HomeMy WebLinkAboutmcci-cocc_scanning_agmt_202210_city-signedSCANNING ORDER
Quote 25471 (the "Order") is entered into as of -----~ ("Orde r Effective Date"), by and betwe en MCCi and Client and is hereby
incorporated into the Master Agreement and made a part thereof. If there is any conflict between a provision of the Master Agreement and t his
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 WITNE SS WHEREOF , the Parties hereto have caused t his Order to be executed by their respective duly authorized re pr esentatives as of the
Orde r Effective Date .
MCC i, LLC ("MCC i")
Signed : ________ _
Name : ________ _
Title : _________ _
Date : _________ _
Or de r -M LA vers io n 2021 .08
CITY OF CAPE CANAVERAL ("Cl ient")
Signed :~~
Name : -z;irtd~
Title : Ci Ti' /41~ 'f-c!!..6'" u
Date : 10/-::i-7(~2
;
Page 1 of 8
Order - MLA version 2021.08 Page 2 of 8
PROJECT SCOPE
GENERAL DESCRIPTION
DOCUMENT SIZE Regular up to 11” x 17” and Large Format up to 42” wide
DEPARTMENT All Departments
DOCUMENT TYPES All departments various long-term or permanent retention records such as plans,
surveys, permits etc.
DOCUMENT/ROLL/FICHE COUNT Will vary per pickup
IMAGE COUNT Will vary per pickup
IMAGES PER
DOCUMENT/ROLL/FICHE
Will vary per pickup
DOCUMENT PREPARATION
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 Documents are in good condition and well organized.
IMAGE PROCESSING & INDEXING
DPI & COLOR 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
IMAGE OUTPUT
DELIVERY METHOD CD/DVD Media
OUTPUT TYPE Laserfiche Briefcase
MATERIAL HANDLING
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 3 of 8
MILESTONES, TASKS & DELIVERABLES
Milestone TASKS / Deliverables
#1: Project
Kickoff
Tasks:
Client’s MCCi salesperson will set up a project kickoff call. During the kickoff call, the MCCi team
will walk Client through the project scope and contract. Requirements, timeline, pickup and
delivery, and other project specifics will be discussed with Client.
Assumptions:
MCCi may utilize Basecamp to communicate with Client on a regular basis about project
progress, issues, etc.
MCCi may not conduct Client kickoff for continuations of existing project(s).
#2: Sample
Sign-Off
Tasks:
Once Client documents are brought into MCCi facility and reviewed, the MCCi team will scan a
sample of Client’s documents. MCCi will select settings based on the Project Scope, and to make
sure 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 Client electronically for review. Once 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 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 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 has taken place, 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 Client’s possession.
Client should review all returned documents to ensure all originals are back in their possession.
If Client has chosen to have MCCi destroy their documents (as opposed to being returned), Client
will receive written notification that the documents have been destroyed.
Order - MLA version 2021.08 Page 4 of 8
PRICING
3717 Apalachee Parkway, Suite 201 Bill /Ship to: Mia Goforth
Tallahassee, FL 32311 m.goforth@cityofcapecanaveral.org
850.701.0725 cc AP Contact: invoices@cityofcapecanaveral.org
850.564.7496 fax
Quote Date: October 18, 2022
Quote Number: 25471
Conversion of Documents (estimated cost not to exceed) $10,000.00
Projects will be scoped individually per NCPA rates, which have been included in this document.
TOTAL ESTIMATED PROJECT COST $10,000.00
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 SCHEDULE
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.
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 of 8
NCPA Pricing is at a 5% discounted rate off the Government NTE Pricing shown in the table below.
Government Not-to-Exceed Scanning Pricing
Regular Size Images up to 11"x17" Image Quantity 300 DPI Scanning per Image Doc Prep per Page OCR per Image
Per Image < 500 $1.211 $0.278 $0.01
Per Image < 2,000 $0.424 $0.182 $0.01
Per Image < 5,000 $0.206 $0.109 $0.01
Per Image < 10,000 $0.169 $0.097 $0.01
Per Image < 25,000 $0.127 $0.085 $0.01
Per Image < 100,000 $0.103 $0.067 $0.01
Per Image < 250,000 $0.091 $0.064 $0.01
Per Image < 500,000 $0.082 $0.061 $0.01
Per Image < 1,000,000 $0.073 $0.058 $0.01
Per Image > 1,000,000 $0.069 $0.054 $0.01
Large Format up to 42" wide Image Quantity 300 DPI Scanning per Image Medium Doc Prep
per Page
Heavy Doc Prep per
Page Per Image < 500 $2.421 $0.242 $0.665 Per Image < 1,000 $2.240 $0.242 $0.605 Per Image < 10,000 $1.877 $0.242 $0.545 Per Image < 25,000 $1.695 $0.242 $0.484 Per Image < 50,000 $1.513 $0.182 $0.484 Per Image < 100,000 $1.332 $0.121 $0.363
Per Image < 100,000 $1.150 $0.121 $0.303
Color Scanning Scanning Rate per Image
Regular Size $0.605 per image in addition to scanning rate for regular images
Large Format $1.211 per image in addition to scanning rate for large format images
Microform Images OCR Image
Quantity
16mm
Microfilm
35mm
Microfilm
16mm
Microfiche 35mm Microfiche
Per Image $0.011 < 25,000 $0.048 $0.097 $0.145 $0.787
Per Image $0.011 < 50,000 $0.036 $0.091 $0.133 $0.763
Per Image $0.011 < 100,000 $0.030 $0.079 $0.127 $0.726
Per Image $0.011 > 100,000 $0.024 $0.073 $0.115 $0.666
Bound Book Scanning Image Quantity Doc Prep Scanning Rate Image Cleanup Per Image < 1,000 $0.242 $1.816 $0.424
Per Image < 2,500 $0.218 $1.513 $0.393
Per Image < 5,000 $0.194 $1.211 $0.363
Per Image < 7,500 $0.169 $1.150 $0.333
Per Image < 10,000 $0.145 $1.090 $0.303
Per Image < 25,000 $0.121 $1.029 $0.272
Per Image < 50,000 $0.097 $0.969 $0.242
Per Image > 50,000 $0.085 $0.908 $0.218
Indexing Fields
Per Index
Total
Indexes
Price Per
Index Pickup/Delivery,
Per Box Rate Secure Destruction
Per Index Field < 500 $0.484 < 50 $16.00 Regular Format $10.00 per 2,500 images
Per Index Field < 1,000 $0.424 < 100 $13.00 Large Format $19.00 per 500 images
Per Index Field < 10,000 $0.254 < 200 $11.00
Per Index Field < 25,000 $0.203 > 200 $9.00
Per Index Field < 50,000 $0.160
Per Index Field < 100,000 $0.145
Per Index Field > 100,000 $0.139
Order - MLA version 2021.08 Page 6 of 8
Other Services Rate
Destruction, Per Standard Size Box (3 cubic feet) $6.00
Burn DVD/CD, Per Set $50.00
Laserfiche Import Assistance $250.00
Clerk Records Update Services, Per Image $1.15
CD/DVD/Flash Drive Shipping Rate $10.00
Boxing/Packing Rate $30.00
Order - MLA version 2021.08 Page 7 of 8
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.
▪ 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 discrepanci es 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 30 days after MCCi de livers 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 30 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 additi onal 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.
▪ 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 pa rtners 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.
Order - MLA version 2021.08 Page 8 of 8
▪ 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
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.
▪ MCCi will extract images contained on film/fiche and migrate them to Laserfiche or to another industry standard
format as requested by Client. The images will be captured based upon the reduction ratio and threshold between
the beginning and ending of new images on the original film. MCCi is not responsible for the accuracy of existing
image quality, such as black borders, skewed images, blurry images, non-legible images, continuous images, or
other errors that are not controllable by MCCi . Unless otherwise specified in the Project Scope, MCCi will index by
the roll/card number or unique identifier.
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.