PROPOSAL FOR PAPER AND FILM MEDIA CONVERSION SERVICES - PIGGYBACK STATE CONTRACT 973-561-010-1�
Proposal for:
City of Clearwater
Proposal for Paper and Film Media Conversion Services
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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 1 B-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 comptiance 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
State
Contract
Rate/Hour
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 $100.00
Contract rate of $.50 per image. Per Hour
Conversion EQUNALENT TO $.50 per Image as a fixed price to the
City of Clearwater and in compliance with State Contract Rates.
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 $100.00
Contract rate of $.OS per image. Per Hour
Conversion EQUIVALENT TO $.O5 per Image as a fixed price to the
City of Clearwater and in compliance with State Contract Rates.
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 $100.00
Fixed Contract rate of $25.00 per Media Roll. Per Hour
Conversion EQUNALENT TO $25.00 per Roll as a fixed price to the
City of Clearwater and in compliance with State Contract Rates.
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 $100.00
of $.25 per Media lmage. Per Hour
Conversion EQUNALENT TO $.25 per Image as a fixed price to the
City of Clearwater and in compliance with State Contract Rates.
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 $100.00
Contract rate of $.04 per Media lmage. Per Hour
Conversion EQUIVALENT TO $.04 per Image as a fixed price to the
City of Clearwater and in compliance with State Contract Rates.
Fixed Price
Ima�e Rate
$.50
Per Image
$.OS
Per Image
$25.00
Per Roll
$.25
Per Image
$.04
Per Image
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 TIFFFiles.
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
Unusual Document Preparation or Records Repair for all Categories
of Conversion. This is applicable to unusualty damaged paper
records, microfilm or microfiche
Records Requests — Satisfied Via Email
Records Requests — Immediate Physical Return of Files
Special Request — CD or DVD Duplication
Special Indexing Per Keystroke
(Data Modeling Rate/Hour Equivalent to 10,000 Keystrokes/Hour)
Occasional Color Paper Records Scanning — This will be Billed as
Black and White unless it exceeds 50 pages per batch of records
processed. A batch typically consists of 5 boxes of records or hi her
Volume Color Scanninq — Letter, Le al and Double Letter Size
Volume Color Scanning — Wide Format Prints
$30 Round Tri
�e
$8.00 Per Hour
No Char e
$30.00
15.00 Per Media Disc
$.01
No Charge .
___.. _._. . ._.._ _ __
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$.15 Per Ima e
$2.00 Per Imaae
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 Date
Advanced Data Solutions, Inc.
Authorized Representative
City of Clearwater
Date