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