Prepared exclusively for City of Banning by UBEO Business Services • Week 5 (August 29th - September 4th): Start of document processing for the first 60 boxes (Deliverable 1).
• Week 6 (September 5th – 11th): Completion of Deliverable 1. • Week 7 (September 12th – 18th): Start of document processing for the second 60 boxes (Deliverable 2).
• Week 8 (September 19th – 25th): Completion of Deliverable 2. • Week 9 (September 26th – October 2nd): Start of document processing for the remaining 51 boxes (Deliverable 3).
• Week 10 (October 3rd – 9th): Completion of final deliverable. • Week 11 (October 10th – 16th): Client Final Acceptance and Project Closeout for small format documents.
Week TBD: Scheduling continues should the City have additional content for scanning.
Large Format Documents
This content, which consists of an estimated 6,090 large format plans will be processed simultaneously with the standard content in a UBEO processing center with specialized equipment for wide formats. To help differentiate these from the smaller formats, we call these deliverables by the alphabet (A, B, C, D) versus numerical (1, 2, 3).
• Week 1-2 (August 1st – 14th): Initial assessment of files, project kickoff meeting, and discussions with the client's staff.
• Week 3 (August 15th – 21st): A team from UBEO will arrive at the City of Banning and work on packing up all wide format documents carefully and safely. These sheets will be barcoded, given a basic inventory, and be prepared for the courier pickups. • Week 4 (August 22nd – 28th): First pickup, UBEO Business Services to pick up all content:
~8 boxes which consist of 6,090 wide format sheet that have been inventoried by the City of Banning.
• Week 5 (August 29th - September 4th): Start of large format document processing for the first 2,100 sheets (Deliverable A).
• Week 6 (September 5th – 11th): Completion of Deliverable A. • Week 7 (September 12th – 18th): Start of large format document processing for the second 2,100 sheets (Deliverable B).
• Week 8 (September 19th – 25th): Completion of Deliverable B. • Week 9 (September 26th – October 2nd): Start of large format document processing for the remaining 1,890 sheets (Deliverable C).
• Week 10 (October 3rd – 9th): Completion of final deliverable. • Week 11 (October 10th – 16th): Client Final Acceptance and Project Closeout for large format documents.
Week TBD: Scheduling continues should the City have additional content for scanning.
7.2 Small Format Milestones
• Milestone 1 (Week 6, September 5th – 11th): Completion and delivery of the first 60 boxes.
An invoice will be issued upon client acceptance, payable within NET 45 terms. • Milestone 2 (Week 8, September 19th – 25th):Completion and delivery of the next 60 boxes (120 total). An invoice will be issued upon client acceptance, payable within NET 45 terms. • Milestone 3 (Week 10, October 3rd – 9th): Completion and delivery of the next 51 boxes (171 total). An invoice will be issued upon client acceptance, payable within NET 45 terms.
EXHIBIT "A" Exhibit "A" - 26
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 410 593
Prepared exclusively for City of Banning by UBEO Business Services Large Format Milestones
• Milestone 1 (Week 6, September 5th – 11th): Completion and delivery of the first 2,100 sheets (Deliverable A – 2,100 Total). An invoice will be issued upon client acceptance, payable within NET 45 terms.
• Milestone 2 (Week 8, September 19th – 25th): Completion and delivery of the next 2,100 sheets (Deliverable B – 4,200 Total). An invoice will be issued upon client acceptance, payable within NET 45 terms.
• Milestone 3 (Week 10, October 3rd – 9th): Completion and delivery of the next 1,890 sheets (Deliverable C – 6,090 Total). An invoice will be issued upon client acceptance, payable within NET 45 terms.
The example project plan provided is designed to showcase our extensive expertise and experience in managing similar projects. It serves as a comprehensive template to illustrate our capabilities and the structured approach we employ to ensure successful outcomes. This plan demonstrates our proficiency in assessing needs, implementing state-of-the-art technology, and maintaining rigorous quality control standards.
However, we fully recognize that each project is unique and requires a tailored approach. We are committed to customizing a plan that aligns perfectly with the City of Banning's specific needs, preferences, and goals. Our team is prepared to work closely with your staff to understand the nuances of your current systems and workflows, ensuring a seamless integration of our solutions.
We will adapt our strategies to meet your timeline, budget constraints, and any other unique requirements you may have.
By leveraging our flexible project management methodologies, we can modify the scope, scale, and focus of our efforts to best serve the City of Banning.
In summary, while our example project plan highlights our general approach and capabilities, We are fully prepared to develop and implement a plan tailored to the City of Banning's distinct objectives, ensuring that all your goals are met with precision and care.
We look forward to meeting with you to discuss the combination of your digital transformation goals and our services for a winning outcome!
Thank you for the opportunity to earn your business – we look forward to the next steps! Sincerely,
UBEO Business Services Team
EXHIBIT "A" Exhibit "A" - 27
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 411 594
Exhibit “A”-28
III. In addition to the requirements of Parts I and II of this Scope of Services, during the performance of the Services, Consultant will keep City appraised through periodic status reports regarding the performance of the Services under this Agreement as set forth below and in Section 5.2, by the following means:
a. In-person meetings and/or teleconferences.
b. Email updates/questions to applicant team and City while reviews are underway.
c. Conference calls.
IV. All work product is subject to review and acceptance by City. If the City determines that any work product is unacceptable, for any reason, it must be revised by Consultant without additional charge to City until found satisfactory and accepted by City.
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 412 595
Exhibit “B”-1
EXHIBIT “B”
SPECIAL REQUIREMENTS
None
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 413 596
Exhibit “C”-1
EXHIBIT “C”
SCHEDULE OF COMPENSATION
I. Consultant shall perform the following tasks (“Tasks”) at the following rates stated in Exhibit “C-1”:
II. Within the budgeted amounts for each Task, and with the approval of the Contract Officer, funds may be shifted from one Task sub-budget to another so long as the Contract Sum is not exceeded per Section 2.1, unless Additional Services are approved per Section 1.8.
III. City will compensate Consultant for the Services performed upon submission of a valid invoice. Each invoice is to include:
A. Line items for all personnel describing the Services performed, the number of hours worked, and the hourly rate.
B. Line items for all materials and equipment properly charged to the Services.
C. Line items for all other approved reimbursable expenses claimed, with supporting documentation.
D. Line items for all approved sub-contractor labor, supplies, equipment, materials, and travel properly charged to the Services.
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 414 597
Exhibit “C-1”-1
EXHIBIT “C-1”
CONSULTANT’S BILLING RATE AND TASK SCHEDULE
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 415 598
Prepared exclusively for City of Banning by UBEO Business Services
COST PROPOSAL
REQUEST FOR PROPOSAL FINDINGS AND RECOMMENDATIONS
SCANNING AND INDEXING SERVICES RFP-24-062 CITY OF BANNING, CA Response From:
UBEO Business Services
7076 S Revere Pkwy
Centennial, CO 80112
RFP Respondent's Point of Contact:
Nick Sabatini
Telephone: 650-400-5966
Email: [email protected]
Response To:
REQUEST FOR PROPOSAL
SCANNING AND INDEXING SERVICES RFP-24-
062
City of Banning
99 E. Ramsey Street
Banning, CA 92220
RFP’s Point of Contact:
Attention: Barbara Mason, Purchasing Manager
Telephone: 951-922-3121
Email: [email protected]
EXHIBIT “C-1” Exhibit “C-1”-2
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 416 599
Prepared exclusively for City of Banning by UBEO Business Services 6 V.C Price Proposal
All proposals submitted shall have a stated dollar bid amount for providing the services outlined in the Scope of Services. The total shall be an all-inclusive maximum price and to contain all direct and indirect costs including all out-of-pocket expenses with a full and complete breakdown of all said costs, and proposed fees including but not limited to hourly rates, reimbursable expenses and/or rates, mileage and/or travel cost, miscellaneous fees, etc., for the first year's audit engagement.
In addition, a statement must be included in this section that if the proposer is charging travel costs, the proposer's charges invoiced to the City for travel, lodging and subsistence shall not exceed the current IRS rates.
UBEO Understands.
6.1 IV.N Department Pricing
Each department will receive a detailed breakdown of the costs that pertain to their department (see attachments). Each department provided an estimate of the number of documents required to be scanned and indexed. Due to budget, each department reserves the right to reduce the SOW or withdraw from the RFP. After the initial work, if a department still has remaining funds available and locates additional documents, it reserves the right to include those documents until the budget is exhausted, so a detail rate schedule is required.
Other departments within the City reserve the right to simultaneously include their documents as the listed departments within this RFP request service.
Those departments will receive a separate invoice.
UBEO Understands.
Below is a list of cost estimates based upon the assumption of volumes provided by the City of Banning during the Pre-Mandatory onsite visit. Estimated 171 Standard boxes and estimated 6,090 wide format plans/sheets. Industry standards suggest, a standard banker box of small format (10 X 15 X 12) can contain around 2,250 – 2,500 pages of content while wide format may average 10-35 sheets per roll. Wide format box (24 X 24 X 48) holding approx. UBEO leveraged these industry standards to estimate the quantity of boxes (Standard & Large Format Size), pallet counts, logistical trips as well as project conversion timetables. *City of Banning, requests all content be scanned at 600 DPI.
UBEO Business Services are transactional and will be invoiced based on the volumes produced.
UBEO remains committed to being transparent with our pricing and the total page count delivered to the City of Banning.
UBEO proposed rates are applicable for any day forward scanning as requested by the City.
EXHIBIT “C-1” Exhibit “C-1”-3
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 417 600
Prepared exclusively for City of Banning by UBEO Business Services UBEO Business Services understands that the City of Banning seeks a valued partner for the conversion of standard size as well as large format documents relative to Community Development, Water-Wastewater, Public Works – Planning and Engineering Departments. We appreciate the opportunity to provide end-to-end professional services for the above and more.
The details and specifications of this cost proposal are prepared to deliver the validation of our understanding of City of Banning’s project scope, current state and to further develop a plan to move forward towards accomplishing internal departmental goals and objectives.
UBEO Business Services provides a plethora of business technology, solutions and services that will deliver and fulfill your RFP request as well as provide options and services that the City may be interested in to further leverage your investment in digitization.
Please find the following Findings & Recommendations to include:
Objective, media assessment, volumes for conversion along with recommendations for digitization & access.
Objective
The City of Banning requests Scanning and Indexing services for their paper and wide format records in accordance with standards set by the American National Standards Institute and Association for Information and Image Management for the Community Development, Water-Wastewater, Public Works – Planning and Engineering Departments.
Digitization within the departments can help achieve the following:
1. Improvement in efficiency with quick retrieval and efficient data handling.
2. Encouragement of interdepartmental communication and collaboration.
3. Establishment of an automated workflow foundation to streamline operational tasks and reporting.
4. Elimination of physical storage and fees associated.
5. Safeguarding documents from environmental threats such as moisture, fire and theft.
Media Types
The below media types are presented in the RFP within each department. ☒ Paper Files
☐ Microfiche
☐ Microfilm
☒ Wide Format Documents
☐ Books
☐ Other
EXHIBIT “C-1” Exhibit “C-1”-4
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 418 601
Prepared exclusively for City of Banning by UBEO Business Services Public Works Planning Department:
Volume and Storage Details:
• File location: Physical files are currently stored in the Public Works – Planning Department Office.
o 99 E. Ramsey Street Banning, CA 92220
• Storage Method:
o Physical files include Wide Format documents and are currently stored in drawers. ▪ Wide Format:
o Currently stored loose, within drawers. Dimensions are estimated at 24”x36”.
• Volume:
The City of Banning, Public Works – Planning
Department reported a total of 20 drawers
containing an estimated total of 50 wide formats
each.
o The overall estimation of Wide Format
documents for this department includes
1,000 sheets.
**UBEO can provide large
boxes for Wide Format
Transport
Document/File
Types Rolls Sheets Per
Estimated
Papers
Single Sided
Estimated
images
with 10%
Double
Side
Plans 20 50 1,000 1,000
Estimated
Totals 1,000 1100
EXHIBIT “C-1” Exhibit “C-1”-5
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 419 602
Prepared exclusively for City of Banning by UBEO Business Services Public Works Water Department:
Volume and Storage Details:
• File location: Physical files are currently stored in the Public Works – Water Department Office.
o 99 E. Ramsey Street Banning, CA 92220
• Storage Method:
o Physical files include standard paper sized documents and wide format documents:
▪ Paper Files:
o Currently stored in binders ranging from a width of 2” – 4”. Binders are currently housed on 2 shelving units with 4 shelves each and an approximate width of 72”.
▪ Wide Format:
o Currently stored loose, within drawers. Dimensions are estimated at 24”x36” – 36”x42”.
EXHIBIT “C-1” Exhibit “C-1”-6
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 420 603
Prepared exclusively for City of Banning by UBEO Business Services • Volume:
o Paper Files:
▪ UBEO estimates your project volume with industry standard variables for ‘Standard Box’ volume. In 1” of space, there are typically 150 pieces of paper and each standard Banker’s Box is 15” in depth. UBEO has added a 10% variation for consideration of double-sided paper.
o Wide Format:
▪ The City of Banning, Public Works – Water Department reported a total of 20 drawers containing an estimated overall total of 150 wide format documents across all drawers.
**UBEO can provide large boxes for Wide Format Transport Quantity of
Lateral
Shelves
Width of
Lateral
Shelves
Estimated with
10% Double
Side
Estimated
Boxes
8 72 95040 38.4
Document/File Types Rolls Sheets
Per
Estimated
images with 10%
Double Side
Plans 20 8 150
EXHIBIT “C-1” Exhibit “C-1”-7
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 421 604
Prepared exclusively for City of Banning by UBEO Business Services Community Development Department:
Volume and Storage Details:
• File location: Physical files are currently stored in the Community Development Department Office.
o 99 E. Ramsey Street Banning, CA 92220
• Storage Method:
o Physical files include standard paper sized documents and wide format documents:
▪ Paper Files:
o Currently stored in a combination of ways including binders, folders within filing cabinets and folders stored within standard sized Banker’s Boxes.
o It was reported there are:
o 17 Binders with a width of 4”.
o 54 standard sized Banker’s Boxes.
o 4 standard-sized filing cabinets with 4
drawers. All drawers are full except for one.
o The majority of files are 8.5”x11” in size, but
there are instances of wide formats existing within
folders.
EXHIBIT “C-1” Exhibit “C-1”-8
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 422 605
Prepared exclusively for City of Banning by UBEO Business Services • Wide Formats:
o Currently stored as rolls within shelves. The dimensions are approximately 24”x36”. o Most wide formats are tagged with black circular tags for identification. • Volume:
o Paper Files:
o UBEO estimates your project volume with industry standard variables for ‘Standard Box’ volume. In 1” of space, there are typically 150 pieces of paper and each standard Banker’s Box is 15” in depth. UBEO has added a 10% variation for consideration of double-sided paper.
o Wide Format:
▪ The City of Banning, Community Development Department reported a total of 274 rolled plans in addition to approximately 220 full-size building plans. o Quantity
of Rows
Depth
of Row
in
Drawer
Qty.
Standard
Boxes
Binders Width of
Binder?
Estimated
with 10%
Double Side
Estimated
Boxes
15 24 54 17 4 204270 82.53333333
EXHIBIT “C-1” Exhibit “C-1”-9
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 423 606
Prepared exclusively for City of Banning by UBEO Business Services Water - Wastewater Department:
Volume and Storage Details:
• File location: Physical files are currently stored in the Water - Wastewater Department Office.
o 99 E. Ramsey Street Banning, CA 92220
• Storage Method:
o Physical files include standard paper sized documents and are currently stored in boxes.
▪ Paper Files:
o Stored in double sized Banker’s boxes.
Document/File
Types Rolls Sheets Per
Estimated Papers
Single Sided
Estimated
images with
10% Double
Side
Plans
494
10 4,940
4,940
EXHIBIT “C-1” Exhibit “C-1”-10
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 424 607
Prepared exclusively for City of Banning by UBEO Business Services o Physical files within range from 8.5”x11” to 11”x17”. • Volume:
o Paper Files:
▪ UBEO estimates your project volume with industry standard variables for ‘Standard Box’ volume. In 1” of space, there are typically 150 pieces of paper and each standard Banker’s Box is 15” in depth. UBEO has added a 10% variation for consideration of double-sided paper.
Water - Wastewater Department:
Volume and Storage Details:
• File location: Physical files are currently
stored in the Water - Wastewater Department
Office.
• Storage Method:
o Physical files include standard paper
sized documents and are currently stored in
boxes.
▪ Paper Files:
EXHIBIT “C-1” Exhibit “C-1”-11
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 425 608
Prepared exclusively for City of Banning by UBEO Business Services o Stored in double sized Banker’s boxes.
o Physical files within range from
8.5”x11” to 11”x17”.
• Volume:
o Paper Files:
▪ UBEO estimates your project volume with
industry standard variables for ‘Standard
Box’ volume. In 1” of space, there are
typically 150 pieces of paper and each
standard Banker’s Box is 15” in depth.
UBEO has added a 10% variation for
consideration of double-sided paper.
Overview of Departmental Findings
1. Current Media Types: The City of Banning and applicable Departments within have varying physical files for conversion, including Wide Format documents and standard physical files.
2. Volume: Wide Format documents and physical files are stored in varying ways such as filing cabinets, shelves, boxes of varying sizes, and binders. An estimation of volume per department based on reported data is as follows:
a. Public Works Planning Department:
Qty.
Oversized
Box
Estimated with
10% Double
Side
Estimated
Boxes
25 123750 50
EXHIBIT “C-1” Exhibit “C-1”-12
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 426 609
Prepared exclusively for City of Banning by UBEO Business Services i. Wide Formats: 1,000
b. Public Works Water Department:
i. Physical Files: 95,040
ii. Wide Formats: 150
c. Community Development Department:
i. Physical Files: 204,270
ii. Wide Formats: 4,940
d. Water-Wastewater Department:
i. Physical Files: 123,750
e. Total Estimation of all Departments:
i. Physical Files: 423,060
ii. Wide Formats: 6,090
Current State Risk Assessment
Importance of Digitizing Paper Records and Processes: While still common, paper records are vulnerable to being destroyed by earthquakes, floods, wildfires, and other calamities.
According to a study published in the International Journal of Information Management, physical documents are vulnerable, and the loss of such information could seriously impair the administrative capabilities, historical archiving, and important services provided by counties and municipalities. Additionally, digitized documents, according to the National Archives and documents Administration (NARA), provide better accessibility, efficiency, and long-term costeffectiveness in addition to improved security against disasters.
Potential Losses from Non-Digitization
Wildfire and Natural Disasters: Unforeseen circumstances such as fire and other natural disaster activity has at times caused a devastating impact on the communities and their administrative systems. Maintaining and accessing crucial government administrative records can not only assist the community and expedite relief efforts but is essential in maintaining the City’s historical narrative.
Environmental Hazards and Pest Damage: Documents stored in physical format may become susceptible to damage by heat, moisture, or pests such as silverfish and rodents. The impacts of such hazards may render documents inaccessible due to health concerns or cause irreparable damage to vital documents.
Security Threats and Human Error: Documents stored in physical format are vulnerable to theft, vandalism, and arson amongst environmental concerns. Maintaining all records in digital format in an electronic content management system allows for well-maintained security to efficiently safeguard critical documents. Additionally, human errors, such as misplacing important documents, also present a threat and have wide-ranging consequences. Creating a uniform digital record will prevent such negative consequences and improve efficiency of access.
Recommendations:
EXHIBIT “C-1” Exhibit “C-1”-13
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 427 610
Prepared exclusively for City of Banning by UBEO Business Services
1. Develop a Statement of Work and Project Plan
a. UBEO will develop a Statement of Work to establish the foundation of the digital transformation effort for City of Banning.
b. We will use a collaborative approach to develop a detailed project plan and establish expectations for project implementation and duration. We will include details on deliverables, timeline projections, define milestones and establish reporting measures.
2. Digital Conversion: Initiate a comprehensive digital conversion process to transition from paper-based to digital records for applicable files. This should involve scanning and digitizing all boxed records as well as wide format rolls. The objective of this digital transformation should move towards the departmental goals of improving efficiency, laying groundwork towards workflow automation, and reclaiming and saving future space previously dedicated to storing physical files.
3. Digital Migration: Initiate a comprehensive digital migration process to securely migrate all existing digital records to a singular electronic content management system that can integrate current practices and provide further development towards workflow automation.
4. Phased Implementation: Project implementation should prioritize high-frequency files and will ultimately be determined by the volume of physical files to be digitized and digital files to be migrated. Following a secondary assessment, a detailed project plan will be generated through a collaborative approach.
5. Software Selection: UBEO Business Services specializes in Electronic Content Management solutions. We can provide recommendations for the most suitable and effective for your city’s needs related to access and security. Additionally, we can implement workflow automation features for common processes to improve efficiency and reduce manual handling of files in current state and move towards day forward digitization practices.
UBEO Business Services partners with many organizations with regards to Converting paper and media to digital as well as implementing and supporting software solutions. UBEO provides a solid solution for the management of both hardcopy and softcopy documents. This expertise benefits our clients on every level. UBEO’s goal is to be a valued partner and consultant for the City of Banning. UBEO is large enough to handle enterprise-wide support and small enough to respond quickly to a client’s needs. The best of both worlds.
6.2 Color Images Note
With past experience most content in black and white is adequate for archival purposes. If there is a large quantity of color, the cost estimate may be updated. For infrequent corrections of color, it is typically included. All contents can be scanned in color if preferred as well. For example, most Building, Engineering and Housing will be in black and white and Planning will be ‘color for color’.
EXHIBIT “C-1” Exhibit “C-1”-14
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 428 611
Prepared exclusively for City of Banning by UBEO Business Services UBEO has provide both Black/White & Color Scanning for options. Please note color scanning for (standard & wide format) significantly decreases the rate of throughput/overall project productivity.
Please see the wide format pricing should you choose color.
6.3 Metadata / indexing Note
UBEO will include box level indexing at no cost to the City of Banning. (Box Level = 1 name for all contents of each box). Additional indexing for each file/department will be provided per City of Banning. Index /field rates below.
6.4 Cost Breakdown for Conversion
Line Item Est. Quantity Cost Per Total Est. Price
Scan and convert various sized
documents (8 1/2" x 11", 8 1/2" x
14", up to 11" x 17") in 600 DPI
Black/White
423,060 $0.084/image $35,537.04
(Based on Department
Estimates)
Scan and convert various sized
documents (8 1/2" x 11", 8 1/2" x
14", up to 11" x 17") in 600 DPI
Greyscale or Color
As needed $0.10950/image $0.00
Scan and convert large (wide
format) 11 X 17 or larger format
image in 600 DPI
6,090 $1.55/sheet $9,439.50
(Based on Department
Estimates)
Total Cost for Conversion $44,976.54
6.5 Cost Breakdown for Metadata
6.5.1.1 Folder Level Attributes Examples:
• Folder Name
o For example: If the outside label states “John Doe #####-##” we will use that entire label as the folder name. Preserve all data in a form identical to, or functionally equal to, the original record.
o If there are Project Names/Type, we can capture that. Provide a unique file name for each scanned image, which will be provided by the City and ensure all documents in each file are organized appropriately and pertain to the title of the file. o If the content is simply a binder, with no tabs, the entire file name of the binder will be inputted.
6.5.1.2 Document Level Attributes:
EXHIBIT “C-1” Exhibit “C-1”-15
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 429 612
Prepared exclusively for City of Banning by UBEO Business Services • Preferably UBEO will try and keep files combined for archive files. Splits based upon tabs can be made. Depending on the content type, we will negotiate further on index data. Any index data requested can be met for successful import into the City’s Laserfiche EDMS.
6.6 Box level only metadata.
If the project requires box level metadata – 1 name for all files in boxes, metadata will be included.
Line Item Est. Quantity Cost Per Total Est. Price
Box Level Only Included Included Included
Folder Level Only TBD $50/hr. TBD
6.7 Additional Metadata
Per metadata field, indexing WITHOUT an electronic file level inventory or lookup database table.
Line Item Est. Quantity Cost Per Total Est. Price
Database lookup Included Included Included
Metadata TBD $50/hr. TBD
Total TBD TBD
Each project is different, and this will be adjusted to be accurate. If there is a database or a key index file, costs will be reduced or be eliminated.
6.8 Specialized Staff
UBEO has a team of specialized staff such as Infrastructure Architects, IT Specialists, Project Managers, etc. This team can be available to assist the city with additional projects and estimates provided based on needs. As further projects are discovered, the prices may be reduced or changed.
Line Item Est. Quantity Cost Per Hr. Total Est. Price
BPO Production Manager (manages
the staff, oversees the project staff,
and checks quality etc.
Included $150.00 Included
Document Preparation Included Included Included
Box Inventory Specialist Included Included Included
Project Management (managing
project, biweekly meetings, regular
updates, throughout the period)
Included $150.00 Included
Document Reassembly - Binders 100/estimated $6.00/per binder $600.00 Staff onsite to pack boxes and
prepare file level manifest.
3 – 4 business
days.
$50 /hr. TBD
EXHIBIT “C-1” Exhibit “C-1”-16
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 430 613
Prepared exclusively for City of Banning by UBEO Business Services Packing - Creation of a box level
manifest
Included Included Included
When UBEO Business Services packs the files, our team will mark the boxes based upon the order files are taken. Such as A – B for files with the name A to B, and this is included in our box level manifest. However, if a physical file by file manifest is desired, it will be an additional charge per file.
6.9 Cost Breakdown for Courier Services & Special Requests Line Item Est. Quantity Cost Per Total Est. Price
Document Destruction (Per Box) TBD $7.00 std TBD
Large format Destruction (Per Box) * TBD $65 WF Box TBD Logistics and Transportation/cost per
trip. **
TBD $750.00 TBD
* UBEO estimates (10) sheets per roll and (25) rolls per box. **UBEO will work with City to maximize transportation efficiency. Logistics cost can vary depending on frequency and quantity. Cost above includes up to (4) pallets.
6.1 Combined Costs
Line Item Total Est. Price
Conversion $44,976.54
Document Reassembly – Binders $600.00
Logistics and Transportation TBD
Destruction / Courier Services TBD
Estimated Total $45,576.54
*Above is based upon information provided in RFP.
UBEO will provide departmental billing and services are transactional, and you will only be billed for what is processed.
UBEO will work with the city if additional time is needed for planning and budgeting. We are experts in managing projects, timelines, productivity and delivering professional conversion services. We look forward to meeting with you to discuss the combination of your digital transformation goals and our services for a winning outcome!
Thank you for the opportunity to earn your business – we look forward to the next steps! Sincerely,
UBEO Business Services Team
EXHIBIT “C-1” Exhibit “C-1”-17
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 431 614
Exhibit “D”- 1
EXHIBIT “D”
SCHEDULE OF PERFORMANCE
I. Consultant shall perform all Services timely, and deliver the specified tangible work products to City in accordance with the schedule agreed upon with the City.
II. The Contract Officer may approve extensions for performance of the Services in accordance with Sections 1.8 and 3.3.
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 432 615
CITY OF BANNING
STAFF REPORT
TO: CITY COUNCIL
FROM: Douglas Schulze, City Manager
PREPARED BY: Caroline Patton, Administrative City Clerk Doug Schulze, City Manager
MEETING DATE: October 8, 2024
SUBJECT: Consideration of Resolution 2024-156, Approving a Professional Services Agreement with UBEO Business Services LLC for Scanning and Indexing Services for $55,000
RECOMMENDATION:
Adopt Resolution 2024-156.
BACKGROUND:
On May 23, 2024, the City published a Request for Proposals (RFP) for Scanning and Indexing Services across multiple departments. There was a mandatory pre-proposal meeting held on June 5, 2024 and proposals were due by July 5, 2024.
Departments/Divisions choosing to participate in this RFP included:
Public Works - Engineering
Public Works - Water/Wastewater
Public Works - Planning
Community Development
The City has a large volume of records in hardcopy that need to be digitized. Digitizing these records will allow staff to more quickly access documents and information they are seeking. In addition to just scanning the records, the RFP specifies that the documents will come with associated indexing of metadata. This will allow staff to more readily import documents into our existing records storage (e.g. in Laserfiche, to provide access to the public).
JUSTIFICATION:
UBEO Business Services, LLC was selected based on the evaluation criteria (see aggregate scores below).
Vendor Total Score
UBEO Business Services 87.25
URM Technologies 83.75
ARC Document Solutions, LLC 78.75
Xerox 61.5
FISCAL IMPACT:
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The vendor will invoice the City by department/division. The total budgets for each department/division are as follows:
Public Works - Water/Wastewater $10,000
Public Works - Engineering $10,000
Community Development $35,000
TOTAL $55,000
Account coding is budgeted in the following accounts and amounts:
Account Coding Estimated Amount
001-3000-442.23-02 $10,000
660-6300-471.23-02 $5,000
680-8000-454.23-02 $5,000
001-2700-442.38-05 $15,000
001-2800-441.23-02 $15,000
001-2740-442.38-05 $5,000
TOTAL $55,000
ALTERNATIVES:
Do no adopt Resolution 2024-156 and provide staff alternate direction.
BUDGETED?:
Yes
CONTRACT/AGREEMENT:
Yes
ATTACHMENTS:
1. Resolution 2024-156, UBEO Scanning.docx
2. Exhibit A - C01077 UBEO Business Services - Scanning and Indexing.pdf
3. Proposal_Banning_Project_ID_RFP-24-062 (4).pdf
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RESOLUTION 2024- 156
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BANNING, CALIFORNIA,
APPROVING THE PROFESSIONAL SERVICES AGREEMENT WITH UBEO BUSINESS SERVICES, LLC FOR SCANNING AND INDEXING SERVICES IN THE AMOUNT OF $ 55, 000 WHEREAS, the City currently has a large volume of hardcopy ( paper) documents in both the Public Works and Community Development departments; and WHEREAS, many of these records are in large formats, such as architectural plans and schematics drawings, making it difficult for staff to digitize these records in house; and WHEREAS, it is desired to have these records digitized for easier storage; and WHEREAS, once digitized, these records will be indexed and loaded into the City' s records repository ( Laserfiche); and
WHEREAS, digitizing these documents and loading them into the City' s repository will increase access for both staff and the public to these records; and WHEREAS, UBEO Business Services, LLC was determined to be the most suitable vendor based on a Request for Proposals ( RFP) process.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Banning as follows:
SECTION 1. The City Council approves the Professional Services Agreement with UBEO Business Services, LLC for the Scanning and Indexing Project for a one- year term in an amount of $ 55, 000 and the option to extend for 4 one- year terms.
SECTION 2. The City Council authorizes the City Manager to make non- substantive changes to the Professional Services Agreement and to execute the Professional Services Agreement with UBEO Business Services, LLC on behalf of the City Council.
SECTION 3. The City Council authorizes the City Manager, or designee, to make necessary budget adjustments, appropriations, and transfers related to this resolution.
SECTION 4. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions.
PASSED, APPROVED AND ADOPTED this 8th day of October 2024.
Resolution 2024- 156
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ATTEST:
erk
City of Banning
APPROVED AS TO FORM:
Serita R. Young , City Attorney
Richards , Watson & Gershon
Resolution 2024- 156
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CERTIFICATION:
I , Caroline Patton, Administrative City Clerk of the City of Banning , California , do hereby certify that the foregoing Resolution 2024- 156 , was duly adopted by the City Council of the City of Banning , California , at a regular meeting thereof held on the 8th day of October 2024 by the following vote, to wit:
AYES : Flynn , Minjares , Sanchez and Wallace .
NOES :
ABSENT:
ABSTAIN : Happe.
Resolution 2024- 156
City of Banning , California
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EXHIBIT A
Professional Services Agreement with UBEO Business Services, LLC Resolution 2024- 156
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AGREEMENT FOR PROFESSIONAL SERVICES ( C01077) FOR
SCANNING AND INDEXING SERVICES BY AND BETWEEN CITY OF
BANNING AND UBEO WEST, LLC DBA UBEO BUSINESS SERVICES
THIS AGREEMENT FOR PROFESSIONAL SERVICES ( herein " Agreement") is made and entered into this day: _________ , (" Effective Date") by and between the CITY OF BANNING, a California municipal corporation (" City") and UBEO West, LLC dba UBEO Business Services, a California Limited Liability Company, (" Consultant"). City and Consultant are sometimes hereinafter individually referred to as " Party" and hereinafter collectively referred to as the " Parties."
RECITALS
A. City has sought by issuance ( of RFP # or a request for a proposal) the performance of the services for the Scanning and Indexing Services and as further defined and described particularly in Article 1 of this Agreement.
B. Consultant, following submission of a proposal for the performance of the services defined and described particularly in Article 1 of this Agreement, was selected by City to perfom1 those services.
C. The Parties desire to formalize the selection of Consultant for performance of those services defined and described particularly in Article 1 of this Agreement and desire that the tenns of that performance be as particularly defined and described herein.
D. Pursuant to the City of Banning' s Municipal Code, City has authority to enter into this Agreement.
NOW, THEREFORE, in consideration of the mutual promises and covenants made by the Parties and contained herein and other consideration, the value and adequacy of which are hereby acknowledged, the Parties agree as follows:
ARTICLE 1. SERVICES OF CONSULTANT
1.1 Scope of Services.
In compliance with all terms and conditions of this Agreement, Consultant shall provide those services specified in the " Scope of Services" attached hereto as Exhibit A and incorporated herein by this reference, which services may be referred to herein as the " Services" hereunder. As a material inducement to City entering into this Agreement, Consultant represents and warrants that it has the qualifications, experience, and facilities necessary to properly perform the Services required under this Agreement in a thorough, competent, and professional manner, and is experienced in performing the Services contemplated herein. Consultant shall at all times faithfully, competently and to the best of its ability, experience and talent, perfom1 all Services described herein. Consultant covenants that it shall follow the highest professional standards in performing the Services required hereunder and that all materials will be of good quality, and fit for the purpose intended. For purposes of this Agreement, the phrase " highest professional 1-
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standards" shall mean those standards of practice recognized by one or more first- class firms perfonning similar work under similar circumstances.
1.2 Contract Documents and Exhibits.
This Agreement includes the Request for Proposal and Consultant' s accepted proposal Contract Documents"), both of which are on file with the City and incorporated herein by this general reference as though fully set forth herein. Exhibit A ( Scope of Services), Exhibit B Special Requirements), Exhibit C ( Schedule of Compensation), and Exhibit D ( Schedule of Perfonnance) also constitute a part of this Agreement and are incorporated into this Agreement by this reference. Except as set forth in Section 1.10 regarding Exhibit B, this Agreement controls over the Contract Documents and the provisions in Exhibits A, B and C.
1.3 Compliance with Law.
Consultant shall keep itself infom1ed concerning all ordinances, resolutions, statutes, rnles, and regulations of City and any Federal, State or local governmental entity having jurisdiction in effect at the time service is rendered, and shall render all Services hereunder in accordance therewith.
1.4 Licenses, Permits, Fees and Assessments.
Consultant shall obtain and maintain during the term of this Agreement, at its sole cost and expense, all necessary licenses, permits, certificates and approvals required by law for the perfonnance of Services under this Agreement, including a City business license. Consultant shall have the sole obligation to pay for all fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and which arise from or are necessary for Consultant' s performance of the Services required by this Agreement. Consultant shall indemnify, defend and hold harmless City, its ofiicers, employees or agents, against all such fees, assessments, taxes, penalties or interest levied, assessed or imposed against City hereunder.
1.5 Familiarity with Services.
By executing this Agreement, Consultant warrants that Consultant: ( i) has thoroughly investigated and considered the Scope of Services to be performed, ( ii) has carefully considered how the Services should be perfonncd, and ( iii) fully understands the facilities and any difficulties and restrictions attending performance of the Services under this Agreement. If the Services involve work upon any site, Consultant wmrnnts that Consultant has or will investigate the site and is or will be fully acquainted with the conditions existing therein, prior to commencement of Services hereunder. Should Consultant discover any latent or unknown conditions, which will materially affect the performance of the Services hereunder, Consultant shall immediately inform City of such fact and shall not proceed except at Consultant' s risk until written instructions arc received from the Contract Officer ( defined in Section 1. 12. A).
1.6 Prevention of Loss and Damages.
Consultant shall adopt reasonable methods during the Term ( defined in Section 3.4) to furnish continuous protection to the work product, and the equipment, materials, papers, 2-
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documents, plans, studies and/ or other components thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or property, until acceptance of the Services by City, except such losses or damages as may be caused by City' s own negligence.
1. 7 Further Responsibilities of Parties.
Both Parties agree to use reasonable care and diligence to perfotm their respective obligations under this Agreement. Both Parties agree to act in good faith to execute all instruments, prepare all documents and take all actions as may be reasonable necessary to carry out the purposes of this Agreement. Unless hereafter specified, neither Party shall be responsible to perform the Services of the other.
1.8 Additional Services.
City shall have the right at any time during the performance of the Services, without invalidating this Agreement, to order extra services beyond that specified in the Scope of Services or to make changes by altering, adding to or deducting from the Services. No such extra services may be undertaken unless a written order is first given by the Contract Officer to Consultant, which written order incorporates therein an adjustment in ( i) the Contract Sum ( as defined in Section
2.1), and/ or (ii) the Schedule of Performance, ( as defined in Section 3.2), and which written order is approved in writing by Consultant. Any increase in compensation ofup to ten percent ( 10%) of the Contract Sum, or $ 25,000, whichever is less; or in the Schedule of Performance of up to one hundred eighty ( 180) days may be approved by the Contract Officer. Any greater increases, taken either separately or cumulatively, must be approved by City Council. It is expressly understood by Consultant that the provisions of this Section shall not apply to Services which are specifically set forth in the Scope of Services or which are reasonably contemplated therein. Consultant hereby acknowledges that it accepts the risk that the Services to be provided pursuant to the Scope of Services may be more costly or time consuming than Consultant anticipates and that Consultant shall not be entitled to additional compensation therefor.
1.9 Facilities and Equipment.
Except as otherwise provided, Consultant shall, at its own cost and expense, provide all facilities and equipment necessary to perfonn the Services required by this Agreement. City shall make available to Consultant only physical facilities such as desks, filing cabinets, and conference space (" City Facilities"), as City deems, in its sole discretion, to be reasonably necessary for Consultant' s use while consulting with City employees and reviewing records and the information in possession of City. The location, quality, and time of furnishing City Facilities shall be in the sole discretion of City. In no event shall City be required to furnish any facilities that may involve incun- ing any direct expense, including but not limited to a computer, long distance telephone, network data, internet or other communication charges, vehicles and reproduction facilities.
1.10 Special Requirements.
Additional terms and conditions of this Agreement, if any, which are made a part hereof are set forth in the " Special Requirements" attached hereto as Exhibit B and incorporated herein by this reference. In the event of a conflict between the provisions of Exhibit B and any other provisions of this Agreement, the provisions of Exhibit B shall govern. 3-
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1.11 Corrections.
In addition to the indemnification obligations set forth in Article 4, and Sections 1.4, 1.13,
5.3, 5.4, and 6.3, Consultant shall correct, at its expense, all errors in the Services which may be disclosed during City' s review of Consultant' s report or plans. Should Consultant fail to make such correction( s) in a reasonably timely manner, such correction( s) may be made by City, and the cost thereof shall be charged to Consultant. In addition to all other available remedies, City may deduct the cost of such correction( s) from any retention amount held by City, or may withhold payment otherwise owed Consultant under this Agreement up to the amount of the cost of correction( s), as provided in Section 6.3.
1.12 Party Representatives.
A. Contract Officer: For the purposes of this Agreement, the Contract Officer shall be the City Manager, or such other person designated in writing by the City Manager Contract Officer"). Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer. The Contract Officer shall have authority, if specified in writing by the City Manager, to sign all documents on behalf of City required hereunder to carry out the terms of this Agreement.
B. Principals and Personnel of Consultant.
1) Consultant Representative: The following principal of Consultant is hereby designated as being the Consultant Representative authorized to act on Consultant' s behalf regarding the Services specified herein and make all decisions in connection therewith:
Name Title
Nick Sabatini VP, Managed Services West Region
It is expressly understood that the experience, knowledge, capability and reputation of the foregoing Consultant Representative were a substantial inducement for City to enter into this Agreement. Therefore, the foregoing Consultant Representative shall be responsible during the term of this Agreement for directing all activities of Consultant and devoting sufficient time to personally supervise the Services hereunder. All personnel of Consultant, and any authorized agents, shall at all times be under the exclusive direction and control of the Consultant Representative. For purposes of this Agreement, the foregoing Consultant Representative may not be replaced nor may their responsibilities be substantially reduced or reassigned by Consultant without the express written approval of City. It shall be Consultant' s responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the Services, and Consultant shall refer any decisions which must be made by City to the Contract Officer. 2) Consultant' s Personnel: Consultant has, or will secure at its own expense, all personnel required to perfonn the Services required under this Agreement. All of the Services required under this Agreement shall be performed by Consultant or under its supervision, and all personnel engaged in the Services shall be qualified to perform such Services. Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant' s staff and sub- contractors, if any, assigned to perform the Services required under this Agreement. 4-
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Consultant shall notify City of all changes in Consultant' s staff and sub- contractors, if any, assigned to perfonn the Services required under this Agreement, prior to and during any such performance. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires to reassign any staff or sub- contractor of Consultant, City shall give notice as set forth in Section 8.1. Consultant shall, immediately upon the receipt of the notice to re- assign staff from City, reassign such person or persons.
1.13 Independent Contractor.
A. Consultant is an independent contractor and not an employee of City.
Consultant shall have no power to incur any debt, obligation, or liability on behalf of City. All Services provided pursuant to this Agreement shall be performed by Consultant or under its superv1s1on. Consultant will determine the means, methods, and details of performing the Services. Any additional personnel performing Services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant' s exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance.
B. Consultant shall indemnify and hold harmless City and its elected officials, officers, employees, servants, designated volunteers, and agents serving as independent contractors in the role of City officials, from any and all liability, damages, claims, costs and expenses of any nature to the extent arising from Consultant' s personnel practices. City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant' s failure to promptly pay to City any reimbursement or indemnification arising under this Section.
1.14 Prohibition Against Subcontracting or Assignment.
The experience, knowledge, capability and reputation of Consultant, the Consultant Representative and employees were a substantial inducement for City to enter into this Agreement.
Therefore, Consultant shall not contract with any other entity to perform in whole or in part the Services required hereunder without the express written approval of City. In addition, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty- five percent ( 25%) of the present ownership and/ or control of Consultant, taking all transfers into account on a cumulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this 5-
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Agreement shall be void. No approved transfer shall release Consultant or any surety of Consultant of any liability hereunder without the express consent of City.
1.15 Debarment or Suspension.
Consultant represents and warrants that, as of the Effective Date of this Agreement, Consultant is not debarred or suspended pursuant to any applicable Federal or State law providing for the debarment of contractors. Consultant shall not perform the Services with any subcontractor that has been debarred or suspended pursuant to any applicable Federal or State law providing for the debarment. Consultant and its subcontractors shall not be debarred or suspended throughout the Term of this Agreement pursuant to any applicable Federal or State law providing for the debarment of contractors. If Consultant or any subcontractor becomes debarred or suspended during the Term of this Agreement, Consultant shall immediately notify City.
ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT.
2.1 Contract Sum.
Subject to any limitations set forth in this Agreement, as full compensation for Services satisfactorily rendered, City shall pay Consultant at the hourly rates set forth in the " Schedule of Compensation" attached hereto as Exhibit C and incorporated herein by this reference. In no event shall Consultant be paid more than Fifty- Five Thousand Dollars ($ 55, 000. 00) ( the " Contract Sum"). The Contract Sum shall include the attendance of Consultant at all project meetings reasonably deemed necessary by City. Coordination of the performance of the Services with City is a critical component of the Services. If Consultant is required to attend additional meetings to facilitate such coordination, Consultant shall not be entitled to any additional compensation for attending those meetings.
2.2 Method of Compensation.
The method of compensation may include: ( i) a lump sum payment upon completion of the Services, ( ii) payment in accordance with specified tasks or the percentage of completion of the Services, ( iii) payment for time and materials based upon Consultant' s rates as specified in the Schedule of Compensation, provided that time estimates are provided for the performance of sub tasks, but not exceeding the Contract Sum or ( iv) such other methods as may be specified in the Schedule of Compensation.
2.3 Reimbursable Expenses.
City shall only reimburse Consultant for those actual and necessary expenses expressly set forth in Exhibit C. Reimbursable expenses may include reimbursement for actual and necessary expenditures for reproduction costs, telephone expenses, and travel expenses approved by the Contract Officer in advance, or actual sub- contractor expenses of an approved sub- contractor pursuant to Section 1.14, and only if specified in the Schedule of Compensation.
2.4 Unauthorized Services and Expenses.
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City will not pay for any Services or reimburse for any expenses incurred which are not specified in the Scope of Services, unless authorized in writing as set forth in Section 1.8 ofthis Agreement. City shall make payment for such authorized additional Services and expenses in accordance with Article 2 ofthis Agreement.
2.5 Invoices.
Each month Consultant shall furnish to City an original invoice for all Services performed and expenses incurred during the preceding month. Each such invoice shall contain all of the information set forth in Section III ofExhibit C to this Agreement. By submitting an invoice for payment under this Agreement, Consultant is certifying compliance with all provisions of the Agreement. Consultant shall not invoice City for any duplicate Services performed by more than one person.
City shall independently review each invoice submitted by Consultant to detennine whether the Services performed and expenses incurred are in compliance with the provisions of this Agreement. City will use its best efforts to cause Consultant to be paid within thirty (30) days of receipt of Consultant's correct and undisputed invoice, except as to any charges for Services performed or expenses incurred by Consultant which are disputed by City, or as provided in Section 6.3. In the event any charges or expenses are disputed by City, the original invoice shall be returned by City to Consultant for correction and resubmission. Review and payment by City of any invoice provided by Consultant shall not constitute waiver of any rights or remedies provided herein or any applicable law.
2.6 Waiver.
Payment to Consultant for Services perfonned pursuant to this Agreement shall not be deemed to waive any defects in Services performed by Consultant.
ARTICLE 3. PERFORMANCE SCHEDULE
3.1 Time ofEssence.
Time is ofthe essence in the performance of this Agreement; provided, however, that the foregoing shall not be construed to limit or deprive a Party of the benefits of any grace or use period allowed in this Agreement.
3.2 Schedule ofPerfom1ance.
Consultant shall commence the Services pursuant to this Agreement upon receipt of a written notice to proceed and shall perfonn all Services within the time period(s) established in the " Schedule of Performance" attached hereto as Exhibit D and incorporated herein by this reference.
3.3 Force Majeure.
The time period(s) specified in the Schedule of Perfonnance for performance of the Services rendered pursuant to this Agreement may be extended because of any delays due to 7-
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unforeseeable causes beyond the control and without the fault or negligence of Consultant. Such unforeseeable consequences include, but are not restricted to, acts of God or public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, litigation, and/ or acts of any governmental agency, including City, if Consultant shall within ten ( 10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and extend the time for performing the Services for the period of the enforced delay when and if in the judgment of the Contract Officer such delay is justified, subject to the provisions of Section 1.8. The Contract Officer' s determination ( or the City Council' s determination, in the event the period of enforced delay exceeds the period specified in Section
1.8) shall be final and conclusive upon the Parties to this Agreement. In no event shall Consultant be entitled to recover damages against City for any delay in the perfonnance of this Agreement, however caused; Consultant' s sole remedy shall be the extension of the Agreement pursuant to this Section.
3.4 Term.
The Term of this Agreement shall be from the Effective Date through October 31, 2025 with an option to extend for an additional four ( 4) one- year terms, unless sooner terminated as provided in Article 6 of this Agreement or extended as provided in Sections 1.8 and 3.3 of this Agreement. Maximum term and any subsequent amendment or modification shall not exceed five 5) years.
ARTICLE 4. INSURANCE AND INDEMNIFICATION
4.1 Minimum Scope and Limits of Insurance.
Consultant shall procure and at all times during the term of this Agreement carry, maintain, and keep in full force and effect, insurance as follows:
A. Commercial General Liability Insurance with a minimum limit of 1,000, 000. 00 per occurrence for bodily injury, personal injury and property damage and a general aggregate limit of $2,000, 000. 00 per project or location. If Consultant is a limited liability company, the commercial general liability coverage shall be amended so that Consultant and its managers, members, affiliates, employees, agents and other persons necessary or incidental to its operation are insureds.
B. Automobile Liability Insurance for any owned, non- owned or hired vehicle used in connection with the perfonnance of this Agreement with a combined single limit of 1,000, 000. 00 per accident for bodily injury and property damage. If Consultant does not use any owned, non- owned or hired vehicles in the performance of Services under this Agreement, Consultant shall obtain a non- owned auto endorsement to the Commercial General Liability policy.
C. Workers' Compensation Insurance as required by the State of California and Employer' s Liability Insurance with a minimum limit of$1,000, 000. 00 per accident for bodily injury or disease. If Consultant has no employees while perfonning Services under this 8-
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Agreement, workers' compensation policy is not required; however, Consultant shall execute a declaration that it has no employees.
D. Professional Liability/ Errors and Omissions Insurance with minimum limits of $1,000, 000. 00 per claim and in the aggregate.
4.2 Acceptability of Insurers.
The insurance policies required under this Article shall be issued by an insurer admitted to write insurance in the State of California with a rating of A:VII or better in the latest edition of the A.M. Best Insurance Rating Guide. Self- insurance shall not be considered to comply with the insurance requirements under this Article.
4.3 Additional Insured.
The commercial general and automobile liability policies shall contain an endorsement naming City, its officers, employees, agents and volunteers as additional insureds.
4.4 Primary and Non- Contributing.
The insurance policies required under this Article shall apply on a primary noncontributing basis in relation to any other insurance or self- insurance available to City. Any insurance or self- insurance maintained by City, its officers, employees, agents or volunteers, shall be in excess of Consultant' s insurance and shall not contribute with it.
4.5 Consultant' s Waiver of Subrogation.
The insurance policies required under this Article shall not prohibit Consultant and Consultant' s employees, agents or sub- contractors from waiving the right of subrogation prior to a loss. Consultant hereby waives all rights of subrogation against City.
4.6 Deductibles and Self- Insured Retentions.
Any deductibles or self- insured retentions must be declared to and approved by City. At City' s option, Consultant shall either reduce or eliminate the deductibles or self- insured retentions with respect to City; or Consultant shall procure a bond guaranteeing payment oflosses and expenses.
4.7 Cancellations or Modifications to Coverage.
Consultant shall not cancel, reduce or otherwise modify the insurance policies required by this Article during the term of this Agreement. The commercial general and automobile liability policies required under this Agreement shall be endorsed to state that should the issuing insurer cancel the policy before the expiration date, the issuing insurer will endeavor to mail 30 days' prior written notice to City. If any insurance policy required under this Article is canceled or reduced in coverage or limits, Consultant shall, within two ( 2) Business Days ( as defined in Section 8.12) of notice from the insurer, phone, fax or notify City via certified mail, return receipt requested, of the cancellation of or changes to the policy. 9-
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4.8 City Remedy for Noncompliance.
If Consultant does not maintain the policies ofinsurance required under this Article in full force and effect during the term of this Agreement, or in the event any of Consultant' s policies do not comply with the requirements under this Article, City may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, City may, but has no duty to, take out the necessary insurance and pay, at Consultant' s expense, the premium thereon.
Consultant shall promptly reimburse City for any premium paid by City, or City may withhold amounts sufficient to pay the premiums from payments due to Consultant.
4.9 Evidence of Insurance.
Prior to the perfonnance of Services under this Agreement, Consultant shall furnish the City Clerk with a certificate or certificates of insurance and all original endorsements evidencing and effecting the coverages required under this Article. The endorsements are subject to City' s approval. Consultant may provide complete, certified copies of all required insurance policies to City. Consultant shall maintain current endorsements on file with the City Clerk.
Consultant shall provide proof to the City Clerk that insurance policies expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Consultant shall furnish such proof at least two ( 2) weeks prior to the expiration of the coverages.
4.10 Indemnity Requirements not Limiting.
Procurement of insurance by Consultant shall not be construed as a limitation of Consultant' s liability or as full performance of Consultant' s duty to indemnify City under this Agreement.
4.11 Sub- contractor Insurance Requirements.
Consultant shall require each of its sub- contractors that perform Services under this Agreement to maintain insurance coverage that meets all of the requirements of this Article.
4.12 Indemnification, Hold Harmless, and Duty to Defend.
A. Indemnification of City.
I) To the fullest extent permitted by law, Consultant shall, at its sole cost and expense, defend, hold harmless and indemnify City and its elected officials, officers, attorneys, agents, employees, designated volunteers, successors, assigns and those City agents serving as independent contractors in the role of City officials ( collectively " Indemnitees"), from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, expenses, judgments, penalties, liens, and losses of any nature whatsoever, including fees of accountants, attorneys, or other professionals and all costs associated therewith and the payment of all consequential damages ( collectively " Liabilities"), at law or in equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of Consultant, its officers, agents, servants, employees, sub- contractors, materialmen, consultants or their officers, agents, servants or employees ( or any entity or 10-
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individual that Consultant shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees' active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the lndemnitees as detennined by court decision or by the agreement of the Parties. Consultant shall defend the Indemnitees in any action or actions filed in connection with any Liabilities with counsel of the lndemnitees' choice, and shall pay all costs and expenses, including all attorneys' fees and experts' costs actually incurred in connection with such defense. Consultant shall reimburse the Indemnitees for any and all legal expenses and costs incurred by Indemnitees in connection therewith.
2) Consultant shall pay all required taxes on amounts paid to Consultant under this Agreement, and indemnify and hold City hannless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Consultant shall fully comply with the workers' compensation law regarding Consultant and Consultant' s employees. Consultant shall indemnify and hold City ham1less from any failure of Consultant to comply with applicable workers' compensation laws. City may offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant' s failure to promptly pay to City any reimbursement or indemnification arising under this subparagraph A.2. 3) Consultant shall obtain executed indemnity agreements with provisions identical to those in this Article from each and every sub- contractor or any other person or entity involved by, for, with or on behalf of Consultant in the perfonnance of this Agreement.
If Consultant fails to obtain such indemnity obligations, Consultant shall be fully responsible and indemnify, hold ham1less and defend the Indemnitees from and against any and all Liabilities at law or in equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of Consultant' s sub- contractor, its officers, agents, servants, employees, sub- contractors, materialmen, consultants or their officers, agents, servants or employees ( or any entity or individual that Consultant' s sub- contractor shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees' active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees as determined by court decision or by the agreement of the Parties.
B. Workers' Compensation Acts not Limiting. Consultant' s indemnifications and obligations under this Article, or any other provision of this Agreement, shall not be limited by the provisions of any workers' compensation act or similar act. Consultant expressly waives its statutory immunity under such statutes or laws as to City, its officers, agents, employees and volunteers.
C. Insurance Requirements not Limiting. City does not, and shall not, waive any rights that it may possess against Consultant because of the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement. The indemnities in this Article shall apply regardless of whether or not any insurance policies are determined to be applicable to the Liabilities, tax, assessment, penalty or interest asserted against City.
D. Survival of Terms. Consultant' s indemnifications and obligations under this Article shall survive the expiration or tem1ination of this Agreement. 11-
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ARTICLE 5. RECORDS, REPORTS, AND RELEASE OF INFORMATION
5.1 Service Records.
Consultant shall keep, and require sub- contractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports, studies or other documents relating to the disbursements charged to City and Services performed hereunder ( the " Service Records"), as shall be necessary to perform the Services required by this Agreement and enable the Contract Officer to evaluate the performance of such Services. Any and all such Service Records shall be maintained in accordance with generally accepted accounting principles and shall be complete and detailed. The Contract Officer shall have full and free access to such Service Records at all times during normal business hours of City, including the right to inspect, copy, audit and make copies and transcripts from such Service Records. Such Service Records shall be maintained for a period of three ( 3) years following completion of the Services hereunder, and City shall have access to such Service Records in the event any audit is required. In the event of dissolution of Consultant' s business, custody of the Service Records may be given to City, and access shall be provided by Consultant' s successor in interest (" Consultant' s Successor"). If custody of the Service Records is given to Consultant' s Successor, Consultant shall give written notice to City of the transfer of the Service Records to Consultant' s Successor. The notice shall include contact information address and telephone number) for Consultant' s Successor, and access shall be provided to City by Consultant' s Successor.
5.2 Reports.
Consultant shall periodically prepare and submit to the Contract Officer such reports concerning the perforn1ance of the Services required by this Agreement as the Contract Officer shall require. Consultant hereby acknowledges that City is greatly concerned about the cost of Services to be perfonned pursuant to this Agreement. For this reason, Consultant agrees that if Consultant becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the Services contemplated herein, Consultant shall promptly notify the Contract Officer of that fact, circumstance, technique or event and the estimated increased or decreased cost related thereto.
5.3 Ownership of Documents.
All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes, computer files, reports, records, docurpents and other materials ( the " Consultant Documents") prepared by Consultant, its employees, sub- contractors and agents in the performance of this Agreement shall be the property of City and shall be delivered to City upon request of the Contract Officer or upon the tennination of this Agreement. Consultant shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership use, reuse, or assignment of the Consultant Documents hereunder. Any use, reuse or assignment of such completed Consultant Documents for other projects and/ or use of uncompleted Consultant Documents without specific written authorization by Consultant will be at City' s sole risk and without liability to Consultant, and Consultant' s guarantee and warranties shall not extend to such use or assignment. Consultant may retain copies of such Consultant Documents for its own use. Consultant shall have an unrestricted right to use the concepts embodied therein. All 12-
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sub- contractors shall provide for assignment to City of all Consultant Documents prepared by them; and in the event Consultant fails to secure such assignment, Consultant shall indemnify City for all damages resulting therefrom.
5.4 Confidentiality and Release oflnformation.
A. All inforn1ation gained or work product produced by Consultant in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Consultant. Consultant shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the Contract Officer.
B. Consultant, its officers, employees, agents or sub- contractors, shall not, without prior written authorization from the Contract Officer or unless requested by the City Attorney, voluntarily provide documents, declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the Services performed under this Agreement. Response to a subpoena or court order shall not be considered " voluntary" provided Consultant gives City notice of such court order or subpoena.
C. If Consultant, or any officer, employee, agent or sub- contractor of Consultant, provides any infonnation or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Consultant for any damages, costs and fees, including attorneys' fees, caused by or incurred as a result of Consultant' s conduct.
D. Consultant shall promptly notify City should Consultant, its officers, employees, agents or sub- contractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any Party regarding this Agreement and the Services performed thereunder. City retains the right, but has no obligation, to represent Consultant or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, this right to review any such response does not imply or mean the right by City to control, direct, or rewrite the response.
ARTICLE 6. ENFORCEMENT OF AGREEMENT AND TERMINATION
6.1 California Law.
This Agreement, and any dispute arising from the relationship between the Parties to this Agreement, shall be interpreted, construed and governed both as to validity and to performance of the Parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of California, or any other appropriate court in such county, and Consultant covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Central District of California, in Riverside. 13-
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6.2 Disputes; Default.
A. In the event that City detem1ines Consultant is in default under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any Services perfonned after the date of default. In addition to the provisions of Section 4.8, and the right to terminate pursuant to Section 6.7, if the City Manager determines that Consultant is in default in the performance of any of the terms or conditions of this Agreement, City may serve Consultant with written notice of the default. Consultant shall have ten ( I0) calendar days after service upon it of the notice in which to cure the default by rendering a satisfactory performance.
In the event that Consultant fails to cure its default within such period of time, City may, notwithstanding any other provision of this Agreement, terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.
B. In the event of termination pursuant to this Section, City may take over the Services and prosecute the same to completion by contract or otherwise, and Consultant shall be liable to the extent that the total cost for completion of the Services required hereunder exceeds the compensation herein stipulated ( provided that City shall use reasonable efforts to mitigate such damages), and City may withhold any payments to Consultant for the purpose of set- off or partial payment of the amounts owed City as provided in Section 6.3.
6.3 Retention of Funds.
Consultant hereby authorizes City to deduct from any amount payable to Consultant whether or not arising out of this Agreement): ( i) any payment amount of which may be in dispute hereunder or which is necessary to compensate City for any losses, costs, liabilities, or damages suffered by City, ( ii) all amounts retained pursuant to the provisions of Section 4.8, (iii) all amounts for which City may be liable to third parties, by reason of Consultant' s acts or omissions in performing or failing to perform Consultant' s obligation under this Agreement, and ( iv) all payments due or that become due to Consultant during the period that Consultant or any of its sub- contractors fail to maintain any required insurance in full force and effect, until notice is received by City that the required insurance has been restored to full force and effect and that the premiums therefore have been paid for a period satisfactory to City, as provided in Section 4.9, above. In the event that any claim is made by a third party, the amount or validity of which is disputed by Consultant, or any indebtedness shall exist which shall appear to be the basis for a claim of lien, City may withhold from any payment due, without liability for interest because of such withholding, an amount sufficient to cover such claim. The failure of City to exercise such right to deduct or to withhold shall not, however, affect the obligations of Consultant to insure, indemnify, and protect City as elsewhere provided herein.
6.4 Waiver.
Waiver by any Party to this Agreement of any tenn, condition, or covenant of this Agreement shall not constitute a waiver of any other tenn, condition, or covenant. Waiver by any Party of any breach of the provisions of this Agreement shall not constitute a waiver of any other provision or a waiver of any subsequent breach or violation of any provision of this Agreement.
Acceptance by City of any Services by Consultant shall not constitute a waiver of any of the 14-
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provisions of this Agreement. No delay or omission in the exercise of any right or remedy by a non- defaulting Party on any default shall impair such right or remedy or be construed as a waiver.
Any waiver by either Party of any default must be in writing, and shall not be a waiver of any other default concerning the same or any other provision of this Agreement.
6.5 Rights and Remedies are Cumulative.
Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the Parties are cumulative and the exercise by either Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other Party.
6.6 Legal Action.
In addition to any other rights or remedies, either Party may take legal action, in law or in equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. Notwithstanding any contrary provision herein, Consultant must file a statutory claim pursuant to Government Code Sections 905 et seq. and 910 et seq., in order to pursue a legal action against City under this Agreement.
6.7 Termination Prior to Expiration of Term.
This Article 6 shall govern any termination of this Agreement except as specifically provided in Section 6.2 for termination for default of Consultant. City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty ( 30) days' written notice to Consultant, except that where termination is due to the fault of Consultant, the period of notice may be a shorter time as may be determined by the Contract Officer. In addition, Consultant reserves the right to terminate this Agreement at any time, with or without cause, upon sixty ( 60) days' written notice to City, except that where termination is due to the fault of City, the period of notice may be a shorter time as Consultant may determine. Upon receipt of any notice of termination, Consultant shall immediately cease all Services hereunder except such as may be specifically approved by the Contract Officer. Except where Consultant has initiated termination, Consultant shall be entitled to compensation for all Services rendered prior to the effective date of the notice of termination and for any Services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer, except as provided in Section 6.3. In the event Consultant has initiated termination, Consultant shall be entitled to compensation only for the reasonable value of the work product actually produced hereunder. In the event of termination without cause pursuant to this Section, the terminating Party need not provide the non- terminating Party with the opportunity to cure pursuant to Section 6.2.
6.8 Attorneys' Fees.
In any litigation or other proceeding by which a Party seeks to enforce its rights under this Agreement ( whether in contract, tort or both) or seeks a declaration of any rights or obligations under this Agreement, the prevailing Party in such action or proceeding, in addition to any other 15-
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relief which may be granted, whether legal or equitable, shall be entitled to reasonable attorneys' fees. Attorneys' fees shall include attorney' s fees on any appeal, and in addition the Party entitled to attorneys' fees shall be entitled to all other reasonable costs for investigating such action, taking depositions and discovery and all other necessary costs the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued on commencement of such action and shall be enforceable whether or not such action is prosecuted to judgment.
ARTICLE 7. CITY OFFICERS AND EMPLOYEES: NON- DISCRIMINATION
7.1 Non- liability of City Officers and Employees.
No officer or employee of City shall be personally liable to Consultant, or Consultant' s Successor, in the event of any default or breach by City or for any amount which may become due to Consultant or Consultant' s Successor, or for breach of any obligation of the terms of this Agreement.
7.2 Conflict of Interest.
Consultant covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Consultant' s performance of Services under this Agreement. Consultant further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent or sub- contractor without the express written consent of the Contract Officer. Consultant agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City in the performance of this Agreement.
No officer or employee of City shall have any direct or indirect financial interest in this Agreement within the scope of Government Code section 1090, nor shall any such officer or employee make, participate in making, or use his or her official position to influence, any City decision relating to the Agreement which has a material financial effect on his or her financial interests or the financial interests of any corporation, partnership or association in which he or she is, directly or indirectly, interested, in violation of any State statute or regulation. Consultant warrants that it has not paid or given, and will not pay or give any third party any money or other consideration for obtaining this Agreement.
Consultant and its officers, employees, associates and sub- contractors, if any, shall comply with all conflict of interest statutes of the State of California applicable to Consultant' s Services under this Agreement, including the Political Reform Act ( Gov. Code § 81000, et seq.) and Government Code Section 1090. During the term of this Agreement, Consultant may perform similar services for other clients; but Consultant and its officers, employees, associates and subcontractors shall not, without the Contract Officer' s prior written approval, perfonn services for another person or entity for whom Consultant is not currently perfonning services that would require Consultant or one of its officers, employees, associates or sub- contractors to abstain from a decision under this Agreement pursuant to a conflict of interest statute. Consultant shall incorporate a clause substantially similar to this Section into any subcontract that Consultant executes in connection with the performance of this Agreement. 16-
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7.3 Covenant Against Discrimination.
Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, or ancestry in the performance of this Agreement.
Consultant shall take affinnative action to insure that applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, or ancestry, or other protected class.
7.4 Unauthorized Aliens.
Consultant hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act, 8 U.S.C.A. §§ 1101, et seq., as amended, and in connection therewith, shall not employ unauthorized aliens as defined therein. Should Consultant so employ such unauthorized aliens for the performance of Services covered by this Agreement, and should the any liability or sanctions be imposed against City for such use of unauthorized aliens, Consultant hereby agrees to and shall reimburse City for the cost of all such liabilities or sanctions imposed, together with any and all costs, including attorneys' fees, incurred by City.
ARTICLE 8. MISCELLANEOUS PROVISIONS
8.1 Notices.
Any notice, demand, request, document, consent, approval, bill, invoice, report or other communication required or permitted under this Agreement shall be in writing and conclusively deemed effective: ( a) on confinned delivery by courier service or overnight delivery service during Consultant' s and City' s regular business hours; or (b) three ( 3) Business Days after deposit in the United States mail, by certified or registered mail, and addressed to the Party to be notified as set forth below:
If to City
With a comiesy copy to:
Attn: Caroline Patton
Administrative City Clerk
City of Banning
99 East Ramsey Street
Banning, California 92220
Email: cpatton@banningca. gov
Serita R. Young, City Attorney
Richards, Watson & Gershon
350 South Grand Avenue, 37th Floor
Los Angeles, California 90071
Email: SYoung@rwglaw. com
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If to Consultant:
8.2 Interpretation.
Attn: Nick Sabatini
VP, Managed Services West Region
UBEO West, LLC dba UBEO Business Services
3131 Espalanade
Chico, CA 95973
Email: nsabatini@ubeo. com
The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either Party by reason of the authorship of this Agreement or any other rule of construction which might othe1wise apply.
8.3 Counterparts.
This Agreement may be executed in counterparts, each of which shall be deemed to be an original, and such counterparts shall constitute one and the same instrument. 8 .4 Integration; Amendment.
This Agreement, and all exhibits referred to in this Agreement, constitute the final, complete and exclusive statement of the tenns of the agreement between the Parties pertaining to the subject matter of this Agreement and supersede all other and cancels any and all previous negotiations, arrangements, agreements and understandings, if any, between the Parties, and none shall be used to interpret this Agreement. No Party has been induced to enter into this Agreement by, nor is any Party relying on, any representation or warranty except those expressly set forth in this Agreement. No amendment to or modification of this Agreement, nor any provision or breach hereof waived, shall be valid unless made in writing and approved by Consultant and by City Cotmcil. The Parties agree that this requirement for written modifications cannot be waived and that any attempted waiver shall be void.
8.5 Severability.
In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the Parties hereunder unless the invalid provision is so material that its invalidity deprives either Party of the basic benefit of their bargain or renders this Agreement meaningless.
8.6 Mutual Cooperation.
A. City' s Cooperation. City shall provide Consultant with all pertinent data, documents and other requested infonnation as is reasonably available for Consultant' s proper performance of the Services required under this Agreement. 18-
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B. Consultant' s Cooperation. In the event any claim or action is brought against City relating to Consultant' s perfom1ance of Services rendered under this Agreement, Consultant shall render any reasonable assistance that City requires.
8.7 No Third Party Beneficiaries Intended.
This Agreement is made solely for the benefit of the Parties to this Agreement and their respective successors and assigns, and no other person or entity may have or acquire a right by virtue of this Agreement.
8.8 Final Payment Acceptance Constitutes Release.
The acceptance by Consultant of the final payment made under this Agreement shall operate as and be a release of City from all claims and liabilities for compensation to Consultant for anything done, furnished or relating to Consultant' s Services. Acceptance of payment shall be any negotiation of City' s check or the failure to make a written extra compensation claim within ten ( 10) calendar days of the receipt of that check. However, approval or payment by City shall not constitute, nor be deemed, a release of the responsibility and liability of Consultant, its employees, sub- contractors and agents for the accuracy and competency of the information provided and/ or Services performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by City for any defect or error in the Services prepared by Consultant, its employees, sub- contractors and agents.
8.9 Non- Appropriation of Funds.
Payments to be made to Consultant by City for Services performed within the current fiscal year which are within the current fiscal budget and within an available, unexhausted fund. In the event that City does not appropriate sufficient funds for payment of Consultant' s Services beyond the current fiscal year, this Agreement shall cover payment for Consultant' s Services only to the conclusion of the last fiscal year in which City appropriates sufficient funds and shall automatically terminate at the conclusion of such fiscal year.
8.10 Headings.
The headings in this Agreement are included solely for convenience of reference and shall not affect the interpretation of any provision of this Agreement or any of the rights or obligations of the Parties to this Agreement.
8.11 Word Usage.
Unless the context clearly requires otherwise, ( a) the words " shall," " will" and agrees" are mandatory and " may" is permissive; ( b) " or" is not exclusive; and ( c) " includes" or including" are not limiting.
8.12 Business Days.
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Business Days" refers to days that the Banning City Hall is open for business.
8.13 Corporate Authority.
The persons executing this Agreement on behalf of the Parties hereto warrant that i): such Party is duly organized and existing, ( ii) they are duly authorized to execute and deliver this Agreement on behalf of that Patty, ( iii) by so executing this Agreement, such Party is formally bound to the provisions of this Agreement, and ( iv) the entering into this Agreement does not violate any provision of any other Agreement to which that Party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors and assigns of the Parties.
8.14 Electronic Signatures.
Each Patty may adopt as its signature an electronic identification consisting of a symbol or code that is affixed to or contained in each document transmitted by such Party electronic signature"). The Parties hereto herby agree that electronic signatures are acceptable, shall have the same force and effect under the law as original wet signatures, and shall be sufficient to verify that the Parties have executed this Agreement and such other documents transmitted by the Parties.
SIGNATURES ON FOLLOWING PAGE]
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IN WITNESS WHEREOI? the Parties hereto have exeeuted this Agreement the day and year first hereinabove written.
CITY OF BANNING
Douglas Schulze,
City Manager
ATTEST:
Caroline Patton
Administrative City Clerk
APPROVED AS TO FORM:
Richards, Watson & Gershon
Serita R. Young
City Attorney
Date
Date
Date
CONSULTANT
NAME: Date
TITLE:
NAME: Date
TITLE:
Tax ID No.
Address:
City Council Approval: ------
NOTE: PROOF OF AUTHORITY TO BIND CONTRACTING PARTY REQUIRED. APPROPRIATE
ATTESTATIONS SHALL BE INCLUDED AS MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF
INCORPORATION, OR OTHER RULES OR REGULATIONS APPLICABLE TO CONSULTANT' S BUSINESS ENTITY.
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EXHIBIT " A"
SCOPE OF SERVICES
I. Consultant will perform the following Services in connection with providing Scanning and Index Services prepared in connection therewith:
II. As part of the Services, Consultant will prepare and deliver the following tangible work products and services to City:
Exhibit " A" -1
460
Oiicove- ry &
Gather
EXHIBIT "A"
Detailed Process ...
Mahll a l
r-W\/ ~
0 UBEO , provides
0 Shred and/ or Return ___ _
b o
UBEO Business Services is pleased to present this proposal to the City of Banning for the digitization of your significant paper records . Our project understanding and executive summary outlines our comprehensive approach towards this transformation, centered on accuracy , security , and accessibility of your essential data .
In this proposal, we emphasize :
Our understanding of your unique needs, City of Banning is requesting a proposal for Digital Transformation which consists of conversion of various physical paper documents being scanned , Plans and Boxes of standard size paper and large- format documents that were provided in attachments: ( 8) Public Works - Planning Department, ( C) Public Works - Engineering Department, ( D) Water - Wastewater Department, and ( E) Community Development Department for City of Banning. File folders may contain , but are not limited to, flat , folded, or bound documents of varying sizes from business cards, index cards, photographs , and plans up to 36 " x48 ". Plan rolls will vary in size from under an inch to 12" or more in diameter and file size from finished multi- page images shall not exceed 25 megabytes . Should multi- page file exceed the 25- megabyte limit , file shall be divided into smaller components . Documents contain a mix of black and white and/ or colored pages.
UBEO will scan all paper documents and then will store and hold original documents for an agreed upon time by the City. Once the City of Banning formally accepts electronic files and signs off on project completion. UBEO will then coordinate with the City to return content as it was received . UBEO Business Services offers destruction services with a certificate of completion as well should the City choose alternative options for some content.
Our proficient team , led by seasoned professionals , leveraging our broad experience in document management , enhanced with notable qualifications such as Project Management Professional PMP) certification and Government Archives and Records Administration ( GARA) certification .
Prepared exclusively for City of Banning by UBEO Business Services Exhibit "A" - 2
461
EXHIBIT " A"
Laserfiche Repository: We recognize the need for delivery to your existing system . Our team has the technical know- how to ensure a seamless integration , thereby facilitating the access ibility and administration of digitized documents.
Detailed Work Plan that includes document preparation , scanning using production scanners , stringent quality assurance , precise data entry, OCR for searchable text, and careful migration to your Laserfiche EDMS .
Pick- Up Coordination: We understand the importance of coordinating efficiently with the City of Banning to establish approved dates and times for the pick- up of items to be scanned . Our team will work closely with City officials to accommodate their schedules and ensure a seamless pick- up process. Clear communication channels will be established to facilitate any necessary adjustments to the pick- up schedule and to address any concerns promptly.
Inventory Management and Tracking: UBEO will implement a comprehensive process for managing inventory and tracking all plans and documents throughout the scanning process . Each box will be carefully logged upon receipt at our facility, assigned a unique identifier, and tracked through every stage of the digitization process. Regular audits and quality checks will be conducted to maintain accuracy and accountability, with detailed records kept to provide transparency and traceability.
Proposed Schedule of Processing Phases: We will provide a detailed schedule outlining the proposed processing phases and the anticipated date of completion for the entire project. This schedule will be developed in consultation with the City to ensure alignment with their priorities and deadlines . Milestones and key deliverables will be clearly defined , allowing for progress monitoring and effect ive project management. Flexibility will be built into the schedule to accommodate any unforeseen challenges or changes in project scope .
Document Retrieval Request Process: City personnel will have access to a user -friendly request portal or contact point where they can submit their requests . Upon receipt of a request, our team will expedite the retrieval, digitization, and delivery process, ensuring timely access to the requested materials . Our recommended document retrieval request process will prioritize efficiency and responsiveness, aiming to return digital versions of requested documents to the City within 5 hours to 24 hours. Regular communication will be maintained with the City to provide status updates and address any concerns promptly .
Reassemble for Return of Plans and Documents: Upon completion of scanning, our team at UBEO Business Services will place papers back in folders/ bo xes in their original order . This ensures that the original order of files received is maintained. Our team will ensure that the digitized materials are returned in their original order and condition, with appropriate packaging and labeling to facilitate easy identification and handling. We will coordinate closely with City personnel to schedule the return and ensure a smooth transition back into City possession.
Return:
UBEO will work with the City for delivery , pickup & return schedules. UBEO can hold your content in our warehouse for up to 45 days after each digital delivery unless the City would like an alternative schedule we could accommodate .
Transportation: Our secure , climate- controlled vehicles will transport the securely packaged and reassembled documents back to the City of Banning or designated location.
Verification: Upon delivery , our team will provide a circular chain of custody and verify the pickup - delivery .
Prepared exclusively for City of Banning by UBEO Business Services Exhibit "A" - 3
462
EXHIBIT " A"
Our Commitment: to adhere to the proposed timeline , ensuring seamless delivery without compromise on quality .
We firmly believe in not only providing successful project completion but also offering valuable insights that could enhance your future document management practices. Rest assured , we aim to provide a closing ex perience that is as smooth and efficient as every other step in our work plan .
Our strategy commences with an onsite assessment, The initial aspect of our project' s inception consists of a comprehensive briefing with The City of Banning . This step is essential for our mutual comprehension and alignment regarding the project' s objectives , deliverables , and schedule . We conduct an in- depth analysis of your requirements and the scope of the project in order to formulate a strategic plan that suits your needs the most effectively.
During the orientation , we will acquire a thorough understanding of the current condition of your physical documents and identify potential obstacles that may arise during the course of the project. In addition , our team will familiarize itself with the operating environment , security protocols , and any task- specific operational procedures .
Following the initial orientation , We firmly believe that routine and open communication can streamline operations and nurture a prosperous partnership. Throughout the duration of the project, our project manager and BPO Production Manager will maintain regular , scheduled communication with your team.
UBEO utilizes Smartsheet for our projects providing client complete visibility of project status, milestones, tasks , time projec t ions and more . UBEO will customize per The City of Banning goals.
In addition, your UBEO team will provide the below:
Biweekly Updates: A detailed email will be sent to keep you abreast of the steps scheduled for the follow ing weeks as well as the progress made during the previous weeks . This will encompass all 500
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aspects of the project , including document preparation , scanning , quality assurance, optical character recognition, migration , and other tasks according to the project schedule .
Scheduled Meetings: The purpose of these meetings is to review progress , provide updates, resolve any issues , and plan the next steps. Daily , weekly , or biweekly meetings can be scheduled according to your specifications .
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Meeting Minutes: Following each meeting , we will provide a concise yet thorough summary of what was discussed , decisions made , and ne xt steps . This ensures that everyone is on the same page and can refer back to key points as necessary.
Methodology Updates: As we progress through the project , we may identify areas where adjustments to the methodology could improve results. These modifications will be extensively discussed with you and implemented only with your approval.
Dashboard Access: We will build a customized Dashboard in Smartsheet that will allow you to easily request files, see project updates , meeting minute notes , and more. This dashboard will also show the current progress of the past milestones, and how much has been processed to help keep you ( the client) on budget!
Our ultimate goal is to ensure that our operations are transparent and to maintain your participation and contentment throughout the duration of the project. We believe this level of communication is crucial for delivering a project that not only meets , but exceeds , your expectations .
To ensure the successful Digital Transformation, a well- defined team structure is essential. The recommended team structure will include both City of Banning personnel and UBEO Business Services staff, each with clearly defined roles and responsibilities . This collaborative approach will ensure all aspects of the project are effectively managed and executed .
Recommended Team Structure
1. Project Steering Committee
Role: Provide overall project governance , strategic direction, and decision- making authority.
Members:
City of Banning Representatives:
o Senior Executive Sponsor ( e .g., CIO or Department Head) o Senior Department Managers
UBEO Business Services Representatives:
o Senior Project Manager
o BPO Manager
o BPO Facilities Director
o ECM Manager
Responsibilities:
Approve project scope , objectives , and key deliverables Monitor project progress and resolve high- level issues Ensu re alignment with City and UBEO strategic goals
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2. Project Management Team
Role: Oversee day- to- day project activities , coordinate between teams, and ensure project milestones are met .
Members:
City of Banning:
o Project Manager
o Assistant Project Manager or Project Coordinator
UBEO Business Services:
o BPO Manager
o Project Manager
Responsibilities:
Develop and maintain project plans and schedules
Coordinate resources and tasks
Manage project risks and issues
Communicate project status to stakeholders
3. Technical Implementation Team
Role: Handle the technical aspects of Laserfiche Briefcase Import and Quickfields session, including system configuration, integration, and testing.
Members:
City of Banning:
o IT Infrastructure Specialist
o Database Administrator
o Security Analyst
UBEO Business Services:
o Project Manager
o Laserfiche Solution Architect
o Technical Support Specialist
Responsibilities:
Configure and import
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Integrate with existing City systems
Ensure data migration accuracy and completeness
Implement security measures and protocols
2.5 IV. F Document Indexing and Quick Fields
A. All records shall be named and indexed according to conventions determined by the City. Fields may change based on the document type.
B. Consultant shall be required to structure the indexes in a text file to meet Laserfiche import format.
C. The City shall provide detailed instructions for each project .
D. Consultant shall implement " Quick Fields" application allowing for automatic entering of indexed fields which follow electronic document management system templates in Laserfiche .
1. For Example.
1. Naming Scheme ( Indexing)
1. Folder Tab/ Name
2. If not folder, Document/ Binder title or Type.
2. Plan Set Naming Scheme ( Indexing) On Tag
1. Project Name
2. Most Recent Date
E. The Consultant will produce a Pilot or sample to each Department to insure Indexing ( Folder Structure & File Naming) for process approval from City of Banning prior to producing entire collection UBEO Understands and Agrees .
Classification
This step is crucial for our shared understanding and agreement on the project' s goals , outcomes , and timeline. Preparation Classification ( Identification) and Sorting of Documents , The next step involves classifying , prioritizing, and categorizing documents to be scanned . This procedure guarantees the efficiency of the digitization process and facilitates navigation of the digital archive .
We will create a well- defined , mutually- agreed- upon sorting and pick- up strategy for your documents that is compatible with organizational schedules, deliveries, and parking. This collaborative procedure will ensure precision and facilitate a more seamless system integration. By involving all relevant parties in the review and approval of the classification and categorizing strategy, we ensure consensus on the project.
UBEO Business Services recommends classifying at the file level or entire box level .
1. Standardized Formatting Guidelines:
We will develop comprehensive formatting guidelines to ensure consistency across all digitized documents. This includes specifications for file format , resolution , and any other relevant parameters to maintain uniformity and readability.
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incorporating relevant metadata such as project name, document type, date, and other identifying information into the file names.
3. Indexing Workflow Process:
We will establish a structured indexing workflow process that outlines the steps involved in categorizing and tagging digitized documents .
4. Utilization of Data Tables and Lists:
Our team will leverage data tables and lists to create a standardized set of indexing criteria .
This may include tables for project names, document types , permit numbers, and other relevant metadata. By utilizing pre- defined lists, we can ensure accuracy and uniformity in indexing across all documents.
5. Quality Assurance and Validation:
To maintain data integrity and accuracy, we will implement quality assurance measures to validate indexed information against the master database . Any discrepancies or inconsistencies will be promptly addressed and resolved to ensure the reliability of the indexed data.
6. Automatic Capture and Indexing:
We will deploy advanced document capture technologies, such as Optical Character Recognition ( OCR) and Intelligent Document Recognition ( IDR), to automatically extract clear handwritten text' and metadata from digitized documents . This automated process ensures efficient and accurate indexing of documents without manual intervention.
Metadata extracted through automatic capture will be used to populate indexing fields, including project names , document types, dates , and other relevant information . This streamlined approach minimizes the need for manual data entry and reduces the risk of human error .
Our team will configure the document capture system to recognize and classify documents based on predefined rules and templates . This ensures consistent and standardized indexing across all digitized documents, enhancing searchability and retrieval efficiency.
Physical Preparation
Once an identification strategy has been agreed upon , we move on to the physical preparation of documents . This phase entails preparing the physical documents for scanning by removing physical obstructions such as staples , bindings, paper clips, and other impediments.
Our team manages this process meticulously, preserving the original documents ' integrity while preparing them for digitization . Aged or fragile documents will be handled with special care to prevent damage . This preparation guarantees a smooth scanning process , enabling the production of digital copies that are of high quality , clear, and readable .
The physical preparation phase is a meticulous procedure that sets the stage for a successful digitizing process and lays the groundwork for a seamless transition from paper - based documents to an entirely digital archive .
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UBEO Production centers are supervised by onsite BPO Production Managers that monitor every step of the process . Our facilities are equipped to meet all security requirements and compliance .
Document Inspection: The first step of the procedure involves a comprehensive examination of all documents. This will assist us in comprehending their current condition and identifying any potential obstacles that may arise during the scanning procedure.
Poor Original Image Quality: These documents will be noted and a disclaimer cover page indicating poor original quality will be included with the scan .
Removal of Bindings: To prepare the documents for the scanning procedure, all staples, bindings Velo), paper clips, coil binders, fold- over tab binders and other physical attachments will be removed.
Sticky Notes: Attached sticky notes will be meticulously removed, reapplied to the back of the respective documents, or placed on a new sheet of paper . This ensures that no original text is obscured during the digitizing process.
Folder Preparation: On the Manila folders , any notes or essential information can be preserved. If necessary, the team can remove the folder dividers and any accompanying notes to ensure that this information is captured during scanning. We can cut the folders to ensure they' re scanned with the entire process .
Flattening Content: Curled ( dog ears) or crumpled pages will be carefully flattened in order to assure high- quality scanning .
Document Repair, " Non - Reflective Tape": Damaged documents, including shredded pages, will be repaired to an extent to ensure the digital copy maintains the document' s integrity .
Special Treatment for Fragile Documents: Older, delicate , or fragile documents will be handled with special care to prevent further harm during the preparation and scanning process . Our team will mark these contents separately, to ensure we use them on a scanner that is gentler with fragile work .
Box Monitoring: Each document or document collection will be monitored to ensure that no documents are misplaced or lost during the preparation process. This monitoring will happen throughout the project .
If a record file contains no pages, we will add a disclaimer cover page and notify the city.
2.6 IV. D Document Imaging ( Scanning) Specifications
1. The City' s originals are NOT to be altered in any way . All images are to be representative of the original records.
2. Blank pages ( with no text or image) are to be eliminated.
3. Black borders shall be removed.
4. Scan all documents at a minimum of 600 dpi with Auto- Color PDF images ( only) for all departments . Each document, binder or file will be output as a multi page PDF.
5. Images shall be de- skewed to the best possible alignment and auto- rotated ( in readable format) in Laserfiche.
6. Images are to be de- speckled to the degree that will afford improved readability but not erase characters.
7. File size from finished multi- page images shall not exceed 25 megabytes. Should multi- page file exceed the 25- megabyte limit, file shall be divided into smaller components .
1. Blueprints/ plans can exceed this size limit since we wantto maintain the document' s quality. Other documents may be tagged that will override the 25 megabytes limit. The Prepared exclusively for City of Banning by UBEO Business Services Exhibit "A" - 9
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department rep will indicate which documents will exceed this requirement during the project.
8 . Quality inspection of documents shall occur at the time of scanning. 9 . Illegible images shall be rescanned by the Consultant at no charge so that the document is as legible as the original.
Scanning and Digital Conversion
After the document preparation phase is complete , our highly trained team members will load the prepared documents into our cutting- edge production scanners . To ensure the acquisition of high - quality, clean images, our staff have received extensive training in the maintenance and cleaning of scanners , as well as the detection of potential scan lines . We use a combination of automated software and manual inspections to ensure that each page is accurately and thoroughly captured . All pages w ill be scanned in, and in the end merged to a multi- page document in a tiff, pdf, or a preferred format per the City of Banning.
We comply with industry standards by scanning all documents at a resolution of 300 dpi and in accordance with standards set by the American National Standards Institute ( ANSI) and Association for Information and Image Management ( AIIM). Per the City of Banning all documents will be scanned at 600 dpi. This , combined with our optimized gamma, brightness, and contrast settings , produces a black - andwhite output that is crisp and readily readable . To ensure efficient storage of older content , we recommend keeping photographs in black and white for archival documents and infrequently accessed files . However, we can modify this dependent on the needs of the client.
Special Document Handling ( Large Format, Fragile Items , etc.), For large format or fragile documents, we handle them with extra caution and utilize specialized scanning equipment to guarantee that they are digitized accurately. Depending on the condition and quantity of each special document , the optimal digitization method is determined. In certain instances, this may entail scanning on a flatbed scanner.
Wide format { large format) contents will be scanned on a specialized scanner with sensors made to handle the larger content .
Optimized Configuration and Quality Assurance, we employ border removal and deskewing techniques to ensure that the scanned image is as accurate to the original as possible and to improve the effectiveness of the Optical Character Recognit ion ( OCR) process further down the line. Our scanners are endowed with double- feed detection technology to ensure that no content is lost when scanning in duplex mode. In addition, we use technology to eliminate any blank pages , followed by a manual ( human) check to ensure that no content has been omitted inadvertently . UBEO will keep a log of items that do not produce OCR text and inform the City of Banning upon discovery.
Post- Scanning Quality Verifications , after each page of a document has been digitized, our specialized QA team examines each page. Our scanning team conducts a preliminary check during the scanning process.
During this post - scan QA step , we take a more thorough evaluation to ensure that no discrepancies were overlooked.
UBEO will work with The City' s Information Technology Department Staff to understand their preferred methods of data transfer to the Laserfiche EDMS. We will comply with the City' s security and compatibility standards and configure the chosen delivery method outlined in the RFP which requires a hard drive for each department.
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2. 7 IV. H Quality Control
UBEO Understands.
1. Consultant shall ensure digital entries accurately match the scanned hardcopy record at the time of scanning and ensure the appropriate references are in place .
Consultant shall provide ongoing quality assurance/ quality control ( QC/ QA) and review of records indexed.
2. The City desires the option to destroy some or all original documents scanned, thus the quality of scanned documents and diligence of quality control must be superior. Consultant will provide ongoing quality assurance/ quality control ( QC/ QA) review of records scanned .
UBEO also offers secure document destruction services, which include a certificate of completion to ensure proper documentation and compliance.
The QA staff executes the following tasks:
Thorough Page Review: Examine each digitized document page by page to ensure there are no errors and omissions and that all documents were scanned appropriately.
Blank Page Verification: During the scanning process, technology is used to automatically eliminate any vacant pages. To ensure that no content is omitted inadvertently, our QA team examines all removed " blank" pages. If significant content is discovered , these pages are added back to the digital file.
Legibility Checks: Ensure the legibility of each scanned document by looking for text that is obscured by sticky notes, creases, or other physical damage . Ourteam will address these issues to improve readability .
Resolution and Quality Checks: Each image undergoes checks for resolution , clarity, skew correction , and elimination of borders to ensure that the digital version is an accurate representation of the original.
Process of Verification and Validation: Our quality assurance procedure concludes with the verification and validation of the digitized documents. This includes randomly comparing the digital files to the original documents to ensure the digitization process was accurate and thorough. This rigorous verification and validation procedure ensures a near- zero error rate, delivering digitized documents that are accurate representations of their original counterparts.
Validation for Errors and Omissions: After completing the process of quality assurance, we move on to data entry and indexing . In accordance with your specific requirements and instructions , our data entry team enters the necessary data into the document management system. This data could include that we agree on at a later time. This data can be the folder names, box name, and other pertinent information to help with easy file retrieval.
To ensure the accuracy of this crucial stage, another team member cross- checks the data entered against the original document, fostering a culture of accountability and precision. This system further ensures that Prepared exclusively for City of Banning by UBEO Business Services Exhibit "A" - 11
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our data entry process has a near- zero error rate. Once the indexing is completed, a supervisor verifies the data entered and checks it for quality issues, spelling mistakes, and performs a final quality check.
2.8 IV.E Optical Character Recognition ( OCR)
UBEO Understands .
A. All text records must be OCR' d and the OCR files delivered with the images . The OCR is to be delivered with a native within the image.
OCR Process Review: Afterthe document images have been scanned, indexed, and subjected to our stringent quality assurance procedure, Optical Character Recognition ( OCR) is performed.
OCR is a powerful technology that converts various document formats, such as scanned paper documents, PDF files, and digital camera images , into searchable data . Our procedure begins by applying advanced OCR software to scanned images. This software identifies and converts the text within each document into digital text. It effectively " reads" the text from the image and converts it into text data that can be searched. Our technology also attempts ICR ( Intelligent Character Reading) to try and decipher human handwriting . For clear human handwriting it will be available to be searched .
Quality Control for OCR Output: To guarantee the accuracy of our OCR output, each document undergoes an additional level of quality assurance. Our devoted staff compares the OCR output to the original image in order to identify and remedy any discrepancies. This assures a high level of precision in the text data output, making the documents fully searchable and significantly more useful than static images .
Overcoming OCR Challenges: OCR is a powerful instrument , but it is not without its difficulties.
Poor- quality originals , intricate page layouts , messy handwriting, and uncommon fonts can result in less- than- perfect OCR results . However , we constantly train and retrain our OCR software, and work with OCR vendors to improve results. We' re confident we have the best OCR technology on the market at this time.
In addition , we are dedicated to the ongoing enhancement of our OCR capabilities, routinely updating our software , and training our staff in the most recent OCR techniques . This ongoing commitment enables us to deliver consistently high- quality results, regardless of the task' s complexity.
2.9 IV. G Importing of Data
1) The scanned pdf images and a text file which will include the index values will be delivered on a hard drive for each department .
2) The index values must be formatted to successfully import into Laserfiche.
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UBEO Understands .
UBEO is a Laserfiche Platinum VAR with 26 years of ex erience .
2.10 Preparation for Migration
Preparing the scanned, inde xed, and OCR- processed data fortransmission is the initial step in the migration process. Our team meticulously organizes all files and documents in accordance with the client ' s existing Laserfiche file structures or a structure proposed to meet the client' s requirements.
Our software migration procedure begins with a thorough examination of the associated metadata for each document. This metadata , gathered during the scanning and indexing phases, is utilized to structure and organize digital files in accordance with system requirements .
After the files have been structured, our software generates a highly compatible file format that can be easily imported . This expedites the migration process and reduces the likelihood of errors or compatibility issues . 1 . Selection of Test Documents:
We will collaborate with the City to select a representative sample of documents for inclusion in the test set for each department per the City of Banning. These documents will encompass a variety of types, formats , and content to adequately assess the digitization process ' s performance across different scenarios.
2 . Scanning and Indexing Process:
The selected test documents will undergo scanning using the designated equipment and settings. Concurrently, metadata indexing will be applied based on predefined criteria to simulate the full production process .
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3. Validation of Search and Retrieval:
The test sets will be uploaded into a testing environment, where functionality such as search , and retrieval will be evaluated . This ensures that users can effectively locate , and access documents based on indexed meta data , validating the searchability and usability of the digitized content.
4. Feedback and Iteration :
Feedback will be solicited from stakeholders , including City personnel and IT staff, regarding their experience with the test sets and any areas for improvement identified.
Based on this feedback , iterative refinements to the digitization process will be implemented as necessary.
2.11 Validation, Post- Migration
After the migration is complete , we undertake a post- migration validation to ensure that all documents were transferred accurately and are indexed correctly in the new system . This requires a thorough comparison of the transferred files to the original document inventory . To ensure the integrity and exhaustiveness of your digital archives , all discrepancies are resolved expeditiously.
2.12 Resolution Steps and Responsiveness
UBEO acknowledges that in every project , issues and challenges may arise . Responsiveness and efficiency in addressing these issues are crucial to project success. Here are our outlined resolution steps :
2.13 Regular Communication and Project Meetings
Proactive communication is a key component of our project management approach . Our Project Manager and the BPO Production Manage r will maintain regular communication with the designated point of contact at the City of Banning .
In addition to formal project meetings , we will ensure a constant line of communication for any immediate concerns , questions, or suggestions . This communication will take place through various means such as email, phone calls, or instant messaging, as per the preference of the City of Banning. The aim is to ensure that the client is always aware of the project' s status and any developments . By promoting an open and proactive communication environment , we aim to foster a collaborative relationship that aids in the project ' s successful execution .
2.14 IV. K Damage To Records
1. Any damage to City records, or other issues, irregularities, difficulties, or challenges shall be reported immediately in writing, via email.
UBEO Understands .
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In the event of any issues during scanning , indexing, OCR , or data migration, our team has a robust system for issue identification and reporting .
Issue Identification: Our quality assurance process is designed to catch any issues promptly, and our project team is trained to be attentive to any potential problems that might affect the quality of the work or the project timeline . Issues can be technical, related to document quality, or involve challenges with data migration .
Issue Reporting: Once identified, issues will be immediately documented . The report will include a detailed description of the issue, the time it was identified, its current and potential impact on the project , and any immediate action taken. Per the City of Banning this communication will be sent in writing via email to City contact.
Responsiveness: We prioritize prompt responsiveness in our approach. Once an issue is identified and reported , our team will begin working on its resolution immediately . This commitment to responsiveness minimizes the potential for any delays or quality concerns , maintaining the integrity and timeline of the project.
2.16 Corrective Action and Resolution
Once an issue is reported, we initiate our corrective action process. This process is designed to not only address the immediate concern/ issue but also to prevent similar issues from occurring in the future. Our team , including the project manager, technical specialists , and quality assurance personnel, will collaboratively work on issue resolution. The corrective action might include modifying scanning or indexing procedures, adjusting OCR settings , or revising migration scripts . The resolution ' s details , including the actions taken and their results, will be documented and commun icated to the City of Banning.
2. 17 Client Feedback and Iterative Adjustments
We highly value client feedback and consider it crucial for the project' s success . The iterative nature of our work plan allows us to implement any changes or improvements based on the client' s feedback at each milestone. Once a milestone is reached and the deliverables are submitted to the City of Banning , we will seek their feedback. This feedback will then be reviewed and incorporated into the upcoming iterations . This iterative adjustment process ensures that the final deliverables meet the City of Banning ' s expectations to the fullest extent .
2.18 Escalation Process
Despite all preventive measures and corrective actions, some issues may require higher- level intervention .
For such situations , we have an escalation process in place. If an issue can' t be resolved at the project level or if it has substantial potential implications for the project, it will be escalated to our senior management team . The escalation process ensures that critical issues receive the necessary attention and resources for their resolution. In addition , they will have the option to escalate issues directly to our senior management if they feel that it' s necessary .
2.19 IV. B Reassemble Records After Scanning
1 . All documents shall be returned to the original bo x, container , file , etc . in which they were received .
2. Plans shall be re- rolled unless instructed otherwise by the City .
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3. Consultant will not have to rebind materials ( no re- staple, no rebinding, no reclipping) unless instructed otherwise by the City. The City expects that the documents will be returned nearly in the same files folders as received .
2.20 IV. L Document Return
1. Consultant shall return all scanned boxes of paper and plans.
UBEO Understands.
After the backfile scanning process is complete, our team at UBEO Business Services will meticulously reassemble all the original physical documents . This process involves a number of crucial steps , which are detailed below :
Document Reassembly:
Documents disassembled for digitization will be meticulously reassembled in their original order .
Plans received in a rolled format will be returned in the same manner unless the City specifies otherwise . This process ensures the preservation of the original file order , facilitating easier access for district personnel to locate specific information .
Quality Assurance: reassembly, we will implement a thorough quality assurance process to verify the accuracy and completeness of the reassembled documents. This comprehensive quality check will ensure that all documents have been correctly reassembled , with no documents missing or improperly filed . Our meticulous approach guarantees the integrity and reliability of your document management system , providing you with confidence in the precision and organization of your records.
Secure Transportation:
Our transportation process ensures the utmost security and care for your documents . Utilizing secure , climate- controlled vehicles, we will transport the securely packaged and reassembled documents back to the City ' s designated location . This approach ensures that the documents are maintained in excellent condition during transit, preserving both their integrity and confidentiality .
Verification: Upon delivery , our team will fac ilitate a meticulous verification process . This involves comparing the returned documents against the initial inventory list to ensure that every document is accounted for and in the expected condition. To maintain the highest standards of security and accountability, we employ a robust chain of custody protocol. This protocol meticulously tracks the movement and handling of documents from the moment they leave your possession until their return. By doing so, we guarantee the integrity and security of your documents throughout the entire process.
Meticulous Measures for Document Integrity: By implementing these meticulous measures , UBEO Business Services ensures that the City' s physical documents will remain organized and easily accessible throughout the entire backfile digitization project. This comprehensive approach safeguards the integrity of your valuable records , maintaining their accuracy and reliability from start to finish .
Content Storage and Management: We will securely store your content in our warehouse for 45 days following each iteration of the project . Should the City prefer an alternative schedule, we are more than willing to accommodate your needs. Upon your acceptance of the delivered iteration , we will promptly seek your approval to return the contents to your facility.
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In addition to storage and delivery services, UBEO offers secure document destruction services, complete with a certificate of completion to ensure proper documentation and compliance with all relevant regulations .
We are committed not only to delivering a successful project completion but also to offering valuable insights to enhance your future document management practices . You can be assured that our goal is to provide a closing experience that is as smooth and efficient as every other step in our work plan .
2.21 IV.M Final Inspection and Acceptance
1. Based on the specifications described in this document , the City will make the final inspection of scanned images once imported .
2. Inspect ion is to be completed within 90 days of receipt of images.
3. Acceptance will be achieved when the inspection is completed , and the Consultant made all corrections , if necessary .
4 . 10% of contract total will be withheld until all corrections are made and the City accepts the work.
5. Proponent invoices shall denote the number of scanned pages being billed for the current invoice as well as the total number of pages billed to date.
UBEO Understands and agrees to the final inspection and acceptance terms outlined by the City of Banning .
We will ensure that all scanned images are thoroughly reviewed , and any necessary corrections are promptly addressed to meet the City' s specifications. We understand that the City will complete the inspection within 90 days of receipt of the images and that acceptance will be granted upon satisfactory completion of this inspection .
We also understand the terms regarding the 10% contract retention until all corrections are made and the work is accepted by the City. Our invoices will clearly denote the number of scanned pages being billed for the current invoice as well as the total number of pages billed to date, in compliance with the City' s requi rements .
3 V.B Proposal ( B.) Company Information
We aim to clearly convey that UBEO is the premier strategic partner to support the City of Banning' s mission through this RFP for Document Scanning Services.
With 68 years of experience in the industry, UBEO has established a proven track record of excellence in customer service. Our longstanding history and commitment to quality make us uniquely qualified to meet and exceed the City ' s expectations for this project.
We look forward to the opportunity to demonstrate our expertise and dedication to your success .
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UBEO has also invested in the development of industry leading technology support. UBEO Pro/ T specializes in supporting technology solutions for our clients . This expertise allows UBEO to blend a complete suite of best- in- class technology solutions in the following areas.
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Document Scanning, Digital Imaging and Enterprise Document Management Conversion Services
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4 V.B Proposal ( C.) Company Personnel
o This section shall contain names, contact numbers and description of experience , including licenses and/ or certifications , of all key personnel who would be assigned to perform the Services .
Members of the Company ' s professional team { managers , contact person, etc .) should be identified by name , title, phone number , and description of the portion of work they will be assigned to perform under this Agreement. Also include major subcontractors ( if any) and their degree of involvement in this program . If the Company is including any subcontractors, the Company shall identify how long the Company has worked with the subcontractor . o An affirmative statement should be included that the proposer and all assigned key professional staff are properly licensed to practice in California .
UBEO Understands and agrees all assigned key professional staff are properly licensed to practice in California .
Key Personnel
UBEO Business Services takes great pride in its team of devoted professionals who are at the vanguard of providing our clients with exceptional service. Our project team , wh ich specializes in document management and business process outsourcing, is comprised of seasoned industry professionals who are outfitted to comprehend and meet your specific needs .
Our team offers comprehensive solutions by combining practical experience , in -depth industry knowledge, and technical expertise. From Project Managers with PMP certification to our BPO Manager with a business doctorate and a Government Archives and Records Administration ( GARA) certification , our entire team is trained to prioritize client satisfaction and deliver superior results .
In the following section , we will describe the roles , qualifications , and experiences of our essential team leaders. This will provide a clear comprehension of the team dedicated to the successful completion of your digitization project.
Nick Sabatini - Vice President Managed Services
o Decorated career in Business Outsourcing and Conversion Services . o Very involved executive who checks in on all clients and projects actively . o Oversees all Conversion Services, Onsite, Mailroom and other outsourced projects and clients.
Kristen Sparkes - Business Process Outsourcing Manager
o Decorated project manager for Conversion Services projects .
Prepared exclusively for City of Banning by UBEO Business Services Exhibit "A" - 19
478
EXHIBIT "A"
o Extensive experience customer service, project management & working with clients to fully understand scope & deliver client needs in the ever- changing modern world of data.
Lance White - Business Process Outsourcing Operations Manager o Decorated career spanning 30+ years in document management and Conversion Services. o Vast experience with enterprise and government accounts.
Additional team resources will be assigned when the project is allocated. 5 V .B Proposal ( E.) Experience and References
UBEO has a plethora of experience working with a variety of organizations helping them to convert a variety of file types in the government, education and private sector:
Local County - 5.5 Million images/ 6 Departments - on site project 14 months - on going with additional departments Local County Public Defender - 2.2 Million images and on -going Local Transportation Organization - 1. 7 Million images/ Accounting Department - 1st of ALL departments Local Non-Profit - 5.3 Million images Health Client Records Local Community College - 2.1 Million images - 7 Departments - On Going for 6 more departments Local Unified School District - 1. 7 Million images - Student Records CaliforniJ School
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UBEO fully understands the requirements outlined in your RFP . Based on the information provided, our response will demonstrate UBEO' s capability to deliver the desired scope of services effectively.
Additionally , we will share industry best practices with the City to help identify and address potential challenges, ensuring the most cost- effective solutions .
Our executive summary outlines our comprehensive approach to this digital transformation project, focusing on three core pillars: accuracy , security, and accessibility of your essential data. We are committed to providing solutions that not only meet but exceed your expectations, ensuring a seamless and efficient transition to a more streamlined document management system.
Prepared exclusively for City of Banning by UBEO Business Services Exhibit " A" - 20
479
EXHIBIT "A"
UBEO possesses extensive expertise and experience in handling highly sensitive and confidential information, including human resource files, plans, permits, financial records , and mission- critical documents . Our proven track record in managing such vital data ensures that we are well- equipped to meet the stringent requirements of the City of Banning.
We will develop and implement a comprehensive project plan tailored to ensure a smooth and efficient transition for the City of Banning' s Document Scanning project. This plan will encompass all aspects of the process, from initial assessment to final delivery, guaranteeing the highest standards of security , accuracy , and efficiency throughout the entire project lifecycle .
Additionally , we are including a case study that showcases our experience and expertise in digital transformation and scanning highly sensitive documents , further demonstrating our capability to handle this important project with the utmost professionalism and care. UBEO is committed to customer excellence and guarantees the best customer service , ensuring that your specific needs and expectations are not only met but exceeded .
Prepared exclusively for City of Banning by UBEO Business Services Exhibit "A" - 21
480
Customer
Vertical
THE PROJECT
Contra Costa County
Government
EXHIBIT "A"
ub 0
BUSINESS
SERVICES
Needed to convert all paper files to digital -( 5.4 million images) ahead of moving to new county headquarters
Needed to decide on an enterprise document management solution Wanted a solution to improve the management of paper- based files Looking to improve both the internal and external customer experience Multiple locations throughout the county
Provide a fully managed program for the internal county customers
THE HISTORY
44 locations in Contra Costa County
UBEOTeam:
Account Executives - Martin Soares and Jamie Williams
UBEO - Analyst & Specialist Team
Nick Sabatini - VP , Managed Services
They had current IT and Document Management support challenges due to headcount limitations .
Moving to new facility with the goal of moving virtually paperless
LIMITATIONS
Multiple locations throughout the county
Confidential county council documents
They were researching with three ( 3) other Service Providers Limited expertise for an enterprise document management solution Upon award and post implementation Covid 19 hit
Business continuity
Staff safety
APPROACH
Introduced our team , methodology and approach .
Discussed the UBEO Managed Services model which includes dedicated onsite UBEO Managed service personnel.
Discussed our proven processes ( discovery, design, transition, post support , documentation, and reporting and reviews)
Performed a digital transformation and service assessment .
Created our Finding and Recommendations ( FRD) Documented to collaborate on and presented our solution .
Incorporated all three key aspects of the customer request .
File conversion from paper to digital on premise.
Engineered enterprise LaserFiche solution.
Incorporated SharePoint expertise
Prepared exclusively for City of Banning by UBEO Business Services Exhibit "A" - 22
481
EXHIBIT "A"
BENEFITS
CCC IT leadersh ip and UBEO collaborat ing on Managed Services and additional digital transformation opportunities :
Do IT - Digital transformation services
Document conversion
Document management engineering
Laserfiche
SharePoint
Cloud Migration
Onsite managed services team performing document conversion services UBEO Relationship management
Account Management
Technical Consulting
Process Documentation
SLA compliance reporting
Technology and Services Road mapping
Prepared exclusively for City of Banning by UBEO Business Services Exhibit "A" - 23
482
Key Dates
EXHIBIT "A"
5.1 Company shall provide at least ( 3) references
1. Contra Costa County UBEO has been converting client records to digital for over 3 years .
Wo rk Commenced in early 2020 and continues on project basis- 38K files and 5 .2 million images . ljeoma Chukwunyelu 925. 6084051 ijeoma . chukwunyelu@doit. cccounty. us 30 Douglas Drive Martinez , CA 94553
2 . Valley Transportation Authority- Human Resources, Accounting, Various Other Departments UBEO was awarded the RFP for Valley Transportation Authority . Work Commenced late 2022 and continues - 16 .5K files & 2. 7 million Images .
Jon Maier 408- 321- 7121 Jon. Maier@vta. org , 3331 North First Street , San Jose, CA 95134 .
3. Aaron Riechert Carpol & Riffle, APC UBEO has been converting client records to digital for over 2 years . Work Commenced late 2021 and continues - 1 OK files and 1. 2 million images .
Jaedra Mcsweeney ( 650) 368- 4662 , ext. 103 jmcsweeney@arcr . com 333 Twin Dolphin Dr 350 , Redwood City, CA 94065
5. 2 IV.J Schedule
1. The Consultant shall provide a project schedule indicating a timeline of activities to perform imaging services from start to finish.
2. City of Banning will assign a Point Of Contact( s) in coordination with the Consultant Project manager to insure timely feedback & authorization.
5. 3 Example Detailed Project Schedule
As we will not be able to know the exact dates until the project formally kicks off . Here is an example schedule based upon the number of weeks . This is divided into multiple parts based upon the standard content per department in 171 boxes and the large format per department which consists of a combined estimate of 6 ,090 plans. These will be processed simultaneously . UBEO will complete the project within the agreed upon schedule with the City of Banning. This of course is adjustable , example broken down below.
EXAMPLE SCHEDULE: UBEO TO PROJECT PLAN BASED ON CITY OF BANNING TIMETABLE AND FLUCTUATION OF SERVICE NEEDS AND ASSOCIATED PRICE ADJUSTMENTS.
Prepared exclusively for City of Banning by UBEO Business Services Exhibit "A" - 24
483
EXHIBIT "A"
City of Banning Digital Transfoi;_ a-'l~ation Proj~ Gantt Ch~ with Milestones tt.,'i .... ~~"'
Large Con ent Final Acceptance and Clo~ out
L&fge Content CompJet, orl Oehverablt! C
Large Content P10cess1n9 o liverable C
Large Content Completion De live rable B
Large Content P10ce!., s.1n9 Oel11r,1e 1able B
Large Cont ent Complet, on Oel1ve1able A
Large Content Proce ssing Deliverable A
Large Content first Pic kup
La rge Conten t Pack ing
Large Content InI 1,a1 Assess~ l611t
Avgl ~ uQ2 1
lasks • • ~ -
Small Conten t lrn!lal Assessment
oct 1~ 1 16 C=> Small Content Pac '" 0
CktO ~ tO~
s. 02< c= J> c to2
Sep lre== t:teJ> 25
l ~ pl8
Small ContPn l F1rc-;t Pickup
CJ Small Conten t Processing De!:U11e, ble 1
Small Content Completion Deliverable l
c::! Small Content Processing Deliverable 2
Small Conten t C0mplet 1on Oe-l1'lerable 2 =
Small Conten t Processing Delive,able J
Small Conten t Completion Deliverable J
c:: i Small Conten t Final Acceptance and Clos ou
Large Content ln1t1al Assessment =
Large Content Packing
Large Content First Pie up
c::i Large Cont ent Processing Deliverable A
Large Content Comptet, on Oi!l111e,able A
c::i Large Content Processing Deliverable B =
Lar9e Content Completion Deliverable B
c:: J Larg, Cont, nt Proces.s.ing Oel111erable C
ou 1<CJ>« 16 - Large Conten Complet ion Deliverable C
Sep 2cCJ,<, 01
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c=r Large Content Final Ace ptance and Closeout
Small Content Final Acceptance and Closeout
Small Content Completion Deliverable 3
Small Conl~ nl Proc~ s.smg Deliverable- 3
Small Content Comp1etion De51verabJe 2
Sma ll Content Proce-ss,ng Deliverable, 2
Small Content Complet ion Oeltve, at>te 1
Small Content Processing Deliverable 1 ali. ugl~ pCM
Small Content rr,t P1cKup
Small Cont nt Packing
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Date
This content will be processed in UBEO Processing Center simultaneously for all departments. We will negotiate with the City of Banning on the processing speed and scale up or down from these points to the full capacity of UBEO' s processing center( s).
This is an example schedule that can be altered to City of Banning' s liking.
This content which consists of an estimated 171 Boxes will be processed in UBEO Processing Center. We will negotiate with the City of Banning on the processing speed and scale up or down from these points to the full capacity of UBEO' s processing center( s). This is an example schedule that can be altered to City of Banning' s liking.
Week 1-2 ( August 1st - 14th): Initial assessment of files, project kickoff meeting, and discussions with the client' s staff .
Week 3 (August 15th - 21st): A team from UBEO will arrive at the City of Banning and work on packing up all files carefully and safely. These boxes will be barcoded, given a basic inventory, and be prepared for the UBEO pickups .
Week 4 (August 22nd - 28th): First pickup, UBEO Business Services to pick up all standard boxes.
Prepared exclusively for City of Banning by UBEO Business Services Exhibit "A" - 25
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EXHIBIT "A"
Week 5 (August 29th - September 4th): Start of document processing for the first 60 boxes Deliverable 1 ).
Week 6 (September 5th - 11th): Completion of Deliverable 1.
Week 7 ( September 12th - 18th): Start of document processing for the second 60 boxes Deliverable 2).
Week 8 (September 19th - 25th): Completion of Deliverable 2 .
Week 9 (September 26th - October 2nd): Start of document processing for the remain ing 51 bo xes ( Deliverable 3).
Week 10 ( October 3rd - 9th): Completion of final deliverable.
Week 11 ( October 10th - 16th): Client Final Acceptance and Project Closeout for small format documents .
Week TBD: Scheduling continues should the City have additional content for scanning.
Large Format Documents
This content, which consists of an estimated 6 ,090 large format plans will be processed simultaneously with the standard content in a UBEO processing center with specialized equipment for wide formats . To help differentiate these from the smaller formats, we call these deliverables by the alphabet ( A , B, C , D) versus numerical ( 1, 2 , 3).
Week 1- 2 ( August 1st - 14th): Initial assessment of files , project kickoff meeting , and discuss ions with the client' s staff .
Week 3 (August 15th - 21st): A team from UBEO will arrive at the City of Banning and work on packing up all wide format documents carefully and safely. These sheets will be barcoded, given a basic inventory , and be prepared for the courier p ickups.
Week 4 (August 22nd - 28th): First pickup, UBEO Business Services to pick up all content :
8 boxes which consist of 6 ,090 wide format sheet that have been inventoried by the City of Banning .
Week 5 (August 29th - September 4th): Start of large format document processing for the first 2, 100 sheets ( Deliverable A).
Week 6 (September 5th - 11th): Completion of Deliverable A.
Week 7 (September 12th - 18th): Start of large format document processing for the second 2, 100 sheets ( Deliverable B).
Week 8 (September 19th - 25th): Completion of Deliverable B.
Week 9 (September 26th - October 2nd): Start of large format document processing for the remaining 1, 890 sheets ( Deliverable C).
Week 10 ( October 3rd - 9th): Completion of final deliverable .
Week 11 ( October 10th - 16th): Client Final Acceptance and Project Closeout for large format documents .
Week TBD: Scheduling continues should the City have additional content for scanning.
7. 2 Small Format Milestones
Milestone 1 (Week 6, September 5th - 11th): Completion and delivery of the first 60 boxes .
An invoice will be issued upon cl ient acceptance, payable within NET 45 terms .
Milestone 2 (Week 8, September 19th - 25th): Completion and delivery of the ne xt 60 boxes 120 total). An invoice will be issued upon client acceptance , payable within NET 45 terms.
Milestone 3 ( Week 10, October 3rd - 9th): Completion and delivery of the next 51 boxes 171 total). An invoice will be issued upon client acceptance , payable within NET 45 terms.
F hih·t "A" ? fPrepared exclusively for City o't~!l~rri'ng by U-Bro Business Services
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485
EXHIBIT "A"
Large Format Milestones
Milestone 1 ( Week 6, September 5th - 11th): Completion and delivery of the first 2 ,100 sheets ( Deliverable A - 2 ,100 Total). An invoice will be issued upon client acceptance , payable with in NET 45 terms .
Milestone 2 ( Week 8, September 19th - 25th): Completion and delivery of the next 2 ,100 sheets ( Deliverable B - 4 ,200 Total). An invoice will be issued upon client acceptance, payable with in NET 45 terms.
Milestone 3 (Week 10, October 3rd - 9th): Completion and delivery of the ne xt 1 ,890 sheets Deliverable C - 6, 090 Total). An invoice will be issued upon client acceptance , payable within NET 45 terms.
The example project plan provided is designed to showcase our extensive expertise and experience in managing similar projects . It serves as a comprehens ive template to illustrate our capabilities and the structured approach we employ to ensure successful outcomes . This plan demonstrates our proficiency in assessing needs , implementing state - of- the- art technology , and maintaining rigorous quality control standards.
However, we fully recognize that each project is unique and requires a tailored approach. We are committed to customizing a plan that aligns perfectly with the City of Banning' s specific needs , preferences , and goals. Our team is prepared to work closely with your staff to understand the nuances of your current systems and workflows , ensuring a seamless integration of our solutions.
We will adapt our strategies to meet your timeline , budget constraints , and any other unique requirements you may have .
By levera ging our fle xible project management methodologies , we can modify th e scope , scale , and focus of ou r efforts to best serve the City of Banning .
In summary, while our example project plan highlights our general approach and capabilities, We are fully prepared to develop and implement a plan tailored to the City of Banning' s distinct objectives , ensuring that all your goals are met with precision and care .
We look forward to meeting with you to discuss the combination of your digital transformation goals and our services for a winning outcome!
Thank you for the opportunity to earn your business - we look forward to the next steps! Sincerely,
UBEO Business Services Team
t= h'h 't "A" ? 7
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III. In addition to the requirements of Parts I and II of this Scope of Services, during the performance of the Services, Consultant will keep City appraised through periodic status reports regarding the performance of the Services under this Agreement as set forth below and in Section 5.2, by the following means:
a. In-person meetings and/ or teleconferences.
b. Email updates/ questions to applicant team and City while reviews are underway.
c. Conference calls.
IV. All work product is subject to review and acceptance by City. If the City determines that any work product is unacceptable, for any reason, it must be revised by Consultant without additional charge to City until found satisfactory and accepted by City.
Exhibit " A"- 28
487
EXHIBIT " B"
SPECIAL REQUIREMENTS
None
Exhibit " B"- 1
488
EXHIBIT " C"
SCHEDULE OF COMPENSATION
I. Consultant shall perform the following tasks (" Tasks") at the following rates stated in Exhibit " C-1 ":
II. Within the budgeted amounts for each Task, and with the approval of the Contract Officer, funds may be shifted from one Task sub- budget to another so long as the Contract Sum is not exceeded per Section 2.1, unless Additional Services are approved per Section 1.8.
III. City will compensate Consultant for the Services performed upon submission of a valid invoice. Each invoice is to include:
A. Line items for all personnel describing the Services performed, the number of hours worked, and the hourly rate.
B. Line items for all materials and equipment properly charged to the Services.
C. Line items for all other approved reimbursable expenses claimed, with supporting documentation.
D. Line items for all approved sub- contractor labor, supplies, equipment, materials, and travel properly charged to the Services.
Exhibit " C"- 1
489
EXHIBIT " C- 1"
CONSULTANT' S BILLING RATE AND TASK SCHEDULE
Exhibit " C-1 "-1
490
EXHIBIT "C-1 "
The Journey from
Paper to Digital
05 ubBUSIN( SSo
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01 : DISCUSSION 03 : CONVERSION 04 : UPLOAD 05: ACCESS
COST PROPOSAL
REQUEST FOR PROPOSAL FINDINGS AND RECOMMENDATIONS
SCANNING AND INDEXING SERVICES RFP- 24-062 CITY OF BANNING, CA Response From :
UBEO Business Services
7076 S Revere Pkwy
Centennial , CO 80112
RFP Respondent' s Point of Contact :
Nick Sabatini
Telephone : 650- 400- 5966
Email : nsabatini@ubeo. com
Response To :
REQUEST FOR PROPOSAL
SCANNING AND INDEXING SERVICES RFP- 24-
062
City of Banning
99 E. Ramsey Street
Banning , CA 92220
RFP ' s Po int of Contact:
Attention: Barbar a Ma son , Purchasing Manager
Telephone: 951- 922 - 3121
Em ail : bmason@banning . gov
Yh" h"t "CJ "? Page 38 of 56
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EXHIBIT " C-1"
6 V. C Price Proposal
All proposals submitted shall have a stated dollar bid amount for providing the services outlined in the Scope of Services . The total shall be an all- inclusive maximum price and to contain all direct and indirect costs including all out- of- pocket expenses with a full and complete breakdown of all said costs , and proposed fees including but not limited to hourly rates , reimbursable expenses and/ or rates , mileage and/ or travel cost, miscellaneous fees , etc., for the first year' s audit engagement .
In addition, a statement must be included in this section that if the proposer is charging travel costs, the proposer' s charges invoiced to the City for travel, lodging and subsistence shall not exceed the current IRS rates .
UBEO Understands.
6.1 IV. N Department Pricing
UBEO Understands .
Each department will receive a detailed breakdown of the costs that pertain to their department ( see attachments). Each department provided an estimate of the number of documents required to be scanned and indexed . Due to budget , each department reserves the right to reduce the SOW or withdraw from the RFP. After the initial work, if a department still has remaining funds available and locates additional documents, it reserves the right to include those documents until the budget is exhausted, so a detail rate schedule is required .
Other departments within the City reserve the right to simultaneously include their documents as the listed departments within this RFP request service.
Those departments will receive a separate invoice.
Below is a list of cost estimates based upon the assumption of volumes provided by the City of Banning during the Pre- Mandatory onsite visit . Estimated 171 Standard boxes and estimated 6, 090 wide format plans/ sheets . Industry standards suggest , a standard banker box of small format ( 10 X 15 X 12) can contain around 2 ,250 - 2 ,500 pages of content while wide format may average 10- 35 sheets per roll. Wide format box ( 24 X 24 X 48) holding approx. UBEO leveraged these industry standards to estimate the quantity of boxes ( Standard & Large Format Size), pallet counts , logistical trips as well as project conversion timetables. * City of Banning , requests all content be scanned at 600 DPI.
UBEO Business Services are transactional and will be invoiced based on the volumes produced.
UBEO remains committed to being transparent with our pricing and the total page count delivered to the City of Banning.
UBEO proposed rates are applicable for any day forward scanning as requested by the City. yh" h't "r, J" 1
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EXHIBIT "C -1 "
UBEO Bus iness Services understands that the City of Banning seeks a valued partner for the conversion of standard size as well as large format documents relative to Community Development, Water- Wastewater, Public Works - Planning and Engineering Departments. We appreciate the opportunity to prov ide end- to- end professional services for the above and more .
The details and specifications of this cost proposal are prepared to deliver the validation of our understanding of City of Banning ' s project scope , cur rent state and to further develop a plan to move forward towards accomplishing internal departmental goals and objectives.
UBEO Business Services provides a plethora of business technology , solutions and services that will deliver and fulfill your RFP request as well as provide options and services that the City may be interested in to further leverage your investment in digitization.
Please find the following Findings & Recommendations to include:
Objective , media assessment , volumes for conversion along with recommendations for digitization access.
Objective
The City of Banning requests Scanning and Indexing services for their paper and wide format records in accordance with standards set by the American National Standards Institute and Association for Information and Image Management for the Community Development , Water- Wastewater, Public Works - Planning and Engineering Departments.
Digitization within the departments can help achieve the following:
1 . Improvement in efficiency with quick retrieval and efficient data handling. 2 . Encouragement of interdepartmental communication and collaboration. 3 . Establishment of an automated workflow foundation to streamline operational tasks and reporting.
4. Elimination of physical storage and fees associated.
5. Safeguarding documents from environmental threats such as moisture , fire and theft .
Media Types
The below media types are presented in the RFP within each department. 181 Paper Files
Microfiche
Microfilm
181 Wide Format Documents
Books
Other
i=Yh"h "t " CJ" 4
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EXHIBIT " C-1"
Public Works Planning Department :
Volume and Storage Details:
File location: Physical files are currently stored in the Public Works- Planning Department Office.
o 99 E. Ramsey Street Banning, CA 92220
Storage Method:
o Physical files include Wide Format documents and are currently stored in drawers.
Wide Format:
Volume:
o Currently stored loose, within drawers. Dimensions are estimated at 24" x36".
The City of Banning, Public Works - Planning
Department reported a total of 20 drawers
containing an estimated total of 50 wide formats
each .
o The overall estimation of Wide Format
documents for this department includes
1, 000 sheets.
Estimated
Document/ File Sheets
Estimated images
Rolls Papers with 10%
Types
Plans 20
Per
Sin_ gle__ Sided
50 1, 000
Estimated
Totals 1, 000
Double
Side
1, 000
1100
UBEO can provide large
boxes for Wide Format
Transport
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EXHIBIT " C-1"
Public Works Water Department:
Volume and Storage Details:
File location: Physical files are currently stored in the Public Works - Water Department Office .
o 99 E. Ramsey Street Banning, CA 92220
Storage Method:
o Physical files include standard paper sized documents and wide format documents :
Paper Files:
o Currently stored in binders ranging from a width of 2 " - 4 ". Binders are currently housed on 2 shelving units with 4 shelves each and an approximate width of 72 ".
Wide Format:
o Currently stored loose , within drawers. Dimensions are estimated at 24" x36 " - 36 "x42".
ub o 8USI N £ SS
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EXHIBIT " C-1"
Volume:
o Paper Files:
UBEO estimates your project volume with industry standard variables for Standard Box' volume. In 1" of space, there are typically 150 pieces of paper and each standard Banker' s Box is 15" in depth. UBEO has added a 10% variation for consideration of double- sided paper .
Quantity of Width of Estimated with
Estimated
Lateral Lateral 10% Double
Boxes
Shelves Shelves Side
8 72 95040 38 .4
o Wide Format:
The City of Banning, Public Works - Water Department reported a total of 20 drawers containing an estimated overall total of 150 wide format documents across all drawers.
Sheets
Estimated
Document/ File Types Rolls
Per
images with 10%
Double Side
Plans 20 8 150
UBEO can provide large boxes for Wide Format Transport
Fvh" h "t " r, J" 7
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EXHIBIT " C-1 "
Community Development Department:
Volume and Storage Details:
File location: Physical files are currently stored in the Community Development Department Office .
o 99 E. Ramsey Street Banning, CA 92220
Storage Method:
o Physical files include standard paper sized documents and wide format documents:
Paper Files:
o Currently stored in a combination of ways including binders, folders within filing cabinets and folders stored within standard sized Banker' s Boxes .
o It was reported there are:
o 17 Binders with a width of 4".
o 54 standard sized Banker ' s Boxes.
o 4 standard- sized filing cabinets with 4
drawers. All drawers are full except for one.
o The majority of files are 8.5 "x11" in size, but
there are instances of wide formats existing within
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EXHIBIT "C-1"
Wide Formats :
guantit}'.
Depth ~
0 Estimated
of Row Width of Estimated
of Rows Standard Binders with 10%
in Binder? Boxes
Boxes Double Side
Drawer --
15 24 54 17 4 204270 82 .53333333
o Currently stored as rolls within shelves. The dimensions are approximately 24" x36". o Most wide formats are tagged with black circular tags for identification .
Volume:
o Paper Files:
o UBEO estimates your project volume with industry standard variables for Standard Box' volume . In 1" of space , there are typically 150 pieces of paper and each standard Banker ' s Box is 15" in depth . UBEO has added a 10% variation for consideration of double- sided paper.
o Wide Format:
The City of Banning , Community Development Department reported a total of 274 rolled plans in addition to approximately 220 full -size building plans .
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EXHIBIT " C-1"
Estimated
DocumentLFile
Rolls
Sheets Estimated Papers images with
Types Per Single Sided 10% Double
Side
Plans 494 10 4,940 4,940
Water - Wastewater Department:
Volume and Storage Details:
File location: Physical files are currently stored in the Water - Wastewater Department Office .
o 99 E. Ramsey Street Banning, CA 92220
Storage Method:
o Physical files include standard paper sized documents and are currently stored in boxes.
Paper Files:
o Stored in double sized Banker' s boxes.
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EXHIBIT " C-1 "
o Physical files within range from 8 .5 "x11 " to 11 " x17".
Volume:
o Paper Files:
UBEO estimates your project volume with industry standard variables for Standard Box' volume. In 1" of space , there are typically 150 pieces of paper and each standard Banker' s Box is 15" in depth. UBEO has added a 10% variation for consideration of double- sided paper.
Water - Wastewater Department:
Volume and Storage Details:
File location : Physical files are currently
stored in the Water - Wastewater Department
Office.
Storage Method:
o Physical files include standard paper
sized documents and are currently stored in
boxes.
Paper Files:
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EXHIBIT " C-1"
o Stored in double sized Banker' s boxes . --------
0 Physical files within range from
8. 5" xll" to ll"x17".
Volume:
o Paper Files:
Overview of
UBE0 estimates your project volume with
industry standard variables for ' Standard
Box' volume . In 1" of space, there are
typically 150 pieces of paper and each
standard Banker' s Box is 15" in depth .
UBE0 has added a 10% variation for
consideration of double - sided paper .
Estimated with
Estimated
Oversized 10% Double
Box Side
Boxes
25 123750 so
Departmental Findings
1. Current Media Types: The City of Banning and applicable Departments within have varying physical files for conversion , including Wide Format documents and standard physical files.
2. Volume: Wide Format documents and physical files are stored in varying ways such as filing cabinets , shelves , boxes of varying sizes , and binders . An estimation of volume per department based on reported data is as follows :
a. Public Works Planning Department:
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i. Wide Formats : 1, 000
b . Public Works Water Department:
i. Physical Files : 95, 040
ii. Wide Formats: 150
c. Community Development Department:
i. Physical Files: 204, 270
ii. Wide Formats : 4, 940
d . Water- Wastewater Department:
i . Physical Files: 123, 750
e. Total Estimation of all Departments:
i. Physical Files: 423, 060
ii . Wide Formats : 6,090
Current State Risk Assessment
Importance of Digitizing Paper Records and Processes: While still common, paper records are vulnerable to being destroyed by earthquakes , floods , wildfires , and other calamities .
According to a study published in the International Journal of Information Management, physical documents are vulnerable , and the loss of such information could seriously impair the administrative capabilities, historical archiving, and important services provided by counties and municipalities . Additionally, digitized documents , according to the National Archives and documents Administration ( NARA), provide better accessibility , efficiency, and long- term costeffectiveness in addition to improved security against disasters .
Potential Losses from Non- Digitization
Wildfire and Natural Disasters: Unforeseen circumstances such as fire and other natural disaster activity has at times caused a devastating impact on the communities and their administrative systems . Maintaining and accessing crucial government administrative records can not only assist the community and expedite relief efforts but is essential in maintaining the City' s historical narrative .
Environmental Hazards and Pest Damage: Documents stored in physical format may become susceptible to damage by heat , moisture, or pests such as silverfish and rodents . The impacts of such hazards may render documents inaccessible due to health concerns or cause irreparable damage to vital documents.
Security Threats and Human Error: Documents stored in physical format are vulnerable to theft, vandalism , and arson amongst environmental concerns . Maintaining all records in digital format in an electronic content management system allows for well- maintained security to efficiently safeguard critical documents. Additionally , human errors, such as misplacing important documents, also present a threat and have wide- ranging consequences . Creating a uniform digital record will prevent such negative consequences and improve efficiency of access .
Recommendations:
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EXHIBIT " C- 1"
1. Develop a Statement of Work and Project Plan
a. UBEO will develop a Statement of Work to establish the foundation of the digital transformation effort for City of Banning.
b. We will use a collaborative approach to develop a detailed project plan and establish expectations for project implementation and duration. We will include details on deliverables, timeline projections , define milestones and establish reporting measures.
2. Digital Conversion: Initiate a comprehensive digital conversion process to transition from paper- based to digital records for applicable files. This should involve scanning and digitizing all boxed records as well as wide format rolls . The objective of this digital transformation should move towards the departmental goals of improving efficiency, laying groundwork towards workflow automation , and reclaiming and saving future space previously dedicated to storing physical files.
3. Digital Migration: Initiate a comprehensive digital migration process to securely migrate all existing digital records to a singular electronic content management system that can integrate current practices and provide further development towards workflow automation.
4. Phased Implementation: Project implementation should prioritize high- frequency files and will ultimately be determined by the volume of physical files to be digitized and digital files to be migrated. Following a secondary assessment , a detailed project plan will be generated through a collaborative approach.
5. Software Selection: UBEO Business Services specializes in Electronic Content Management solutions. We can provide recommendations for the most suitable and effective for your city 's needs related to access and security. Additionally, we can implement workflow automation features for common processes to improve efficiency and reduce manual handling of files in current state and move towards day forward digitization practices.
UBEO Business Services partners with many organizations with regards to Converting paper and media to digital as well as implementing and supporting software solutions. UBEO provides a solid solution for the management of both hard copy and softcopy documents. This expertise benefits our clients on every level. UBE O' s goal is to be a valued partner and consultant for the City of Banning. UBEO is large enough to handle enterprise- wide support and small enough to respond quickly to a client' s needs. The best of both worlds.
6. 2 Color Images Note
With past experience most content in black and white is adequate for archival purposes. If there is a large quantity of color, the cost estimate may be updated. For infrequent corrections of color , it is typically included. All contents can be scanned in color if preferred as well. For example, most Building, Engineering and Housing will be in black and white and Planning will be ' color for color'.
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EXHIBIT " C-1 "
UBEO has provide both Black/ White & Color Scanning for options. Please note color scanning for standard & wide format) significantly decreases the rate of throughput/ overall project productivity.
Please see the wide format pricing should you choose color.
6.3 Metadata I indexing Note
UBEO will include box level indexing at no cost to the City of Banning. ( Box Level = 1 name for all contents of each box). Additional indexing for each file/ department will be provided per City of Banning. Index / field rates below.
6.4 Cost Breakdown for Conversion
Line Item Est. Quantity Cost Per Total Est. Price
Scan and convert various sized 423, 060 $ 0. 084/ image $ 35, 537. 04 documents ( 81/ 2" x 11 ", 81/ 2" x
14", up to 11" x 17") in 600 DPI ( Based on Department
Black/ White Estimates)
Scan and convert various sized As needed $ 0. 10950/ image $ 0. 00 documents ( 81/ 2" x 11 ", 81/ 2" x
14", up to 11 " x 17") in 600 DPI
Greyscale or Color
Scan and convert large ( wide 6, 090 $ 1. 55/ sheet $ 9, 439. 50 format) 11 X 17 or larger format
image in 600 DP/ ( Based on Department
Estimates)
Total Cost for Conversion $ 44, 976. 54
6.5 Cost Breakdown for Metadata
6. 5. 1. 1 Folder Level Attributes Examples:
Folder Name
o For example: If the outside label states " John Doe#####-##" we will use that entire label as the folder name. Preserve all data in a form identical to, or functionally equal to, the original record.
o If there are Project Names/ Type, we can capture that. Provide a unique file name for each scanned image, which will be provided by the City and ensure all documents in each file are organized appropriately and pertain to the title of the file. o If the content is simply a binder, with no tabs, the entire file name of the binder will be inputted.
6. 5. 1. 2 Document Level Attributes:
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Preferably UBEO will try and keep files combined for archive files. Splits based upon tabs can be made. Depending on the content type , we will negotiate further on index data. Any index data requested can be met for successful import into the City' s Laserfiche EDMS .
6.6 Box level only metadata.
If the project requires box level metadata - 1 name for all files in boxes, metadata will be included.
Line Item Est . Quantity Cost Per Total Est. Price
Box Level Only Included Included Included
Folder Level Only TBD $ 50/ hr. TBD
6. 7 Additional Metadata
Per metadata field , indexing WITHOUT an electronic file level inventory or lookup database table .
Line Item Est. Quantity Cost Per Total Est. Price
Database lookup Included Included Included
Metadata TBD $ 50/ hr . TBD
Total TBD TBD
Each project is different, and this will be adjusted to be accurate . If there is a database or a key index file , costs will be reduced or be eliminated.
6.8 Specialized Staff
UBEO has a team of specialized staff such as Infrastructure Architects, IT Specialists, Project Managers, etc. This team can be available to assist the city with additional projects and estimates provided based on needs . As further projects are discovered, the prices may be reduced or changed.
Line Item Est. Quantity Cost Per Hr. Total Est. Price
BPO Production Manager ( manages Included $ 150 .00 Included the staff , oversees the project staff ,
and checks quality etc .
Document Preparation Included Included Included
Box Inventory Specialist Included Included Included
Project Management ( managing Included $ 150 .00 Included project, biweekly meetings, regular
updates , throughout the period)
Document Reassembly - Binders 100/ estimated $ 6. 00/ per binder $ 600 .00 Staff onsite to pack boxes and 3 - 4 business $ 50 / hr. TBD prepare file level manifest. days .
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Packing- Creation of a box level
manifest
EXHIBIT " C-1"
Included Included Included
When UBEO Business Services packs the files , our team will mark the boxes based upon the order files are taken . Such as A - B for files with the name A to B, and this is included in our box level manifest. However, if a physical file by file manifest is desired, it will be an additional charge per file .
6. 9 Cost Breakdown for Courier Services & Special Requests Line Item Est. Quantity Cost Per Total Est. Price
Document Destruction ( Per Box) TBD $ 7. 00 std TBD
Large format Destruction ( Per Box) * TBD $ 65 WF Box TBD Logistics and Transportation/ cost per TBD $ 750. 00 TBD trip.**
UBEO estimates ( 1 OJ sheets per roll and (25) rolls per box.
UBEO will work with City to maximize transportation efficiency . Logistics cost can vary depending on frequency and quantity. Cost above includes up to (4) pallets.
6.1 Combined Costs
Line Item Total Est. Price
Conversion $ 44, 976 .54
Document Reassembly- Binders $ 600 .00
Logistics and Transportation TBD
Destruction/ Courier Services TBD
Estimated Total $ 45, 576. 54
Above is based upon information provided in RFP .
UBEO will provide departmental billing and services are transactional, and you will only be billed for what is processed.
UBEO will work with the city if additional time is needed for planning and budgeting. We are experts in managing projects, timelines, productivity and delivering professional conversion services. We look forward to meeting with you to discuss the combination of your digital transformation goals and our services for a winning outcome!
Thank you for the opportunity to earn your business - we look forward to the next steps! Sincerely ,
UBEO Business Services Team
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EXHIBIT "D"
SCHEDULE OF PERFORMANCE
I. Consultant shall perform all Services timely, and deliver the specified tangible work products to City in accordance with the schedule agreed upon with the City.
II. The Contract Officer may approve extensions for performance of the Services in accordance with Sections 1.8 and 3.3.
Exhibit "D"- 1
507
Resolution 2025-52
RESOLUTION 2025-52
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BANNING, CALIFORNIA, APPROVING AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT WITH UBEO SERVICES, LLC FOR SCANNING AND INDEXING SERVICES.
WHEREAS, the City currently has a large volume of hardcopy (paper) documents in both the Public Works and Community Development departments; and WHEREAS, many of these records are in large formats, such as architectural plans and schematics drawings, making it difficult for staff to digitize these records in house; and WHEREAS, it is desired to have these records digitized for easier storage; and WHEREAS, once digitized, these records will be indexed and loaded into the City’s records repository (Laserfiche); and
WHEREAS, digitizing these documents and loading them into the City’s repository will increase access for both staff and the public to these records; and WHEREAS, UBEO Business Services, LLC was determined to be the most suitable vendor based on a Request for Proposals (RFP) process.
WHEREAS, on October 8, 2024, the City Council adopted Resolution 2024-156 authorizing the City to enter into a Professional Services Agreement with UBEO Business Services, LLC for the Scanning and Indexing Project for a one-year term in an amount of $55,0000 and option to extend for 4 one-year terms.
WHEREAS, by March 2025, UBEO Business Services, LLC completed scanning and indexing of 179,467 images, including tabloid sizes and larger-plan sizes, with a total cost of $54,212.
WHEREAS, additional scanning and indexing is desired by the City to complete the remaining files from Departments/Divisions that exceeds the original estimated cost of $55,000, necessitating an amendment to the contract amount.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Banning as follows:
SECTION 1. The City Council approves Amendment No. 1 to the Professional Services Agreement (10824) with UBEO Business Services, LLC for the Scanning and Indexing Project for the same term authorized in Section 3.4 of Agreement 10824 (1 year through October 31, 2025 with options to extend as defined therein), including appropriating an additional $45,000 during fiscal year 2024/2025 and $50,000 during future fiscal years, with a contract amount total not-toexceed $300,000 over the five-year term.
SECTION 2. The City Council authorizes the City Manager to make non-substantive changes to Amendment No. 1 to the Professional Services Agreement with UBEO Business Services, LLC and to execute Amendment No. 1 with UBEO Business Services, LLC on behalf of the City Council.
508
Resolution 2025-52
SECTION 3. The City Council authorizes the City Manager, or designee, to make necessary budget adjustments, appropriations, and transfers related to this resolution.
SECTION 4. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions.
PASSED, APPROVED AND ADOPTED this 23rd day of April, 2025.
Sheri Flynn, Mayor
City of Banning
ATTEST:
Caroline Patton, Administrative City Clerk
City of Banning
APPROVED AS TO FORM:
John Pinkney, Interim City Attorney
Slovak, Baron, Empey, Murphy & Pinkney,
LLP
509
Resolution 2025-52
CERTIFICATION:
I, Caroline Patton, Administrative City Clerk of the City of Banning, California, do hereby certify that the foregoing Resolution 2025-52, was duly adopted by the City Council of the City of Banning, California, at a regular meeting thereof held on the 23rd day of April, 2025 by the following vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Caroline Patton, Administrative City Clerk
City of Banning, California
510
Resolution 2025-52
EXHIBIT A
Amendment No. 1 to Professional Services Agreement with UBEO Business Services, LLC 511
AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT
(C01077) FOR SCANNING AND INDEXING SERVICES BY AND
BETWEEN CITY OF BANNING AND UBEO WEST, LLC DBA UBEO
BUSINESS SERVICES
THIS AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES
AGREEMENT FOR SERVICES (“Amendment No. 1”) by and between the CITY OF BANNING (“City”) and UBEO WEST, LLC DBA UBEO BUSINESS SERVICES, a California Limited Liability Company (“Consultant”) is effective as of this day:
______________.
RECITALS
A. City and Consultant entered into that certain Contract dated October 11, 2024 for the purpose of providing Scanning and Indexing Services (“Agreement”) following RFP No. 2024-062 for On-Call Scanning and Indexing Services, as approved by City Council Resolution 2024-156.
B. City and Consultant now desire to amend the Agreement to extend the Term of the Agreement to October 31, 2026 and increase the Contract Sum to the not to exceed amount of One Hundred Fifty Thousand Dollars ($150,000.00).
The Parties therefore agree follows:
1. Amended Terms. The Agreement is hereby amended as follows:
1.1 The maximum compensation for the Services performed pursuant to this Amendment No. 1 shall not exceed Ninety-Five Thousand Dollars ($95,000.00) thereby increasing the Contract Sum, as set forth in Section 2.1 of the Agreement, to One Hundred Fifty Thousand Dollars ($150,000.00).
1.2 The Term of the Agreement, as set forth in Section 3.4 of the Agreement, is hereby extended through October 31, 2026 unless sooner terminated or extended as provided in the Agreement.
2. Miscellaneous Provisions
2.1 Continued Effect of Agreement. Except as amended by this Amendment No. 1, all provisions of the Agreement shall remain unchanged and in full force and effect. From and after the date of this Amendment No. 1, whenever the term “Agreement” appears in the Agreement, it shall mean the Agreement, as amended by Amendment No. 1. In the event of a conflict between the provisions 512
of this Amendment No.1 and the provisions of the Agreement or Amendments No. 1, the provisions of this Amendment No. 1 shall control.
2.2 Consideration for Amendment. The parties hereby agree that they have each received adequate and independent consideration for the modifications to the Agreement set forth in this Amendment No. 1.
2.3 Authority. The persons executing this Amendment No. 1 on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Amendment No. 1 on behalf of said party, (iii) by so executing this Amendment No. 1, such party is formally bound to the provisions of this Amendment No. 1, and (iv) entering into this Amendment No. 1 does not violate any provision of any other agreement to which said party is bound.
2.4 Counterparts. This Amendment No. 1 may be signed in any number of counterparts, each of which will be an original, but all of which together will constitute one instrument.
2.5 Electronic Signatures. Each Party may adopt as its signature an electronic identification consisting of a symbol or code that is affixed to or contained in each document transmitted by such Party (“electronic signature”). The Parties hereto herby agree that electronic signatures are acceptable, shall have the same force and effect under the law as original wet signatures, and shall be sufficient to verify that the Parties have executed this Agreement and such other documents transmitted by the Parties.
[SIGNATURE PAGE FOLLOWS]
513
The Parties are signing this Amendment No. 1 on the date stated in the introductory clause.
CITY OF BANNING CONSULTANT
Robert Fisher,
Acting City Manager
NAME:
TITLE:
City Council Approval: _______________ NAME:
TITLE:
ATTEST:
Sandra Calderon,
Acting Administrative City Clerk
APPROVED AS TO FORM:
Solvak, Baron, Empey, Murphy & Pinkney
LLP
John O. Pinkney
City Attorney
NOTE: PROOF OF AUTHORITY TO BIND CONTRACTING PARTY REQUIRED.
APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS MAY BE REQUIRED BY THE
BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR REGULATIONS APPLICABLE TO CONSULTANT’S BUSINESS ENTITY.
514
CITY OF BANNING
STAFF REPORT
TO: CITY COUNCIL
FROM: Robert Fisher, Acting City Manager
PREPARED BY: Nicole Jews, Human Resources Manager
Robert Fisher, Interim City Manager
MEETING DATE: April 22, 2025
SUBJECT:
Consideration of Resolution 2025-53, Amending the Classification & Compensation Plan for the City of Banning
RECOMMENDATION:
Adopt Resolution 2025-53
BACKGROUND:
It is necessary to amend the City’s Classification & Compensation Plan from time to time to maintain a current plan that reflects budget amendments, organizational structure, and department needs. Past City Council resolutions have identified the necessity to maintain a current Classification & Compensation Plan that reflects the nature of work and organizational structure, that the plan is updated to reflect both market changes and appropriate compensation for work performed.
JUSTIFICATION:
Proposed changes to the Classification and Compensation plan include:
City Manager’s Office
Reclassify the Assistant City Manager position (Job Code 20050) Range T90 to an Executive Secretary (Job Code 1610) Range G53. The City Manager’s Office needs an administrative level position to assist the City Manager and staff. The Executive Secretary position that will report directly to and assist the City Manager with various clerical duties, invoicing and special budget projects.
FISCAL IMPACT:
This action will provide a cost savings to the General Fund.
Position/Range
Proposed Salary
Range
Current Salary Range
Proposed Base Wage
Difference
515
Assistant City Manager
/ T90
$0 $153,060.51 $153,060.51
Executive Assistant /
G53
$68,274.68 $0 $68,274.67
TOTAL ANNUAL
FISCAL IMPACT
$84,785.84 (savings)
ALTERNATIVES:
Do not adopt Resolution 2025-53 and provide alternative direction to staff.
BUDGETED?:
Yes
CONTRACT/AGREEMENT:
No
ATTACHMENTS:
1. Resolution_2025-53 Class and Comp - Reclassification.docx
2. Executive Secretary_04222025.pdf
516
Resolution 2025-53
RESOLUTION 2025-53
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BANNING, CALIFORNIA,
AMENDING THE CLASSIFICATION & COMPENSATION PLAN FOR THE CITY OF BANNING
TO RECLASSIFY THE ASSISTANT CITY MANAGER POSITION
WHEREAS, it is necessary to amend the City’s Classification & Compensation Plan from time to time to maintain a current plan that reflects the nature of work, organizational structure, or otherwise; and
WHEREAS, staff needs to reclassify the Assistant City Manager position to an Executive Secretary position in the City Manager’s Office. The Executive Secretary position will be more in line with the clerical duties necessary to assist the City Manager’s office; and WHEREAS, changes to job descriptions, job titles, and/or pay ranges require City Council approval.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Banning as follows:
SECTION 1. The City Council approves reclassification of the Assistant City Manager T90 to An Executive Secretary G53 for Fiscal Year 2024-25.
SECTION 2. The City Council authorizes the City Manager, or designee, to make necessary budget adjustments, appropriations, and transfers related to this resolution.
SECTION 3. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions.
PASSED, APPROVED AND ADOPTED this 22nd day of April, 2025.
Sheri Flynn, Mayor
City of Banning
ATTEST:
Administrative City Clerk
City of Banning
APPROVED AS TO FORM:
517
Resolution 2025-53
John Pinkney, Interim City Attorney
Slovak, Baron, Empey, Murphy & Pinkney LLP
518
Resolution 2025-53
CERTIFICATION:
I, ____________________, Administrative City Clerk of the City of Banning, California, do hereby certify that the foregoing Resolution 2025-53, was duly adopted by the City Council of the City of Banning, California, at a regular meeting thereof held on the 22nd day of April, 2025 by the following vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Administrative City Clerk
City of Banning, California
519
Resolution 2025-53
Exhibit A
Executive Secretary Job Description
520
1 JOB DESCRIPTION
TITLE: Executive Secretary JOB CODE: 1610
DEPARTMENT: City Manager’s Office FLSA STATUS: Non-Exempt REPORTS TO: CITY MANAGER UNION STATUS: Represented
SUPERVISES: N/A EFFECTIVE DATE: 10/26/2004
SALARY: G53 ($50,466.27-$68,274.68) REVISED DATE: 04/22/2025
JOB PURPOSE/SUMMARY
Under general supervision, performs a variety of duties associated with providing administrative support services to an assigned department or division.
PERFORMANCE EXPECTATIONS
• Management: Able to independently assess and organize personal work performance while contributing to the overall organization.
• Teamwork: Demonstrates ability and willingness to work collaboratively with a team. • Communication: Communicates effectively with peers, supervisors, subordinates, and individuals to who service is provided.
ABOUT THE CITY OF BANNING
The City of Banning is located in the San Gorgonio Pass area of Southern California. The community of over 30,000 people is diverse with income levels slightly lower than other areas of Riverside County. However, growth and development is occurring rapidly, which will create new jobs, increase the population and raise income levels. Our employees are the most important asset in preserving our Proud History, Creating a Prosperous Tomorrow, and in responding to the community’s needs. The City provides competitive salaries, outstanding benefits and professional growth opportunities.
CITY VISION
The City of Banning promotes and supports a high quality of life that ensures a safe and friendly environment, fosters new opportunities and provides responsible, fair treatment to all and is the pride of its citizens.
CORE VALUES
▪ Customer Service Excellence: We excel in what we do by staying responsive, flexible, patient, effective, and professional.
▪ Integrity: We are ethical, accountable and compliant with our responsibility to the public and community.
▪ Teamwork: We work together and maintain great communication and respect and foster a fun and enjoyable atmosphere to take pleasure in what we do.
▪ Yes-Minded: We recognize diversity and maintain a positive attitude to do all we can to serve the community in the safest and most responsible manner.
521
2 ESSENTIAL FUNCTIONS
The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
REPRESENTATIVE DUTIES: Depending on the area of the assignment, duties may include, but are not limited to the following:
• Receives and screens visitors and telephone calls.
• Schedules appointments for the Department Director. Provides information to others regarding processes and procedures of assigned department.
• Maintains and distributes applicable forms for department. • Receives, logs and distributes outgoing and incoming mail. • Types and writes letters, memos, informational material and correspondence. • May act as liaison to press and other City officials. • May coordinate the work of others.
• Researches information and prepares reports.
• Prepares required staff reports.
• Prepares agendas and related documents.
• Transcribes minutes for assigned department meetings. • Maintains and orders department supplies.
• Maintains confidential files for Department Director. • Monitors department budget.
• Prepares purchase requests and submits bills for payments. • Enters invoice requests.
• Processes invoices for payment.
• Reconciles petty cash.
• Performs other duties as assigned or required
KNOWLEDGE OF:
▪ Knowledge of applicable city, county, state and Federal statutes, rules, regulations, ordinances, codes, administrative orders and other operational guidelines and directives. ▪ Knowledge of the City's and the Department's policies and procedures. ▪ Knowledge of customer service techniques and principles. ▪ Knowledge of file and records management principles and workflow procedures. ▪ Knowledge of the use of office supplies and equipment. ▪ Skill in reading, understanding, interpreting and applying relevant city, county, state and Federal statutes, rules, regulations, ordinances, codes, administrative orders, policies and procedures and other operational guidelines and directives.
▪ Skill in assessing and prioritizing multiple tasks, projects and/or demands. ▪ Skill in working within deadlines to complete projects and assignments. ▪ Skill in assessing, analyzing, identifying and implementing solutions to complex problems. ▪ Skill in establishing and maintaining effective working relations with co-workers, staff, vendors, contractors, visitors, the general public and others having business with the City of Banning. ▪ Skill in operating a personal computer utilizing a variety of software applications.
MINIMUM QUALIFICATIONS
A high school diploma or GED supplemented by specialized administrative support/business related courses and five (5) years of experience performing increasingly complex and highly responsible office and administrative support work, of which at least (2) two years involved administrative support work for one or more managers.
522
3 PREFERRED QUALIFICATIONS
An Associate’s Degree is preferred. Municipal/public sector government
ADDITIONAL REQUIREMENTS
• Demonstrated proficiency at an advanced level in Word and/or Excel. • Possession of a valid California driver’s license
WORKING CONDITIONS
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Must be available to work a varying schedule including weekends, weekdays, evenings and holidays (hours and days are adjusted as needed by the Department). Occasional attendance before or after regular work hours may be required. Work is primarily performed in an office which is busy, oriented to public service and subject to occasional work interruptions. Noise level in the work environment is usually quiet while in the office and moderately loud when in the field.
PHYSICAL REQUIREMENTS
The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this classification, an incumbent is regularly required to use hands and fingers to handle and/or feel. The employee is frequently required to talk, hear, and to sit and reach with hands and arms.
The employee is occasionally required to walk, climb or balance and stoop, kneel or crouch. The employee must regularly lift and or move up to twenty (20) pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
The City of Banning is an equal opportunity employer. All employees and candidates for employment will be recruited, selected, trained, promoted, compensated and, if necessary, disciplined or terminated without regard to sex/gender, race, national origin, religion, creed, color, marital status, veteran status, age, national origin, pregnancy, sexual orientation, gender identity, disability, genetic information or any other basis prohibited by law.
While requirements may be representative of minimum levels of knowledge, skills and abilities to perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.
This job description does not constitute an employment agreement between the Employer and Employee and is subject to change as the needs of the Employer and requirements of the job change. 523
CITY OF BANNING
STAFF REPORT
TO: CITY COUNCIL
FROM: Robert Fisher, Acting City Manager
PREPARED BY: Patrick Safari, Capital Improvement Projects Manager Art Vela, Director of Public Works
MEETING DATE: April 22, 2025
SUBJECT: Adopt Resolution 2025-54, Approving the Measure “A” Five Year Capital Improvement Plan Project List and Authorizing the City Manager to Execute the Maintenance of Effort Certification Statement RECOMMENDATION:
Adopt Resolution 2025-54
BACKGROUND:
Voters in Riverside County approved Measure “A” in 1988, which authorized the Riverside County Transportation Commission (RCTC) to impose an additional one-half percent (0.5%) sales tax for the next 20 years to be used for improvements of state highways, public transit systems, and local streets. In 2002, voters in Riverside County approved a 30-year extension of the one-half percent sales tax for transportation improvements.
Each City in Riverside County is required by the RCTC to submit a Five-Year CIP, as approved by its governing board, to indicate how Measure “A” funding is to be utilized over the next five years. The list of street locations recommended for inclusion in the Five-Year Measure “A” CIP is attached hereto.
In 2012, the City completed a data collection and mapping project of the City’s street network and in the process collected pavement surface distress data such as cracking, roughness, rutting, raveling/weathering, bleeding/flushing and deflection. The information along with traffic volume data is entered into asset management software which is utilized to prioritize pavement rehabilitation projects.
The Public Works Department recently completed the collection of new data in 2025 and is in the process of analyzing the new data and updating the asset management software.
As part of the yearly Measure “A” CIP list submittal, the City is required to submit a Project Status Report for projects previously approved by the City Council in previous fiscal years that have not been completed. Attached hereto is the Project Status Report for FY 2024/25.
The Measure “A” Ordinance also requires annual certification that discretionary General Fund expenditures for transportation-related construction and maintenance activities for Fiscal Year 2025/2026 will meet or exceed the Maintenance of Effort (MOE) Certification base year amount and commitment to expending Measure “A” funds to projects identified in the City’s Five-Year CIP. The MOE base year amount has been set to $164,325. The MOE, attached hereto, must be signed by the City Manager and submitted to RCTC along with the Five-Year CIP.
524
JUSTIFICATION:
The City is required to submit a Five-Year CIP along with an executed MOE Certification annually to the RCTC in order to receive Measure “A” funds for street rehabilitation projects.
FISCAL IMPACT:
RCTC has estimated that the City of Banning will receive Measure “A” Funds totaling $4,377,000 as follows for the next five years:
Year Estimated Amount
2025/2026 $840,000
2026/2027 $858,000
2027/2028 $875,000
2028/2029 $893,000
2029/2030 $911,000
ALTERNATIVES:
The City Council may choose not to adopt Resolution No. 2025-054, which would result in the City losing its Measure “A” entitlements.
BUDGETED?:
Yes
CONTRACT/AGREEMENT:
No
ATTACHMENTS:
1. Resolution 2025-054.docx
2. Measure A 5-Yr FY 2026-30 and FY 2024-25 Project Status.pdf
3. MOE Certification.docx
525
Resolution 2025-054
RESOLUTION 2025-054
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BANNING, CALIFORNIA, APPROVING THE MEASURE “A” FIVE YEAR CAPITAL IMPROVEMENT PLAN AND
AUTHORIZING THE CITY MANAGER TO EXECUTE THE MAINTENANCE OF EFFORT
CERTIFICATION STATEMENT
WHEREAS, in 1988, Riverside County voters approved a 0.5% sales tax (Measure “A”) over a 20-year span to be used toward improvements of state highways, local transit systems, and public streets; and
WHEREAS, in 2002, Riverside County voters approved a 30-year extension of the Measure “A” 0.5% sales tax; and
WHEREAS, each City in Riverside County is required by the Riverside County Transportation Commission (RCTC) to submit a Five Year Capital Improvement Plan, attached hereto, as approved by its governing board, to indicate how Measure “A” funding is to be utilized over the next five years; and
WHEREAS, the RCTC has estimated that the City of Banning will receive a total of $4,377,000 in Measure “A” funds over the next five years; and WHEREAS, the program is intended to support local transit systems, street pavement rehabilitation and public street improvements; and WHEREAS, the Measure “A” Ordinance requires annual certification that discretionary General Fund expenditures for transportation-related construction and maintenance activities for Fiscal Year 2025/2026 will meet or exceed the Maintenance of Effort (MOE) Certification base year amount and commitment to spending Measure “A” funds to projects identified in the City’s Five-Year CIP; and WHEREAS, if needed, the priority list of street locations can be changed by the City by submitting a written request to RCTC.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Banning as follows:
SECTION 1. City Council adopts Resolution 2025-054, approving the Measure “A” Five Year Capital Improvement Plan.
SECTION 2. The City Manager is authorized to execute the Maintenance of Effort Certification Statement.
SECTION 3. The City Clerk is authorized to certify the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. 526
Resolution 2025-054
PASSED, APPROVED AND ADOPTED this 22nd day of April 2025.
Sherry Flynn, Mayor
City of Banning
ATTEST:
Sandra Calderon, Acting Administrative
City Clerk
City of Banning
APPROVED AS TO FORM AND
LEGAL CONTENT:
John Pinkney, City Attorney
527
Resolution 2025-054
CERTIFICATION:
I, Sandra Calderon, Acting Administrative City Clerk of the City of Banning, California, do hereby certify that the foregoing Resolution 2025-054, was duly adopted by the City Council of the City of Banning, California, at a regular meeting thereof held on the 22nd day of April 2025 by the following vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Vickie Sellers, City Clerk
City of Banning, California
528
Item No. Project Name/Limits Project Type Total Project Cost Measure A Funds 2026-01 HSIP Wilson St and 12th St Intersection Improvements Intersection Improvement(s) $277,000 $27,700 2026-02 HSIP Omar and Ramsey Intersection Improevements Street/Road Maintenance/Improvement $539,700 $90,000 2026-03 HSIP Ramsey RRFB Pedestrian Crossings Improvements Safety Improvement(s) $525,000 $275,000 2026-04 Sun Lakes Blvd Extension (Construction) New Construction $830,000 $830,000 2026-05 Traffic Engineering (Design) PS&E $20,000 $20,000 2026-06 HSIP Upgrade Traffic Signal Hardware (Design) PS&E $60,000 $6,000 2026-07 HSIP Pedestrian Crosswalk Upgrages Safety Improvement(s) $85,000 $8,500 2026-08 Ramsey Guardrail Replacement Safety Improvement(s) $5,000 $5,000 2026-09 Sun Lakes Blvd Restriping Rehabilitation & Maintenance $45,000 $45,000 Total: $2,386,700 $1,307,200
FY 2025/26
Agency:
Prepared by:
Phone #:
Date:
Banning
Patrick Safari
(951) 922-3168
4/8/2025
FY 2023/24 Audited Measure A Balance: $959,825
FY 2024/25 Measure A Revenue $840,000
Less: FY 2024/25 Project Status Report Expenses: $271,890 Estimated Prior Year Measure A Balance: $1,527,935
Estimated FY 2025/26 Measure A Allocation: $841,000
Estimated Measure A Available for FY 2025/26 Projects: $2,368,935 529
Item No. Project Name/Limits Project Type Total Project Cost Measure A Funds 2027-01 Sun Lakes Blvd Extension (Construction) New Construction $830,000 $830,000 2027-02 HSIP Upgrade Traffic Signal Hardware (Construction) Safety Improvement(s) $500,000 $50,000 2027-03 Traffic Engineering (Design) Safety Improvement(s) $25,000 $25,000 2027-04 HSIP Wilson and 12th Street Intersection Improvements Safety Improvement(s) $227,600 $22,760 Total: $1,582,600 $927,760
FY 2026/27
Agency:
Prepared by:
Phone #:
Date:
Banning
Patrick Safari
(951) 922-3168
4/8/2025
Estimated Prior Year Measure A Balance: $1,061,735
Estimated FY 2026/27 Measure A Allocation: $858,000
Estimated Measure A Available for FY 2026/27 Projects: $1,919,735 530
Item No. Project Name/Limits Project Type Total Project Cost Measure A Funds 2028-01 Barbour St: San Gorgonio Ave to East End of Barbour St (Estes) AC Overlay $650,000 $650,000 2028-02 Ramsey Street: 4th St to 8th St AC Overlay $220,000 $220,000 Total: $870,000 $870,000
FY 2027/28
Agency:
Prepared by:
Phone #:
Date:
Banning
Patrick Safari
(951) 922-3168
4/8/2025
Estimated Prior Year Measure A Balance: $991,975
Estimated FY 2027/28 Measure A Allocation: $875,000
Estimated Measure A Available for FY 2027/28 Projects: $1,866,975 531
Item No. Project Name/Limits Project Type Total Project Cost Measure A Funds 2029-01 Ramsey Street: Omar St to Highland Home Rd AC Overlay $450,000 $450,000 2029-02 City-wide Slurry Seal Slurry Seal $450,000 $450,000 Total: $900,000 $900,000
FY 2028/29
Agency:
Prepared by:
Phone #:
Date:
Banning
Patrick Safari
(951) 922-3168
4/8/2025
Estimated Prior Year Measure A Balance: $996,975
Estimated FY 2028/29 Measure A Allocation: $893,000
Estimated Measure A Available for FY 2028/29 Projects: $1,889,975 532
Item No. Project Name/Limits Project Type Total Project Cost Measure A Funds 2030-01 Hargrave St: Lincoln St to Charles St AC Overlay $300,000 $300,000 2030-02 Wilson St: Highland Home Rd to Sunset Ave AC Overlay $600,000 $600,000 Total: $900,000 $900,000
FY 2029/30
Agency:
Prepared by:
Phone #:
Date:
Banning
Patrick Safari
(951) 922-3168
4/8/2025
Estimated Prior Year Measure A Balance: $989,975
Estimated FY 2029/30 Measure A Allocation: $911,000
Estimated Measure A Available for FY 2029/30 Projects: $1,900,975 533
Item No. Project Name/Limits Project Type
Total
Cost
Anticipated Measure A
Funds Expended (Est thru
06/30/2025)
Estimated/Actual
Completion Status
2025-01 City-wide Slurry Seal Slurry Seal $500,000 $0 8/30/2025 Delayed 2025-02 Omar Street & Ramsey Street Intersection
Improvement
Intersection
Improvement(s)
$50,000 $50,000 11/30/2024 Completed
2025-03 City-wide Pavement Conditions Assessment Other $120,000 $120,000 7/31/2025 PS&E Phase 2025-04 HSIP Traffic Signal Upgrades Road Safety/Traffic Improvement(s)
$433,900 $43,390 9/30/2025 PS&E Phase
2025-05 HSIP Various Intersections Improvements Intersection Improvement(s)
$585,000 $58,500 4/30/2026 PS&E Phase
2025-06 Sun Lakes Boulevard Extension (Construction) Road Extension $833,333 $0 6/30/2026 Delayed Total: $271,890
PROJECT STATUS REPORT FY 2024/25
Agency:
Prepared by:
Phone #:
Date:
Banning
Patrick Safari
(951) 922-3168
4/8/2025
534
FY 2025/26
MAINTENANCE OF EFFORT CERTIFICATION STATEMENT
The undersigned agrees and certifies for the City of Banning (the "Agency") that sales tax transportation funds received pursuant to Ordinance No. 02-001 of the Riverside County Transportation Commission ("Measure A") shall be used in compliance with the Commission's Maintenance of Effort Guidelines and a base year amount of $164,325, approved by the Commission at its July 11, 2012 meeting, and that the Agency shall not use such funds to replace discretionary local funds previously expended by the Agency for local transportation purposes.
The Agency hereby acknowledges that the failure of the Agency to continue such local expenditure shall result in a reduction of loss of Measure A funds. Additionally, the Agency commits to expending Measure A Local Streets and Roads funds for projects listed in the Five Year Capital Improvement Plan as approved by Riverside County Transportation Commission.
Dated: ________________
CITY MANAGER
ATTEST:
SECRETARY
535
CITY OF BANNING
STAFF REPORT
TO: CITY COUNCIL
FROM: Robert Fisher, Acting City Manager
PREPARED BY: Art Vela, Public Works Director
MEETING DATE: April 22, 2025
SUBJECT: Update on the City's Utility Billing Issues
RECOMMENDATION:
Receive and file update on the City's Utility Billing Issues and provide direction on the waiver of certain fees.
BACKGROUND:
On November 1, 2024, the City of Banning implemented a new utility billing software system, Milsoft, with the goal of improving the utility billing processes and providing interconnectivity with other Milsoft software packages utilized by the Banning Electric Utility. However, the Milsoft rollout encountered substantial technical and operational issues, impacting the City’s ability to produce timely utility bills.
By late December 2024, City management determined it was in the best interest of the City to revert to the previously used software, CentralSquare/Naviline. This rollback effort involved coordination with a third-party contractor to extract and manipulate utility meter read data collected in Milsoft, ensuring compatibility with the legacy system. Due to formatting and system differences, many data entries required manual input by staff.
Update
As of March 1, 2025, the Finance Department, Utility Billing Division successfully reverted to the CentralSquare/Naviline billing software for both bill calculations and payment processing. Utility Billing Division staff have dedicated substantial time, including weekends to ensure timely processing and a return to regular monthly billing operations.
To address the months missed during the system transition, customers can expect to receive “catch-up” billing statements every few weeks. These statements will reflect utility usage and charges that were delayed due to the system change. Barring unforeseen impacts to staff resources, Utility Billing staff anticipates that regular, up-to-date monthly billing will resume by the end of July, 2025.
To ensure a smooth transition, staff manually re-keyed all customer payments made between November 1, 2024, and February 28, 2025. These payments—whether made in person at the counter, through the e-Biz website (Milsoft customer portal), or mailed to the City’s L.A. lockbox—are now fully accounted for and accurately reflected in customer utility accounts (see attached redacted bill). Customers are encouraged to carefully review upcoming bills, as credits will be applied accordingly and reflected in their current account balances. Utility Billing staff will be made available to support customers who need help reconciling their account activity.
536
The transition to the Milsoft system required the discontinuance of the pre-existing online customer payment portal and introduction to credit card readers compatible with the Milsoft system which were all up and active during the Milsoft rollout. With the reversion to Navaline, staff has commenced working with the previous vendor of the City’s online payment portal and in-person credit card processing services. These payment services are underway and expected to be back online by the first week of May. Once active, customers who were previously registered will not need to re-enroll in autopay or recurring payment services. That said, it is strongly recommended that users review and confirm their saved bank account information for accuracy. The updated portal will also allow customers to resume paperless statement preferences and access historical billing statements online.
In the interim of having the customer payment portal and ability to take credit card payment available , utility payments can be made in several ways. Customers may deposit checks or money orders in the secure, 24/7 drop box located in the Police Department parking lot off Hays Street. In-person payments using cash or check are accepted at City Hall customer service counters Monday through Friday from 8:00 a.m. to 5:00 p.m. Additionally, mailed payments may be sent either to the City’s L.A. lockbox or directly to City Hall. Mailed payments will continue to include online bill payments through customer's banks which are mailed to the City.
Customers who have not made payments on their account over the past five months are strongly encouraged to contact City Hall. Staff is available to discuss reasonable payment plan options and provide assistance. Customer Service can be reached by visiting in person, by email at [email protected], or by calling (951) 922-3185, Monday through Friday, 8:00 a.m. to 5:00 p.m.
Payment plans will be available for customers upon request (see attached form), although it is staff's recommendation that payment plans are not provided until bills are caught up (i.e. July) in order to avoid multiple amendments to a payment plan.
Staff is seeking direction from City Council on waiver of late fees ($18.00) and credit card fees (3%).
JUSTIFICATION:
The purpose of this report is to provide City Council and the public with an update on the City's utility billing issues.
Payment plan options and the waiver of certain fees (late and credit card fees) will lessen the burden on customers associated with the issues related to utility billing.
FISCAL IMPACT:
The rollback process required significant staff time, the engagement of third-party services, and the procurement of compatible hardware, all of which have a fiscal impact on departmental budgets.
The resolution of the utility billing issues will allow the City to collect $1,000,000’s of unbilled uses for the Electric, Water and Wastewater Utilities.
Then City will incur expense related to credit card fees if they are waived for the customer. Typically, these fees amount to approximately $200,000 per year.
There is also a fiscal impact to those customers that have not made payments to their utility billing accounts since November. The Finance Department, Utility Billing Division will work with customers to develop possible payment plan options. Staff is seeking direction from City Council regarding the waiver of late fees for unpaid balances, payment plans and no shut-offs during the payment plan term.
ALTERNATIVES:
N/A
537
BUDGETED?:
No
CONTRACT/AGREEMENT:
No
ATTACHMENTS:
1. Redacted Bill Showing Credits for Prior Payments.pdf
2. November Billing Insert.pdf
3. Payment Plan Form and Guidance.pdf
4. Back of Bill Info.pdf
5. LIHEAP ENG-SP_v24-1.pdf
538
[1/2]
PAYMENT/ADJUSTMENT SUMMARY
Electrical Total ....................
ELECTRIC SERVICE
Water/Sewer Total ....................
1CCF = 748 Gallons
WATER/SEWER SERVICE
BAN0407B *** 7000023931 00.0039.0077 11357/1
11357 1 AV 0.545 *** AUTO 5-DIGIT 92220
AMENGPGLBLCNFPAIEICK AJGDHJFDFNINHDHPDOPK ANIKIBPEIGHBKIIKMJDK AIHOMPLILAKMHDFJMBJK AAIIICEIOEKCAAOIGKEK 99 E. Ramsey Street
Banning, CA 92220
ATDTAFTFDAAADFTAAATFDATTDDADFADAFFADFFTTTFTDDADDTFFADTADTTATDTFAF ** Past due balances are subject to late fees and disconnection. ** Prior payments recieved
539
Weknowit’sbeenawhilesince
you’veseenautilitybill
•Correctionsarebeingmadetoourbillingsystemsoftware.
•Youwillreceiveseveralcatchupbillsbeginningwiththisone. •Paymentplansavailable.
•Nodelinquentfees.
•Noshutoffsfornon-payment.
•TransactionfeestemporarilyabsorbedbytheCity.
•Allpaymentsmadehavebeencreditedtoyouraccount.
Whileourpaymentportalisstillunderconstructionpleasecontinuetomake paymentsusingthefollowingoptions:
•Utilizeourdriveupdropbox(inthePoliceDept.Parkinglot)
•VisitourCustomerServicecounters(insideCityHall)
•Mailinyourpayment
Thankyouforyourpatience
CityofBanningUtility
PaymentProcessingCenter
P.O.Box845386
LosAngeles,CA
900084-5386
Useyourphone'scameratoscanheretovisitourutilitybilling
webpageforallofthelatestupdates.
https://banningca.gov/137/Utility-Billing
540
Payment Date: Payment Amount: Comments:
Total Due: $ -
CITY OF BANNING
CUSTOMER PAYMENT PLAN REQUEST FORM
99 East Ramsey Street, PO Box 985, Banning, CA 92220
Phone: (951) 922-3185 Fax: (951) 922-3165
E-mail: [email protected]
Business Hours: Monday through Friday 8:00 a.m. to 5:00 p.m.
Book/Route No.: ________________
Customer Name (s): _______________________________ Account No.: ___________________ _______________________________ Plan Amount: $ _________________ Service Address: ___________________________________ Open Date: ____________________ Mailing address: ______________________________________ Plan Type: Short Long ______________________________________ Plan No.: ______________________ Payment Period: ____ / ____ / ____ through ____ / ____ / _____ Phone No.: ( ) _______________ I, __________________________ hereby agree to keep the terms and conditions of the payment plan as listed. (Customer’s name)
***NO EXCEPTIONS WILL BE MADE TO THE ABOVE TERMS***
I understand that failure to maintain this payment schedule will result in the termination of utility services in accordance with Council Resolution 1975-23. I fully understand that the reconnection of utility service will require payment of entire past due balance and all applicable fees. ______ I understand that this agreement is valid only as long as any new current bills are paid in full. Should a current bill become delinquent, the utility service will be terminated immediately. ______ Plan is VOID if a check and/or credit card payment is returned. ______ ***PLAN PAYMENT INSTALLMNENTS MUST BE MADE IN FULL AND ON TIME. NO CHECKS WILL BE ACCEPTED AS PAYMENT***
BY SIGNING BELOW, I AGREE TO THE TERMS OF THIS PAYMENT PLAN AND I AM AWARE THAT IF
PAYMENT(S) ARE NOT MADE BY THE ABOVE DATE(S) SERVICE WILL BE TERMINATED WITHOUT FURTHER NOTICE. IF SERVICE IS DISCONNECTED FULL PAST DUE BALANCE AND RECONNECTION FEE(S) ARE DUE BEFORE SERVICE CAN BE REESTABLISHED.
Customer Signature: ____________________________________ Date: _______________ City of Banning Representative: ___________________________ Date: _______________ 541
City of Banning
Customer Service & Utility Billing Division
The City of Banning understands that financial hardships may occur for some of our utility customers. We’re here to help. In an effort to assist with those hardships, the City of Banning will offer payment plans for our utility customers unable to pay their utility bill. Payment Plans will require the following:
1. The amount included in the payment plan must be paid as agreed upon, in addition to your current monthly utility bill.
2. A percentage of the balance MUST be collected upon signing the Payment Plan agreement. Owner-occupied Residential and Commercial utility accounts will be provided leniency, and these payment plan requests will be reviewed and approved by Senior Staff/Management.
3. Please note, our billing software is currently not able to set a billing amount other than what is due on the bills, so it is the customer’s responsibility to make the agreed upon payments.
Failure to follow the payment plan schedule will result in disconnection of your utility services. The City of Banning reserves the right to disconnect service if you do not abide by the terms of the agreement.
If utility services are disconnected for failure to follow the payment plan schedule, reconnection will only be possible after FULL cash/money order/credit card payment of the outstanding account balance.
The customer is responsible for ensuring that they follow these guidelines to avoid service disconnection.
Only the Customer Service/Utility Billing Manager, Finance Director and/or City Manager have the discretion to negotiate an extended payment plan for catastrophic cases. City Manager is the sole approver for all Plans with balances higher than $4,999.99. 542
City of Banning
Customer Service & Utility Billing Division
Table of Reference for Office Use Only
Account Balance
Months to
Repay
Percentage of account balance due upon
signing agreement
0.00 - 499.99 3 20%
500.00 - 999.99 6 20%
1000.00 - 1499.99 6 15%
1500.00 - 1999.99 6 15%
2000.00 - 2499.99 8 15%
2500.00 - 2999.99 8 15%
3000.00 - 3499.99 10 10%
3500.00 - 3999.99 10 10%
4000.00-4499.99 12 10%
4500.00 - 4999.99 12 10%
5000.00 and higher 12 10% and City Manager Approval Required Owner-occupied Residential and Commercial utility accounts will be provided leniency and these payment plan requests may be reviewed and approved by Senior Staff/Management.
Only the Customer Service/Utility Billing Manager, Finance Director and/or City Manager have the discretion to negotiate an extended payment plan for catastrophic cases.
City Manager is the sole approver for all Plans with balances higher than $4,999.99. 543
L OR O
544
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-1-
2344655v8
AGREEMENT FOR PROFESSIONAL SERVICES (C01077) FOR
SCANNING AND INDEXING SERVICES BY AND BETWEEN CITY OF
BANNING AND UBEO WEST, LLC DBA UBEO BUSINESS SERVICES
THIS AGREEMENT FOR PROFESSIONAL SERVICES (herein “Agreement”) is made and entered into this day: ___________________, (“Effective Date”) by and between the CITY OF BANNING, a California municipal corporation (“City”) and UBEO West, LLC dba UBEO Business Services, a California Limited Liability Company, (“Consultant”). City and Consultant are sometimes hereinafter individually referred to as “Party” and hereinafter collectively referred to as the “Parties.”
RECITALS
A. City has sought by issuance (of RFP # or a request for a proposal)the performance of the services for the Scanning and Indexing Services and as further defined and described particularly in Article 1 of this Agreement.
B. Consultant, following submission of a proposal for the performance of the services defined and described particularly in Article 1 of this Agreement, was selected by City to perform those services.
C. The Parties desire to formalize the selection of Consultant for performance of those services defined and described particularly in Article 1 of this Agreement and desire that the terms of that performance be as particularly defined and described herein.
D. Pursuant to the City of Banning’s Municipal Code, City has authority to enter into this Agreement.
NOW, THEREFORE, in consideration of the mutual promises and covenants made by the Parties and contained herein and other consideration, the value and adequacy of which are hereby acknowledged, the Parties agree as follows:
ARTICLE 1. SERVICES OF CONSULTANT
1.1 Scope of Services.
In compliance with all terms and conditions of this Agreement, Consultant shall provide those services specified in the “Scope of Services” attached hereto as Exhibit A and incorporated herein by this reference, which services may be referred to herein as the “Services” hereunder. As a material inducement to City entering into this Agreement, Consultant represents and warrants that it has the qualifications, experience, and facilities necessary to properly perform the Services required under this Agreement in a thorough, competent, and professional manner, and is experienced in performing the Services contemplated herein. Consultant shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all Services described herein. Consultant covenants that it shall follow the highest professional standards in performing the Services required hereunder and that all materials will be of good quality, and fit for the purpose intended. For purposes of this Agreement, the phrase “highest professional Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 10/11/2024
364 547
-2-
standards” shall mean those standards of practice recognized by one or more first-class firms performing similar work under similar circumstances.
1.2 Contract Documents and Exhibits.
This Agreement includes the Request for Proposal and Consultant’s accepted proposal (“Contract Documents”), both of which are on file with the City and incorporated herein by this general reference as though fully set forth herein. Exhibit A (Scope of Services), Exhibit B (Special Requirements), Exhibit C (Schedule of Compensation), and Exhibit D (Schedule of Performance) also constitute a part of this Agreement and are incorporated into this Agreement by this reference. Except as set forth in Section 1.10 regarding Exhibit B, this Agreement controls over the Contract Documents and the provisions in Exhibits A, B and C.
1.3 Compliance with Law.
Consultant shall keep itself informed concerning all ordinances, resolutions, statutes, rules, and regulations of City and any Federal, State or local governmental entity having jurisdiction in effect at the time service is rendered, and shall render all Services hereunder in accordance therewith.
1.4 Licenses, Permits, Fees and Assessments.
Consultant shall obtain and maintain during the term of this Agreement, at its sole cost and expense, all necessary licenses, permits, certificates and approvals required by law for the performance of Services under this Agreement, including a City business license. Consultant shall have the sole obligation to pay for all fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and which arise from or are necessary for Consultant’s performance of the Services required by this Agreement. Consultant shall indemnify, defend and hold harmless City, its officers, employees or agents, against all such fees, assessments, taxes, penalties or interest levied, assessed or imposed against City hereunder.
1.5 Familiarity with Services.
By executing this Agreement, Consultant warrants that Consultant: (i) has thoroughly investigated and considered the Scope of Services to be performed, (ii) has carefully considered how the Services should be performed, and (iii) fully understands the facilities and any difficulties and restrictions attending performance of the Services under this Agreement. If the Services involve work upon any site, Consultant warrants that Consultant has or will investigate the site and is or will be fully acquainted with the conditions existing therein, prior to commencement of Services hereunder. Should Consultant discover any latent or unknown conditions, which will materially affect the performance of the Services hereunder, Consultant shall immediately inform City of such fact and shall not proceed except at Consultant’s risk until written instructions are received from the Contract Officer (defined in Section 1.12. A).
1.6 Prevention of Loss and Damages.
Consultant shall adopt reasonable methods during the Term (defined in Section 3.4) to furnish continuous protection to the work product, and the equipment, materials, papers, Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 365 548
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documents, plans, studies and/or other components thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or property, until acceptance of the Services by City, except such losses or damages as may be caused by City’s own negligence.
1.7 Further Responsibilities of Parties.
Both Parties agree to use reasonable care and diligence to perform their respective obligations under this Agreement. Both Parties agree to act in good faith to execute all instruments, prepare all documents and take all actions as may be reasonable necessary to carry out the purposes of this Agreement. Unless hereafter specified, neither Party shall be responsible to perform the Services of the other.
1.8 Additional Services.
City shall have the right at any time during the performance of the Services, without invalidating this Agreement, to order extra services beyond that specified in the Scope of Services or to make changes by altering, adding to or deducting from the Services. No such extra services may be undertaken unless a written order is first given by the Contract Officer to Consultant, which written order incorporates therein an adjustment in (i) the Contract Sum (as defined in Section
2.1), and/or (ii) the Schedule of Performance, (as defined in Section 3.2), and which written order is approved in writing by Consultant. Any increase in compensation of up to ten percent (10%) of the Contract Sum, or $25,000, whichever is less; or in the Schedule of Performance of up to one hundred eighty (180) days may be approved by the Contract Officer. Any greater increases, taken either separately or cumulatively, must be approved by City Council. It is expressly understood by Consultant that the provisions of this Section shall not apply to Services which are specifically set forth in the Scope of Services or which are reasonably contemplated therein. Consultant hereby acknowledges that it accepts the risk that the Services to be provided pursuant to the Scope of Services may be more costly or time consuming than Consultant anticipates and that Consultant shall not be entitled to additional compensation therefor.
1.9 Facilities and Equipment.
Except as otherwise provided, Consultant shall, at its own cost and expense, provide all facilities and equipment necessary to perform the Services required by this Agreement. City shall make available to Consultant only physical facilities such as desks, filing cabinets, and conference space (“City Facilities”), as City deems, in its sole discretion, to be reasonably necessary for Consultant’s use while consulting with City employees and reviewing records and the information in possession of City. The location, quality, and time of furnishing City Facilities shall be in the sole discretion of City. In no event shall City be required to furnish any facilities that may involve incurring any direct expense, including but not limited to a computer, long distance telephone, network data, internet or other communication charges, vehicles and reproduction facilities.
1.10 Special Requirements.
Additional terms and conditions of this Agreement, if any, which are made a part hereof are set forth in the “Special Requirements” attached hereto as Exhibit B and incorporated herein by this reference. In the event of a conflict between the provisions of Exhibit B and any other provisions of this Agreement, the provisions of Exhibit B shall govern.
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1.11 Corrections.
In addition to the indemnification obligations set forth in Article 4, and Sections 1.4, 1.13,
5.3, 5.4, and 6.3, Consultant shall correct, at its expense, all errors in the Services which may be disclosed during City’s review of Consultant’s report or plans. Should Consultant fail to make such correction(s) in a reasonably timely manner, such correction(s) may be made by City, and the cost thereof shall be charged to Consultant. In addition to all other available remedies, City may deduct the cost of such correction(s) from any retention amount held by City, or may withhold payment otherwise owed Consultant under this Agreement up to the amount of the cost of correction(s), as provided in Section 6.3.
1.12 Party Representatives.
A. Contract Officer: For the purposes of this Agreement, the Contract Officer shall be the City Manager, or such other person designated in writing by the City Manager (“Contract Officer”). Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer. The Contract Officer shall have authority, if specified in writing by the City Manager, to sign all documents on behalf of City required hereunder to carry out the terms of this Agreement.
B. Principals and Personnel of Consultant.
1) Consultant Representative: The following principal of Consultant is hereby designated as being the Consultant Representative authorized to act on Consultant’s behalf regarding the Services specified herein and make all decisions in connection therewith:
Name Title
Nick Sabatini VP, Managed Services West Region
It is expressly understood that the experience, knowledge, capability and reputation of the foregoing Consultant Representative were a substantial inducement for City to enter into this Agreement. Therefore, the foregoing Consultant Representative shall be responsible during the term of this Agreement for directing all activities of Consultant and devoting sufficient time to personally supervise the Services hereunder. All personnel of Consultant, and any authorized agents, shall at all times be under the exclusive direction and control of the Consultant Representative. For purposes of this Agreement, the foregoing Consultant Representative may not be replaced nor may their responsibilities be substantially reduced or reassigned by Consultant without the express written approval of City. It shall be Consultant’s responsibility to assure that the Contract Officer is kept informed of the progress of the performance of the Services, and Consultant shall refer any decisions which must be made by City to the Contract Officer. 2) Consultant’s Personnel: Consultant has, or will secure at its own expense, all personnel required to perform the Services required under this Agreement. All of the Services required under this Agreement shall be performed by Consultant or under its supervision, and all personnel engaged in the Services shall be qualified to perform such Services. Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant’s staff and sub-contractors, if any, assigned to perform the Services required under this Agreement.
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Consultant shall notify City of all changes in Consultant’s staff and sub-contractors, if any, assigned to perform the Services required under this Agreement, prior to and during any such performance. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires to reassign any staff or sub-contractor of Consultant, City shall give notice as set forth in Section 8.1. Consultant shall, immediately upon the receipt of the notice to re-assign staff from City, reassign such person or persons.
1.13 Independent Contractor.
A. Consultant is an independent contractor and not an employee of City.
Consultant shall have no power to incur any debt, obligation, or liability on behalf of City. All Services provided pursuant to this Agreement shall be performed by Consultant or under its supervision. Consultant will determine the means, methods, and details of performing the Services. Any additional personnel performing Services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant’s exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers’ compensation insurance.
B. Consultant shall indemnify and hold harmless City and its elected officials, officers, employees, servants, designated volunteers, and agents serving as independent contractors in the role of City officials, from any and all liability, damages, claims, costs and expenses of any nature to the extent arising from Consultant’s personnel practices. City shall have the right to offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant’s failure to promptly pay to City any reimbursement or indemnification arising under this Section.
1.14 Prohibition Against Subcontracting or Assignment.
The experience, knowledge, capability and reputation of Consultant, the Consultant Representative and employees were a substantial inducement for City to enter into this Agreement.
Therefore, Consultant shall not contract with any other entity to perform in whole or in part the Services required hereunder without the express written approval of City. In addition, neither this Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated or encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise, without the prior written approval of City. Transfers restricted hereunder shall include the transfer to any person or group of persons acting in concert of more than twenty-five percent (25%) of the present ownership and/or control of Consultant, taking all transfers into account on a cumulative basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 368 551
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Agreement shall be void. No approved transfer shall release Consultant or any surety of Consultant of any liability hereunder without the express consent of City.
1.15 Debarment or Suspension.
Consultant represents and warrants that, as of the Effective Date of this Agreement, Consultant is not debarred or suspended pursuant to any applicable Federal or State law providing for the debarment of contractors. Consultant shall not perform the Services with any subcontractor that has been debarred or suspended pursuant to any applicable Federal or State law providing for the debarment. Consultant and its subcontractors shall not be debarred or suspended throughout the Term of this Agreement pursuant to any applicable Federal or State law providing for the debarment of contractors. If Consultant or any subcontractor becomes debarred or suspended during the Term of this Agreement, Consultant shall immediately notify City.
ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT.
2.1 Contract Sum.
Subject to any limitations set forth in this Agreement, as full compensation for Services satisfactorily rendered, City shall pay Consultant at the hourly rates set forth in the “Schedule of Compensation” attached hereto as Exhibit C and incorporated herein by this reference. In no event shall Consultant be paid more than Fifty-Five Thousand Dollars ($55,000.00) (the “Contract Sum”). The Contract Sum shall include the attendance of Consultant at all project meetings reasonably deemed necessary by City. Coordination of the performance of the Services with City is a critical component of the Services. If Consultant is required to attend additional meetings to facilitate such coordination, Consultant shall not be entitled to any additional compensation for attending those meetings.
2.2 Method of Compensation.
The method of compensation may include: (i) a lump sum payment upon completion of the Services, (ii) payment in accordance with specified tasks or the percentage of completion of the Services, (iii) payment for time and materials based upon Consultant’s rates as specified in the Schedule of Compensation, provided that time estimates are provided for the performance of sub tasks, but not exceeding the Contract Sum or (iv) such other methods as may be specified in the Schedule of Compensation.
2.3 Reimbursable Expenses.
City shall only reimburse Consultant for those actual and necessary expenses expressly set forth in Exhibit C. Reimbursable expenses may include reimbursement for actual and necessary expenditures for reproduction costs, telephone expenses, and travel expenses approved by the Contract Officer in advance, or actual sub-contractor expenses of an approved sub-contractor pursuant to Section 1.14, and only if specified in the Schedule of Compensation.
2.4 Unauthorized Services and Expenses.
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City will not pay for any Services or reimburse for any expenses incurred which are not specified in the Scope of Services, unless authorized in writing as set forth in Section 1.8 of this Agreement. City shall make payment for such authorized additional Services and expenses in accordance with Article 2 of this Agreement.
2.5 Invoices.
Each month Consultant shall furnish to City an original invoice for all Services performed and expenses incurred during the preceding month. Each such invoice shall contain all of the information set forth in Section III of Exhibit C to this Agreement. By submitting an invoice for payment under this Agreement, Consultant is certifying compliance with all provisions of the Agreement. Consultant shall not invoice City for any duplicate Services performed by more than one person.
City shall independently review each invoice submitted by Consultant to determine whether the Services performed and expenses incurred are in compliance with the provisions of this Agreement. City will use its best efforts to cause Consultant to be paid within thirty (30) days of receipt of Consultant’s correct and undisputed invoice, except as to any charges for Services performed or expenses incurred by Consultant which are disputed by City, or as provided in Section 6.3. In the event any charges or expenses are disputed by City, the original invoice shall be returned by City to Consultant for correction and resubmission. Review and payment by City of any invoice provided by Consultant shall not constitute waiver of any rights or remedies provided herein or any applicable law.
2.6 Waiver.
Payment to Consultant for Services performed pursuant to this Agreement shall not be deemed to waive any defects in Services performed by Consultant.
ARTICLE 3. PERFORMANCE SCHEDULE
3.1 Time of Essence.
Time is of the essence in the performance of this Agreement; provided, however, that the foregoing shall not be construed to limit or deprive a Party of the benefits of any grace or use period allowed in this Agreement.
3.2 Schedule of Performance.
Consultant shall commence the Services pursuant to this Agreement upon receipt of a written notice to proceed and shall perform all Services within the time period(s) established in the “Schedule of Performance” attached hereto as Exhibit D and incorporated herein by this reference.
3.3 Force Majeure.
The time period(s) specified in the Schedule of Performance for performance of the Services rendered pursuant to this Agreement may be extended because of any delays due to Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 370 553
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unforeseeable causes beyond the control and without the fault or negligence of Consultant. Such unforeseeable consequences include, but are not restricted to, acts of God or public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, litigation, and/or acts of any governmental agency, including City, if Consultant shall within ten (10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and extend the time for performing the Services for the period of the enforced delay when and if in the judgment of the Contract Officer such delay is justified, subject to the provisions of Section 1.8. The Contract Officer’s determination (or the City Council’s determination, in the event the period of enforced delay exceeds the period specified in Section
1.8) shall be final and conclusive upon the Parties to this Agreement. In no event shall Consultant be entitled to recover damages against City for any delay in the performance of this Agreement, however caused; Consultant’s sole remedy shall be the extension of the Agreement pursuant to this Section.
3.4 Term.
The Term of this Agreement shall be from the Effective Date through October 31, 2025 with an option to extend for an additional four (4) one-year terms, unless sooner terminated as provided in Article 6 of this Agreement or extended as provided in Sections 1.8 and 3.3 of this Agreement. Maximum term and any subsequent amendment or modification shall not exceed five (5) years.
ARTICLE 4. INSURANCE AND INDEMNIFICATION
4.1 Minimum Scope and Limits of Insurance.
Consultant shall procure and at all times during the term of this Agreement carry, maintain, and keep in full force and effect, insurance as follows:
A. Commercial General Liability Insurance with a minimum limit of $1,000,000.00 per occurrence for bodily injury, personal injury and property damage and a general aggregate limit of $2,000,000.00 per project or location. If Consultant is a limited liability company, the commercial general liability coverage shall be amended so that Consultant and its managers, members, affiliates, employees, agents and other persons necessary or incidental to its operation are insureds.
B. Automobile Liability Insurance for any owned, non-owned or hired vehicle used in connection with the performance of this Agreement with a combined single limit of $1,000,000.00 per accident for bodily injury and property damage. If Consultant does not use any owned, non-owned or hired vehicles in the performance of Services under this Agreement, Consultant shall obtain a non-owned auto endorsement to the Commercial General Liability policy.
C. Workers’ Compensation Insurance as required by the State of California and Employer’s Liability Insurance with a minimum limit of $1,000,000.00 per accident for bodily injury or disease. If Consultant has no employees while performing Services under this Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 371 554
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Agreement, workers’ compensation policy is not required; however, Consultant shall execute a declaration that it has no employees.
D. Professional Liability/Errors and Omissions Insurance with minimum limits of $1,000,000.00 per claim and in the aggregate.
4.2 Acceptability of Insurers.
The insurance policies required under this Article shall be issued by an insurer admitted to write insurance in the State of California with a rating of A:VII or better in the latest edition of the A.M. Best Insurance Rating Guide. Self-insurance shall not be considered to comply with the insurance requirements under this Article.
4.3 Additional Insured.
The commercial general and automobile liability policies shall contain an endorsement naming City, its officers, employees, agents and volunteers as additional insureds.
4.4 Primary and Non-Contributing.
The insurance policies required under this Article shall apply on a primary noncontributing basis in relation to any other insurance or self-insurance available to City. Any insurance or self-insurance maintained by City, its officers, employees, agents or volunteers, shall be in excess of Consultant’s insurance and shall not contribute with it.
4.5 Consultant’s Waiver of Subrogation.
The insurance policies required under this Article shall not prohibit Consultant and Consultant’s employees, agents or sub-contractors from waiving the right of subrogation prior to a loss. Consultant hereby waives all rights of subrogation against City.
4.6 Deductibles and Self-Insured Retentions.
Any deductibles or self-insured retentions must be declared to and approved by City. At City’s option, Consultant shall either reduce or eliminate the deductibles or self-insured retentions with respect to City; or Consultant shall procure a bond guaranteeing payment of losses and expenses.
4.7 Cancellations or Modifications to Coverage.
Consultant shall not cancel, reduce or otherwise modify the insurance policies required by this Article during the term of this Agreement. The commercial general and automobile liability policies required under this Agreement shall be endorsed to state that should the issuing insurer cancel the policy before the expiration date, the issuing insurer will endeavor to mail 30 days’ prior written notice to City. If any insurance policy required under this Article is canceled or reduced in coverage or limits, Consultant shall, within two (2) Business Days (as defined in Section 8.12) of notice from the insurer, phone, fax or notify City via certified mail, return receipt requested, of the cancellation of or changes to the policy.
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4.8 City Remedy for Noncompliance.
If Consultant does not maintain the policies of insurance required under this Article in full force and effect during the term of this Agreement, or in the event any of Consultant’s policies do not comply with the requirements under this Article, City may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, City may, but has no duty to, take out the necessary insurance and pay, at Consultant’s expense, the premium thereon.
Consultant shall promptly reimburse City for any premium paid by City, or City may withhold amounts sufficient to pay the premiums from payments due to Consultant.
4.9 Evidence of Insurance.
Prior to the performance of Services under this Agreement, Consultant shall furnish the City Clerk with a certificate or certificates of insurance and all original endorsements evidencing and effecting the coverages required under this Article. The endorsements are subject to City’s approval. Consultant may provide complete, certified copies of all required insurance policies to City. Consultant shall maintain current endorsements on file with the City Clerk.
Consultant shall provide proof to the City Clerk that insurance policies expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Consultant shall furnish such proof at least two (2) weeks prior to the expiration of the coverages.
4.10 Indemnity Requirements not Limiting.
Procurement of insurance by Consultant shall not be construed as a limitation of Consultant’s liability or as full performance of Consultant’s duty to indemnify City under this Agreement.
4.11 Sub-contractor Insurance Requirements.
Consultant shall require each of its sub-contractors that perform Services under this Agreement to maintain insurance coverage that meets all of the requirements of this Article.
4.12 Indemnification, Hold Harmless, and Duty to Defend.
A. Indemnification of City.
1) To the fullest extent permitted by law, Consultant shall, at its sole cost and expense, defend, hold harmless and indemnify City and its elected officials, officers, attorneys, agents, employees, designated volunteers, successors, assigns and those City agents serving as independent contractors in the role of City officials (collectively “Indemnitees”), from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, expenses, judgments, penalties, liens, and losses of any nature whatsoever, including fees of accountants, attorneys, or other professionals and all costs associated therewith and the payment of all consequential damages (collectively “Liabilities”), at law or in equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of Consultant, its officers, agents, servants, employees, sub-contractors, materialmen, consultants or their officers, agents, servants or employees (or any entity or Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 373 556
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individual that Consultant shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees as determined by court decision or by the agreement of the Parties. Consultant shall defend the Indemnitees in any action or actions filed in connection with any Liabilities with counsel of the Indemnitees’ choice, and shall pay all costs and expenses, including all attorneys’ fees and experts’ costs actually incurred in connection with such defense. Consultant shall reimburse the Indemnitees for any and all legal expenses and costs incurred by Indemnitees in connection therewith.
2) Consultant shall pay all required taxes on amounts paid to Consultant under this Agreement, and indemnify and hold City harmless from any and all taxes, assessments, penalties, and interest asserted against City by reason of the independent contractor relationship created by this Agreement. Consultant shall fully comply with the workers’ compensation law regarding Consultant and Consultant’s employees. Consultant shall indemnify and hold City harmless from any failure of Consultant to comply with applicable workers’ compensation laws. City may offset against the amount of any fees due to Consultant under this Agreement any amount due to City from Consultant as a result of Consultant’s failure to promptly pay to City any reimbursement or indemnification arising under this subparagraph A.2. 3) Consultant shall obtain executed indemnity agreements with provisions identical to those in this Article from each and every sub-contractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this Agreement.
If Consultant fails to obtain such indemnity obligations, Consultant shall be fully responsible and indemnify, hold harmless and defend the Indemnitees from and against any and all Liabilities at law or in equity, whether actual, alleged or threatened, which arise out of, are claimed to arise out of, pertain to, or relate to the acts or omissions of Consultant’s sub-contractor, its officers, agents, servants, employees, sub-contractors, materialmen, consultants or their officers, agents, servants or employees (or any entity or individual that Consultant’s sub-contractor shall bear the legal liability thereof) in the performance of this Agreement, including the Indemnitees’ active or passive negligence, except for Liabilities arising from the sole negligence or willful misconduct of the Indemnitees as determined by court decision or by the agreement of the Parties.
B. Workers’ Compensation Acts not Limiting. Consultant’s indemnifications and obligations under this Article, or any other provision of this Agreement, shall not be limited by the provisions of any workers’ compensation act or similar act. Consultant expressly waives its statutory immunity under such statutes or laws as to City, its officers, agents, employees and volunteers.
C. Insurance Requirements not Limiting. City does not, and shall not, waive any rights that it may possess against Consultant because of the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement. The indemnities in this Article shall apply regardless of whether or not any insurance policies are determined to be applicable to the Liabilities, tax, assessment, penalty or interest asserted against City.
D. Survival of Terms. Consultant’s indemnifications and obligations under this Article shall survive the expiration or termination of this Agreement.
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ARTICLE 5. RECORDS, REPORTS, AND RELEASE OF INFORMATION
5.1 Service Records.
Consultant shall keep, and require sub-contractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports, studies or other documents relating to the disbursements charged to City and Services performed hereunder (the “Service Records”), as shall be necessary to perform the Services required by this Agreement and enable the Contract Officer to evaluate the performance of such Services. Any and all such Service Records shall be maintained in accordance with generally accepted accounting principles and shall be complete and detailed. The Contract Officer shall have full and free access to such Service Records at all times during normal business hours of City, including the right to inspect, copy, audit and make copies and transcripts from such Service Records. Such Service Records shall be maintained for a period of three (3) years following completion of the Services hereunder, and City shall have access to such Service Records in the event any audit is required. In the event of dissolution of Consultant’s business, custody of the Service Records may be given to City, and access shall be provided by Consultant’s successor in interest (“Consultant’s Successor”). If custody of the Service Records is given to Consultant’s Successor, Consultant shall give written notice to City of the transfer of the Service Records to Consultant’s Successor. The notice shall include contact information (address and telephone number) for Consultant’s Successor, and access shall be provided to City by Consultant’s Successor.
5.2 Reports.
Consultant shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the Services required by this Agreement as the Contract Officer shall require. Consultant hereby acknowledges that City is greatly concerned about the cost of Services to be performed pursuant to this Agreement. For this reason, Consultant agrees that if Consultant becomes aware of any facts, circumstances, techniques, or events that may or will materially increase or decrease the cost of the Services contemplated herein, Consultant shall promptly notify the Contract Officer of that fact, circumstance, technique or event and the estimated increased or decreased cost related thereto.
5.3 Ownership of Documents.
All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes, computer files, reports, records, documents and other materials (the “Consultant Documents”) prepared by Consultant, its employees, sub-contractors and agents in the performance of this Agreement shall be the property of City and shall be delivered to City upon request of the Contract Officer or upon the termination of this Agreement. Consultant shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership use, reuse, or assignment of the Consultant Documents hereunder. Any use, reuse or assignment of such completed Consultant Documents for other projects and/or use of uncompleted Consultant Documents without specific written authorization by Consultant will be at City’s sole risk and without liability to Consultant, and Consultant’s guarantee and warranties shall not extend to such use or assignment. Consultant may retain copies of such Consultant Documents for its own use. Consultant shall have an unrestricted right to use the concepts embodied therein. All Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 375 558
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sub-contractors shall provide for assignment to City of all Consultant Documents prepared by them; and in the event Consultant fails to secure such assignment, Consultant shall indemnify City for all damages resulting therefrom.
5.4 Confidentiality and Release of Information.
A. All information gained or work product produced by Consultant in performance of this Agreement shall be considered confidential, unless such information is in the public domain or already known to Consultant. Consultant shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the Contract Officer.
B. Consultant, its officers, employees, agents or sub-contractors, shall not, without prior written authorization from the Contract Officer or unless requested by the City Attorney, voluntarily provide documents, declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the Services performed under this Agreement. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives City notice of such court order or subpoena.
C. If Consultant, or any officer, employee, agent or sub-contractor of Consultant, provides any information or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Consultant for any damages, costs and fees, including attorneys’ fees, caused by or incurred as a result of Consultant’s conduct.
D. Consultant shall promptly notify City should Consultant, its officers, employees, agents or sub-contractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any Party regarding this Agreement and the Services performed thereunder. City retains the right, but has no obligation, to represent Consultant or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, this right to review any such response does not imply or mean the right by City to control, direct, or rewrite the response.
ARTICLE 6. ENFORCEMENT OF AGREEMENT AND TERMINATION
6.1 California Law.
This Agreement, and any dispute arising from the relationship between the Parties to this Agreement, shall be interpreted, construed and governed both as to validity and to performance of the Parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of California, or any other appropriate court in such county, and Consultant covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Central District of California, in Riverside.
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6.2 Disputes; Default.
A. In the event that City determines Consultant is in default under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any Services performed after the date of default. In addition to the provisions of Section 4.8, and the right to terminate pursuant to Section 6.7, if the City Manager determines that Consultant is in default in the performance of any of the terms or conditions of this Agreement, City may serve Consultant with written notice of the default. Consultant shall have ten (10) calendar days after service upon it of the notice in which to cure the default by rendering a satisfactory performance.
In the event that Consultant fails to cure its default within such period of time, City may, notwithstanding any other provision of this Agreement, terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.
B. In the event of termination pursuant to this Section, City may take over the Services and prosecute the same to completion by contract or otherwise, and Consultant shall be liable to the extent that the total cost for completion of the Services required hereunder exceeds the compensation herein stipulated (provided that City shall use reasonable efforts to mitigate such damages), and City may withhold any payments to Consultant for the purpose of set-off or partial payment of the amounts owed City as provided in Section 6.3.
6.3 Retention of Funds.
Consultant hereby authorizes City to deduct from any amount payable to Consultant (whether or not arising out of this Agreement): (i) any payment amount of which may be in dispute hereunder or which is necessary to compensate City for any losses, costs, liabilities, or damages suffered by City, (ii) all amounts retained pursuant to the provisions of Section 4.8, (iii) all amounts for which City may be liable to third parties, by reason of Consultant’s acts or omissions in performing or failing to perform Consultant’s obligation under this Agreement, and (iv) all payments due or that become due to Consultant during the period that Consultant or any of its sub-contractors fail to maintain any required insurance in full force and effect, until notice is received by City that the required insurance has been restored to full force and effect and that the premiums therefore have been paid for a period satisfactory to City, as provided in Section 4.9, above. In the event that any claim is made by a third party, the amount or validity of which is disputed by Consultant, or any indebtedness shall exist which shall appear to be the basis for a claim of lien, City may withhold from any payment due, without liability for interest because of such withholding, an amount sufficient to cover such claim. The failure of City to exercise such right to deduct or to withhold shall not, however, affect the obligations of Consultant to insure, indemnify, and protect City as elsewhere provided herein.
6.4 Waiver.
Waiver by any Party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any Party of any breach of the provisions of this Agreement shall not constitute a waiver of any other provision or a waiver of any subsequent breach or violation of any provision of this Agreement.
Acceptance by City of any Services by Consultant shall not constitute a waiver of any of the Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 377 560
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provisions of this Agreement. No delay or omission in the exercise of any right or remedy by a non-defaulting Party on any default shall impair such right or remedy or be construed as a waiver.
Any waiver by either Party of any default must be in writing, and shall not be a waiver of any other default concerning the same or any other provision of this Agreement.
6.5 Rights and Remedies are Cumulative.
Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the Parties are cumulative and the exercise by either Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other Party.
6.6 Legal Action.
In addition to any other rights or remedies, either Party may take legal action, in law or in equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement. Notwithstanding any contrary provision herein, Consultant must file a statutory claim pursuant to Government Code Sections 905 et seq. and 910 et seq., in order to pursue a legal action against City under this Agreement.
6.7 Termination Prior to Expiration of Term.
This Article 6 shall govern any termination of this Agreement except as specifically provided in Section 6.2 for termination for default of Consultant. City reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days’ written notice to Consultant, except that where termination is due to the fault of Consultant, the period of notice may be a shorter time as may be determined by the Contract Officer. In addition, Consultant reserves the right to terminate this Agreement at any time, with or without cause, upon sixty (60) days’ written notice to City, except that where termination is due to the fault of City, the period of notice may be a shorter time as Consultant may determine. Upon receipt of any notice of termination, Consultant shall immediately cease all Services hereunder except such as may be specifically approved by the Contract Officer. Except where Consultant has initiated termination, Consultant shall be entitled to compensation for all Services rendered prior to the effective date of the notice of termination and for any Services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer, except as provided in Section 6.3. In the event Consultant has initiated termination, Consultant shall be entitled to compensation only for the reasonable value of the work product actually produced hereunder. In the event of termination without cause pursuant to this Section, the terminating Party need not provide the non-terminating Party with the opportunity to cure pursuant to Section 6.2.
6.8 Attorneys’ Fees.
In any litigation or other proceeding by which a Party seeks to enforce its rights under this Agreement (whether in contract, tort or both) or seeks a declaration of any rights or obligations under this Agreement, the prevailing Party in such action or proceeding, in addition to any other Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 378 561
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relief which may be granted, whether legal or equitable, shall be entitled to reasonable attorneys’ fees. Attorneys’ fees shall include attorney’s fees on any appeal, and in addition the Party entitled to attorneys’ fees shall be entitled to all other reasonable costs for investigating such action, taking depositions and discovery and all other necessary costs the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued on commencement of such action and shall be enforceable whether or not such action is prosecuted to judgment.
ARTICLE 7. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
7.1 Non-liability of City Officers and Employees.
No officer or employee of City shall be personally liable to Consultant, or Consultant’s Successor, in the event of any default or breach by City or for any amount which may become due to Consultant or Consultant’s Successor, or for breach of any obligation of the terms of this Agreement.
7.2 Conflict of Interest.
Consultant covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Consultant’s performance of Services under this Agreement. Consultant further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent or sub-contractor without the express written consent of the Contract Officer. Consultant agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City in the performance of this Agreement.
No officer or employee of City shall have any direct or indirect financial interest in this Agreement within the scope of Government Code section 1090, nor shall any such officer or employee make, participate in making, or use his or her official position to influence, any City decision relating to the Agreement which has a material financial effect on his or her financial interests or the financial interests of any corporation, partnership or association in which he or she is, directly or indirectly, interested, in violation of any State statute or regulation. Consultant warrants that it has not paid or given, and will not pay or give any third party any money or other consideration for obtaining this Agreement.
Consultant and its officers, employees, associates and sub-contractors, if any, shall comply with all conflict of interest statutes of the State of California applicable to Consultant’s Services under this Agreement, including the Political Reform Act (Gov. Code § 81000, et seq.) and Government Code Section 1090. During the term of this Agreement, Consultant may perform similar services for other clients; but Consultant and its officers, employees, associates and subcontractors shall not, without the Contract Officer’s prior written approval, perform services for another person or entity for whom Consultant is not currently performing services that would require Consultant or one of its officers, employees, associates or sub-contractors to abstain from a decision under this Agreement pursuant to a conflict of interest statute. Consultant shall incorporate a clause substantially similar to this Section into any subcontract that Consultant executes in connection with the performance of this Agreement.
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7.3 Covenant Against Discrimination.
Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, or ancestry in the performance of this Agreement.
Consultant shall take affirmative action to insure that applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, or ancestry, or other protected class.
7.4 Unauthorized Aliens.
Consultant hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act, 8 U.S.C.A. §§ 1101, et seq., as amended, and in connection therewith, shall not employ unauthorized aliens as defined therein. Should Consultant so employ such unauthorized aliens for the performance of Services covered by this Agreement, and should the any liability or sanctions be imposed against City for such use of unauthorized aliens, Consultant hereby agrees to and shall reimburse City for the cost of all such liabilities or sanctions imposed, together with any and all costs, including attorneys’ fees, incurred by City.
ARTICLE 8. MISCELLANEOUS PROVISIONS
8.1 Notices.
Any notice, demand, request, document, consent, approval, bill, invoice, report or other communication required or permitted under this Agreement shall be in writing and conclusively deemed effective: (a) on confirmed delivery by courier service or overnight delivery service during Consultant’s and City’s regular business hours; or (b) three (3) Business Days after deposit in the United States mail, by certified or registered mail, and addressed to the Party to be notified as set forth below:
If to City Attn: Caroline Patton
Administrative City Clerk
City of Banning
99 East Ramsey Street
Banning, California 92220
Email: [email protected]
With a courtesy copy to: Serita R. Young, City Attorney Richards, Watson & Gershon
350 South Grand Avenue, 37th Floor
Los Angeles, California 90071
Email: [email protected]
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 380 563
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If to Consultant: Attn: Nick Sabatini
VP, Managed Services West Region
UBEO West, LLC dba UBEO Business Services
3131 Espalanade
Chico, CA 95973
Email: [email protected]
8.2 Interpretation.
The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either Party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply.
8.3 Counterparts.
This Agreement may be executed in counterparts, each of which shall be deemed to be an original, and such counterparts shall constitute one and the same instrument.
8.4 Integration; Amendment.
This Agreement, and all exhibits referred to in this Agreement, constitute the final, complete and exclusive statement of the terms of the agreement between the Parties pertaining to the subject matter of this Agreement and supersede all other and cancels any and all previous negotiations, arrangements, agreements and understandings, if any, between the Parties, and none shall be used to interpret this Agreement. No Party has been induced to enter into this Agreement by, nor is any Party relying on, any representation or warranty except those expressly set forth in this Agreement. No amendment to or modification of this Agreement, nor any provision or breach hereof waived, shall be valid unless made in writing and approved by Consultant and by City Council. The Parties agree that this requirement for written modifications cannot be waived and that any attempted waiver shall be void.
8.5 Severability.
In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the Parties hereunder unless the invalid provision is so material that its invalidity deprives either Party of the basic benefit of their bargain or renders this Agreement meaningless.
8.6 Mutual Cooperation.
A. City’s Cooperation. City shall provide Consultant with all pertinent data, documents and other requested information as is reasonably available for Consultant’s proper performance of the Services required under this Agreement.
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B. Consultant’s Cooperation. In the event any claim or action is brought against City relating to Consultant’s performance of Services rendered under this Agreement, Consultant shall render any reasonable assistance that City requires.
8.7 No Third Party Beneficiaries Intended.
This Agreement is made solely for the benefit of the Parties to this Agreement and their respective successors and assigns, and no other person or entity may have or acquire a right by virtue of this Agreement.
8.8 Final Payment Acceptance Constitutes Release.
The acceptance by Consultant of the final payment made under this Agreement shall operate as and be a release of City from all claims and liabilities for compensation to Consultant for anything done, furnished or relating to Consultant’s Services. Acceptance of payment shall be any negotiation of City’s check or the failure to make a written extra compensation claim within ten (10) calendar days of the receipt of that check. However, approval or payment by City shall not constitute, nor be deemed, a release of the responsibility and liability of Consultant, its employees, sub-contractors and agents for the accuracy and competency of the information provided and/or Services performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by City for any defect or error in the Services prepared by Consultant, its employees, sub-contractors and agents.
8.9 Non-Appropriation of Funds.
Payments to be made to Consultant by City for Services performed within the current fiscal year which are within the current fiscal budget and within an available, unexhausted fund. In the event that City does not appropriate sufficient funds for payment of Consultant’s Services beyond the current fiscal year, this Agreement shall cover payment for Consultant’s Services only to the conclusion of the last fiscal year in which City appropriates sufficient funds and shall automatically terminate at the conclusion of such fiscal year.
8.10 Headings.
The headings in this Agreement are included solely for convenience of reference and shall not affect the interpretation of any provision of this Agreement or any of the rights or obligations of the Parties to this Agreement.
8.11 Word Usage.
Unless the context clearly requires otherwise, (a) the words “shall,” “will” and “agrees” are mandatory and “may” is permissive; (b) “or” is not exclusive; and (c) “includes” or “including” are not limiting.
8.12 Business Days.
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“Business Days” refers to days that the Banning City Hall is open for business.
8.13 Corporate Authority.
The persons executing this Agreement on behalf of the Parties hereto warrant that (i): such Party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of that Party, (iii) by so executing this Agreement, such Party is formally bound to the provisions of this Agreement, and (iv) the entering into this Agreement does not violate any provision of any other Agreement to which that Party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors and assigns of the Parties.
8.14 Electronic Signatures.
Each Party may adopt as its signature an electronic identification consisting of a symbol or code that is affixed to or contained in each document transmitted by such Party (“electronic signature”). The Parties hereto herby agree that electronic signatures are acceptable, shall have the same force and effect under the law as original wet signatures, and shall be sufficient to verify that the Parties have executed this Agreement and such other documents transmitted by the Parties.
[SIGNATURES ON FOLLOWING PAGE]
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IN WITNESS WHEREOF the Parties hereto have executed this Agreement the day and year first hereinabove written.
CITY OF BANNING CONSULTANT
Douglas Schulze, Date
City Manager
NAME: Date
TITLE:
NAME: Date
TITLE:
ATTEST:
Tax ID No.
Caroline Patton Date
Administrative City Clerk
Address:
APPROVED AS TO FORM:
Richards, Watson & Gershon
City Council Approval: _____________
Serita R. Young Date
City Attorney
NOTE: PROOF OF AUTHORITY TO BIND CONTRACTING PARTY REQUIRED. APPROPRIATE
ATTESTATIONS SHALL BE INCLUDED AS MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR REGULATIONS APPLICABLE TO CONSULTANT’S BUSINESS ENTITY.
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 10/11/2024
Commerce CA 90040
5855 Rickenbacker Road
10/11/2024
[email protected]
VP Managed Services
94-1461160
Nick Sabatini
10/11/2024
10/11/2024
2024-156
384 567
Exhibit “A”-1
EXHIBIT “A”
SCOPE OF SERVICES
I. Consultant will perform the following Services in connection with providing Scanning and Index Services prepared in connection therewith:
II. As part of the Services, Consultant will prepare and deliver the following tangible work products and services to City:
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 385 568
Prepared exclusively for City of Banning by UBEO Business Services UBEO Business Services is pleased to present this proposal to the City of Banning for the digitization of your significant paper records. Our project understanding and executive summary outlines our comprehensive approach towards this transformation, centered on accuracy, security, and accessibility of your essential data.
In this proposal, we emphasize:
Our understanding of your unique needs, City of Banning is requesting a proposal for Digital Transformation which consists of conversion of various physical paper documents being scanned, Plans and Boxes of standard size paper and large-format documents that were provided in attachments: (B) Public Works – Planning Department, (C) Public Works – Engineering Department, (D) Water – Wastewater Department, and (E) Community Development Department for City of Banning. File folders may contain, but are not limited to, flat, folded, or bound documents of varying sizes from business cards, index cards, photographs, and plans up to 36”x48”. Plan rolls will vary in size from under an inch to 12” or more in diameter and file size from finished multi-page images shall not exceed 25 megabytes. Should multi-page file exceed the 25-megabyte limit, file shall be divided into smaller components. Documents contain a mix of black and white and/or colored pages.
• UBEO will scan all paper documents and then will store and hold original documents for an agreed upon time by the City. Once the City of Banning formally accepts electronic files and signs off on project completion. UBEO will then coordinate with the City to return content as it was received. UBEO Business Services offers destruction services with a certificate of completion as well should the City choose alternative options for some content. • Our proficient team, led by seasoned professionals, leveraging our broad experience in document management, enhanced with notable qualifications such as Project Management Professional (PMP) certification and Government Archives and Records Administration (GARA) certification.
EXHIBIT "A" Exhibit "A" - 2
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 386 569
Prepared exclusively for City of Banning by UBEO Business Services • Laserfiche Repository: We recognize the need for delivery to your existing system. Our team has the technical know-how to ensure a seamless integration, thereby facilitating the accessibility and administration of digitized documents.
• Detailed Work Plan that includes document preparation, scanning using production scanners, stringent quality assurance, precise data entry, OCR for searchable text, and careful migration to your Laserfiche EDMS.
• Pick-Up Coordination: We understand the importance of coordinating efficiently with the City of Banning to establish approved dates and times for the pick-up of items to be scanned. Our team will work closely with City officials to accommodate their schedules and ensure a seamless pick-up process. Clear communication channels will be established to facilitate any necessary adjustments to the pick-up schedule and to address any concerns promptly. • Inventory Management and Tracking: UBEO will implement a comprehensive process for managing inventory and tracking all plans and documents throughout the scanning process. Each box will be carefully logged upon receipt at our facility, assigned a unique identifier, and tracked through every stage of the digitization process. Regular audits and quality checks will be conducted to maintain accuracy and accountability, with detailed records kept to provide transparency and traceability.
• Proposed Schedule of Processing Phases: We will provide a detailed schedule outlining the proposed processing phases and the anticipated date of completion for the entire project. This schedule will be developed in consultation with the City to ensure alignment with their priorities and deadlines. Milestones and key deliverables will be clearly defined, allowing for progress monitoring and effective project management. Flexibility will be built into the schedule to accommodate any unforeseen challenges or changes in project scope. • Document Retrieval Request Process: City personnel will have access to a user-friendly request portal or contact point where they can submit their requests. Upon receipt of a request, our team will expedite the retrieval, digitization, and delivery process, ensuring timely access to the requested materials. Our recommended document retrieval request process will prioritize efficiency and responsiveness, aiming to return digital versions of requested documents to the City within 5 hours to 24 hours. Regular communication will be maintained with the City to provide status updates and address any concerns promptly. • Reassemble for Return of Plans and Documents: Upon completion of scanning, our team at UBEO Business Services will place papers back in folders/boxes in their original order. This ensures that the original order of files received is maintained. Our team will ensure that the digitized materials are returned in their original order and condition, with appropriate packaging and labeling to facilitate easy identification and handling. We will coordinate closely with City personnel to schedule the return and ensure a smooth transition back into City possession. • Return:
UBEO will work with the City for delivery, pickup & return schedules. UBEO can hold your content in our warehouse for up to 45 days after each digital delivery unless the City would like an alternative schedule we could accommodate.
• Transportation: Our secure, climate-controlled vehicles will transport the securely packaged and reassembled documents back to the City of Banning or designated location. • Verification: Upon delivery, our team will provide a circular chain of custody and verify the pickup – delivery.
EXHIBIT "A" Exhibit "A" - 3
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 387 570
Prepared exclusively for City of Banning by UBEO Business Services • Our Commitment: to adhere to the proposed timeline, ensuring seamless delivery without compromise on quality.
We firmly believe in not only providing successful project completion but also offering valuable insights that could enhance your future document management practices. Rest assured, we aim to provide a closing experience that is as smooth and efficient as every other step in our work plan.
Our strategy commences with an onsite assessment, The initial aspect of our project's inception consists of a comprehensive briefing with The City of Banning. This step is essential for our mutual comprehension and alignment regarding the project's objectives, deliverables, and schedule. We conduct an in-depth analysis of your requirements and the scope of the project in order to formulate a strategic plan that suits your needs the most effectively.
During the orientation, we will acquire a thorough understanding of the current condition of your physical documents and identify potential obstacles that may arise during the course of the project. In addition, our team will familiarize itself with the operating environment, security protocols, and any task-specific operational procedures.
Following the initial orientation, We firmly believe that routine and open communication can streamline operations and nurture a prosperous partnership. Throughout the duration of the project, our project manager and BPO Production Manager will maintain regular, scheduled communication with your team.
UBEO utilizes Smartsheet for our projects providing client complete visibility of project status, milestones, tasks, time projections and more. UBEO will customize per The City of Banning goals.
In addition, your UBEO team will provide the below:
• Biweekly Updates: A detailed email will be sent to keep you abreast of the steps scheduled for the following weeks as well as the progress made during the previous weeks. This will encompass all aspects of the project, including document preparation, scanning, quality assurance, optical character recognition, migration, and other tasks according to the project schedule. • Scheduled Meetings: The purpose of these meetings is to review progress, provide updates, resolve any issues, and plan the next steps. Daily, weekly, or biweekly meetings can be scheduled according to your specifications.
EXHIBIT "A" Exhibit "A" - 4
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 388 571
Prepared exclusively for City of Banning by UBEO Business Services • Meeting Minutes: Following each meeting, we will provide a concise yet thorough summary of what was discussed, decisions made, and next steps. This ensures that everyone is on the same page and can refer back to key points as necessary.
• Methodology Updates: As we progress through the project, we may identify areas where adjustments to the methodology could improve results. These modifications will be extensively discussed with you and implemented only with your approval. • Dashboard Access: We will build a customized Dashboard in Smartsheet that will allow you to easily request files, see project updates, meeting minute notes, and more. This dashboard will also show the current progress of the past milestones, and how much has been processed to help keep you (the client) on budget!
Our ultimate goal is to ensure that our operations are transparent and to maintain your participation and contentment throughout the duration of the project. We believe this level of communication is crucial for delivering a project that not only meets, but exceeds, your expectations.
To ensure the successful Digital Transformation, a well-defined team structure is essential. The recommended team structure will include both City of Banning personnel and UBEO Business Services staff, each with clearly defined roles and responsibilities. This collaborative approach will ensure all aspects of the project are effectively managed and executed.
Recommended Team Structure
1. Project Steering Committee
Role: Provide overall project governance, strategic direction, and decision-making authority.
Members:
• City of Banning Representatives:
o Senior Executive Sponsor (e.g., CIO or Department Head) o Senior Department Managers
• UBEO Business Services Representatives:
o Senior Project Manager
o BPO Manager
o BPO Facilities Director
o ECM Manager
Responsibilities:
• Approve project scope, objectives, and key deliverables • Monitor project progress and resolve high-level issues • Ensure alignment with City and UBEO strategic goals
EXHIBIT "A" Exhibit "A" - 5
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 389 572
Prepared exclusively for City of Banning by UBEO Business Services
2. Project Management Team
Role: Oversee day-to-day project activities, coordinate between teams, and ensure project milestones are met.
Members:
• City of Banning:
o Project Manager
o Assistant Project Manager or Project Coordinator
• UBEO Business Services:
o BPO Manager
o Project Manager
Responsibilities:
• Develop and maintain project plans and schedules
• Coordinate resources and tasks
• Manage project risks and issues
• Communicate project status to stakeholders
3. Technical Implementation Team
Role: Handle the technical aspects of Laserfiche Briefcase Import and Quickfields session, including system configuration, integration, and testing.
Members:
• City of Banning:
o IT Infrastructure Specialist
o Database Administrator
o Security Analyst
• UBEO Business Services:
o Project Manager
o Laserfiche Solution Architect
o Technical Support Specialist
Responsibilities:
• Configure and import
EXHIBIT "A" Exhibit "A" - 6
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 390 573
Prepared exclusively for City of Banning by UBEO Business Services • Integrate with existing City systems
• Ensure data migration accuracy and completeness
• Implement security measures and protocols
2.5 IV.F Document Indexing and Quick Fields
A. All records shall be named and indexed according to conventions determined by the City. Fields may change based on the document type.
B. Consultant shall be required to structure the indexes in a text file to meet Laserfiche import format.
C. The City shall provide detailed instructions for each project.
D. Consultant shall implement “Quick Fields” application allowing for automatic entering of indexed fields which follow electronic document management system templates in Laserfiche.
1. For Example.
1. Naming Scheme (Indexing)
1. Folder Tab/Name
2. If not folder, Document/Binder title or Type.
2. Plan Set Naming Scheme (Indexing) On Tag
1. Project Name
2. Most Recent Date
E. The Consultant will produce a Pilot or sample to each Department to insure Indexing (Folder Structure & File Naming) for process approval from City of Banning prior to producing entire collection UBEO Understands and Agrees.
Classification
This step is crucial for our shared understanding and agreement on the project's goals, outcomes, and timeline. Preparation Classification (Identification) and Sorting of Documents, The next step involves classifying, prioritizing, and categorizing documents to be scanned. This procedure guarantees the efficiency of the digitization process and facilitates navigation of the digital archive.
We will create a well-defined, mutually-agreed-upon sorting and pick-up strategy for your documents that is compatible with organizational schedules, deliveries, and parking. This collaborative procedure will ensure precision and facilitate a more seamless system integration. By involving all relevant parties in the review and approval of the classification and categorizing strategy, we ensure consensus on the project.
UBEO Business Services recommends classifying at the file level or entire box level.
1. Standardized Formatting Guidelines:
• We will develop comprehensive formatting guidelines to ensure consistency across all digitized documents. This includes specifications for file format, resolution, and any other relevant parameters to maintain uniformity and readability.
2. File Naming Conventions:
• Our team will work with the City of Banning to establish clear and intuitive file naming conventions to facilitate easy identification and retrieval of documents. This may include EXHIBIT "A" Exhibit "A" - 7
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 391 574
Prepared exclusively for City of Banning by UBEO Business Services incorporating relevant metadata such as project name, document type, date, and other identifying information into the file names.
3. Indexing Workflow Process:
• We will establish a structured indexing workflow process that outlines the steps involved in categorizing and tagging digitized documents.
4. Utilization of Data Tables and Lists:
• Our team will leverage data tables and lists to create a standardized set of indexing criteria.
This may include tables for project names, document types, permit numbers, and other relevant metadata. By utilizing pre-defined lists, we can ensure accuracy and uniformity in indexing across all documents.
5. Quality Assurance and Validation:
• To maintain data integrity and accuracy, we will implement quality assurance measures to validate indexed information against the master database. Any discrepancies or inconsistencies will be promptly addressed and resolved to ensure the reliability of the indexed data.
6. Automatic Capture and Indexing:
• We will deploy advanced document capture technologies, such as Optical Character Recognition (OCR) and Intelligent Document Recognition (IDR), to automatically extract ‘clear handwritten text’ and metadata from digitized documents. This automated process ensures efficient and accurate indexing of documents without manual intervention. • Metadata extracted through automatic capture will be used to populate indexing fields, including project names, document types, dates, and other relevant information. This streamlined approach minimizes the need for manual data entry and reduces the risk of human error.
• Our team will configure the document capture system to recognize and classify documents based on predefined rules and templates. This ensures consistent and standardized indexing across all digitized documents, enhancing searchability and retrieval efficiency.
Physical Preparation
Once an identification strategy has been agreed upon, we move on to the physical preparation of documents. This phase entails preparing the physical documents for scanning by removing physical obstructions such as staples, bindings, paper clips, and other impediments.
Our team manages this process meticulously, preserving the original documents' integrity while preparing them for digitization. Aged or fragile documents will be handled with special care to prevent damage. This preparation guarantees a smooth scanning process, enabling the production of digital copies that are of high quality, clear, and readable.
The physical preparation phase is a meticulous procedure that sets the stage for a successful digitizing process and lays the groundwork for a seamless transition from paper-based documents to an entirely digital archive.
EXHIBIT "A" Exhibit "A" - 8
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 392 575
Prepared exclusively for City of Banning by UBEO Business Services UBEO Production centers are supervised by onsite BPO Production Managers that monitor every step of the process. Our facilities are equipped to meet all security requirements and compliance. • Document Inspection: The first step of the procedure involves a comprehensive examination of all documents. This will assist us in comprehending their current condition and identifying any potential obstacles that may arise during the scanning procedure. • Poor Original Image Quality: These documents will be noted and a disclaimer cover page indicating poor original quality will be included with the scan.
• Removal of Bindings: To prepare the documents for the scanning procedure, all staples, bindings (Velo), paper clips, coil binders, fold-over tab binders and other physical attachments will be removed.
• Sticky Notes: Attached sticky notes will be meticulously removed, reapplied to the back of the respective documents, or placed on a new sheet of paper. This ensures that no original text is obscured during the digitizing process.
• Folder Preparation: On the Manila folders, any notes or essential information can be preserved. If necessary, the team can remove the folder dividers and any accompanying notes to ensure that this information is captured during scanning. We can cut the folders to ensure they’re scanned with the entire process.
• Flattening Content: Curled (dog ears) or crumpled pages will be carefully flattened in order to assure high-quality scanning.
• Document Repair, “Non – Reflective Tape”: Damaged documents, including shredded pages, will be repaired to an extent to ensure the digital copy maintains the document's integrity. • Special Treatment for Fragile Documents: Older, delicate, or fragile documents will be handled with special care to prevent further harm during the preparation and scanning process. Our team will mark these contents separately, to ensure we use them on a scanner that is gentler with fragile work. • Box Monitoring: Each document or document collection will be monitored to ensure that no documents are misplaced or lost during the preparation process. This monitoring will happen throughout the project.
*If a record file contains no pages, we will add a disclaimer cover page and notify the city.
2.6 IV.D Document Imaging (Scanning) Specifications
1. The City’s originals are NOT to be altered in any way. All images are to be representative of the original records.
2. Blank pages (with no text or image) are to be eliminated.
3. Black borders shall be removed.
4. Scan all documents at a minimum of 600 dpi with Auto-Color PDF images (only) for all departments. Each document, binder or file will be output as a multipage PDF.
5. Images shall be de-skewed to the best possible alignment and auto-rotated (in readable format) in Laserfiche.
6. Images are to be de-speckled to the degree that will afford improved readability but not erase characters.
7. File size from finished multi-page images shall not exceed 25 megabytes. Should multi-page file exceed the 25-megabyte limit, file shall be divided into smaller components.
1. Blueprints/plans can exceed this size limit since we want to maintain the document's quality. Other documents may be tagged that will override the 25 megabytes limit. The EXHIBIT "A" Exhibit "A" - 9
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 393 576
Prepared exclusively for City of Banning by UBEO Business Services department rep will indicate which documents will exceed this requirement during the project.
8. Quality inspection of documents shall occur at the time of scanning.
9. Illegible images shall be rescanned by the Consultant at no charge so that the document is as legible as the original.
UBEO Understands.
Scanning and Digital Conversion
After the document preparation phase is complete, our highly trained team members will load the prepared documents into our cutting-edge production scanners. To ensure the acquisition of high-quality, clean images, our staff have received extensive training in the maintenance and cleaning of scanners, as well as the detection of potential scan lines. We use a combination of automated software and manual inspections to ensure that each page is accurately and thoroughly captured. All pages will be scanned in, and in the end merged to a multi-page document in a tiff, pdf, or a preferred format per the City of Banning.
We comply with industry standards by scanning all documents at a resolution of 300 dpi and in accordance with standards set by the American National Standards Institute (ANSI) and Association for Information and Image Management (AIIM). Per the City of Banning all documents will be scanned at 600 dpi. This, combined with our optimized gamma, brightness, and contrast settings, produces a black-andwhite output that is crisp and readily readable. To ensure efficient storage of older content, we recommend keeping photographs in black and white for archival documents and infrequently accessed files. However, we can modify this dependent on the needs of the client.
Special Document Handling (Large Format, Fragile Items, etc.), For large format or fragile documents, we handle them with extra caution and utilize specialized scanning equipment to guarantee that they are digitized accurately. Depending on the condition and quantity of each special document, the optimal digitization method is determined. In certain instances, this may entail scanning on a flatbed scanner.
Wide format (large format) contents will be scanned on a specialized scanner with sensors made to handle the larger content.
Optimized Configuration and Quality Assurance, we employ border removal and deskewing techniques to ensure that the scanned image is as accurate to the original as possible and to improve the effectiveness of the Optical Character Recognition (OCR) process further down the line. Our scanners are endowed with double-feed detection technology to ensure that no content is lost when scanning in duplex mode. In addition, we use technology to eliminate any blank pages, followed by a manual (human) check to ensure that no content has been omitted inadvertently. UBEO will keep a log of items that do not produce OCR text and inform the City of Banning upon discovery.
Post-Scanning Quality Verifications, after each page of a document has been digitized, our specialized QA team examines each page. Our scanning team conducts a preliminary check during the scanning process.
During this post-scan QA step, we take a more thorough evaluation to ensure that no discrepancies were overlooked.
UBEO will work with The City's Information Technology Department Staff to understand their preferred methods of data transfer to the Laserfiche EDMS.We will comply with the City's security and compatibility standards and configure the chosen delivery method outlined in the RFP which requires a hard drive for each department.
EXHIBIT "A" Exhibit "A" - 10
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 394 577
Prepared exclusively for City of Banning by UBEO Business Services
2.7 IV.H Quality Control
1. Consultant shall ensure digital entries accurately match the scanned hardcopy record at the time of scanning and ensure the appropriate references are in place.
Consultant shall provide ongoing quality assurance/quality control (QC/QA) and review of records indexed.
2. The City desires the option to destroy some or all original documents scanned, thus the quality of scanned documents and diligence of quality control must be superior. Consultant will provide ongoing quality assurance/quality control (QC/QA) review of records scanned.
UBEO Understands.
UBEO also offers secure document destruction services, which include a certificate of completion to ensure proper documentation and compliance.
The QA staff executes the following tasks:
• Thorough Page Review: Examine each digitized document page by page to ensure there are no errors and omissions and that all documents were scanned appropriately. • Blank Page Verification: During the scanning process, technology is used to automatically eliminate any vacant pages. To ensure that no content is omitted inadvertently, our QA team examines all removed "blank" pages. If significant content is discovered, these pages are added back to the digital file.
• Legibility Checks: Ensure the legibility of each scanned document by looking for text that is obscured by sticky notes, creases, or other physical damage. Our team will address these issues to improve readability.
• Resolution and Quality Checks: Each image undergoes checks for resolution, clarity, skew correction, and elimination of borders to ensure that the digital version is an accurate representation of the original.
• Process of Verification and Validation: Our quality assurance procedure concludes with the verification and validation of the digitized documents. This includes randomly comparing the digital files to the original documents to ensure the digitization process was accurate and thorough. This rigorous verification and validation procedure ensures a near-zero error rate, delivering digitized documents that are accurate representations of their original counterparts. • Validation for Errors and Omissions: After completing the process of quality assurance, we move on to data entry and indexing. In accordance with your specific requirements and instructions, our data entry team enters the necessary data into the document management system. This data could include that we agree on at a later time. This data can be the folder names, box name, and other pertinent information to help with easy file retrieval.
To ensure the accuracy of this crucial stage, another team member cross-checks the data entered against the original document, fostering a culture of accountability and precision. This system further ensures that EXHIBIT "A" Exhibit "A" - 11
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 395 578
Prepared exclusively for City of Banning by UBEO Business Services our data entry process has a near-zero error rate. Once the indexing is completed, a supervisor verifies the data entered and checks it for quality issues, spelling mistakes, and performs a final quality check.
2.8 IV.E Optical Character Recognition (OCR)
A. All text records must be OCR’d and the OCR files delivered with the images. The OCR is to be delivered with a native within the image.
UBEO Understands.
• OCR Process Review: After the document images have been scanned, indexed, and subjected to our stringent quality assurance procedure, Optical Character Recognition (OCR) is performed.
OCR is a powerful technology that converts various document formats, such as scanned paper documents, PDF files, and digital camera images, into searchable data. Our procedure begins by applying advanced OCR software to scanned images. This software identifies and converts the text within each document into digital text. It effectively "reads" the text from the image and converts it into text data that can be searched. Our technology also attempts ICR (Intelligent Character Reading) to try and decipher human handwriting. For clear human handwriting it will be available to be searched.
• Quality Control for OCR Output: To guarantee the accuracy of our OCR output, each document undergoes an additional level of quality assurance. Our devoted staff compares the OCR output to the original image in order to identify and remedy any discrepancies. This assures a high level of precision in the text data output, making the documents fully searchable and significantly more useful than static images.
• Overcoming OCR Challenges: OCR is a powerful instrument, but it is not without its difficulties.
Poor-quality originals, intricate page layouts, messy handwriting, and uncommon fonts can result in less-than-perfect OCR results. However, we constantly train and retrain our OCR software, and work with OCR vendors to improve results. We’re confident we have the best OCR technology on the market at this time.
In addition, we are dedicated to the ongoing enhancement of our OCR capabilities, routinely updating our software, and training our staff in the most recent OCR techniques. This ongoing commitment enables us to deliver consistently high-quality results, regardless of the task's complexity.
2.9 IV.G Importing of Data
(1) The scanned pdf images and a text file which will include the index values will be delivered on a hard drive for each department.
(2) The index values must be formatted to successfully import into Laserfiche.
EXHIBIT "A" Exhibit "A" - 12
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 396 579
Prepared exclusively for City of Banning by UBEO Business Services UBEO Understands.
UBEO is a Laserfiche Platinum VAR with 26 years of experience.
2.10 Preparation for Migration
Preparing the scanned, indexed, and OCR-processed data for transmission is the initial step in the migration process. Our team meticulously organizes all files and documents in accordance with the client’s existing Laserfiche file structures or a structure proposed to meet the client's requirements.
Our software migration procedure begins with a thorough examination of the associated metadata for each document. This metadata, gathered during the scanning and indexing phases, is utilized to structure and organize digital files in accordance with system requirements.
After the files have been structured, our software generates a highly compatible file format that can be easily imported. This expedites the migration process and reduces the likelihood of errors or compatibility issues.
1. Selection of Test Documents:
• We will collaborate with the City to select a representative sample of documents for inclusion in the test set for each department per the City of Banning. These documents will encompass a variety of types, formats, and content to adequately assess the digitization process's performance across different scenarios.
2. Scanning and Indexing Process:
• The selected test documents will undergo scanning using the designated equipment and settings. Concurrently, metadata indexing will be applied based on predefined criteria to simulate the full production process.
EXHIBIT "A" Exhibit "A" - 13
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 397 580
Prepared exclusively for City of Banning by UBEO Business Services
3. Validation of Search and Retrieval:
• The test sets will be uploaded into a testing environment, where functionality such as search, and retrieval will be evaluated. This ensures that users can effectively locate, and access documents based on indexed metadata, validating the searchability and usability of the digitized content.
4. Feedback and Iteration:
• Feedback will be solicited from stakeholders, including City personnel and IT staff, regarding their experience with the test sets and any areas for improvement identified.
Based on this feedback, iterative refinements to the digitization process will be implemented as necessary.
2.11 Validation, Post-Migration
After the migration is complete, we undertake a post-migration validation to ensure that all documents were transferred accurately and are indexed correctly in the new system. This requires a thorough comparison of the transferred files to the original document inventory. To ensure the integrity and exhaustiveness of your digital archives, all discrepancies are resolved expeditiously.
2.12 Resolution Steps and Responsiveness
UBEO acknowledges that in every project, issues and challenges may arise. Responsiveness and efficiency in addressing these issues are crucial to project success. Here are our outlined resolution steps:
2.13 Regular Communication and Project Meetings
Proactive communication is a key component of our project management approach. Our Project Manager and the BPO Production Manager will maintain regular communication with the designated point of contact at the City of Banning.
In addition to formal project meetings, we will ensure a constant line of communication for any immediate concerns, questions, or suggestions. This communication will take place through various means such as email, phone calls, or instant messaging, as per the preference of the City of Banning. The aim is to ensure that the client is always aware of the project's status and any developments. By promoting an open and proactive communication environment, we aim to foster a collaborative relationship that aids in the project's successful execution.
2.14 IV.K Damage To Records
1. Any damage to City records, or other issues, irregularities, difficulties, or challenges shall be reported immediately in writing, via email.
UBEO Understands.
2.15 Issue Identification, Reporting, and Responsiveness EXHIBIT "A" Exhibit "A" - 14
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 398 581
Prepared exclusively for City of Banning by UBEO Business Services In the event of any issues during scanning, indexing, OCR, or data migration, our team has a robust system for issue identification and reporting.
Issue Identification: Our quality assurance process is designed to catch any issues promptly, and our project team is trained to be attentive to any potential problems that might affect the quality of the work or the project timeline. Issues can be technical, related to document quality, or involve challenges with data migration.
Issue Reporting: Once identified, issues will be immediately documented. The report will include a detailed description of the issue, the time it was identified, its current and potential impact on the project, and any immediate action taken. Per the City of Banning this communication will be sent in writing via email to City contact.
Responsiveness: We prioritize prompt responsiveness in our approach. Once an issue is identified and reported, our team will begin working on its resolution immediately. This commitment to responsiveness minimizes the potential for any delays or quality concerns, maintaining the integrity and timeline of the project.
2.16 Corrective Action and Resolution
Once an issue is reported, we initiate our corrective action process. This process is designed to not only address the immediate concern/issue but also to prevent similar issues from occurring in the future. Our team, including the project manager, technical specialists, and quality assurance personnel, will collaboratively work on issue resolution. The corrective action might include modifying scanning or indexing procedures, adjusting OCR settings, or revising migration scripts. The resolution's details, including the actions taken and their results, will be documented and communicated to the City of Banning.
2.17 Client Feedback and Iterative Adjustments
We highly value client feedback and consider it crucial for the project's success. The iterative nature of our work plan allows us to implement any changes or improvements based on the client's feedback at each milestone. Once a milestone is reached and the deliverables are submitted to the City of Banning, we will seek their feedback. This feedback will then be reviewed and incorporated into the upcoming iterations. This iterative adjustment process ensures that the final deliverables meet the City of Banning's expectations to the fullest extent.
2.18 Escalation Process
Despite all preventive measures and corrective actions, some issues may require higher-level intervention.
For such situations, we have an escalation process in place. If an issue can't be resolved at the project level or if it has substantial potential implications for the project, it will be escalated to our senior management team. The escalation process ensures that critical issues receive the necessary attention and resources for their resolution. In addition, they will have the option to escalate issues directly to our senior management if they feel that it's necessary.
2.19 IV.B Reassemble Records After Scanning
1. All documents shall be returned to the original box, container, file, etc. in which they were received.
2. Plans shall be re-rolled unless instructed otherwise by the City.
EXHIBIT "A" Exhibit "A" - 15
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 399 582
Prepared exclusively for City of Banning by UBEO Business Services
3. Consultant will not have to rebind materials (no re-staple, no rebinding, no reclipping) unless instructed otherwise by the City. The City expects that the documents will be returned nearly in the same files folders as received.
2.20 IV.L Document Return
1. Consultant shall return all scanned boxes of paper and plans.
UBEO Understands.
After the backfile scanning process is complete, our team at UBEO Business Services will meticulously reassemble all the original physical documents. This process involves a number of crucial steps, which are detailed below:
• Document Reassembly:
Documents disassembled for digitization will be meticulously reassembled in their original order.
Plans received in a rolled format will be returned in the same manner unless the City specifies otherwise. This process ensures the preservation of the original file order, facilitating easier access for district personnel to locate specific information.
• Quality Assurance: reassembly, we will implement a thorough quality assurance process to verify the accuracy and completeness of the reassembled documents. This comprehensive quality check will ensure that all documents have been correctly reassembled, with no documents missing or improperly filed. Our meticulous approach guarantees the integrity and reliability of your document management system, providing you with confidence in the precision and organization of your records.
• Secure Transportation:
Our transportation process ensures the utmost security and care for your documents. Utilizing secure, climate-controlled vehicles, we will transport the securely packaged and reassembled documents back to the City’s designated location. This approach ensures that the documents are maintained in excellent condition during transit, preserving both their integrity and confidentiality. • Verification: Upon delivery, our team will facilitate a meticulous verification process. This involves comparing the returned documents against the initial inventory list to ensure that every document is accounted for and in the expected condition. To maintain the highest standards of security and accountability, we employ a robust chain of custody protocol. This protocol meticulously tracks the movement and handling of documents from the moment they leave your possession until their return. By doing so, we guarantee the integrity and security of your documents throughout the entire process.
• Meticulous Measures for Document Integrity: By implementing these meticulous measures, UBEO Business Services ensures that the City’s physical documents will remain organized and easily accessible throughout the entire backfile digitization project. This comprehensive approach safeguards the integrity of your valuable records, maintaining their accuracy and reliability from start to finish.
• Content Storage and Management: We will securely store your content in our warehouse for 45 days following each iteration of the project. Should the City prefer an alternative schedule, we are more than willing to accommodate your needs. Upon your acceptance of the delivered iteration, we will promptly seek your approval to return the contents to your facility.
EXHIBIT "A" Exhibit "A" - 16
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 400 583
Prepared exclusively for City of Banning by UBEO Business Services In addition to storage and delivery services, UBEO offers secure document destruction services, complete with a certificate of completion to ensure proper documentation and compliance with all relevant regulations.
We are committed not only to delivering a successful project completion but also to offering valuable insights to enhance your future document management practices. You can be assured that our goal is to provide a closing experience that is as smooth and efficient as every other step in our work plan.
2.21 IV.M Final Inspection and Acceptance
1. Based on the specifications described in this document, the City will make the final inspection of scanned images once imported.
2. Inspection is to be completed within 90 days of receipt of images.
3. Acceptance will be achieved when the inspection is completed, and the Consultant made all corrections, if necessary.
4. 10% of contract total will be withheld until all corrections are made and the City accepts the work.
5. Proponent invoices shall denote the number of scanned pages being billed for the current invoice as well as the total number of pages billed to date.
UBEO Understands and agrees to the final inspection and acceptance terms outlined by the City of Banning.
We will ensure that all scanned images are thoroughly reviewed, and any necessary corrections are promptly addressed to meet the City's specifications. We understand that the City will complete the inspection within 90 days of receipt of the images and that acceptance will be granted upon satisfactory completion of this inspection.
We also understand the terms regarding the 10% contract retention until all corrections are made and the work is accepted by the City. Our invoices will clearly denote the number of scanned pages being billed for the current invoice as well as the total number of pages billed to date, in compliance with the City's requirements.
3 V.B Proposal (B.) Company Information
We aim to clearly convey that UBEO is the premier strategic partner to support the City of Banning’s mission through this RFP for Document Scanning Services.
With 68 years of experience in the industry, UBEO has established a proven track record of excellence in customer service. Our longstanding history and commitment to quality make us uniquely qualified to meet and exceed the City’s expectations for this project.
We look forward to the opportunity to demonstrate our expertise and dedication to your success.
EXHIBIT "A" Exhibit "A" - 17
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 401 584
Prepared exclusively for City of Banning by UBEO Business Services UBEO Leadership and Size
Local UBEO office for The City of Banning: 5855 Rickenbacker Rd., Commerce, CA 90040 Website: https://www.ubeo.com/
UBEO has also invested in the development of industry leading technology support. UBEO ProIT specializes in supporting technology solutions for our clients. This expertise allows UBEO to blend a complete suite of best-in-class technology solutions in the following areas.
Year Founded: 1956
# of locations in the U.S: 56
# of employees: 1,200+
Annual Revenue: $400 million
EXHIBIT "A" Exhibit "A" - 18
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 402 585
Prepared exclusively for City of Banning by UBEO Business Services ✓ Document Scanning, Digital Imaging and
Conversion Services
✓ Enterprise Document Management
✓ Print Management and Advanced Scanning
Software Solutions
✓ Multi-Function Devices
✓ Managed Print Services ✓ Wide Format and Specialty Print Solutions
✓ Production Print Solutions ✓ Integrated Fax Server Solutions ✓ Business Process Outsourcing ✓ On-Site Managed Workplace Services
4 V.B Proposal (C.) Company Personnel
o This section shall contain names, contact numbers and description of experience, including licenses and/or certifications, of all key personnel who would be assigned to perform the Services.
Members of the Company’s professional team (managers, contact person, etc.) should be identified by name, title, phone number, and description of the portion of work they will be assigned to perform under this Agreement. Also include major subcontractors (if any) and their degree of involvement in this program. If the Company is including any subcontractors, the Company shall identify how long the Company has worked with the subcontractor. o An affirmative statement should be included that the proposer and all assigned key professional staff are properly licensed to practice in California.
UBEO Understands and agrees all assigned key professional staff are properly licensed to practice in California.
Key Personnel
UBEO Business Services takes great pride in its team of devoted professionals who are at the vanguard of providing our clients with exceptional service. Our project team, which specializes in document management and business process outsourcing, is comprised of seasoned industry professionals who are outfitted to comprehend and meet your specific needs.
Our team offers comprehensive solutions by combining practical experience, in-depth industry knowledge, and technical expertise. From Project Managers with PMP certification to our BPO Manager with a business doctorate and a Government Archives and Records Administration (GARA) certification, our entire team is trained to prioritize client satisfaction and deliver superior results.
In the following section, we will describe the roles, qualifications, and experiences of our essential team leaders. This will provide a clear comprehension of the team dedicated to the successful completion of your digitization project.
• Nick Sabatini – Vice President Managed Services
o Decorated career in Business Outsourcing and Conversion Services. o Very involved executive who checks in on all clients and projects actively. o Oversees all Conversion Services, Onsite, Mailroom and other outsourced projects and clients. • Kristen Sparkes – Business Process Outsourcing Manager o Decorated project manager for Conversion Services projects.
EXHIBIT "A" Exhibit "A" - 19
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 403 586
Prepared exclusively for City of Banning by UBEO Business Services o Extensive experience customer service, project management & working with clients to fully understand scope & deliver client needs in the ever-changing modern world of data. • Lance White – Business Process Outsourcing Operations Manager o Decorated career spanning 30+ years in document management and Conversion Services. o Vast experience with enterprise and government accounts. *Additional team resources will be assigned when the project is allocated. 5 V.B Proposal (E.) Experience and References
UBEO fully understands the requirements outlined in your RFP. Based on the information provided, our response will demonstrate UBEO’s capability to deliver the desired scope of services effectively.
Additionally, we will share industry best practices with the City to help identify and address potential challenges, ensuring the most cost-effective solutions.
Our executive summary outlines our comprehensive approach to this digital transformation project, focusing on three core pillars: accuracy, security, and accessibility of your essential data. We are committed to providing solutions that not only meet but exceed your expectations, ensuring a seamless and efficient transition to a more streamlined document management system.
EXHIBIT "A" Exhibit "A" - 20
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 404 587
Prepared exclusively for City of Banning by UBEO Business Services UBEO possesses extensive expertise and experience in handling highly sensitive and confidential information, including human resource files, plans, permits, financial records, and mission-critical documents. Our proven track record in managing such vital data ensures that we are well-equipped to meet the stringent requirements of the City of Banning.
We will develop and implement a comprehensive project plan tailored to ensure a smooth and efficient transition for the City of Banning’s Document Scanning project. This plan will encompass all aspects of the process, from initial assessment to final delivery, guaranteeing the highest standards of security, accuracy, and efficiency throughout the entire project lifecycle.
Additionally, we are including a case study that showcases our experience and expertise in digital transformation and scanning highly sensitive documents, further demonstrating our capability to handle this important project with the utmost professionalism and care. UBEO is committed to customer excellence and guarantees the best customer service, ensuring that your specific needs and expectations are not only met but exceeded.
EXHIBIT "A" Exhibit "A" - 21
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 405 588
Prepared exclusively for City of Banning by UBEO Business Services Customer Contra Costa County
Vertical Government
THE PROJECT
• Needed to convert all paper files to digital – (5.4 million images) ahead of moving to new county headquarters
• Needed to decide on an enterprise document management solution • Wanted a solution to improve the management of paper-based files • Looking to improve both the internal and external customer experience • Multiple locations throughout the county
• Provide a fully managed program for the internal county customers
THE HISTORY
• 44 locations in Contra Costa County
• UBEO Team:
• Account Executives -Martin Soares and Jamie Williams
• UBEO – Analyst & Specialist Team
• Nick Sabatini – VP, Managed Services
• They had current IT and Document Management support challenges due to headcount limitations.
• Moving to new facility with the goal of moving virtually paperless
LIMITATIONS
• Multiple locations throughout the county
• Confidential county council documents
• They were researching with three (3) other Service Providers • Limited expertise for an enterprise document management solution • Upon award and post implementation Covid 19 hit
• Business continuity
• Staff safety
APPROACH
• Introduced our team, methodology and approach.
• Discussed the UBEO Managed Services model which includes dedicated onsite UBEO Managed service personnel.
• Discussed our proven processes (discovery, design, transition, post support, documentation, and reporting and reviews)
• Performed a digital transformation and service assessment. • Created our Finding and Recommendations (FRD) Documented to collaborate on and presented our solution.
• Incorporated all three key aspects of the customer request. • File conversion from paper to digital on premise.
• Engineered enterprise LaserFiche solution.
• Incorporated SharePoint expertise
EXHIBIT "A" Exhibit "A" - 22
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 406 589
Prepared exclusively for City of Banning by UBEO Business Services
BENEFITS
• CCC IT leadership and UBEO collaborating on Managed Services and additional digital transformation opportunities:
• DoIT – Digital transformation services
✓ Document conversion
✓ Document management engineering
➢ Laserfiche
➢ SharePoint
✓ Cloud Migration
✓ Onsite managed services team performing document conversion services • UBEO Relationship management
➢ Account Management
➢ Technical Consulting
➢ Process Documentation
➢ SLA compliance reporting
➢ Technology and Services Road mapping
EXHIBIT "A" Exhibit "A" - 23
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 407 590
Prepared exclusively for City of Banning by UBEO Business Services
5.1 Company shall provide at least (3) references
1. Contra Costa County UBEO has been converting client records to digital for over 3 years.
Work Commenced in early 2020 and continues on project basis– 38K files and 5.2 million images. Ijeoma Chukwunyelu 925.6084051 [email protected] 30 Douglas Drive Martinez, CA 94553
2. Valley Transportation Authority – Human Resources, Accounting, Various Other Departments UBEO was awarded the RFP for Valley Transportation Authority. Work Commenced late 2022 and continues – 16.5K files & 2.7 million Images.
Jon Maier 408-321-7121 [email protected] , 3331 North First Street, San Jose, CA 95134.
3. Aaron Riechert Carpol & Riffle, APC UBEO has been converting client records to digital for over 2 years. Work Commenced late 2021 and continues – 10K files and 1.2 million images.
Jaedra McSweeney (650) 368-4662, ext. 103 [email protected] 333 Twin Dolphin Dr # 350, Redwood City, CA 94065
5.2 IV.J Schedule
1. The Consultant shall provide a project schedule indicating a timeline of activities to perform imaging services from start to finish.
2. City of Banning will assign a Point Of Contact(s) in coordination with the Consultant Project manager to insure timely feedback & authorization.
5.3 Example Detailed Project Schedule
Key Dates
As we will not be able to know the exact dates until the project formally kicks off. Here is an example schedule based upon the number of weeks. This is divided into multiple parts based upon the standard content per department in 171 boxes and the large format per department which consists of a combined estimate of 6,090 plans. These will be processed simultaneously. UBEO will complete the project within the agreed upon schedule with the City of Banning. This of course is adjustable, example broken down below.
EXAMPLE SCHEDULE: UBEO TO PROJECT PLAN BASED ON CITY OF BANNING TIMETABLE AND FLUCTUATION OF SERVICE NEEDS AND ASSOCIATED PRICE ADJUSTMENTS.
EXHIBIT "A" Exhibit "A" - 24
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 408 591
Prepared exclusively for City of Banning by UBEO Business Services Standard Content / Boxes
This content will be processed in UBEO Processing Center simultaneously for all departments. We will negotiate with the City of Banning on the processing speed and scale up or down from these points to the full capacity of UBEO’s processing center(s).
This is an example schedule that can be altered to City of Banning’s liking.
This content which consists of an estimated 171 Boxes will be processed in UBEO Processing Center. We will negotiate with the City of Banning on the processing speed and scale up or down from these points to the full capacity of UBEO’s processing center(s). This is an example schedule that can be altered to City of Banning’s liking.
• Week 1-2 (August 1st – 14th): Initial assessment of files, project kickoff meeting, and discussions with the client's staff.
• Week 3 (August 15th – 21st): A team from UBEO will arrive at the City of Banning and work on packing up all files carefully and safely. These boxes will be barcoded, given a basic inventory, and be prepared for the UBEO pickups.
• Week 4 (August 22nd – 28th): First pickup, UBEO Business Services to pick up all standard boxes.
EXHIBIT "A" Exhibit "A" - 25
Docusign Envelope ID: 57947A34-0831-4CC2-96C7-4B9F74EA5707 409 592