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HomeMy WebLinkAboutmcci_cocc_scanning_master_agreement_202201SCANNING Quote 21309 (the "Order") is entered into as of January 6, 2022 , ("Order Effective Date"), by and between MCCi and Client and is hereby incorporated into the Master Agreement, which was executed by the Client on September 28, 2016 and MCCi on September 30, 2016, and made a part thereof. If there is any conflict between a provision of the Master Agreement and this Order, the Master Agreement will control. Any capitalized terms not otherwise defined herein shall have the meaning set forth in the Master Agreement. This Order supersedes any previous quote or proposals received. IN WITNESS WHEREOF, the Parties hereto have caused this Order to be executed by their respective duly authorized representatives as of the Order Effective Date. MCCi, LLC ("MCCi") CITY OF CAPE CANAVERAL ("Client") E- D t D'Aurio Signed: on 2 12 1 GMT Signed: Name: Victor D'Aurio Name: Todd Morley Title: COO Title: City Manager Date: December 20, 2021 Date: January 6, 2022 Order - MLA version 2021.08 Page 1 of 7 PROJECT SCOPE DOCUMENT SIZE Regular up to 11" x 17"and Large Format up to 42" wide DEPARTMENT All Departments DOCUMENT TYPES DOCUMENT IMAGE COUNT _ All departments various, long-term, or permanent retention records such as plans, surveys, permits, etc. Will vary per pickup Will vary per pickup IMAGES PER DOCUMENT Will vary per pickup CURRENT STORAGE METHOD Letter/Legal-sized documents and large format documents in banker's boxes and plans are folded and/or rolled CONDITIONS OF DOCUMENTS DPI & COLOR Documents are in good condition and well organized. 300 DPI, Black & White NUMBER OF INDEX FIELDS Up to 2 Fields and Document Name counts as an index. Client will attach a sheet to each set of files with the address to be used for naming and indexing DOCUMENT NAMING CONVENTION Files should be named as such: cocc_[documentname]_[yearmonth] Example: cocc_main_st_survey_198506 FIELDS TO BE INDEXED Address OPTICAL CHARACTER RECOGNITION Included on regular format not applicable on large format DELIVERY METHOD CD/DVD Media OUTPUT TYPE Laserfiche Briefcase SHIPPING LOGISTICS MCCi Pickup SHIPPING & DELIVERY TERMS Client will be billed according to the Government Pricing Matrix included below for the number of boxes picked up and delivered each trip. PHYSICAL DOCUMENTS Return to Client All estimates below have been provided and/or confirmed by Client. Both Parties agree that the Pricing defined herein is based on the Project Scope and the following assumptions. If documents are not as initially represented, additional charges will apply. MCCi will call for authorization to proceed with the project: Order - MLA version 2021.08 Page 2 o MILESTONES, TASKS & DELIVERABLES TASKS / DELIVERABLES #1: Project Kickoff Tasks: MCCi's Client's salesperson will setup a project kickoff call. During the kickoff call, the MCCi team will walk the Client through the project scope and contract. Requirements, timeline, pickup and delivery, and other project specifics will be discussed with the Client. Assumptions: MCCi may utilize Basecamp to communicate with the Client on a regular basis about project progress, issues, etc. MCCi may not conduct a Client kickoff for continuations of existing project(s). #2: Sample Sign- Off Tasks: Once the Client documents are brought into MCCi's facility and reviewed, the MCCi team will scan a sample of the Client's documents. MCCi will select settings based on the Project Scope, and to make sure the Client's documents are being digitized in a manner that preserves as much detail, clarity, and quality as possible. MCCi will deliver these sample scans to the Client electronically for review. Once the Client agrees that the sample scan quality is satisfactory, the MCCi team will proceed with the rest of the project. Assumptions: Sample scans may not be needed if MCCi and the Client have previously worked on similar conversion projects together. Client will review sample scans within two (2) business days of receiving them from MCCi. #3: Scheduled Finished Product Delivery Deliverable: At regular intervals (typically monthly), the MCCi team will electronically deliver the digitized documents that were finished in the previous period. Assumptions Billing will occur upon completion of this milestone. These documents will have gone through MCCi's prepping, scanning, and quality control processes. The delivery schedule will vary based on the size and scope of project. #4 Physical Document Return Tasks: Once the last finished product delivery takes place, the Client's documents will be returned in the fashion indicated in the Project Scope. Documents will continue to be treated with care until they are in the Client's possession. The City will verify all returned documents to ensure all originals are returned and reflect the scanned images properly and sufficiently. PRICING MCC! 3717 Apalachee Parkway, Suite 201 Tallahassee, FL 32311 Order - MLA version 2021.08 Bill /Ship to: Mia Goforth m.goforth©cityofcapecanaveral.org Page 3 0 850.701.0725 850.564.7496 fax Order Date: December 20, 2021 Project I - Conversion of Documents estimated cost cc AP Contact: m.goforth©cityofcapecanaveral.org Fiscal Year: October 2021- September 2022 Not to Exceed $10,000.00 Pricing is based on the volume at each pickup. See the pricing matrix below for tiered pricing of services. Government Not -to -Exceed Scanning Pricin eme lmyes up to 11"i17' "."--,1-311111111111111 w 50.60 50.75 Per_ _:. Per:rOgE c i,6G6 50.31 5,601 50.221 93.1D 50.t5 Per ]Fage PEr ]rk2 rage c ]U066 50.1E c 25,000 _ $6.16 c 100200 54.1E 111.16 $0.10 4a.65 156rilKI 51.11 Sa.m 566,030 50.65 50.02 , 500 dal :1.C7 Me OPE Large FOrmat up CO 12" wide Image Quantity scanning per -I rwns- Doc Prep P°! c 5130 12.00 50.02 Per]nag.2 1,000 _ 51.75 Per]mlge r ]0,630 $1.45 m.ca PEr]INgE ▪ 25,000 S1.35 SO.@ Per 1 T 56,000 S1.20 PEr1 n• 500W 11.t0 50.62 Regular 93e 50.50 per Image In addmn to sarmg rate for regain,- Gnu]. FmrkY S1A0 I In addmm to scam rate for Fa rat Per Ilrege c 5,000 56.960 sa.Ces sa na 60.756 10.073 Per]m3ge $0.125 j0.750 Per]mlge c 15,006 $0.1150 SO '75 56.126 $0.71m Per bugs 50.915 $0.070 50.126 S0.675 30.115 $0.556 Per]mlge c INC $263 c 10,OW 5125 Per nage 15000 51.15 ;5,oci0 S 1.tr . a 0.010W5-per lnd� Far]Mex Field t 9W S4 Per betel Field ▪ 1,rom 5(1.33 Par]Mex Fleli 14,W0 Se.19 Per1nriex Field ▪ 25,L?0P•15.. Per]rclex Field ▪ 5Parno $6.13 Per :Diu Flees ▪ 366).10f 54.1E r 'r-1-x Flees a 166 1 S0. 6 pciSkikory Rats -0. per Bale ... S'S.4o GElr ri, Per Lime ... i3.41D All Quotes Expire in 30 Days This is NOT an invoice. Please use this confirmation to initiate your purchasing process. NCPA Pricing - The pricing and terms in this statement of work ("SOW") are derivative of the "Not -To -Exceed" digitization rates that were competitively sourced through the National Cooperative Purchasing Alliance (NCPA). The rates and terms listed are based upon the complexity and volume of the project(s) outlined in this SOW. The rates listed may be applied to additional projects that haven't been specifically outlined in this SOW, but MCCi reserves the right to verify the complexity of those projects and if needed modify the rates accordingly. BILLING SCHEDU Deliverables will be billed monthly for work completed during the previous month. Client is responsible for all images processed by the MCCi project team. Any expected overages will be raised with Client before such overage is to occur so that Client can appropriately make arrangements to accommodate for the overages. Order - MLA version 2021.08 Page 4 0 $ .056 SALES TAX Sales tax will be invoiced where applicable and is not included in the fee quote above. Order - MLA version 2021.08 Page 5 o SCANNING ASSUMPTIONS The following assumptions serve as the basis for this SOW. Any service or activity not described in this SOW is not included in the scope of services to be provided. Variations to the following may impact this SOW's cost and/or schedule and require a change order. DELIVERABLE ACCEPTANCE CRITERIA Both Parties acknowledge that the acceptance period noted herein is in conflict with the Master Agreement and the terms defined below take precedence. MCCi's delivery of a Deliverable to Client shall constitute that MCCi has conducted its own review and believes it meets Client's requirements. Client shall then have the right to conduct its own review of the Deliverable as Client deems necessary. Client shall have a sixty (60) day review period. If there are no comments, MCCi shall presume that all is acceptable and shall proceed with invoicing. MCCi's acceptable error rate will be less than 0.5% for the overall project, unless otherwise stated in writing. MCCi cannot be accountable for records not reflected in the original inventory report provided by Client. MCCi will correct only those valid discrepancies above the acceptable error rate reported within the Acceptance Period (defined below). If Client, in its reasonable discretion, determines that any submitted Deliverable does not meet the agreed upon expectations, Client shall have 60 days after MCCi delivers the Deliverable to Client (the "Acceptance Period") to give written notice to MCCi specifying the deficiencies in reasonable detail. MCCi shall use reasonable efforts to promptly resolve any such deficiencies. Upon resolution of any such deficiencies, MCCi shall resubmit the Deliverable for review as set forth above. Notwithstanding the foregoing, if Client fails to reject any Deliverable within 60 days, such Deliverable shall be deemed accepted. GENERAL Charges apply on a per project basis and are dependent upon size and volume of documents. MCCi requires having the entire project in bulk, rather than in small quantities. Breaking the project into smaller quantities will affect the volume pricing, and additional charges per image may apply. A sample may be required prior to confirming large volume job pricing. Client agrees that the work described herein represents MCCi's current best estimate and is subject to possible change due to circumstances beyond MCCi's direct control and/or new or additional information discovered during the course of the project. Further, Client understands and acknowledges that MCCi's ability to meet such work schedule is dependent upon, among other things, the accuracy of the assumptions and representations made by Client, the timeliness of Client business decisions, and the performance of Client and Client's vendor personnel in meeting their obligations for this project and in accordance with this Order. Client shall acknowledge that MCCi maintains partnerships for the purpose of offering additional capacity and flexibility in meeting Client expectations. In the event partners are used for a project, the management and support of the project will be handled directly by MCCi. Physical documents will never leave the United States, but our partners may utilize offshore resources to handle document indexing, quality control, and other processes. Through the course of this project, MCCi may choose to utilize the third -party service Basecamp (http://www.basecamp.com) for project management and team collaboration. Documentation and correspondence exchanged between MCCi and Client may be stored in Basecamp. DOCUMENTS Client understands that MCCi will process every image supplied to MCCi by Client as furnished. Client is responsible for removing any documents before shipping to MCCi for processing. Client will furnish MCCi with all hardcopy/electronic documents for its use in preparing the document imaging project for conversion. Upon completion of scanning, MCCi will return the documents to the Client in the order as received from Client but not placed back into their file folders/envelopes or re -prepped unless specifically stated otherwise in the Project Scope. Client is required to package all materials per MCCi's instructions prior to shipment/delivery of materials to MCCi's facility. If Client chooses to utilize MCCi's pickup and delivery service (offered in select states), pricing is based on picking up the entire project described in the scope of services in one (1) shipment. At the time of updating or if Order - MLA version 2021.08 Page 6 o additional trips are required due to Client not having all the documents ready for pick up, additional charges will be applied. If Client chooses to ship via a certified carrier, Client incurs all shipping costs. DOCUMENT & DATA STORAGE • MCCi's facilities contain secure rooms for hardcopy "work in progress" document storage. MCCi will arrange for the return of hardcopy documents to Client after completion of scanning. If documents reside at MCCi facilities for a period longer than 90 days after converted electronic data is delivered to Client, storage charges of $2.50 per cubic foot per month will apply. MCCi is not responsible for maintaining a copy of Client data, with the exception of clients who subscribe to MCCi's Online Document Hosting Services. MCCi periodically reviews and deletes Client data from previous projects. The timing of the periodic review and deletion of data is at MCCi's discretion. If Client requires MCCi to delete copies of its data prior to MCCi's standard process of deleting data, Client is responsible for submitting an official request in writing and for obtaining confirmation of data deletion. LASERFICHE Laserfiche system clients with a pre-existing template are required to supply MCCi with a Laserfiche Briefcase of their current folder/template structure, prior to each scanning project. LIMITED LIABILITY If the Master Agreement is silent on each Parties' limited liability, liability is limited to the amount of dollars received by MCCi directly associated with this Order. Order - MLA version 2021.08 Page 7 o