City of Yonkers Document Management Software Conversion Services For Small and Large Documents STAR Program and Building Department

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1 BID RFB-5608A - SCHEDULE B SPECIFICATIONS City of Yonkers Management Software Conversion Services For Small and Large s STAR Program and Building Department

2 City of Yonkers Imaging Conversion Services and Software Implementation The City of Yonkers has millions of paper documents that by law must be retained and archived. Many of these records are used on a daily basis by city personnel, title searchers, residents and other interested parties. It is the goal of the city to reduce the physical storage of these documents while increasing accurate access, secure access while complying with New York State records retention requirements. The city expects that document imaging will be an ongoing effort spanning the next four years. However, the STAR Program scanning project shall be implemented immediately upon award. The Department of Housing and Buildings (DHB) scanning projects will be given to the vendor to complete as they are identified and funding available. The unit prices you will be supplying will be fixed for a two year contract term, with the option to renew for two (2) additional 1-year terms, at the original unit prices, terms, and conditions, upon mutual concurrence. The City may use this contract to scan documents other than those described in the bid. The Current Environment: Servers: Windows Server 2008 R2 management software: Open Text Management, Alchemy Edition This environment will continue to be the City s standard platform for document management. Your solution must be delivered in an Alchemy database. The City is currently running the latest version of Alchemy. The first two projects: Efficiencies in Government: Scope of Work The City s Real Property Tax Assessment Program (STAR). The documents are critical in providing a needed service to reduce property taxes for over 20,000 residents and 14,000 Cooperative properties. These files must be digitized; bar coded and put in order by year to provide easy retrieval and a very secure database for the City. It is estimated that these files contain 1.0 to 1.2 million pieces of paper. Each document is 8 1/2 X 11 or smaller. The documents are of a highly confidential nature and you must ensure the custody of the documents throughout the process. The Star folders of each individual property contain star applications for each year an exemption is claimed. Often the documents are stapled together in a Year package. The year package has a front page that lists the tax year, block and lot information and a barcode of the Section, Block Lot. The Index is Page 2 of 11

3 Section, block, lot, tax year for each document. We do not know how many pages are included in each package or SBL folder. We do not expect any documents to be larger then 11 x 14. The City of Yonkers DHB has gone through much growth over the years. This growth has created tens of thousands pieces of paper that require retrieval and storage space. The problem is accurate retrieval to support the needs of the city s residents and staff. The department has three (3) Technical Assistants that spend 2.5 hours a day doing file requests and many of these requests are difficult to find because the complete permit file is not together. This number would be greatly reduced from 2.5 hours to 0.5 per day and would allow the staff to spend more time on the business of the building department. We expect that we will digitize the files of all the single family homes. Folders contain various size forms including large documents of blueprints or other engineering drawings. Efficiency: The staff will have all the closed files on the City server. This will increase the department s efficiency and increase the services to the residents and community. Misfiles: Misfiles would be eliminated because we will organize and index all the existing files and the staff will no longer be handling paper documents. File Requests: Request can be responded to more quickly. This will make the residents and the business community much happier. Space / Organization: This solution eliminates the need for this space while putting these important documents at staff s and resident fingertips. To create a highly organized digital database for each department, scanning and indexing of Tax Assessment Files for the city s Residents/Businesses, closed mits, Project Folders, Case and Correspondence Folders linking associated large drawings for quick and easy retrieval. Create 16mm and 35mm Archive Microfilm in compliance with New York State Law for the destruction of documents, allowing the City the option to destroy documents after New York State certification. The vendor shall include a NY State approved Disaster Prevention/Recovery Plan for 16 mm small documents and 35 mm large documents. Executive Summary The city needs a Imaging Management System that will meet all the expectations for the various departments. We need to eliminate the dependency on paper documents, reduce storage requirements, provide immediate access to records by authorized personnel; create State approved microfilm and are working towards their certification for document destruction, while providing a solid foundation to continue the process into the future. The City expects a maximum of 10 concurrent users of the Page 3 of 11

4 assessment data. We do not have an estimate on the number of documents for future growth. Workflows and eforms may be important to the City. You should understand the problems that Municipalities face today; valuable space is wasted by storing archived documents and drawings; time is wasted searching for requested documents; complying with New York Public Access Law; and justifying this project to the Mayor, Business Administrator and Council Members. This addresses these issues by reducing file space by 95%, increasing department efficiency by saving thousands of hours on research and retrieval, while providing a 30% to 60% return on investment. Space: Every year the City accumulates more paper, and every year the City has to keep track of more and more pieces of paper, all of which cannot be thrown away. As the sizes and quantities of these files increase, the City is faced with an evergrowing problem of where to store all of this paper. Storerooms become overcrowded, office space is used for filing cabinets not people, dark and dingy basements and hot and dusty attics are converted into inadequate storage spaces, or costly mobile office space and off-site storage is purchased. Our solution eliminates the need for this otherwise costly wasted space while putting these important documents at employee and resident fingertips. Efficiency: Limited space and filing problems reduce job efficiency. If the problem is not addressed it will get worse as the years go on. More misfiles will generate resident dissatisfaction. Also, sharing files and information between the various departments will be appreciated, as requests can be researched and answered quickly and efficiently. Fire/Flood/Other disasters: Paper documents are fragile. Fire, water, accidents, time and incompetence can easily destroy legal documents leaving the City open to litigation. Due to the size and amount of paper involved, it is unfeasible to backup paper documents by photocopying With this conversion system an entire warehouse full of documents can easily be stored off-site in several boxes containing CD/ROMs, backup tapes and microfilm. This allows the City not only to backup their documents but in the case of a disaster the City can quickly restore the digital database anywhere it can set up a computer. Statement of Work Study The scope of work shall include design, delivery and installation of an Alchemy Database and Management System that meets the New York State requirements for Imaging System Certification. The following are the State s requirements: Form a team of entity representatives Consult State standards. Set realistic timetables. State approved plan for disaster prevention/recovery and data migration. System must be open architecture. Create a data index. Page 4 of 11

5 Specify security methods. Provide a microfilm back up. Application Preparation File preparation includes the removal of staples, post-it notes, repairing torn documents and identifying and placing specific documents in a predetermined order. For example, a Building mit would be arranged with the mit Jacket first, the Certificate of Occupancy/Approval next, followed by the Subcode documents in order of, Building, Plumbing, Electrical and Fire, then correspondence and lastly spec books, calculations, and other assorted documents. The assessment documents are stapled together by the year they were received. The documents shall be returned to us in lot, block, and year order. s which are not files in a year order should follow the year files within blocklot. Index The vendors Team Leader will develop an indexing methodology, which will include all the required retrieval field criteria, number of characters in each field, and the merging of any existing databases. This process will ensure mutually agreed retrieval specifications. An Index review will follow allowing an opportunity to revise each document s naming conventions and make any corrections. Digital Scanning Scan each document and enhance the image such as de-speckle, de-skew and crop. s shall be at 200 DPI for small documents, and 300 DPI for large documents to meet New York certification requirements. Raised Certification Seals The New York Department of Archives and Records Management require all Certification Seals to be visible and/or identified on the scanned image. Archive: New York State Requirements and Certification The State will not certify any documents for destruction without Archival Microfilm back up. This process insures the best quality microfilm and is 100% State compliant. Each Record is placed on the microfilm in consecutive order and can be retrieved by a unique Roll and Frame number. Disaster Prevention/Recovery Plan and Database Migration Data Migration: At any time, the images contained within the digital database can be exported into industry standard TIFF format. Likewise, the data corresponding to these images can also be exported into several different formats of industry standard ANSI text files. Security of documents Plan: The documents that you will take possession of are highly confidential. Loss of the documents could lead to identity theft. You must maintain custody of the documents throughout the process. You may not transfer custody to a third party. Your organization must be bonded and Page 5 of 11

6 indemnify the City of Yonkers from claims arising from loss of the documents while in your custody. You will store the documents for up to six months after delivery of the final digital product to the city. Upon notice from the city you must destroy the documents within 30 calendar days and provide proof of such. Loss of documents Plan: The Vendor will need to develop a plan to mitigate the risk to the City of Yonkers and the homeowners, should you lose custody of the documents. This plan shall include notification to the City and notification to the individuals who may be a risk from the loss. It shall also include identity theft services, such as Lifelock, that the individuals may use for up to three years after the loss, with no cost to the City or resident. Concerning identity theft, the vendor assumes all responsibility in the event that documents are lost. The vendor shall indemnify the City from all liability related to the loss. The vendor at its sole expense shall follow all laws and notification requirements of the law. Vendor shall provide with their bid descriptive literature on the identity theft service product they shall use. The City may not integrate the assessment Star images into the current Alchemy environment. You should be prepared to deliver and install a standalone instance of the environment. Essentially the City desires the vendor to provide Alchemy expertise so that the delivered environment is a turnkey solution. Vendor Qualifications: Vendor must have at least five (5) or more references that are counties, municipalities, or government agencies within the State of New York or New Jersey for a Buildings Department s large and small documents. The vendor s references must include the completed conversion of similar project files for a Building Department including small and associate large drawings that were approved by State of New York or New Jersey and the State Records Committee for State Certification within the last three years. The City may make site visits to ensure that the vendor cam comply with the bid requirements. Failure to demonstrate your ability to fulfill the requirement may invalidate your bid response. The City reserves the right to invalidate any bid it believes that the bidder will not be able to adequately safeguard its documents while in its possession. Additional Requirements: s shall be converted into PDF Version 1.7 (ISO :2008) and TIFF. Barcoding will not be used for the STAR program project. Future projects including the Buildings Department records may include a barcode component. If you encounter any documents that are in color, they must be scanned in color. Page 6 of 11

7 After scanning is complete, with approval of a City Official, documents are to be destroyed. A certificate of destruction from the bidder is to be issued as proof. It is preferred that the destruction occur onsite at the contractors facility and not trucked to another location. The ten licenses mentioned in the bid are to be priced separately. Assessment files shall be put in date order. The City will need folders for each block lot and a year folder within. Ex.: Folder for Section Block Lot (SBL) , subfolder 2009, subfolder 2010, subfolder The number of year folders will not be consistent from SBL to SBL. Papers that are out of place shall be put in date order, starting with most recent first. If a document is found misfiled it should be scanned into the correct folder. Files shall be stored on DVD s as a backup medium. Vendors are to provide all boxes and labor to remove files from the City s offices. Empty folders shall be discarded. s are to be stored in a secured area after the scanning process. The area shall have CCTV monitoring, and an alarm system. Reasonable measures must be undertaken to secure both physical and digital documents. Upon acceptance of the document deliverables, the vendor must destroy all digital copies they may have on their workstations, scanning equipment and servers. The vendor may never keep any documents post acceptance nor use them as reference material. The Vendor shall provide a Letter of Confirmation, signed by a duly authorized officer of the company attesting to the destruction of all documents. The files located on the fourth floor of 87 Nepperhan Avenue are to be removed after a test is done on twelve files. After the result is verified and acceptable to the City, vendor will proceed with removal of all of the files. Files located on the sixth floor of 87 Nepperhan Avenue shall be done in sections as the City obtains funds for the project. The City will do a test run once a vendor is selected. The project will then proceed forward after the test run is complete and accepted. The City shall be billed on the number of document images delivered. Microfilm shall be delivered after the digital images are delivered. Small format documents must be scanned at a minimum of 200 DPI (dot per inch) and large format at a minimum of 300 DPI. The Vendor shall be responsible for 100% Quality Assurance of all images scanned and filmed. Envelopes encountered in the process will be opened and scanned flat. Any content that exist in a document shall be removed and scanned. Post-It notes will be attached to a blank page and are to be scanned. Calculator tapes will be affixed to a blank page and scanned. Should the City require the return of an SBL folder, the vendor shall deliver the document within the folder in a digital format within four (4) hours of the request. The City shall provide an area for the loading of boxes. Access to files shall be Monday through Friday 8:30 AM 4:30 PM except on City holidays. Page 7 of 11

8 The Vendor shall be responsible for boxing the files and they may be stored for a several days prior to pickup by the vendor. The City is currently running the latest version of Alchemy. Vendor is to review and certify all microfilm. Vendor is to complete the STAR project within 90 days after pickup of files. The term document is defined as the front and back of a single sheet of paper, index card, etc. At any time while the vendor is in possession of the document, the City may inspect the vendor s facility during the working hours of 9:00 AM to 5:00 PM. The Vendor shall assist the City in obtaining a certification of the public records image processing system and the destruction of paper-based public records from the New York State Records Committee. As proof that the process the vendor uses meets NY STATE requirements for an Image Processing System for the Building Department, the vendor must supply five (5) references from different Government entities of approvals issued by New York State or New Jersey for submission of 16mm and 35mm archival preservation microfilm. Vendor must submit a sample CD of small and large documents from a Building Department with their Bid that will demonstrate vendor s compliance to the bid specifications. Images will be delivered in NY State approved TIFF format with corresponding index information. TIFF images will also be converted to PDF format, with related indexing data, in a format to be imported into Alchemy. Vendor must be a reseller for Open Text (Alchemy Edition). Final images will be delivered on DVDs (three copies of each DVD). The delivery method of the DVDs shall require the prior approval by the City. STAR Specific s: All documents shall be indexed by SBL & Date. s. Date sensitive records are currently stapled together, other documents are informational and don t need date organization. s without SBL s listed are to be returned to the City. Any SBL folders found not to contain any documents shall be returned to the City. Zoning and Planning s: Any oversized documents (over 11 X 17) shall be scanned as large format documents and placed at the end if the folder. Oversized documents shall be scanned at 300 DPI. They shall be scanned in duplex if content exists on both sides. Raised seals will be identified with BOTH a page prior added and indicating and modification of the original document but placing a charcoal rubbing over the impression area. File folders shall be scanned. Page 8 of 11

9 Large format drawings shall be archived onto 35mm film, all others at 16mm. Vendor must locate the certificate of occupancy and violations within the permit folder and place these documents after the permit folder. Vendor must place all sub-code documents (building, electrical, plumbing and/or fire) in category order following the certificate of occupancy. Vendor must link all permit drawings and small documents together so that the contents of an individual permit are retrieved together. Vendor must provide a 35mm microfilm master for drawings and 16mm microfilm master for small documents. Note: Please be advised that the winning bidder will be obligated to sign a confidentiality agreement with the City due to the sensitive nature of the documents. NOTE: BIDDERS ARE REMINDED THAT ANY RECAPITULATION OF THE WORK TO BE DONE / SPECIFICATIONS MAY RENDER A BID NON- RESPONSIVE AND INELIGIBLE FOR AWARD. Page 9 of 11

10 BID RFB-5608A - SCHEDULE C BID SCHEDULE OF PRICES ITEMIZED - Bidders to complete all fields. A. Pricing and Quantity Estimates: STAR Program (214) Lateral File Drawers Item Estimated Description U/M Unit Price Total Qty. 1 1 Completion of Work Study and Ea Lump Sum (LS) Creation of Database 2 10 Alchemy Search Ea Module 3 10 Alchemy Index Ea Station 4 10 Alchemy Scan Ea Station 5 30 Installation EA (Items 2-4) 6 5 Training Day (5 Hours per day) 7 1,200,000 Assessment Digital Scan, including document prep and indexing 8 1,2000,000 Assessment 16mm Microfilm 9 1 Assessment 35mm Microfilm 10 1,2000,000 Shred Ea. Lump Sum A. Total price items 1-10 in figures Total Price in Words NOTE: ANY ALTERATION, MODIFICATION, ADDITION, OR DELETION TO THIS BID SCHEDULE OF PRICES SHALL RENDER THE BID NON- RESPONSIVE AND INELIGIBLE FOR AWARD. Page 10 of 11

11 B. Pricing and Quantity Estimates: Building Department - Residential mits or other documents - Estimated 10,000 mits Item Estimated Quantity mits in Folders: 1 30 Description U/M Unit Price Total Imaging Processing Consulting per Day (Loaded rate to include all related costs) Day (7 Hours) 2 10,000 Prep ,000 Index 60 Key Strokes(KS) /Folder 4 200,000 Small doc Digital Scan 5 200,000 Small doc 16mm Microfilm 60 KS 6 100,000 Large doc 35mm Microfilm Drawings: DPI Scan Large Destruction Color Photo ,000 Index 60 KS B. Total price items 1-10 in figures Total Price in Words Grand Total A and B in Figures Grand Total A and B in Words NOTE: ANY ALTERATION, MODIFICATION, ADDITION, OR DELETION TO THIS BID SCHEDULE OF PRICES SHALL RENDER THE BID NON- RESPONSIVE AND INELIGIBLE FOR AWARD. Page 11 of 11