Proposal for: City of Clearwater Proposal for Paper and Film Media Conversion Services Submitted by: Advanced Data Solutions, Inc. Florida Department of Management Services Information Technology Services Contract #973-561-010-1 141 Scarlet Boulevard, Suite A Oldsmar, FL 34677 813.855.3545
Advanced Data Solutions, Inc. (ADS) is pleased to submit this Proposal to provide Document Imaging and Conversion Services for the City of Clearwater (COC). We stand ready to perform in accordance with the requirements of the COC in a timely manner. As an experienced solutions provider of records management services, ADS has developed a reputation for reliability and dependability in meeting short deadlines and providing top quality services to Florida Municipal Government. We are one of the few Document Imaging Companies on State Contract & we are certified as a WMBE and Small Business with both the state of Florida, the City of Tampa and Hillsborough County. With a client focus on City and County government, ADS has provided electronic document management solutions to countless entities with documentation similar (if not identical) to that described in this proposal. We have completed huge back-file conversion projects involving microfilm / microfiche records, bi-tonal / color / grayscale wide format blueprints and drawings and related hard copy records from all municipal departments. We are always the prime and only contractor involved in the services offered. We have a local technical staff who will serve as the implementation team and point of contact for COC. Our main service bureau is headquartered in Oldsmar where we run three shifts, seven days per week. From this facility, we handle the outsourcing requirements for over 100 Florida Cities, Counties & Agencies. Our primary focus in the service bureau is on the conversion of standard paper and large-format drawings to digital images. We also perform the conversion of millions of microfilm / microfiche images to various formats and indexing schemes. Because of our extensive work within the service bureau division, we are uniquely qualified to provide the services required by the City offering a breadth of knowledge not possessed by companies focused mostly on software installations. We have the strongest expertise within the municipal area of document imaging in the State of Florida. Overview ADS is offering services to the City of Clearwater to satisfy their needs for back-file conversion of small format letter, legal and double letter sized documents, large format drawings, 35MM and 16MM microfilm and microfiche data for management within the City s Laserfiche Electronic Document Management System. It is understood that each department may have individual and unique formatting and indexing needs according to their specific records management requirements. ADS will consider all such requirements prior to the commencement of any new statement of work and honor the firm pricing offered within this proposal. General Procedures / COC The City will prepare control logs to accompany each Batch Records Release prior to ADS records retrieval. The City shall prepare all records for pick-up within clearly definable batches (i.e. Boxes 1-50, Rolls 200 250, etc.). The City shall notify ADS of any special prepping, scanning or processing needs such as color scanning, re-binding of documents or change in index requirements. Such notification can be made via email or direct written correspondence supported by instructions or notation on box control logs.
General Procedures / ADS All source data media (paper, microfilm or microfiche) will be converted at resolutions of 300 dpi or higher in accordance with Florida Administrative Code Records Management Standards and Requirements Electronic Recordkeeping Rule 1B-26. ADS will image documents on both sides and not image any side that is blank. All imaged documents will be reviewed for quality to ensure that correct, legible representations of the documents have been obtained. Each Pick-up from the City will contain a control sheet detailing records released. Such sheet will be verified at the point of retrieval and at the ADS operation facility in Oldsmar for accuracy and completeness. Any discrepancies will be reported immediately. All converted images and related index data will be transferred to CD-ROM or DVD media discs of standards to exceed industry guidelines. All discs are of high quality and exceed an expected life of 10 years. CD-ROM or DVD media discs will be provided to the City at no charge as part of the conversion services offered. All discs are Read Only / Write Once and can t be modified once created. ADS will retain source data on in-house servers for a period of 60 days after delivery and until client acceptance. ADS will conduct make ready repairs, as required, to documents so they are ready for imaging. This includes staple / paperclip / rubber band removal, unfolding of documents, repair of torn documents, smoothing of creases and other tasks necessary to ensure clear conversion of images. We will return documents to their original groups as originally found in the files. ADS will emboss raised seals on all documents as part of best practices established for guidelines of scanning government records. Care will be taken as to not disrupt the integrity of any information surrounding or within raised seals. ADS will deliver all source documents back to the City within 2 weeks of retrieval. ADS will offer scan on demand services to the City at no charge. Records requests will be satisfied immediately through our request email address that is routed to six persons. Documents will be emailed or placed on a secure FTP site for immediate download. Physical re-delivery will occur, if necessary. Advanced Data Solutions, Inc. operates and is governed by the rules and regulations established under HIPAA, the Health Insurance Portability and Accountability Act of 1996. Sensitive Records are kept under lock and key and converted on an immediate basis. All ADS employees have read and signed HIPPA compliance forms and are routinely educated on privacy rules and regulations. ADS complies with the Florida Public Records Act in fulfilling our service contracts. We shall not disclose to third parties information which does not constitute a public record under said act. Additionally, ADS performs background verifications and random drug testing on all employees.
Conversion Pricing Schedule City of Clearwater Florida Department of Management Services Information Technology Services Contract # 973-561-010-1 Description Job Code #1420 - Data Modeler / Large Format Print Conversion Conversion of 200 Large Format / Blueprint Data Image Files at our Negotiated State Contract Rate of $100 per hour equivalent to our Fixed Contract rate of $.50 per image. Conversion EQUIVALENT TO $.50 per Image as a fixed price to the Job Code #1420 - Data Modeler / Small Format Image Conversion Conversion of 2,000 Small Format / Data Image Files per Hour at our Negotiated State Contract Rate of $100 per hour equivalent to a Fixed Contract rate of $.05 per image. Conversion EQUIVALENT TO $.05 per Image as a fixed price to the Job Code #1420 - Data Modeler / Microfilm Conversion Conversion of 4 Data Microfilm Rolls (16MM or 35MM) per Hour at our Negotiated State Contract Rate of $100 per hour equivalent to a Fixed Contract rate of $25.00 per Media Roll. Conversion EQUIVALENT TO $25.00 per Roll as a fixed price to the Job Code #1420 - Data Modeler / Microfiche Conversion 35 MM Conversion of 400 Data Microfiche Images per Hour at our Negotiated State Contract Rate of $100 per hour equivalent to a Fixed Contract rate of $.25 per Media Image. Conversion EQUIVALENT TO $.25 per Image as a fixed price to the Job Code #1420 - Data Modeler / Microfiche Conversion 16 MM Conversion of 2,500 Data Microfiche Images per Hour at our Negotiated State Contract Rate of $100 per hour equivalent to a Fixed Contract rate of $.04 per Media Image. Conversion EQUIVALENT TO $.04 per Image as a fixed price to the State Contract Rate/Hour Fixed Price Image Rate $.50 $.05 $25.00 Per Roll $.25 $.04 Creation of Flat Data Files for interface within the City s Laserfiche Records Management System Conversion in accordance with Dept of State Guidelines of 300 dpi within Group IV TIFF Files. Creation of system-specific index file and directory pointer files according to Data requirements of Laserfiche system.
Out of Pocket and Miscellaneous Expenses Local Pick Up and Redelivery $30 Round Trip Unusual Document Preparation or Records Repair for all Categories of Conversion. This is applicable to unusually damaged paper records, microfilm or microfiche $8.00 Records Requests Satisfied Via Email No Charge Records Requests Immediate Physical Return of Files $30.00 Special Request CD or DVD Duplication $15.00 Per Media Disc Special Indexing Per Keystroke $.01 (Data Modeling Rate/Hour Equivalent to 10,000 Keystrokes/Hour) Occasional Color Paper Records Scanning This will be Billed as No Charge Black and White unless it exceeds 50 pages per batch of records processed. A batch typically consists of 5 boxes of records or higher Volume Color Scanning Letter, Legal and Double Letter Size $.09 Volume Color Scanning Wide Format Prints $1.00
Example Contract PROFESSIONAL SERVICES AGREEMENT BETWEEN CITY OF CLEARWATER AND ADVANCED DATA SOLUTIONS, INC. FOR DOCUMENT IMAGING AND CONVERSION SERVICES FEBRUARY _, 2010 THIS AGREEMENT is made this day of, 2010, between Advanced Data Solutions, Inc. (hereinafter the Company ), a Florida corporation, and the City of Clearwater (hereinafter the City ), a political subdivision of Florida. WHEREAS, the Company and City, through mutual negotiation, have agreed upon a scope of services and fees for fiscal years 2010-2012, the City may, at its discretion, extend this Agreement two consecutive years at each anniversary date. We will convert your documents in accordance with the services and pricing outlined within the Scope of Services following. Acceptance of Melody S. Buell, President Advanced Data Solutions, Inc. Date Authorized Representative City of Clearwater Date