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Item J05County of Monroe <r BOARD OF COUNTY COMMISSIONERS �1 t t 0. Mayor David Rice, District 4 IleOI1da Keys ��x Mayor Pro Tem Sylvia J. Murphy, District 5 Danny L. Kolhage, District I P f,< George Neugent, District 2 a Heather Carruthers, District 3 County Commission Meeting May 16, 2018 Agenda Item Number: J.5 Agenda Item Summary #4127 BULK ITEM: Yes DEPARTMENT: Building TIME APPROXIMATE: STAFF CONTACT: Ed Koconis (305) 453 -8727 N/A AGENDA ITEM WORDING: Approval of a contract with Advanced Data Solution, Inc. to perform professional services for the scanning and digitizing of records, in an amount not to exceed $45,000. ITEM BACKGROUND: The Building Department has been working toward converting closed building permits into electronic format. Supplementing staff efforts with a contractor resulted in over 10,200 permits scanned and digitized from June 2016 - September 2017 An estimated 17,000 closed building permits have not yet been scanned and digitized. Two responses were received pursuant to a request for written price quotes. Advanced Data Solutions, Inc. quoted the lowest price. PREVIOUS RELEVANT BOCC ACTION: July 20, 2016 — BOCC ratified a small contract with Advanced Data Solutions, Inc. to perform professional services for the scanning and digitizing of records, in an amount tot to exceed $49,900. March 15, 2017 — BOCC ratified a small contract with Advanced Data Solutions, Inc. to perform professional services for the scanning and digitizing of records, in an amount tot to exceed $49,900. CONTRACT /AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Approval DOCUMENTATION: 2018 Scanning Scope and Responses Justification Contract and Exhibits A and B signed FINANCIAL IMPACT: Effective Date: Upon execution Expiration Date: September 15, 2018 Total Dollar Value of Contract: $45,000 Total Cost to County: $45,000 Current Year Portion: $45,000 Budgeted: Yes Source of Funds: 180 - 52502 - 530 -340 CPI: No Indirect Costs: No Estimated Ongoing Costs Not Included in above dollar amounts: None Revenue Producing: No Grant: No County Match: N/A Insurance Required: No Additional Details: If yes, amount: h]X TA1 IH17." Rick Griffin Completed Assistant County Administrator Christine Hurley 04/17/2018 5:13 PM Steve Williams Completed Budget and Finance Completed Maria Slavik Completed Ed Koconis Completed Kathy Peters Completed Board of County Commissioners Pending 04/17/2018 4:21 PM Completed 04/18/2018 10:29 AM 04/18/2018 1:50 PM 04/18/2018 1:53 PM 04/19/2018 8:52 AM 04/20/2018 8:56 AM 05/16/2018 9:00 AM Scope of Services and Summary Comparison of Responses The Scope of Services requested by the respondents was as follows: 2018 Scope of Services for Scanning of Monroe County Building Department Records Provide document scanning services for Monroe County Building Department. This includes pick up /delivery service, document preparation, scanning both in color and black and white (25% color and 75% black and white), digitizing the information in a .pdf format, indexing it in the native format of our current system (Captaris /OpenText — Alchemy), and delivering the information to our office in Key Largo either by DVD, USB hard drive or USB flash drive. This also includes Database Management, herein defined as ensuring that the new Alchemy data storage is successfully integrated into our existing Alchemy structure and assisting with the management of problems with the Alchemy Archival System. Boxes will consist of large format blueprints of various sizes and letter /legal documents This project price is $45,000 and includes the above scope for an estimated 20,000 large format blue prints and the remaining amount to be determined by the vendor for said scope for letter /legal documents, disc copies or on USB flash drive, database management, and pick -up /delivery. The start date is expected to be approximately April 1, 2017 (as soon as possible following contract execution) and the project completion date is September 15, 2018. Summary Comparison of Responses illustrating lowest quote by Advanced Data Solutions, Inc. The project price for each of the two respondents therefore includes the same 20,000 large format document pages along with indexing, pickup and delivery, database management, and disc copies of all documents. The estimated number of files to be scanned and digitized is 17,000. Assuming the average file size from the 2016 and 2017 contracts Advanced Data Solutions, Inc. would charge approximately $24.409.50 while Image One Corporation would charge approximately $41,660.20 This is partly due to Image One Corporation charging for document preparation while Advanced Data Solutions, Inc. includes document preparation in their per image fee. Project pricing estimates are included on the following two pages; first for Advanced Data Solutions, Inc. and then for Image One Corporation. 0 An"NcRn DATA SOLUTIONNS, I N--C. Quotation for Services - Monroe County Building 03 -07 -2018 Monroe County Building Department 102050 Overseas Highway Marathon, Florida 33037 T305. 453.8816 Alison Williams, FCRM / Ed Kokonis, Building Official Description Price Total Black & White / Color Conversion of Small Format Documents $.0325 / Image Black & White / Color Conversion of Large Format Print Documents $345 / Image Document Keyword Index $.0045 / KS Pick -Up, Temporary Storage and Return of Documents $150.00 Each Way Database Management / Merger of thousands of large and small format records into Alchemy Database — No Batch Import Required by Monroe County IT Staff No Charge Disc Copies $15.00 Each Records Requests No Charge Document Preparation inclusive of embossing of raised seals and other industry standards Included in Conversion Pricing 141 Scarlet Blvd, Suite A Oldsmar, Florida 346" Phone: 813- 855 -35z Fax: 813- 855 -6575 www.adsus.net * Raised seals on plans will be embossed and visible after conversion. * Color scanning will be included for document scanning at no additional charge for photographs included within your files. Submitted By: Atefa4 S. y Advanced Data Solutions, Inc. PRICING Rates 1. Monochrome and Color scanning of small $.032 per image format documents (index cards, letter, legal, ledger; simplex, duplex). 25% Color, 75% BW. Rate includes Quality Control functions. We estimate (244) boxes, 611,000 images. 2. Monochrome and Color Conversion of large $.45 per image format documents (larger than ledger, up to and including E Size documents). 25% Color, 75% BW. Rate includes Doc Prep and Quality Control functions. 20,000 documents specified. 3. Doc Prep (estimate 2.5 hours /box) $18.00 per hour We estimate (610) hours. 4. Keyword Indexing $.0012 per keystroke We estimate (3) indexes, 40 characters total per document; 81,100 documents. 5. Pickup and Delivery, Tampa — Key Largo $500 per roundtrip, 100+ boxes; We estimate (3) round trips. $TBD small loads 6. Database Management Included in document rates 7. Media, entire project $50 Tina Boan and Christine Limbert, Here is myjustification for the contract with Advanced Data Solutions. Issues include number of permits issued and physical storage /office space. Entering into this contract in 2016 the County had little scanning completed. At that time we were also issuing an average 4,668 new permits annually for the previous four years. In the year following the contract we issued 7,528 new permits (the all -time number amount), an enormous increase over the average. This led to staff reevaluating the need and requesting a similar contract the following year in 2017. The number of permits was also very high that year (6,678) however staff had reason to believe they could eventually get caught up by scanning only in- house. Following the 2017 amendment the Building Department added 8 FTE positions and also had to deal with the aftermath of an onslaught of permits to rebuild after the hurricane. The combination of needing to free up and maintain available space to add the new employees and more notably to assist in scanning of the unplanned increase in permits necessitated by and issued after Irma (expected to be over 8,300 this year which would be the most ever) has resulted in this request for assistance with scanning of these records. The contract has been submitted for each of the three years as it is unknown when the contract will be concluded. I am of the hope it will be concluded this year, but I was of that same hope last year when Irma both interrupted the scanning period and vastly increased the number of permits as stated above It will conclude when the vendor is able to get all of our permits scanned into our Alchemy system. Alchemy is no longer that widely used in the industry and finding a vendor who does have the ability to do this scanning is a fortunate benefit to the County. Please reply with your comments and whether this is sufficient to move forward with the agenda item. Thankyou both!! Ed Koconis, AICP Administrative Director Monroe County BOCC 102050 Overseas Highway Key Largo, FL 33037 Office: 305.453.8727 E -mail: Kocon is-Ed ( Mon roeCounty- FL.Cov MONROE COUNTY CONTRACT FOR PROFESSIQJ���-,� DIGITIZING OF RECORDS THIS CONTRACT is made and entered into this _ day • —, • MONROE COUNTY C'COUNTY"'), a political subdivision of the State of Florida, whose address is Marathon Government Center, 2798 Overseas Highway, Marathon, Florida, 33050, and Advanced Data Solutions, Inc. ("CONTRACTOR"), whose address is 141 Scarlet Boulevard, Suite A, Oldsmar, Florida 34677. Z �- • , 3 I . I • Compensation shall be according to the rates shown on Exhibit B, attached. The maximum compensation available to the CONTRACTOR under this agreement is $45,000.00. The COUNTY a�frees to im o the CONTRACT DR '*D�swsii to product delivered. Compensation shall be only' for the amount of work completed, regardless of the cause of any delay. Payment will be made after delivery of digitized Government Prompt Payment Act. Any request for County Clerk (Clerk). The request must describe in amount requested. diicuments is received according to the Local 1,ayment must be in a form satisfactory to the •etail the services performed and the payment 11L— Either party may terminate this contract because • the failure • the other party to perform its obligations under the Contract. COUNTY may terminate this contract for any reason upon fifteen (15) 1ays notice to the CONTRACTOR. COUNTY shall pay CONTRACTOR for work performed through the late • termination. ADS Contract May, 2018 Page I of 11 tre ctor 6o - u — nt y Initials Initiajs All notices, requests and authorizations provided for herein shall be in a signed document and shall be hand delivered, or mailed, certified / registered / return receipt requested, or sent by courier service with a signed receipt, to the addresses as follows: To the COUNTY: Christine Hurley, Assistant County Administrator Monroe County BOCC 2798 Overseas Highway, Suite 410 Marathon, Florida 33050 . a MTV TiWVFrR'TV7T 1100 Simonton Street, Suite 205 Key West, FIL 33040 To the CONTRACTOR: Melody Engle Advanced Data Solutions, Inc. 141 Scarlet Boulevard, Suite A Oldsmar, FL 34677 or addressed to either party at such other addresses as such party shall hereinafter furnish to the other party in writing. Each such notice, request, or authorization shall be deemed to have been duly given when so delivered, or, if mailed, when deposited in the mails, registered, postage paid. term of «! =w» « and »< »® years following the termination of this Agreement. If an © employed by the COUNTY or Clerk determines that moneys paid to CONTRACTOR pursuant to this Agreement were spent for %ILmoses not authorized '444 the moneys together with interest calculated pursuant to Sec. 55.03, FS, running from \\ ¥ /\ the monies were paid to CONTRACTOR. Section 10. EMPLOYEES SUBJECT TO COUNTY ORDINANCE NOS. 010 AND 020-1990 ?22 # + ?# ?2* I This A I reement shall b! « < »>. ¥ b 4 W Wiliwil iWavla". Section 13. SEVERABILITY .t« ©2 ©! accomplishment of the original »« « of this Agreement. The COUNTY and CONTRACTOR agree orm to ref the A eem grent to r eplace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. UT43 1 7171774=- Ma » «« < « >« 4» » » »< Aqreemme snail Dina ana inure to the re m neFrj of the ? #» and CONTRACTOR and their respective \\e gal representatives, successors, and assigns. i a a '. i I 1 0 EM COUNTY agrees that officers and employees of the COUNTY recognize and will be required to comply with the standards of conduct for public officers and employees as delineated in Section 112.313, Florida Statutes, regarding, but not limited to, solicitation or acceptance of gifts; doing business with one's agency; unauthorized compensation; misuse of public position, conflicting employment or contractual relationship; and disclosure or use of certain information. The COUNTY and CONTRACTOR shall allow and permit reasonable access to, and inspection of, all documents, papers, letters or other materials in its possession or under its control subject to the provisions of Chapter 119, Florida Statutes, and made or received by the COUNTY and ADS Contract May, 2018 Page 5 of 11 4tr ctor Cou Initials Initials . U40 KI • A Certified copy of the actual insurance policy. ADS Contract May, 2018 Page 7 of 11 - 42ractor County Initials Initials • KI • A Certified copy of the actual insurance policy. ADS Contract May, 2018 Page 7 of 11 - 42ractor County Initials Initials The County, at its sole option, has the right to request a certifi ed copy of any or all insurance policies required by this contract. All insurance policies must specify that they are not subject to cancellation, non-renewal, material change, or reduction in coverage unless a minimum of thirty (30) days prior notification is given to the County by the insurer. The acceptance and/or approval of the Contractors insurance shall not be construed as relieving the Contractor from any liability or obligation assumed under this contract or imposed by law. co The Monroe County Board of County Commissioners, its employees and officials will be included as "Additional CD N Insured" on all policies, except for Workers' Compensation, E 32.2 INSURANCE REQUIREMENTS FOR CONTRACT BETWEEN COUNTY AND CONTRACTOR W CL Prior to the commencement of work governed by this contract, the CONTRACTOR shall obtain General Liability Insurance. Coverage shall be maintained throughout the life of the contract and include, as a minimum: 0 • Premises Operations • Bodily Injury Liability • Expanded Definition of Property Damage The minimum limits acceptable shall be: 2 $300,000 Combined Single Limit (CSL) r_ 0 L) If split limits are provided, the minimum limits acceptable shall be: $100,000 per Person $300,000 per Occurrence $ 50,000 Property Damage An Occurrence Form policy is preferred. If coverage is provided on a Claims Made policy, its provisions should include coverage for claims filed on or after the effective date of this contract. In addition, the period for which claims may be reported should extend for a minimum of twelve (12) months following the acceptance of work by the County. The Monroe County Board of County Commissioners shall be named as Additional Insured on all 2 policies issued to satisfy the above requirements. — 32.3 VEHICLE LIABILITY INSURANCE REQUIREMENTS r_ 0 L) Recognizing that the or governed by this contract requires the use of vehicles, the CONTRACTOR, E prior to the commencement of work, shall obtain Vehicle Liability Insurance. Coverage shall be 0 B maintained throughout the life of the contract and include, as a minimum, liability coverage for: • Owned, Non-Owned, and it Vehicles The minimum limits acceptable shall be: ADVANCED DATA SOLUTIONS, INC. 14 sy Melody S. Engle, President as identification, Gu N1"tr ADS Contract May, 2018 Page 11 of 11 Contractor do — un ty Initials Initials Contractor to provide document imaging services including scanning, indexing, and �tssociated work to process hard copy documents into digital formats. Hardcopy Documents included in this scope range from index card sizes to Architectural E (36" x 48") sized plans. Digital images generated by these services will be loaded into the County's existing Captaris CL Alchemy Search Document Management System Version 8.3. Data generated including digital images from scanned documents and metadata, shall be in delivered in formats as specified in Section 3.g. below for inclusion in that system. 0 2. Definitions Contractor vnc ata Solutions, Inc. County Monroe County 2 r_ 0 Job Order — A document issued to provide specific instructions to have a particular set of L) documents prepared, scanned, and delivered back to the County for loading into the Document Management System. Job Orders are not limited as to size and will generally be composed of a particular set of documents that can be managed through a common set of indexes. Document Management System — Refers to the County's Captaris Alchemy Search Document Management System Version 8.3. X W Hardcopy Document — Refers to original format of documents given by County to Contractor to be scanned which can include various types of paper, drafting film (typically polyester), and photographs. 0 3. Scope of Services L) The scope of these services shall include the following: E B et um of Har9g22y_QggqMftak < J.5c Page Jo Initials Initials i . r •- • • it • : •'', �• • i# • i • i i r ^• i • • I ii •',.' • . •; • i' • f.; •' • •• •' • •.;i • M •: - �• - i *#. • - - i_- i- # is w• • •�' Page Jo Initials Initials c. Hardcopy Document Scanning, Software, Reports and Ad-hoc Retrieval unusual or problem area shall be discussed immediately and the designated County representative will be contacted to ensure resolution. Page 4 of 6 1 - 0 1 tract r - 6 - o — unty Initials Initials Index schemes used shall be based upon agreed upon fields determined at the beginning of each Job Order by the designated representative of County and the Contractor. At a minimum, Contractor shall be required to perform the following cleanup on scanned images as part of its quality control .««!:© 1) Remove image edged (paper extents); 2) De-skew images; 32 De-speckle blank areas; and 4) Orient images correctly (rotate as necessary) Page 5 of 6 tractor oun Cty Co -9 ials In' ials Initials Documents shall be scanned and delivered in PDF format. 300 dpi or higher to comply with current State of Florida record keeping standards. Metadata shall be delivered in ASCII/text format, comma delimited specification. BIM 07=1 INNERM= lam Or$ All records, books, documents, maps, data, deliverables, papers, and information that result from the Contractor providing services to the County shall be the property of County. Records manaqement practices azd re Page 6 of 6 - -do—unty Co tractor I I ?1tia Initials PAYMENT RATES 1. Black and White / Color Conversion of Small Fon (Index Card / Letter /Legal I Ledger) Documents 2. Black and White / Color Conversion of Large Format (larger than Ledger up to and including Architecture Size E) Documents 5. Database Management / merger of thousands of large and small format records into Alchemy Database — No batch import required by Monroe County IT staff WE== W§233�� 8. Document preparation inclusive of embossing of raised seals and other industry standards $0.0325 per Image $150.00 per Trip ($300.00 per Round Trip ;I-fX71f Key Largo) a= nm11 r # *Raised seals on plans will be embossed and ble after conversion * Color scanning will be included for document scanning at no additional charge for photographs included within your files. Co Vtractor County Initials Initials