progress payments can only be made when the Contractor. is
developing something that is not suitable for sale to others in the ordinary course of the Contractor's business.
Be aware that when there are progress payments, a faithful performance bond is required in the amount of one-
half of the total contract.]
a. The Contractor shall provide a weekly written and oral status report, including a review of current and
subsequent weeks' work plans and an analysis of any problems previously encountered and still unresolved
or anticipated to be encountered. These reports will be made to the State representative named in Rider A
and to any personnel deemed appropriate.
b. During the execution of each Task Schedule which involves the delivery to the State of identified
deliverable items, the Contractor may suBMI Imagingt periodically to the State invoices reflecting a pro-
rata cost of the task schedules, determined on the basis of the lesser of either:
1) the -number of deliverables provided to the State divided by the total number of deliverables required to
be delivered to the State, less 25 percent, less any amounts previously invoiced; or
3&
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
2) the number of work -hours expended by the Contractor in the'performance of the task divided by the
number of work'hours scheduled for the task, less 25 percent, less any amounts previously invoiced.
For those Task Schedules which do not involve delivery to the State of identified deliverable items, but
which are of a continuing nature, the Contractor may suBMI Imagingt invoices reflecting a pro-rata cost of
the Task Schedule, less I0 percent, less any amount previously invoiced. Actual progress payment amounts
for such Task Schedules must be based on at least equivalent services rendered, and to the extent
practicable, will be keyed to clearly identifiable stages of progress as reflected in written reports suBMI
Itnagingrted with the invoices.
d. Upon completion of a Task Schedule to the satisfaction of the State, the full charge for such Task Schedule,
less amounts previously invoiced to the State in accordance with paragraphs I Ob or 1 Oc above, may be
suBMI Imagingtted for payment. However, this is only applicable when the benefits of completion of a
Task Schedule can be fully utilized without completion of a subsequent Task Schedule(s).
In the event that unanticipated work is performed, invoices for services as reflected on Work Authorizations
will be suBMI Imagingtted to the State for payment. The Contractor will invoice the State monthly for the
work hours expended in each Work Authorization for the preceding month. Each such invoice shall reflect
the number of hours worked by each classification of Contractor personnel and the applicable billing rates.
In no event shall the total amount paid for such unanticipated work exceed I0 percent of the total amount of
this agreement.
f. Invoices prepared in accordance with paragraphs 10b, c, d, and e, above will not be suBMI Imagingtted
more frequently than monthly to the State.
g. In the aggregate, invoices reflecting progress payments will not exceed 90 percent of the ceiling amount of
the agreement, with the balance to be invoiced upon satisfactory completion of the Agreement.
h. The State shall make payment to the Contractor as -promptly as fiscal procedures permit for performance
under this Agreement in accordance with applicable completion criteria as accepted by the State and in
accordance with invoices suBMI Imagingtted. If the Contractor is a nonprofit organization and contract
value is less than 5500,000, or if the Contractor is a small business, payment is due 30 days from the date
the services are received and accepted by the State or 30 days from the date a corrected invoice is received
in the office specified by the State, whichever is later. Payment is due to any other Contractor 60 days from
the date the services are received and accepted by the State or 60 days from the date a -correct invoice is
received in the office specified by the State, whichever is later. When provision is made for a testing period
preceding acceptance by the State, date of acceptance shall mean the date services are accepted by the State
during the specified testing period.
The State shall pay to the Contractor any California State and local salesfuse taxes on the personal services
provided pursuant to this Agreement.
Liabilities for Damages
The Contractor shall be relieved from Iiability with respect to the performance of work as outlined in each Task
Schedule when the State agrees the Task Schedule has been satisfactorily completed.
Except for liability for injury to persons or damage to property, the Contractor will be liable for damages only to
the extent of the maximum amount of this Agreement.
IN NO EVENT WILL THE CONTRACTOR OR THE STATE BE LIABLE FOR CONSEQUENTIAL DAMAGES EVEN If
NOTIFICATION HAS BEEN GIVEN AS TO THE POSSIBILITY OF SUCH DAMAGES.
37
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
NOTWITHSTANDING THE FOREGOING, NOTHING CONTAINED HER-EIN SHALL LIMIT CONTRACTORS LIABILITY FOR
PERSONAL INJURY AND DAMAGE TO PROPERTY CAUSED BY CONTRACTORS NEGLIGENCE OR TORTTOUS ACT.
Neither party to this Agreement shall be liable for damages resulting from delayed or defective performance
when such delays arise out of causes beyond the control and without the fault or negligence of the offending
party. Such causes may include, but are not restricted to, Acts of God or of the public enemy, acts of the State
in its sovereign capacity, fires, floods, power failure, disabling strikes, epidemics, quarantine restrictions, and
freight embargoes.
12. Disputes
a. Any dispute concerning a question of fact arising under the terms of this agreement which is not disposed of
within a reasonable period of time by the Contractor and State employees normally responsible for the
administration of this contract shall be brought to the attention of the Chief Executive Officer (or designated
representative) of each organization for joint resolution. At the request of either party, the State shall
provide a forum for discussion of the disputed item(s), at which time the Deputy Director, Procurement
Division of the Department of General Services, or a representative, shall be available to assist in the
resolution by providing advice to both parties as to the State of California EDP policies and procedures. If
agreement cannot be reached through the application of high level management attention, either party may
assert its other rights and remedies within this contract or within a court of competent jurisdiction.
b. The rights and remedies of the State provided above shall not be exclusive and are in addition to any other
rights and. remedies provided by law or under the contract.
13. Contractor Evaluation
In accordance v rith the California Government Code, contractor performance evaluation will be completed
within the guidelines of the State Administrative Manual, Section 1283. The State contracting agency, upon
contract completion, will complete and forward the contractor evaluation to the Department of General
Services.
14. Assignment of Antitrust Actions
The following provisions of Government Code Section 4552, 4553, and 4554 (Statutes of 1978, Ch. 414) shall
be applicable to the Contractor.
"In suBMI Imagingtting a bid to a public purchasing body, the bidder offers and agrees that if the bid is
accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may
have under section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act [Chapter 2
(commencing with section 16700) of part 2 of division 7 of the Business and Professions Code], arising from
purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to the bid.
Such assignment shall be made and become effective at the time the purchasing body tenders final payment to
the bidder."
"If an awarding body or public purchasing body receives, either through judgment or settlement, a monetary
recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive
reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion
of the recovery, including treble damages, attributable to overcharges that were paid by the assignor but were
not paid by the public body as part of the bid price, less the expenses incurred in obtaining that portion of the
recovery."
"Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the
cause of action assigned under this part if the assignor has been or may have been injured by the violation of
0
DOCUME W CONVERSION SERVICES ORDERING PROCEDURES
law for which the cause of action arose and (a) the assignee has not been injured hereby, or (b) the assignee
declines to file a court action for the cause of action."
15. National -Labor Relations Board Certification
By signing hereon the Contractor swears under penalty of perjury that no more than one final, unappealable
finding of contempt of court by a federal court has been issued against the Contractor within the immediately
preceding two-year period because of the Contractor's failure to comply with an order of a federal court which
orders the Contractor to comply with an order of federal court which orders the Contractor to comply with an
order of the National Labor Relations Board. This provision is required by, and shall be construed in
accordance w7th Public Contract Code Section 10296.
16. Statement of Com liance
The Contractor's signature affixed hereon and dated shall constitute a certification under the penalty of perjury
under the laws of the State of California that the Contractor has, unless exempted, complied with the
nondiscrimination program requirements of Government Code Section 12990 (a-f) and Title 2, California Code
of Regulations, Section 8103.
17. Examination and Audit
a. Contract Audit
The contracting parties shall be subject to the examination and audit of the State Auditor for a period of
three (3) years after final payment under the contract in accordance with Government Code Section
8546.7 . The examination and audit shall be confined to those matters connected with the
performance of the contract, including, but not limited to, the costs of administering the contract.
b. DVBE Audit
Contractor agrees that the awarding department, or its delegatee, will have the right to review, obtain, and copy
all records pertaining to performance of the contract. Contractor agrees to provide the awarding department, or
its delegatee, with any relevant information requested and shall permit the awarding department, or its
delegatee, access to its premises, upon reasonable notice, during normal.business hours for the purpose of
interviewing employees and inspecting and copying such books, records, accounts, and other material that may
be relevant to a matter under investigation for the purpose of determining compliance with Public Contract
Code Section 10115 et seq., the Military and Veterans Code 999 et seq. and Title 2 , California Code of
Regulations, Section 1896.60 et seq. Contractor further agrees to maintain such records for a period of three (3)
years after final payment under the contract.
18. Drug -Free Workplace Certification.
By signing this contract the Contractor or grantee hereby certifies under penalty of perjury under the laws of the
State of California that the Contractor or grantee will comply with the requirements of the Drug -Free Act of
1990 (Government Code Section 8350 et seq.) and will provide a drug -free workplace by taking the following
actions:
a. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession,
or use of a controlled substance is prohibited and specifying actions to be taken against employees for
violations, as required by Government Code Section 8355(a)
b. Establish a Drug -Free Awareness Program as required by Government Code Section 8355(b) to inform
employees about all of the following:
Ell
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
1) the dangers of drug abuse in the workplace;
2) the person's or organization's policy of maintaining a drug -free workplace;
3) any available counseling, rehabilitation and employee assistance programs: and
4) penalties that may be imposed upon employees for drug abuse violations.
c. Provide, as required by Government Code Section 8355(c), that every employee who works on the proposed
contract:
1) will receive a copy of the company's drug -free policy statement; and,
2) will agree to abide by the terms of the company's statement as a condition of employment on the
contract.
Failure to comply with these requirements may result in suspension of payments under the contract or
termination of the contract or both and the Contractor or grantee may be ineligible for award or any future state
contracts if the department determines that any of the following has occurred: (1) the Contractor or grantee has
made false certification, or (2) violates the certification by failing to carry out the requirements as noted above.
19. FORCED, CONVICT A_IND INDENTURED LABOR
No foreign -made equipment, materials, or supplies furnished to the state pursuant to this contract may be
produced in whole or in part by forced labor, convict labor, or indentured labor. By suBMI Imagingtting a bid
to the state or accepting a purchase order, the contractor agrees to comply with this provision of the contract.
20. THE TRANSITIONT THROUGH YEAR 2000
The contractor warrants that its hardware, software, and firmware products delivered under this contract shall be
able to accurately process date data (including, but not limited to, calculating, comparing, and/or sequencing)
from, into, and between the twentieth and twenty-first centuries, and the years 1999 and 2000 and leap year
calculations to the extent that other information technology, used in combination with the information
technology being acquired, properly exchanges date data with it. This warranty is subject to the warranty terms
and conditions of this contract. Nothing in this warranty shall be construed to limit any rights or remedies the
State may otherwise have under this contract with respect to defects other than Year 2000 performance.
(In some cases, such as renewals of existing contracts, where the contractor acknowledges upfront that some of
the hardware, software, or firmware is not Year 2000 ready, the State would allow the contractor to use the
following alternate language [underline for emphasis]):
The contractor warrants that its hardware, software, and firmware products delivered under this contract as
specified in the product documentation supplied by the contractor shall be able to accurately process date data
(including, but not limited to, calculating, comparing, and/or sequencing) from, into, and between the twentieth
and twenty-first centuries, and the years 1999 and 2000 and Ieap year calculations to the extent that other
information technology, used in combination with the information technology being acquired, properly
exchanges date data with it. This warranty is subject to the warranty terms and conditions of this contract.
Nothing in this warranty shall be construed to limit any rights or remedies the State may otherwise have under
this contract with respect to defects other than Year 2000 performance.
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
RIDER A —SPECIAL PROVISIONS
Imroices shall be submitted to the "Mail & Bill To:" address of the applicable MSA order, ContracvDelegation
Purchase Order, STD 65.
2. REPORITNG
The Contractor shall deliver to the Department of.. General Services Procurement Division Master Agreement
Unit, no later than the twentieth (20) working day of the month following the period for which the data is
compiled, a management report summarizing information for each agency and each Order within the reporting
period. The format of the report shall be determined by the Department of General Services Procurement
Division after contract award and shall be subject to change upon thirty (30) days notice from same. Reports
are to be provided monthly unless otherwise indicated by the Department of General Services Procurement
Division. The report is to be sorted by State agency name and then by date. Each line of the report should
represent one VISA Order, and contain the following it fotr_tation_
• Agency Name
• Agency Location
• STD 65 Order Number
• Order term
• Agency billing code for the Order
• Classification Designation
• Hourly rate
Name of Contractor hired
• Total dollars approved for Order
The end of the report shall contain a cumulative summary section which recaps I) associated Order numbers by
agencv, and if the Contractor is no longer working on- the Order, the last day the Contractor worked; 2) Order
numbers and contact dates for which the Contractor was unable to provide resumes; and 3) hours worked by
Category within each contract year.
WORK AUTHORIZATIONS
Exhibit A provides an example of a Work Order Statement which must be completed by the agency and
included with each MSA Order, CONTRACT/DELEGATION PURCHASE ORDER, STD 65.
CONTRACTS IN EXCESS OF $200,000
For contracts in excess of $200,000, Contractor shall give priority consideration in filling vacancies in
positions funded by this contract to qualified recipients of aid under Welfare and Institutions Code Section
11200 (Public Contract Code 10353).
41
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
5. NONDISCRIMINATION CLAUSE
(The following is form Std. 17,4. ffform Std. 17B is needed, the language must be revised)
During the performance of this contract, Contractor and its subcontractors shall not unlawfully discriminate,
harass or allow harassment, against any employee or applicant for employment because of sex, race, color,
ancestry, religious creed, national origin, disability (including HIV and AIDS), medical condition (cancer), age,
marital status, denial of family and medical. care -leave and denial of pregnancy disability leave. Contractors and
subcontractors shall insure that the evaluation and treatment of -their employees and applicants for employment
are free from such discrimination and harassment. Contractor and subcontractor shall comply with the
provisions of the Fair Employment and Housing Act (Government Code, Section 12900 et seq.) and the
applicable regulations promulgated thereunder (California Code of Regulations, Title 2, Section 7285.0 et seq.).
The applicable regulations of the Fair Employment and Housing Commission implementing Government Code,
Section 12990 (a-f), set forth in Chapter 5 of Division 4 of Title 2 of the California Code of Regulations are
incorporated into this contract by reference and made a part hereof as if set forth in full. Contractor and its
subcontractors shall give written notice of their obligations under this clause to labor organizations with which
they have a collective bargaining or other agreement.
This Contractor shall include the nondiscrimination and compliance provisions of this clause in all subcontracts
to perform work under the contract.
FEDERAL FUNDING
It is mutually understood that MSA Orders may involve Federal funding. If sufficient funds are not made
available by Congress to the State agency suBMI Imagingning the Order, the agency has the option to void the
Order under a thirty (30) day cancellation provision or to amend the Order to reflect any reduction of funds.
ESCA-LATION OF CO',N7RACT COSTS FOR YEARS TWO AND THREE
Before the anniversary of the award of the contract if the State decides to exercise its option to extend the
coritract on a year to year basis (up to two (2) additional years), the State Nvill contact the contractor(s) to verify:
1) if the contractor(s) desires to escalate their rate(s) as specified based on the current rate(s) or 2) to escalate
their rate(s) at a lower escalation percentage.
The State will use the contractor provided escalation percentage to determine the escalated contract rate(s) for
the additional year(s). This will be calculated by'using the current contract rate(s) multiplied by the escalation
percentage, then adding that result to the current rate(s) to determine the new contract rate(s).
(Example Current rate is $I00.00 x I0%= $ I0.00 New rate is $100.00 + $10.00 or $110.00)
An Amendment will then be issued to the MSA with the new rates and contract period.
42
DOCUMENT CONVERSION SERVICES ORDERING PROCEDURES
PUBLISHED PRICE LISTS
The following discounts shall ataply to each contractor's respective Arice list enclosed.
SUPPLIER CATEGORY
REGION
I DISCOUNT
BMI IMAGE SYSTEMS I, II, III, IV, V, VI, VII, VIII
ALL
-20%
DOCUMENT CONTROL SOLUTIONS' II
1 1
-15%
II
12 THRU 6,
-4%
II
7 & 8
-6%
II
9
-5%
V & VIII
1
-15%
V & VIII
12 THRU 6
-2%
V & VIII
7 & 8
-6%
V & VIII
9
-5%
DOCUMENT CONTROL SOLUTIONS/FILE PROS II
I
-15%
II
12 THRU 6
4%
II
1 7 & 8 1
-6%
II
1 9
-2%
V & VIII
I 1
-15%
V & VIII
12 THRU 6
-2%
V & V iII
7 & 8
-6%
V & VIII
9
-2%
D-M INFORMATION SYSTEMS II & V
ALL f
0%
FILETRON . II & III
1 & 2
-30%
II & III
3, 4, 8
-34%
II & III
5, 6, 9
-33%
II & III
7
-35%
IMAGEMAX I, II, III, IV, V, VI, VII, VIII
ALL
-33.33%
IMAGE TECHNICAL SERVICE
11, V, VI
ALL
-12%
MICRO IMAGES/800 SCAN
I, II, III, IV, V, VI, VII
3.& 4
-25%
MICRO PUBLICATIONS SYSTEMS
j
ALL
-10%
IV
ALL
-15%
VII
ALL
-20%
0 '1 MICROGRAPHICS
j
ALL
0%
PC IMAGING
II & III
ALL
-30%
V & VI
ALL
-32%
VIII
ALL
-34%
RCI IMAGE SYSTEMS
I & II
ALL
-15%
IV & V
ALL
-25%
VII & VIII
ALL
-30%
SACRAMENTO FILE & FURNITURE
II & V
ALL
-30%
VISUAL GRAPHIXI
I, II, IV
ALL
0%
WAVE INSTRUMENT CORP.
I, II, III
ALL
-20%
IV, V
ALL
-25%
VII, VII
ALL
-30%
WESTERN INTEGRATED SYSTEMS
V
ALL
-60.8%
43
EXHIBIT C
PROJECT IMPLEMENTATION
SCHEDULE
AND TRAINING DESCRIPTION
ID
O Taek blame
Duratlon
10 days
I Y
Starr
Mon 311199
I
1 Mon 3115i'99
Mon 3115/99
Tue 311 G/99
Finish
Fri 3112199
I
7
i RA-1 14 Fahruay 21 !-.b vwy 2a Mach 7
T F S 5 M 7 W 7 F 5 5 M I T W T F s S M T W Y F 5 S M T W T F
:.:"b4x..: N aGz w4sr :"<: •<. N•-, :. v ... .
........:.. .
'Internal training and setup
— I 9 P
Site inspection
1
Delermine Police spaceJpowerinetwurk requir, ments
I -Determine City Hall spaceipawar/network reyu:remenis I
;Site requirements !
i Prepare requiraments do..., !
Submit to customer
Order SoflwaWHardwara
I Deliver Hardwar@
- I Deliver So`warz
!Hardware installation
1 Install Police Hardware
! I Install Servers 1 Jukebox
! Install workstations 1 scanners
! Install City Hall hardwaze
I Install Servers 1 Jukebox
! Install workstations 1 sca:tnors 1
I software Installation I
Install Police software !
j Install Jukebox manager so"war,-
! Install imaging sottware
Insl all DMXiVVFX software
Install client sotiwares -- --
I Install City Hall software
! Insta!I Jukebox manager soRwar,-
! Install Imag:rtg sofware
I Install DMXNJFX software
Install OCR server software
Install client SDhWaras
ly +Training
I Po11ca training - --
City Hall training
Acceptance Testing
I
2
3
I 2 days
1 day!
Tuo 3nsr99
Mon 3/15/99
1 ue 311 SM9
Thu 3/1SM9
Wed 31t7199
Thu all 6rdg
Thu 4115199
1 Thu 4115199
Thu 4/15/99
Wed4=09
4
1 day I
s
2 days
Wed 3117199
Wed 3117193
Thu 311BIt39l
s
1 day,
1 day
7
a
s
10
120 days
Fri 3119199:
20 days
Fri 31191gg
20 days I
9days
Fri 3119199
Fri 4/1W99
Fri 411 &MR
Fri 411 s1591
11
12
5 days
Thu 4122199
Mon 4119199
Thu 4122199
Wed 4128199
Mon 4126199
13
2 days
.
14
is
3 days
Tue 412Wgg I
4 days
Fri 4123/99 !
Fri 4123199
Tua 4r27199 !
Thu 4122199
Thu 4/29199 I
Thu 4129F39
Fri 41o019D
Wad 515i99
-- - Fri 617199
Tue 511 t/99
16
17
2 days I
2 days
16 days
a days
1 day
3 days j
; 2 days
I 2 days
a days
Wed 412h199
Thu 5120199
to
1a
Mon 5110199
Thu 4129199
Tue 514199
Thu 515199
I Mon 5110/99
20
21
'
22
23
24
Thu 5120199
- Tie 5111199
1 Fri 5114M
zs
i day
1 3 days
1 Tuo 5111199
Wed 5112/99
Mon 5/171991
Wed 5119199
26
27
2a
2 days
Tue 5/1 EV99
Wed 51191.99
hu T5120199
F Tue 5C25199
Tuz 5/25199
Tue 5125r'99
1 day
za
30
t day
1 Thu 5120199
Fri 5121199
3 days
3+
3 days
Fri 5121199I
Fri 5121199
I Wed 5/26193
32
33
3 days
30 days
Tue 716109
!
—_- .
Fr�jec! NB m�alalorr Fear MPP
Cate. Tr:e 221'94
Pr
Tat4 ^--$°„cu x''?'d ?"C' Mleatone + Roded VP Talc t:=:?irozn£?<:fi <^ "lewd LIPProynss gaet S=rY MVP- aw t1P Sect
- ' ' • '
Prc7+w SUM.Marf ^ P.11.d lm Mied one O Exwnat Ta+k:
P+Sa 1
Ma Ui_1 Mpch 21 Mwch 28 Ap�li 4
April 11
Agil iB
April 25
May 2
_ _a
M T W F S S M T I W T F S S M I T W l F! 5 M W T�_F S
S M T
W T F S S M
T W T F S S
M T W T F S
S M i W T F $
9
.h:?-v:;.::::0:':i::i.::?:W:i:::...:n..::s..':'i-':'::i�:':.:G%µ:0]6.::�}.: .........N ...... x �:h::::....i.%n�'•OY.CJ:•JG.........��:�U:'.]L'2}??::?:':.:...}. ..% .�.
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�:
;. fix• .'.:. '.
Rdled lip Progress
Project Summary
RoCed Up Sod . . . . . . . . .
-lfli Tadr %%d'% iicv z'a<:, MAes*o . Ro led Up Task h? �:.''}} °,.d�
P:njecl H9 inafaAalal plan. MPP
.
7see. Tue 217310' i ProCraee Ae:-merry ^ Robed W 4Aleatone Q
Ertemal Tatl[a .x......
.7 S*
. . . . . . . . .
Pape 2
May B
May i6
May 23
Mey 30 I June 6
June 13
June 20 I Junr 27
M T W 7 F S
S M T W T F S S M T
W I T I F S S
M T W T F S $ N T W F S
S M T W T F S
S M T W T F S S M T W T F S
S M T
:
.
::.
..:.. .. .. ...:
xmnnrr
. . .. .. .. .......... .e .�......... srnr.rm.r.rnrr. v. �. � .� �� r.
r. •nw
r.rn.w.wmw. x. .. ..x. .. .. ...... .. •.:C'eIX4•' km;nwxm.n.... mvv,.};?.'::..usv.rr"ri.......:i:"^:^::mnrm.x .��.�
PL.W W Tack rc RoMd LP PioB:eas Ptaject Sw.mary w:rsr-.__rr_ = '}^� R.W W EWrt . . . . . . . .
='i_I'=t. ^B vatalalnn yan u.P
Task :"x:,z2 'v <:: ::r;i:Y;3
Mleai�b .
..^,aie: Tue L'2'ti:--=
Pr_giecs
^summary
^ Roll d W Musts. O Eatemal Tasks m y .vm Sy:t
ID Task —Name
Duration
Start —Date
Finish —Date
1 Internal training and setup
10 days
311/99 8:00
3/12/99 17:00
2 Site inspection
2 days
3/15199 8:00
3/16/99 17:00
3 Determine Police space/power/network requirements
1 day
3/15/99 8:00
3/15/99 17:00
4 Determine City Hall space/power/network requirements
1 day
3/16/99 8:00
3/16/99 17:00
5 Site requirements
2 days
3/17199 8:00
3118/99 17:00
6 Prepare requirements document
1 day
3/17/99 8:00
3117/99 17:00
7 Submit to customer
1 day
3/18199 8:00
3118/99 17:00
8 Order Software/Hardware
20 days
3/19/99 8:00
4/15/99 17:00
9 Deliver Hardware
20 days
3/19/99 8:00
4115/99 17:00
10 Deliver Software
20 days
3/19/99 8:00
4/15/99 17:00
11 Hardware installation
9 days
4/16/99 8:00
4/28/99 17:00
12 Install Police hardware
5 days
4/16/99 8:00
4/22/99 17:00
13 Install Servers / Jukebox
2 days
4/16/99 8:00
4/19/99 17:00
14 Install workstations / scanners
3 days
4/20/99 8:00
4/22/99 17:00
15 Install City Hall hardware
4 days
4/23/99 8:00
4/28/99 17:00
16 Install Servers / Jukebox
2 days
4/23/99 8:00
4/26/99 17:00
17 Install workstations / scanners
2 days
4/27/99 8:00
4/28/99 17:00
18 Software Installation
16 days
4/29/99 8:00
5120/99 17:00
19 Install Police software
8 days
4/29/99 8:00
5110/99 17:00
20 Install Jukebox manager software
1 day
4/29/99 8:00
4/29/99 17:00
21 Install Imaging software
3 days
4/30/99 8:00
514/99 17:00
22 Install DMX/WFX software
2 days
5/5/99 8:00
5/6/99 17:00
23 Install client softwares
2 days
5/7/99 8:00
5/10/99 17:00
24 Install City Hall software
8 days
5/11/99 8:00
5/20/99 17:00
25 Install Jukebox manager software
1 day
5/11/99 8:00
5/11/99 17:00
26 Install Imaging software
3 days
5/12/99 8:00
5/14/99 17:00
27 Install DMX/WFX software
2 days
5/17/99 8:00
5/18/99 17:00
28 Install OCR server software
1 day
5/19/99 8:00
5/19/99 17:00
29 Install client softwares
1 day
5/20/99 8:00
5/20/99 17:00
30 Training
3 days
5/21/99 8:00
5/25/99 17:00
31 Police training
3 days
5/21/99 8:00
5/25/99 17:00
32 City Hall training
3 days
5/21/99 8:00
5/25/99 17:00
33 Acceptance Testing
30 days
5/26/99 8:00
7/6/99 17:00
W A SYSTEM INTEGRATION & 1765 Fourth Avenue, Suite 100
DOCUMENT SOLUTIONS COMPANY
San Diego, CA 92101
tel: 619 / 702.0640
fax: 619 / 702-0644
Wave Imaging Corporation
toll free: 888 / 696-WAVE
EXHIBIT C
WAVE IMAGING CORPORATION
TRAINING FOR THE EDIRRMS SYSTEM
CITY OF HUNTINGTON BEACH
Wave Imaging Corporation will provide full service training to the City of Huntington Beach. All
training will be performed on premises at the City of Huntington Beach. The exact location for
that training will be determined by City Management Personnel so as to incorporate the maximum
number of trainees and most suitable facilities. Training shall be scheduled and performed to
minimize the impact to City or Police daily operations. Multiple training sessions covering the
same material will be provided to City and Police personnel to provide added flexibility to
scheduling.
Training duration as defined in the implementation schedule shall be three (3) full days for the
City Hall System and three (3) full days for the Police System. Training shall be performed from
8:00am to 5:00prn Monday through Friday. Optional additional training can be arranged with
Wave Imaging Corporation at the rate of $1,250.00 per day. Training will be performed for the
following individuals:
System Administrator Training — City Hall Project
• Huntington Beach City Hall shall designate up to two persons to attend system administration
training classes on the following software products: DiskXtenderTm, DMX, WFX, full imaging,
and Imaging Professional. The cost of the training shall be included in the contract pricing.
• Huntington Beach City Hall shall designate up to five persons to attend system operation
training classes on the following software products: DMXNVFX. The cost of the training shall
be included in the contract pricing.
End User Training — City Hall Project
• Huntington Beach City Hall shall designate up to five persons to attend system operation
training classes on full imaging. The cost of the training shall be included in the contract
pricing.
• Huntington Beach City Hall shall designate up to fifteen persons to attend system operation
training classes on the following software products: Imaging Professional. The cost of the
training shall be included in the contract pricing.
System Administrator Training — Huntington Beach Police
• Huntington Beach Police shall designate up to two persons to attend system administration
training classes on the following software products: DiskXtenderTm, DMX, WFX, full imaging,
and Imaging Professional. The cost of the training shall be included in the contract pricing.
• Huntington Beach Police'shall designate up to twelve persons to attend system operation
training classes on the following software products: DMXIWFX. The cost of the training shall
be included in the contract pricing.
End User Training - Huntington Beach Police
• Huntington Beach Police shall designate up to three persons to attend system operation
training classes on full imaging. The cost of the training shall be included in the contract
pricing.
• Huntington Beach Police shall designate up to twelve persons to attend system operation
training classes on the following software products: Imaging Professional. The cost of the
training shall be included in the contract pricing.
EXHIBIT D
Y2K COMPLIANCE
WIC
Wave Imaging Corporation
Millennium Compliance Certification
This is to certify that all Wave Imaging provided information technology
and products are, to the best of our knowledge, Year 2000 compliant, with
the exception of third -party software which Wave Imaging has no control
over. These products can accurately process all dates in the 19th, 20th,- and
2 1 " centuries, including leap years.
i
Ea stm a n
Software
i n Kodak Business
Eastman Software, Inc. Statement of -Product Year 2000 Readiness
July, 1998
For ease of reference, this Readiness Statement is divided into two categories with corresponding
statements with regard to Year 2000 Compliance for products that fall in either category:
A. Products that have been -tested and are either currently Year. 2000 Compliant ("Year 2000 Compliant
Products") or will be Year 2000 Compliant on the Product release date ("Yet -To -Be Released
Products").
B. Products and Product versions that are not Year 2000 Compliant and for which there are no plans for
Year 2000 Compliance.
NOTE: This Readiness Statement does not in any way modify the terms of any agreements or purchase
orders between any customer and Eastman Software, Inc. ('`Eastman Software"); however, Eastman
Software and its authorized resellers are prepared to assist customers in meeting their Year 2000
product needs, whether through updates or upgrades based on existing maintenance contracts or
through the purchase of licenses for Eastman -Software Products -which are Year 2000 Compliant.
Product availability dates apply to English language versions and local language versions where planned.
If you have any questions about Eastman Software Products, including any questions about specific
Product availability dates, in the United States please contact your Eastman Software authorized
representative or Eastman Software directly at (800) 970-5209.Outside of the United- States,- please call
the local international office of Eastman Software or your local Eastman Software- authorized
representative. Eastman Software's worldwide email address -for Year 2000 inquiries is
Y2KCeastmansoftware.com.
Eastman Software, Inc. shares its customers' and partners' concerns regarding the issue of Year 2000
operability of software. Our primary objective in.approaching this. issue -is -to ensure.that.customers and
partners have the information they need to help them to- prepare, successfully -for the coming -of the new
century. In keeping with our policy of making important business information available to our customers
and partners, we have prepared this statement of product readiness for the Year 2000 date change
("Readiness Statement").
Despite all of the media and industry attention to.the so-called "Year 2000 problem," there is no
standard, accepted definition. of the. term "Year12000 Compliance." For the -purpose -of this. Readiness
Statement, "Year 2000 Compliant" shall at.all times mean:
The software products (the "Products") were designed and tested by Eastman
Software to store date data in four -digit fields so as to accurately process, provide
and/or receive date data within and between the years 1999 and 2000. Any
statement that the products are Year 2000 Compliant will at all times be
conditioned upon the following: (i) all materials (including hardware; software,
firmware and databases) used with the Eastman Software Products properly
exchange date data with the Products, (ii) the Products are used in accordance with
their associated documentation, and (iii) the Products have not been modified -by
anyone other than Eastman Software.
Eastman Software's Year 2000 plans are structured to meet the following criteria: .
1. The Product must.operate with dates.that are less -than; equal to or greater than 2000 when the system
date is 1999 or earlier.
2. The Product must operate with -dates -that are less than, equal to or greater than 2000 when the system
date is 2000 or later.
3. The Product must operate when the system date rolls from 12/31/1999 to 01/01/2000, if there is any
possibility of application or system software running at that time.
4. If the Product is passing a date that contains a year with fewer than four digits -to another application
or system, it must pass enough information for the receiving system to comply with items 1-3.
5. If the Product is receiving a date that contains a year with -fewer than.four digits from -another
application or system, it must be able to interpret the date received to comply with items 1-3.
6. The Product must recognize year 2000 as a leap year.
7. The Product must recognize the correct day of the week as necessary.
8. Date values must sort correctly.
9. Date value calculations must operate and provide correct results.
110. Date values stored, calculated, imported, exported or displayed with fewer than four -digit years must
he unambiguous.
Eastman Software, Inc. Statement of
Product Year 2000 Readiness — 07/1198
A. Year 2000 Compliant Products
The versions of the Products listed below, as of the date -of -this Statement, are either (1) Currently -Shipping
Year 2000 Compliant Products, or.(11) Yet -To -Be -Released Products which -will be Year-2000 Compliant as
of the release date. Except as otherwise noted below, all Yet -To -Be -Released Products; including -localized
versions, will be available on or before September 30, 1998:
■ Eastman Software -imaging fortUNIX•.Server,:Version-.1:3.5:(which is an -English only -release)
will be available on or. before December 31, 1998.
■ Eastman. Software Doc ument'Manage r Version 4.-1--for-Microsoft®• Exchange -(English --and, local
language editions) will be available on or -before December 31, 1998. Note that -Version 1:0 of -
this product is Year 2000 Compliant and is available.
For details on Yet -To -Be -Released -Product release dates;.contact Eastman -:Software -at (800) 970-5209 or
your Eastman Software authorized representative.
T . Currently Shipping Year 2000 Compliant Products:
. Eastman Software WorkFolder Version 1.1 for MicrosoftIO Exchange
• Imaging for Windows' Professional Edition Version 2.0
. Eastman Software COLD Version 3.0 for UNIX
■ Eastman Software COLD Version 3.01 for Windows NTV
. Eastman Software Imaging Lx Client Package for Windows:
— .Eastman Software. Cabinet/Runtime Version 3.7.7 for Windows
— Eastman. Software Imaging Development Kit Version 3.7.7 for Windows
. -Eastman Software. -Imaging Custom Controls. Version.2.2•for.Visual Basic
— Eastman Software Imaging Batch Index Utility Version 1.4
. Eastman Software Imaging Server Version 1.4 for Windows NT®
. Eastman Software Document Manager Version 1.0 for Microsofts' Exchange
(Version 1.0 is English language only. Version I.l.will be available -in English and local language editions.)
. Eastman Software Imaging and Workflow Version 3.2 for Windows NTS'
. Eastman Software Workflow Connector Version 1.0•for the World Wide Web
. Eastman Software Workflow Connector Version 1.0 for Microsofts' Exchange
II. Yet -To -Be -Released Products:
. Eastman Software Imaging for UNIX Server: An upcoming version (1.3.5) will be Year 2000
Compliant.
■ Eastman Software Imaging l.x Client Package for Windows:
Eastman Software Imaging Workstation for UNIX: An upcoming version
will be Year 2000 Compliant.
Eastman Software, Inc. Statement of
Product Year 2000 Readiness — 0711196
B. Products Which Are Not Year 2000 Compliant
The Eastman -Software Products listed on the following page may or maynot-beYear 2000 Compliant;
for the reasons stated, these Products have not undergone formal testing. • Please consult category (A) of
this Readiness Statement for Products that are currently, or are anticipated to become, Year 2000
Compliant.
T . -Year.-2000 --Compliant versions availableunder maintenance agreements; -
The :Year 2000.compliant.versions of -the- following -Products wi11-be offered -to -customers who
currently have: a: maintenance>agreement:with.-Eastman. Software -or,an--Eastman-Software °authorized _
representative.
■ Versions. of Eastman.Software COLD (formerly OPENI /coldPlus) prior to Version 3:0:on UNIX
and Version 3.01 on Windows N72.
Versions. of -Eastman Software Imaging and•Workflow for Windows NTH (including WTMS)
prior to Version 3.2. This Product was formerly known as OPEN/image and-OPEN/workflow for
Windows NT*.
II. Product versions for which Year 2000 compliance is not planned:
- Eastman-Soft►vare Imaging for Windowsl" Professional Edition Version 1:I : An -enhanced version
of this -Product, Version_2.0 which is -Year 2000-Compliant, is available: Please contact an -
Authorized -Eastman Software, representative for additional information.
■ Eastman Software Workfolder Version•-1.0 for Microsoft' Exchange: -An -enhanced version of this
:Product, Version 1.1, which is Year'2000 Compliant, -.is available and has been shipped at no
additional charge to customers who had.purchased Version 1.0. Please contact your authorized
-Eastman Software reseller for additional information.
■ OPEN/workflow Version-2.2 for UNIX: Eastman Software -has previously announce&that this
Product is no longer available and no further enhancements will be made. The operating systems
supported by OPEN/workflow 2.2 are IBM AIX Releases 3.2.5, 4.1, 4.2 and HP-UX Releases
10.01 and 10.20. Limited Year 2000 testing was conducted on OPEN/workflow 2.2 and no Year
2000 issues were identified. Therefore, Eastman. Software expects that customers, who have
installed OPEN/workflow 2.2 and any -subsequent software patches as originally shipped to them
(without modification) for use in conjunction with any of the above -mentioned operating systems,
should experience no Year 2000 issues. Eastman -Software cannot make representations for the
platform software and hardware in use at customer sites now or in the future. We are reporting
the results of our testing of our software on IBM and HP-UX releases listed above.
. OmniDesk Version 2.21 for OS/2 (and all earlier versions/released: Eastman Software has
previously announced that this Product is no longer available and no further enhancements will be
made.
■ Eastman Software Imaging for UNIX Server (formerly OPEN/image for UNIX Version 1.3.2 and
all earlier versions/releases): An enhanced version of the Product, Version 1.3.5. which is Year
2000 Compliant, will be made available by December 31, 1998 (English language only). Contact
an Authorized Eastman Software representative for additional information.
■ Eastman Software Client Package for Windows — Imaging 1.x:
— Eastman Software Imaging User Objects Version 2.3 for PowerBuilder: Imaging for Windows
Professional Edition has OCX's available that should be used to create custom applications.
— Eastman Software Fax Client Version 2.1 for Windows: Eastman Software is in the process of
identifying appropriate third party fax offerings that are Year 2000 Compliant and are
integrated with our software.
Eastman Software, Inc. Statement of
Product Year 2000 Readiness — 0711198
— Eastman Software Connect/Runtime Version 1.5: Eastman Software is planning no further
enhancements to this Product.
Eastman Software Imaging SC3000/SC3100 Scanner Software: Eastman Software is planning
no further enhancements to this Product.
— Eastman Software Imaging Batch Scan Utility: Eastman Software has identified a number of
third party offerings that address this capability. Some of these include Radian's WorkScan
product and Kodak's MVCS and 14VCS products.
Eastman Software, Inc. Statement of
Product Year 2000 Readiness — 07/1198
ATTACHMENT 3
IMAGING RFP PROCESS REPORT
HISTORY
Several years ago a Citywide Imaging Committee was established to study options for
converting the City's records storage and retrieval system into an optical imaging system.
The Committee included representatives from each department. After surveying the then
current technology, a preliminary request for proposal was prepared and approved by the
Committee. Unfortunately, budget constraints related to the Orange County bankruptcy
and the down turn in the economy intervened. Funds earmarked for a pilot program were
diverted to meet more immediate needs and efforts on the imaging system were tabled.
In the 1997 as the economy improved, a new commitment was made to beginning an
imaging program within the City. In the1997/98 City General Fund Budget funds were
allocated to purchase equipment for a start-up program in specific departments in City
Hall. The budgeted funds were to be used for a document imaging system that would
include document imaging, storage, and retrieval with document management to be
provided through an indexing and optical character recognition system. The system would
also include a workflow component. During that same fiscal year, funds also became
available under a grant for implementing a similar document imaging, retrieval, and
management system in the Police Department.
THE BID PROCESS
It quickly became apparent that there was some synergism to be gained by combining the
two systems into a single system designed to meet the needs of both City Hall and the
Police Department. The combined request for proposal would give the City several
advantages:
■ A larger bid proposal would be likely to produce more competitive bids,
■ A single system would provide a greater ability to share information in those areas
where organizationally it would be beneficial to do so, e.g. payroll, purchasing, etc.
■ It would also provide an opportunity to eliminate to some degree redundant equipment
and in so doing free up funds which could then be used to expand the system in other
ways.
By combining the programs, however, new time constraints were placed on the City. The
grant funds available on the Police side were restricted for use by a specified date. In
order to meet these dates it was imperative that efforts be expedited. To achieve this, it
was determined that a smaller, representative evaluation group would be necessary.
In July of 1998, Chief Dolder selected an eight -member core group from among the
original 21 members of the Imaging Committee. The eight member group included
representatives from Information Systems, the Police Department, the Fire Department,
Purchasing, and Administration. Information Systems staff then updated the previously
prepared Request for Proposal (RFP). The eight member group reviewed and approved
the revisions to the RFP. Following approval, the RFP was sent to 33 potential vendors.
01 /19/99
Imaging RFP Process Report 2
These included vendors who had previously expressed an interest in bidding on a system
for the City as well as vendors who came to the City as recommendations from the
manufacturers of those products designated as acceptable within the bid specifications.
The deadline for submitting a bid was set for August 3, 1998.
In response to the RFP, three bids were submitted by the deadline. These came from
Berghell Associates, Wave Imaging Corp. (WIC), and Image IV Systems. All eight
members of the Committee received and reviewed copies of each bid.
In discussing the bids, it was agreed that the bids from Berghell and WIC had met the
requirements of the RFP including specifications as to hardware, software, and licenses
necessary to meet the full spectrum of functions proposed in the RFP. Both bids supplied
solutions for integrating the various City functions into a single multi -function system with
the ability to share data across departments, and at the same time provide security in
areas where necessary. Both bids also showed a capacity to expand and customize the
system to meet the divergent needs of the various City departments including
incorporation of the City's GIS and CAD systems.
The Committee had reservations about the bid from Image IV in that the means for
meeting some essential components required under the RFP were not clearly specified.
Its lack of specificity when compared to the other two bids left the committee with serious
concerns. Nonetheless, in effort to assure that each of the three options was fairly
considered, it was decided that they would be given an opportunity to demonstrate their
system.
SITE VISITS
Each of the three bidders was asked to provide a minimum of one location where the
Committee could view firsthand a system that they had installed. The Committee also
asked that they be afforded an opportunity to discuss the installation with technical staff
and end users at these locations.
WIC offered a site visit to an installation in the County Clerk's office in San Diego, Berghell
provided an installation at the City of Newport Beach, and Image IV scheduled a
demonstration in their office in Burbank.
WIC
The WIC system in the County Clerk's office in San Diego was fully installed and in use.
Their program was initially intended for use in the vital records division. The County
Clerk's Office had reached a point where they were overwhelmed by the large volumes of
records they were storing and the large number of daily requests for copies of those
records. They believed that imaging the birth and death records could reduce the space
required for storing these records. It would also allow them to improve their ability to
retrieve records and provide copies in a more timely fashion. According to their Senior
Deputy County Clerk, their expectations were met and exceeded. The installation was
completed within a few months. They were so impressed with the success that it was
quickly decided to expand the imaging program to include real estate transactions. This
01 /19/99
Imaging RFP Process Report 3
add -on project was a great success as well. In fact, banks and title companies are now
paying the County to provide title documents because they can provide them in shorter
timeframe than the escrow companies. It once took weeks to process documents and now
takes 24 hours. Needless to say, they hold WIC in the highest regard.
The Committee had a concern that while this system was operational and effective, it was
not the actual hardware and software that was offered in the WIC proposal. A second site
visit was scheduled at the Screen Actors Guild in Burbank. This provided an opportunity
for the committee to see the operation of the recommended system.
Berghell Associates
Berghell invited the committee to visit an installation that was in process at the City of
Newport Beach. They are implementing a citywide imaging program, much like what is
planned for Huntington Beach. Although the system was not operational, Berghell did
provide a prototype demonstration of an imaging workstation in the Clerk's office. They
also demonstrated how records would be stored and retrieved in the Police Department.
Since questions remained, a second demonstration was scheduled at their office where
the committee was taken through the storing, indexing, optical character recognition and
retrieval of records utilizing the hardware and software they were recommending.
image IV Systems
As a result of the initial review by the committee, it was determined that the bid submitted
by Image IV Systems, using a product called °Recollect" did not meet several key areas of
the bid requirements. Specifically the proposed product did not utilize a "NT Operating
System" and did not have a strong workflow component. To support the committee's
decision, it was determined that Richard Kaump from the Fire Department would conduct a
site visit at Image IV headquarters in Burbank, California.
During that site visit, it was confirmed that the product was not yet operating in an "NT"
environment, and although they had multiple users, they could not demonstrate
management of a large number of images and their related data files.
Another site visit was conducted September 1, 1998, at Recollect's Headquarters in
Sunnyvale, California. The visit included observing the product newly released NT version
of the software. During that visit, Richard Kaump's opinion was that the product was still
undergoing "Beta" testing, was not able to support workflow, and the original vendor did
not have the level of support necessary to implement a project of the magnitude required
in the Huntington Beach RFP.
It was, therefore, the sub -committee's recommendation that the Image IV proposal, using
the Recollect product, be eliminated from future consideration.
References
At this point, the remaining two bid contenders were also asked to provide a list of a
minimum of three references. A single set of question (Attached) was developed and used
for the phone interviews.
01/19/99
Imaging RFP Process Report 4
Berghell submitted as their references. The City of Newport Beach, the City of Manhattan
Beach, and Pepperdine University. Since the Committee had done a site visit to the City
of Newport Beach, telephone interviews were conducted with Manhattan Beach and
Pepperdine University.
WIC provided a list of five references. From these the County of San Diego County Clerk
was used as a site visit and phone interviews were conducted with the U. S. District Court
and the County of San Bernardino.
The interviews in combinations with site visit data served as the source for determining the
committee's final recommendation.
Recommendation
It is the recommendation of the full committee that the City accept the proposal submitted
by Wave Imaging, Inc. for installation of its Electronic Imaging and Document Retrieval
System. The basis of this recommendation is as follows:
Both the Berghell's proposal and the WIC proposal offered a system that the committee
felt would meet the City's needs. What differentiated the two bids in the end were the site
visits and references. The Newport Beach site chosen by Berghell was not operational.
When completed, the Newport Beach system should be very similar to that needed by
Huntington Beach. It was not far enough along, however, to provide a solid demonstration
of their ability to install such a system. Additionally, the committee has concerns about the
integration of the software combination that was proposed. Neither of the demonstrations
removed those concerns. Finally the references offered by Berghell did little to assuage
the committee's concerns. The City Clerk from Manhattan Beach responsible for installing
their system who had moved to Newport Beach, and the current City Clerk in Manhattan
Beach was only using the system to retrieve old records. No new information was no
longer being scanned. In fact, her office was in the process of seeking a storage facility for
the manually stored and indexed records that had been accumulated since the previous
City Clerk left. This left the committee essential with a single, fully operational and
supportive reference, Pepperdine University.
WIC provided the most unequivocal evidence that they are capable of installing and
maintaining a system that will meet the specifications of our RFP including demands for
customization and scalablility. They provided a demonstration site that was operational
and had the capacity to meet needs similar to those confronting them in Huntington Beach.
They provided references with systems in place that were comparable to that required by
Huntington Beach, and all references imparted a sincere confidence in WIC's ability to
meet any demand that was placed on them.
01/19/99
Questions for Document Wanagement References
1. How many users regularly use the system, and how frequently do they use it?
2. What kind of training did your organization received from the integrator,
including the number of people trained? Was it adequate?
I Was installation completed in a timely manner?
4. Does the system do what you expected?
S. How well did the integrator customize for varying departmental needs?
6. How well did the integrator respond to problems once the system was up and
running, how quickly?
7. Are there aspects of the product that you don't like or that fall short of your
expections?
8. What would you do differently next time?
9. What would you do differently next time?
ATTACHMENT 4
FROM : WAVE IMAGING CORPORATION PHONE NO. : 619 702 0644 Feb. 1T 1999 04:'0PM P2
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APPLICATION FOR T SURA CE RzQUI EN EN17S WP1I.TR OR MODIFICATION
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(This section to be completed kv the RiskManoger)
Recam.-nendation:
Approve_ _ Deny Risk Manager's Sipar=e-OG;e
(Phis section to be corsplered b}• the Cud Attorne•,)
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submr t fort to City Attone's to placed on L:_ agenda. Recomin-ndation: Approve�cm
City Council appro (is i'S t] required for ilis ,.air e:. Lr Cis Cot:ncil app al is required, attach tads form to the
RCA after consideration }the Settlement Cornrl�ir;x. ;:.is irsurzr;ce -•a;" on Cin• Council agenda.
jmpfar a soLrt+on/,nsre'q/&111 /97
7
RCA ROUTING SHEET
INITIATING DEPARTMENT: FIRE
SUBJECT: APPROVE CONTRACT WITH WAVE IMAGING
CORPORATION FOR PURCHASE AND
IMPLEMENTATION OF THE CITY'S PHASE I
ELECTRONIC DOCUMENT IMAGING, RETRIEVAL, AND
RECORDS MANAGEMENT SYSTEM
L COUNCIL MEETING DATE: i March 1, 1999
rl
AT - CHMENTS-,
ST us
Ordinance (w/exhibits & legislative draft if applicable)
Not Applicable
Resolution (w/exhibits & legislative draft if applicable)
Not Applicable
Tract Map, Location Map and/or other Exhibits
Not Applicable
Contract/Agreement (w/exhibits if applicable)
(Signed in full by the City A ttomey)
Attached
Subleases, Third Party Agreements, etc.
(Approved as to form by City Attomey)
Not Applicable
Certificates of Insurance (Approved by the City Attorney)
Attached
Financial Impact Statement (Unbudget, over $5,000)
Attached
Bonds (if applicable)
Not Applicable
Staff Report (if applicable)
Not Applicable
Commission, Board or Committee Report (If applicable)
Not Applicable
Find ings/Conditions for Approval and/or Denial
Not Applicable j
1 ' EXPLANATION FOR:-- MISSINGIATT-ACH MENTS::i,!-`: i
REVIEWED ..
.�'.lRETURNED
:FORWARDED
Administrative Staff
Assistant City Administrator (initial)
City Administrator (Initial)
City Clerk
iEXPLANATION; FOR RETURNORITEM !;!:i:! '01
.4
r6
•
•
•
OPTICAL IMAGING
• Phase I Implementation:
— City Attorney, City Clerk, City Treasurer,
Police, Fire and Public Works Departments
• Funds Available:
-- General Fund Budgeted Capital
— Police Grant
OPTICAL IMAGING
Selection of Vendor:
— 21 Member Committee
— Three Vendors Evaluated
• Product Review
• Reference Checks
• Site Visits
--- Selected Vendor is Wave Imaging Corporation,
Inc.
J17� CeW� CtJ 1 04
•
OPTICAL IMAGING
• Recommended Action:
Approve contract between Wave Imaging
Corporation and City of Huntington Beach,
including Settlement Committee
recommendation to waive professional liability
insurance requirement.
•
•
2