14-E
TO: Honorable Mayor and Members of the City Council
ATTENTION: Jeffrey L. Stewart, City Manager
FROM: Mayra Ochiqui, City Clerk
SUBJECT: Consideration and possible action to find all bidders to be non-responsive,reject all bids in response to proposals submitted for the City’s Request for Proposals (RFP) for document conversion and scanning services, and authorize the City Manager to issue a new Request for Proposals (RFP) No. CC-2023-01 for Document Conversion and Scanning Services.
DATE: February 13, 2023
EXECUTIVE SUMMARY
On November 16, 2022, staff released a Request for Proposals (RFP) No. CC-2022-01 for Document Conversion and Scanning Services, which sought proposals from qualified vendors to complete two large volume projects for the Public Works Department (Project A) and the Planning and Building Services Department (Project B), as well as ongoing Citywide document conversion and scanning services. After receiving three proposals and going through a review and rating process, staff is recommending that all bids be rejected and a new RFP be issued.
RECOMMENDATION TO CITY COUNCIL
1) Find all bidders to be non-responsive, reject all bids, direct staff to notify all bidders, and authorize the City Manager to issue RFP No. CC-2023-01; or
2) Alternatively, discuss and take other action related to this item.
FISCAL IMPACT
Preliminary estimated costs associated with the large volume projects are as follows:
Project A: Public Works Department - $80,000
Project B: Planning and Building Services Department - $40,000
The following funds are allocated in the Planning and Building Services budget for these services and necessary budget amendments will be presented at or after contract award:
Account No. 010-42022-4100 / Document Conversion-Planning / $4,000 Account No. 600-42022-4120 / Document Conversion-Building / $10,000
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Staff Report –Document Conversion and Scanning Services February 13, 2023
FISCAL IMPACT – Continued
The Public Works Department will use funds in the City Maintenance Yard Improvements Account No. 011-47260-9000, as the large volume project relates to the construction of new offices and the need for the space where the maps are currently stored. If additional funds are needed, then the Public Works Adminsitration Contract Services Acccount No. 010-42054-3000 will be used. Necessary budget amendments for Public Works will also be presented at or after contract award.
The estimated cost for Citywide ongoing scanning services is less definitive. Based on previous contracts for similar services for the Planning Department, we are estimating these costs to be $20,000 per year. If the RFP is authorized for release and a service provider selected, sufficient budget will be requested for ongoing services at the upcoming two-year budget cycle.
DISCUSSION
On November 16, 2022, staff released a Request for Proposals (RFP) No. CC-2022-01 for Document Conversion and Scanning Services, which sought proposals from qualified vendors to complete two large volume projects for the Public Works Department (Project A) and the Planning and Building Services Department (Project B), as well as ongoing Citywide document conversion and scanning services. On December 7, 2022, Addendum No. 1 was issued to require proposals include a sample USB or CD/Disk to ensure the Consultant is capable of providing receivables in a format that will automatically sort the indexed files into the City’s existing Laserfiche database when uploaded. On December 13, 2022, Addendum No. 2 was issued to clarify and replace “Exhibit B – Cost Proposal” in its entirety. The RFP was due and closed on December 16, 2022.
Three proposals were received from the following vendors:
ECS Imaging, Inc. (ECS)
Iron Mountain Information Management, LLC (Iron Mountain)
MSI CA, LLC (MSI)
After going through a review and rating process, staff is recommending that all bids be rejected and the City notify the vendors that submitted proposals. ECS’s proposal did not respond to the two addendums issued, and therefore deemed incomplete and unresponsive. Iron Mountain’s proposal included a variety of requested changes to the City’s standard agreement and insurance requirements and did not provide a successful Sample of Work Product requested in Addendum No. 1, and therefore deemed unresponsive. MSI’s proposal did not provide a successful Sample of Work Product requested in Addendum No. 1, and therefore deemed unresponsive.
Staff is requesting the City Council authorize the City Manager to release a new RFP for Document Conversion and Scanning Services.
ATTACHMENTS:
Notices to Reject all Bids………………………………………………………………….......3 RFP No. CC-2023-01 for Document Conversion and Scanning Services ……………....6 -2-
Sonny R. Santa Ines
Mayor
Raymond Y. Hamada
Mayor Pro Tem
Ray Dunton
Council Member
Dan Koops
Council Member
Victor A. Sanchez
Council Member
February 14, 2023
Ms. Laura Wayman
ECS Imaging, Inc.
5905 Brockton Ave.
Riverside, CA 92506
Re: Request for Proposals for Document Conversion and Scanning Services
Dear Ms. Wayman:
Thank you for submitting a proposal for the City of Bellflower’s Request for Proposals for Document Conversion and Scanning Services (RFP). After considering the proposals, the City has decided to reject all of the proposals and will not be recommending a contract be awarded at this time. The City may be issuing a new Request for Proposals in the future.
We thank you for your participation and we hope that you will continue to show interest in the City’s future projects. If you have any questions regarding this notification, you may contact me at (562) 804-1424, extension 2222.
Sincerely,
Mayra Ochiqui
City Clerk
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Sonny R. Santa Ines
Mayor
Raymond Y. Hamada
Mayor Pro Tem
Ray Dunton
Council Member
Dan Koops
Council Member
Victor A. Sanchez
Council Member
February 14, 2023
Mr. Stone
Iron Mountain Information Management, LLC
One Federal Street
Boston, MA 02110
Re: Request for Proposals for Document Conversion and Scanning Services
Dear Mr. Stone:
Thank you for submitting a proposal for the City of Bellflower’s Request for Proposals for Document Conversion and Scanning Services (RFP). After considering the proposals, the City has decided to reject all of the proposals and will not be recommending a contract be awarded at this time. The City may be issuing a new Request for Proposals in the future.
We thank you for your participation and we hope that you will continue to show interest in the City’s future projects. If you have any questions regarding this notification, you may contact me at (562) 804-1424, extension 2222.
Sincerely,
Mayra Ochiqui
City Clerk
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Sonny R. Santa Ines
Mayor
Raymond Y. Hamada
Mayor Pro Tem
Ray Dunton
Council Member
Dan Koops
Council Member
Victor A. Sanchez
Council Member
February 14, 2023
Ms. Stavropoulos
MSI CA, LLC
1550 S. Valley Vista Dr.
Diamond Bar, CA 91765
Re: Request for Proposals for Document Conversion and Scanning Services
Dear Ms. Stavropoulos:
Thank you for submitting a proposal for the City of Bellflower’s Request for Proposals for Document Conversion and Scanning Services (RFP). After considering the proposals, the City has decided to reject all of the proposals and will not be recommending a contract be awarded at this time. The City may be issuing a new Request for Proposals in the future.
We thank you for your participation and we hope that you will continue to show interest in the City’s future projects. If you have any questions regarding this notification, you may contact me at (562) 804-1424, extension 2222.
Sincerely,
Mayra Ochiqui
City Clerk
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REQUEST FOR PROPOSALS
NO. CC-2023-01
FOR DOCUMENT CONVERSION AND SCANNING SERVICES
RELEASED: FEBRUARY 14, 2023
SUBMITTALS DUE BY: 3:30 P.M., FEBRUARY 28, 2023
CITY OF BELLFLOWER
CITY CLERK’S OFFICE
16600 CIVIC CENTER DRIVE
BELLFLOWER, CA 90706
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REQUEST FOR PROPOSALS
Sealed proposals must be received before 3:30 p.m. on Tuesday, February 28, 2023, by the City Clerk’s Office for the City of Bellflower, 16600 Civic Center Dr., Bellflower, CA 90706 for document conversion and scanning services.
Parties interested in obtaining a Request for Proposals (RFP) package (at no cost) should contact the:
City Clerk’s Office
16600 Civic Center Drive
Bellflower, CA 90706
Or via telephone at (562) 804-1424, ext. 2220
Please refer to specifications for complete details and bid requirements. The specifications in this notice are a part of any contract awarded in accordance with this RFP.
Contact:
Mayra Ochiqui, City Clerk
(562) 804-1424, ext. 2222
[email protected]
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City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
CITY OF BELLFLOWER
REQUEST FOR PROPOSALS
PROPOSAL NO. CC-2023-01
PROPOSALS ARE DUE: NOT LATER THAN 3:30 PM Tuesday, February 28, 2023.
The City of Bellflower (City) invites sealed proposals for: document conversion and scanning services.
1. Return original of Proposal to:
City of Bellflower
City Clerk’s Office
16600 Civic Center Dr.
Bellflower, CA 90706
2. Proposer must honor proposal prices for sixty (60) days.
3. Proposals must include this Proposal form and be signed by the vendor's authorized representative.
4. Award of a contract will be made by the City Council based upon the criteria set forth in this Request for Proposals (RFP) and will be made based upon the best qualified proposer rather than lowest price.
PROPOSER TO READ
I have read, understood, and agree to the terms and conditions on all pages of this proposal. The undersigned agrees to furnish the commodity or service stipulated on this proposal as stated above.
__________________________ ________________________________ Company Address
____________________________ ________________________________ Name (Print) Signature
____________________________ ________________________________ Company Phone No. Title of Person Signing Bid
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City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
PROPOSAL INSTRUCTIONS
1. Submitting Proposals. (a) Proposals must include this form, in its entirety, in a sealed envelope with the wording “Proposal,” proposal number and closing date marked on the outside; (b) Proposals/corrections received after the closing time will not be opened. The City is not responsible for proposals not properly marked and delivered. Upon award, all submissions become a matter of public record.
2. Alternatives. Any changes or alternatives must be set forth in a letter attached to this proposal. The City has the option of accepting or rejecting any alternative proposal.
3. Currency. All references to dollar amounts in this solicitation and in vendor's response refer to United States currency.
4. Preparation. All proposals must be typed or written in black ink. Errors may be crossed out and corrected in ink, then initialed in ink by the person signing the proposal.
5. Rejection. The City may reject any or all proposals and waive irregularity in any proposal.
6. Default. In case of default by the vendor of any of the conditions of this proposal or contract resulting from this proposal, the vendor agrees that the City may procure the services from other sources and may deduct from the unpaid balance due the vendor, or collect against the bond or surety, or may invoice the vendor for excess costs so paid, and prices paid by the City will be considered the prevailing market price at the time such purchase is made.
7. Assignment. No assignment by the vendor of contract or any part hereof, or of funds to be received hereunder, is binding upon the City unless the City gave written consent before such assignment.
8. Sub-contractors. The Bidder must list any subcontractors that will be used, the work to be performed by them, and total number of hours or percentage of time they will spend on the project.
9. Indemnification. The extent of a successful contractor’s obligation to indemnify and defend the City is set forth in the sample contract attached to this RFP.
10. Bonds. When deemed necessary by the City, bid bonds must be furnished by all proposers in the amount of at least 10% of the bid to guarantee that proposers will enter into contract to furnish goods at prices stated. Likewise, a Performance Bond must be required of the successful proposer when stated in the specification (cash deposit, certified or cashier's check or money order may be substituted in lieu of either bond).
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City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
11. Insurance. This is a contract involving services and the City requires insurance.
Insurance must be primary insurance and must name the City of Bellflower as an additional insured. Proof of insurance in the following amounts must be provided prior to contract signing; liability in the amount of $2,000,000, automotive in the amount of $1,000,000, and worker’s compensation in accordance with California law. Specific insurance requirements are set forth in the sample contract.
BIDDERS MUST SIGN AND RETURN EXHIBIT A, INSURANCE
REQUIREMENTS, WITH THEIR PROPOSAL.
12. On-Site Inspection. Aside from the on-site inspection to be conducted during the mandatory pre-proposal meeting, prospective bidders may request to conduct a follow-up on-site inspection by providing at least 48-hrs advance notice to the City’s City Clerk.
13. Off-Site Inspection. During the RFP evaluation process, the City reserves the right to conduct an off-site inspection at the prospective bidder’s facility(ies) to inspect the facility and equipment to be utilized by the prospective bidder to scan the City’s documents.
14. Proposal Rejection. The City may reject the proposal of any proposer who previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the proposal of a proposer who is not in a position to perform such a contract satisfactorily. The City may reject the proposal of any proposer who is in default of the payment of taxes, licenses or other monies due to the City of Bellflower.
15. Contract Pricing. Except as otherwise provided, price proposals must remain consistent through the term of this contract.
16. Proposal Questions.
Questions should be forwarded on letterhead to:
City of Bellflower
Mayra Ochiqui, City Clerk
16600 Civic Center Dr.
Bellflower, CA 90706
[email protected]
The last day to submit questions regarding the RFP or to conduct follow-up site visits at the City’s facilities where the documents are stored will be the Friday before the proposals are due.
17. Signature Verification Form. BIDDERS MUST SIGN AND RETURN EXHIBIT B, SIGNATURE VERIFICATION FORM, WITH THEIR PROPOSAL.
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City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
CONTRACT SAMPLE
The successful bidder will be required to enter into the sample contract that is attached as Exhibit “E.”
STATEMENT OF WORK AND FORMAT
The City of Bellflower (City) requests proposals for the following purpose according to the terms and conditions attached. In the preparation of this Request for Proposals (RFP) the words "Bidder," "Contractor," “Vendor”, “Firm”, “Company”, and "Consultant" are used interchangeably.
1. Purpose: General services to provide document conversion and scanning services of various files in our jurisdiction for use in Laserfiche 10.3.0.457, or newer document imaging system and repository.
2. Proposal Schedule: Following is a tentative schedule of events:
Pre-Proposal Meeting / On-site Inspection
A pre-proposal meeting will be held on Wednesday, February 22, 2023 at Bellflower City Hall, 16600 Civic Center Drive, Bellflower, CA 90706.
10:00 a.m. – Bellflower City Hall, Planning Department, 16600 Civic Center Dr., Bellflower, CA 90706
10:30 a.m. – Public Works Yard, 9944 Flora Vista, Bellflower, CA 90706
Attendance at the meeting is mandatory. The meeting will include a walk-through to show prospective bidders the documents to be scanned. No submittal will be accepted from any bidders who fail to attend the pre-proposal meeting. With the exception of questions received at the pre-proposal meeting, all other questions must be submitted in writing via letter or e-mail to:
Mayra Ochiqui, City Clerk
16600 Civic Center Dr.
Bellflower, CA 90706
[email protected]
Proposal Requirements
Three copies of the proposal must be received by the City as set forth on the first page.
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City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
Evaluation of Proposals
The proposals will be reviewed by City staff during the week of March 6, 2023.
Proposals will be evaluated based on the following qualifications criteria:
Evaluation Factor %Weight
1. Contractor’s understanding of scope of work……………………………….…..15
2. Contractor’s approach to performing the tasks defined in the scope of work…………………………………………………………………..15
3. Capability of firm and key project personnel to handle the project in terms of workload, experience, and efficient staff utilization……....25
4. Meaningful experience providing document conversion and scanning services, including demonstrating successful completion of similar scanning services……………………………………………………………….....25
5. Cost………….………………………………………………………………………20
Total 100
Recommendation to City Council for Contract Award
Interviews of the highest qualified bidders, as determined by the City may be required. The successful contractor will be selected by the City Council based upon the qualifications criteria set forth above and the City’s sole discretion. The Council is under no obligation to contract with any applicant.
3. Introduction/Background: The City currently keeps paper copies of various City records, such as building permits, construction plans, planning permits, and large maps. The City currently struggles with the lack of physical storage space needed for the preservation and organization of these paper documents, which are required to be archived and readily accessible to City staff and the public for a specified period of time. Document sizes include, but are not limited to, 8 ½” x 11”, 8 ½” x 14”, 11 x 17”, 18” x 24”, 24” x 36”, 30” x 42”, 36” x 48”, and other odd-sizes.
Documents may be printed or handwritten text, both single/double-sided, folded, stapled, wrinkled, and faded. The City currently uses Laserfiche, Version
10.3.0.457 as its records database/repository.
4. Objective(s)/Work Products: The City intends to improve the accessibility of records utilized by staff for ease of access during the normal course of business, including the fulfillment of Public Records Act requests. By increasing the number of high-quality and fully-searchable digital images of documents in the City’s records database/repository, staff will increase productivity and efficiency for the agency and public benefit. Records vary in size, format, and paper, including, but not limited to, reports, forms, photographs, drawings, diagrams, charts, graphs, blueprints, maps, and plans. Services will be provided by Contractor on an as-needed and ongoing basis.
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City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
Additionally, there are two large scanning projects for the Planning and Building Services Department and the Public Works Department. These projects include a high volume of documents ready to be scanned:
Project A - Public Works: Construction Plans; approximately 5,000 files; average of 10 pages/plan set; scanned at file-level (one electronic file per paper file); and indexed per Project Name, Specifications No.: XX/XX-XX, and Date Completed: MM/DD/YYY.
Project B - Planning and Building Services: Building Permits, Planning Files, and Blueprints; approximately 68 boxes of records with an average of 15 files per Blueprint box, 60 files per Building Permit box, and 24 files per Planning box; scanned at file-level (one electronic file per paper file); and indexed by Address, Street Name, APN, and Case Number/Permit Number.
5. Work Statement: Contractor must be capable of providing the following services:
1) Coordinate with staff to pick-up documents from City Hall, 16600 Civic Center Drive, Bellflower, CA 90706 and performing all scanning services off-site.
2) Store all documents taken off-site in a safe and secure location in an environmentally controlled setting, in which weather, fire, or other potential risks will be avoided.
3) Prepare the documents for scanning; including disassembling (un-stapling), scanning, and reassembling (re-stapling) all documents in the manner and order in which they were received.
4) Scan all documents on a one-to-one scale in color, grayscale, or black and white, depending on the need, with a resolution of 300 dpi in a TIFF format compatible with Laserfiche, Version 10.3.0.457.
5) Create a searchable database and provide receivables via USB or CD/DVD using Laserfiche, Version 10.3.0.457, as the platform.
6) Index all scanned files using the City’s standardized nomenclature, as provided by staff.
7) OCR (Optical Character Recognition) all scanned files.
8) Ensure next working day delivery of any document(s) that is out for scanning services and requested by City staff.
9) Quality control of all scanned images to ensure quality and accuracy.
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City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
10) Deliver the USB or CD/DVD and hardcopy files to back to City Hall upon completion of each scan order.
11) Include an estimated cost of Additional Projects (as described in No. 4 above) and a fee schedule for scanning of newly created records (as needed, ongoing services).
12) Re-scan all necessary documents at no additional cost in the event of unsatisfactory work or errors.
13) Provide labor, equipment, tools, fuel, materials, insurance, bonds, supervision, and all other items needed to deliver exceptional document conversion and scanning services, acceptable to the City’s standards.
6. Required Qualifications: Digital scans must be compatible with Laserfiche Version 10.3.0.457 for purposes of importing data into the City’s existing records database/repository. Scanned images must be indexed per the City’s standard nomenclature, high-quality, quality checked, and OCR’d for full search capability.
7. Time Schedule:
The initial term of this Agreement will be for a period, ending December 31, 2024, with three one-year extensions at the City’s option.
Additional Projects. Additional scanning projects for the Public Works Department and Planning and Building Services Department, as described in No. 4 Objective(s)/Work Products above, are a priority and must be completed as follows:
Project A - Public Works: within three months of executing the Agreement; and Project B - Planning and Building Services: within six months of executing the Agreement.
8. Response Submittal Requirements.
(a) CONTENTS OF PROPOSAL
Submitted proposals must follow the format outlined below and all requested information must be supplied. Failure to submit proposals in the required format will result in elimination from proposal evaluation.
FORMAT
Each proposal must be submitted in two parts:
Part I must relate to the Technical Proposal
Part II must relate to the Cost Proposal
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City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
PART I - TECHNICAL PROPOSAL [Submit those with boxes checked below]
☒Cover Letter - Must include the name, address, and telephone number of the company, and be signed by the person or persons authorized to represent the firm.
☒Table of Contents - Clearly identify material contained in the proposal by section and page number.
☒Introduction - Contents to be determined by contractor.
☒Project Analysis - Provide an explanation and interpretation of the challenges identified in this RFP.
☒Objective, Scope, Nature of Proposed Program - Describe the overall approach to the challenges, including the objective and scope of work to be performed by the contractor
☒Work Program - Describe the work or tasks to be performed.
☒Methodology - Describe the methodology and techniques to be employed.
☒Project Management - Describe the proposed management structure, organization of contracting group, and facilities available.
☒Assigned Personnel - Identify the principals having primary responsibility for implementing the proposal. Discuss their professional and academic backgrounds.
Provide a summary of similar work they have previously performed. List the amount of time, on a continuous basis, that each principal will spend on this project.
Describe the responsibilities and capacity of the technical personnel involved.
Substitution of project manager and/or lead personnel will not be permitted without prior written approval of the City.
☒Schedule - List the proposed schedule of activities including labor hours.
☒Program Monitoring - Describe the quality control procedures to be utilized during the project to ensure conformance with the scope of work.
☒City Resources - Describe any City services and staff resources needed to supplement contractor activities to achieve identified objective(s). -15-
City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
☒Subcontractors - If subcontractors are to be used, identify each of them in the proposal. Describe the work to be performed by them and the number of hours or the percentage of time they will devote to the project. Provide a list of their assigned staff, their qualifications, relationship to project management, schedule, costs, and hourly rates.
☒Contractor Capability and References - Provide a summary of the firm's relevant background experience. Discuss the applicability of such experience to this RFP.
Include examples of projects completed for other similar agencies that are of a similar nature and a contact person for each of those clients.
☒Alternative Proposals - Provide statements of alternative proposals, if any, labeled "Alternative Proposal Number One, Alternative Proposal Number Two," etc. The format of each alternative proposal submitted may be abbreviated to address just the following:
a. Work Program
b. Methodology
c. Assigned Personnel
☒Conflict of Interest - Address possible conflicts of interest with other clients affected by actions performed by the firm on behalf of the City. Although the bidder will not be automatically disqualified by reason of work performed for other parties, the City reserves the right to consider the nature and extent of such work in evaluating the proposal.
☒Sample of Work Product – Include a sample USB or CD/Disk to determine if the Consultant is capable of providing receivables via USB or CD/DVD, using Laserfiche Version 10.3.0.457 as the platform, in a format that will automatically sort the indexed files into the City’s existing Laserfiche database when uploaded.
If the City elects to receive final scans in this format, it will be included in the Scope of Work in the Agreement. See below for a sample of the existing Laserfiche database file structure. Attached to this RFP are two “Test” documents (“Test Building Permit File” and “Test Planning Case File”) to be indexed as provided on each document and prepared on a USB or CD/DVD as stated above.
The Sample of Work Product must be included with the proposal.
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City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
PART II - COST PROPOSAL [Submit those with boxes checked below]
Name and Address: The Cost Proposal must list the name and complete address of the bidder in the upper, left-hand corner.
Cost Proposal:
☒The Cost/Price format for the proposal must be as outlined in the Exhibit C of the RFP.
☒Total cost must be clearly indicated in the Cost Proposal.
☒Costs must be itemized per the agreement for services.
☒Costs for the Additional Projects (as detailed in No. 4 Objective(s)/Work Products above) must be itemized separately from as-needed, ongoing services:
Project A: Public Works Department; and
Project B: Planning and Building Services Department.
Charges for supplies, equipment, travel, and subcontractors will be paid at cost. It is expected that general, overhead, and administrative costs are included in the hourly rate for labor. Bids submitted will be held to the total cost given in the response quote. It will be assumed that all contingencies and/or anticipated escalations are included. No additional funds will be paid above and beyond the original quote given by the selected bidder.
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City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
(b) PROPOSAL SUBMISSION
All proposals must be submitted according to specifications set forth in Section 8 (a) - Contents of Proposal and this section. Failure to adhere to these specifications may be cause for rejection of proposal.
I. Signature. An authorized representative of the bidder MUST sign all proposals.
II. Due Date. The proposer must submit THREE (3) complete copies of the proposal in a sealed envelope, plainly marked in the upper, left-hand corner with the name and address of the bidder and the words "Request for Proposals No. CC-2022-01 – Document Conversion and Scanning Services."
Late bids/proposals will not be accepted. Any correction or resubmission done by the proposer will not extend the submittal due date.
III. Addenda. City may modify the proposal and/or issue supplementary information or guidelines relating to the RFP during the proposal preparation period.
IV. Rejection. A proposal may be deemed nonresponsive and may be immediately rejected if:
- It is received at any time after the exact date and time set for receipt of proposals and/or;
- It is not prepared in the format prescribed and/or;
- It is signed by an individual not authorized to represent the firm.
V. Disposition of Proposals. The City reserves the right to reject any or all proposals. All responses become the property of the City. One copy of the proposal must be retained for City files. Additional copies and materials will be returned only if requested and at the bidder's expense.
VI. Proposal Changes. Once submitted, proposals, including the composition of the contracting team, cannot be altered without the prior written consent of the City. All proposals constitute an offer to the City and may not be withdrawn for a period of sixty (60) days after the last day to accept proposals.
Proposals will be evaluated on the following criteria:
1. Contractor’s understanding of scope of work.
2. Contractor’s approach to performing the tasks defined in the scope of work.
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City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
3. Capability of firm and key project personnel to handle the project in terms of workload, experience, and efficient staff utilization
4. Meaningful experience providing document conversion and scanning services, including demonstrating successful completion of similar scanning services.
5. Cost.
During the selection process, the evaluation panel may wish to interview bidders with scores above a natural break, for clarification purposes only. No new material will be permitted at this time.
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City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
EXHIBIT A
INSURANCE REQUIREMENTS
[MUST BE SUBMITTED WITH PROJECT PROPOSAL]
To be awarded this contract, the successful bidder must procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below:
Type of Insurance Limits
Commercial general liability: $2,000,000
Professional liability $1,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
Commercial general liability insurance must meet or exceed the requirements of the most recent ISO-CGL Form Number. The amount of insurance set forth above must be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies must be endorsed to name the City, its officials, and employees as “additional insureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by the City will be excess thereto. Such insurance must be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to the City.
Professional liability coverage must be on an “occurrence basis” if such coverage is available, or on a “claims made” basis if not available. When coverage is provided on a “claims made basis,” the Consultant must continue to maintain the insurance in effect for a period of three (3) years after this Agreement expires or is terminated (“extended insurance”). Such extended insurance must have the same coverage and limits as the policy that was in effect during the term of this Agreement, and cover the Consultant for all claims made by the City arising out of any errors or omissions of the Consultant, or its officers, employees or agents during the time this Agreement was in effect.
Automobile coverage must be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto).
The Consultant must furnish to the City duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement, endorsements as required herein, and such other evidence of insurance or copies of policies as may be reasonably required by the City from time to time. Insurance must be placed with admitted insurers with a current A.M. Best Company Rating equivalent to at least a Rating of “A:VII.” Certificate(s) must reflect that the insurer will provide thirty (30) day notice of any cancellation of coverage.
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City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
Exhibit A: Insurance Requirements – Continued
The Consultant will require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions.
By signing this form, the bidder certifies that it has read, understands, and will comply with these insurance requirements if it is selected as the City’s consultant. Failure to provide this form may render the bidder’s proposal “nonresponsive.”
______________ __________________________
Date Bidder
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City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
EXHIBIT B
SIGNATURE VERIFICATION FORM
Thank you for doing business with the City of Bellflower. Please note that the City requires verification that the person executing a contract has signature authority. Signature requirements for contracts vary depending on whether a vendor conducts business in the capacity of a corporation, general partnership, limited partnership, or as an individual.
When the contract is with a corporation, California Corporations Code § 313 requires the contract to be signed by: (a) one officer from the corporation’s “operational group” consisting of the chairman of the board, the president, or any vice president; and (b) one officer from the corporation’s “financial group” consisting of the secretary, or assistant secretary, or the chief financial officer or any assistant treasurer. Alternatively, the board of directors for the corporation can delegate signature authority to a particular individual or individuals. This is generally memorialized in a form of a resolution adopted by the board of directors. When the contract is with a consultant conducting business as a general partnership or limited partnership, the contract should be signed by at least one general partner having authority to enter into the contract on behalf of the partnership.
When the contract is with an individual, that individual must sign the contract.
To ensure that the City’s contracts are valid, this Signature Verification Form must be completed by vendors/contractors/consultants providing services to the City of Bellflower.
By completing this form, the person listed below has the authority to sign all legal binding agreements with the City of Bellflower on behalf of the company/organization listed below.
If a corporation, attach a copy of the document demonstrating signature authority to this form.
The City of Bellflower greatly appreciates your cooperation.
Date:
Type of Company/Organization:
Company/Organization Name:
Name:
Title:
Signature:
Please send the completed form to the following address:
City of Bellflower
City Clerk’s Office
16600 Civic Center Drive
Bellflower, CA 90706
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City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
EXHIBIT C
COST PROPOSAL
AS-NEEDED, ONGOING SCANNING SERVICES (MONTHLY)
Item No. Description Estimated Qty. Unit Price Total Amount
1. Document preparation up to legal size (price per
page) 1,000 pages $ $
2. Black & white document scanning services up to
legal size 500 pages $ $
3. Color document scanning services up to legal size 500 pages $ $
4. Document preparation up to ANSI E size (price per
page) 400 pages $ $
5. Black & white document scanning services up to
ANSI E size 200 pages $ $
6. Color Document Scanning Services up to ANSI E
size 200 pages $ $
7. Indexing of documents (price per document/file) 1 document/file $ $ N/A
8. Archival USB drive or CD/DVD 1 USB/CD/DVD $ $ N/A
9. Pick-up / Delivery (per trip) 1 trip $ $ N/A
SUBTOTAL: $
PROJECT A: PUBLIC WORKS (COMPLETION IN 3 MONTHS)
Item No. Description Estimated Qty. Unit Price Total Amount
1. Document preparation up to legal size 0 $ $
2. Black & white document scanning services up to
legal size 0 $ $
3. Color document scanning services up to legal size 0 $ $
4. Document preparation up to ANSI E size (price per
page) 50,000 pages $ $
5. Black & white document scanning services up to
ANSI E size 25,000 $ $
6. Color Document Scanning Services up to ANSI E
size 25,000 $ $
7. Indexing of documents (price per document/file) 1 document/file $ $ N/A
8. Archival USB drive or CD/DVD 1 USB/CD/DVD $ $ N/A
9. Pick-up / Delivery (per trip) 1 trip $ $ N/A
SUBTOTAL: $
PROJECT B: PLANNING AND BUILDING SERVICES (COMPLETION IN 6 MONTHS) Item No. Description Estimated Qty. Unit Price Total Amount
1. Document preparation up to legal size (price per
page) 170,000 pages $ $
2. Black & white document scanning services up to
legal size 120,000 $ $
3. Color document scanning services up to legal size 50,000 $ $
4. Document preparation up to ANSI E size (price per
page) 40,000 pages $ $
5. Black & white document scanning services up to
ANSI E size 20,000 $ $
6. Color Document Scanning Services up to ANSI E
size 20,000 $ $
7. Indexing of documents (price per document/file)1 document/file $$ N/A
8. Archival USB drive or CD/DVD 1 USB/CD/DVD $$ N/A
9. Pick-up / Delivery (per trip) 1 trip $$ N/A
SUBTOTAL: $
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City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
EXHIBIT D
SAMPLE WORK PRODUCT – TEST DOCUMENTS
(See page 9)
[BEGINS ON NEXT PAGE]
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TEST – BUILDING PERMIT FILE FOR RFP NO. CC-2022-01 Department: Building & Safety DivisionRetention Period: Permanent General Description of Records: Building Permit Files (Alondra Boulevard to Belfair Street) Destruction Eligibility Date: Permanent FOR CITY CLERK’S OFFICE USE Box No.BSXXXSKU No.BSXXX ITEM NO. DESCRIPTION OF SPECIFIC RECORDS OR FILES INCLUSIVE DATES IN FILE FROM TO AUTHORITY TO TRANSFER INACTIVE RECORDS AND RECORDS INVENTORY LIST1 Index as: 10300 Alondra Boulevard – APN: 7017-002-036 (TEST) I AUTHORIZE THE RECORDS CONTAINED HEREIN TO BE TRANSFERRED TO THE OFFSITE STORAGE FACILITY AND CITY COUNCIL APPROVED RECORDS RETENTION APPLIED. Approved: Date: (Department Head) Approved: Date: (City Clerk) Approved: Date: (City Manager) -25-
TEST – PLANNING CASE FILE FOR RFP NO. CC-2022-1 Department: Planning Division Retention Period: Permanent General Description of Records: Planning Case Files (Alondra Boulevard to Belmont Street) Destruction Eligibility Date: Permanent FOR CITY CLERK’S OFFICE USE Box No.PLXXXSKU No.PLXXX ITEM NO. DESCRIPTION OF SPECIFIC RECORDS OR FILES INCLUSIVE DATES IN FILE FROM TO AUTHORITY TO TRANSFER INACTIVE RECORDS AND RECORDS INVENTORY LIST1 Index as: 9140 Alondra Boulevard – APN: 7105-002-012 (TEST) I AUTHORIZE THE RECORDS CONTAINED HEREIN TO BE TRANSFERRED TO THE OFFSITE STORAGE FACILITY AND CITY COUNCIL APPROVED RECORDS RETENTION APPLIED. Approved: Date: (Department Head) Approved: Date: (City Clerk) Approved: Date: (City Manager) -26-
City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services
EXHIBIT E
SAMPLE CONTRACT
[BEGINS ON NEXT PAGE]
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AGREEMENT FILE NO. XXX
SERVICES AGREEMENT
BETWEEN
THE CITY OF BELLFLOWER AND
[CONTRACTOR’S NAME]
FOR [INSERT TYPE OF SERVICES]
DATE:
Below you will find a checklist relating to Insurance and other requirements that are required for doing business with the City of Bellflower. Only those items checked-off are MANDATORY, however if your standard policies exceed the minimum requirements please include.
Commercial general liability insurance must meet or exceed the requirements of ISO-CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth below will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name the City, its officials, and employees as “additional insureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by the City will be excess thereto. Such insurance must be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to the City.
☐ Comprehensive General Liability, including coverage for premises, products and completed operations, independent contractors, personal injury and contractual obligations with combined single limits of coverage of at least $1,000,000 per occurrence. ☐ Auto Liability, including owned, non-owned and hired vehicles with at least:
☐ $1,000,000 combined limit.
☐ $100,000 - 300,000 per occurrence.
☐ As required by State Statutes. A copy of your current policy must be submitted naming yourself and or your company.
☐ Workers’ Compensation Insurance: as required by State Statute. (Not needed if Self- employed with no employees and CONTRACTOR signs statement to this effect.)
☐ Business License: The CONTRACTOR shall agree to have a current City of Bellflower license on file at City Hall or purchase said license (at no cost to the City).
☐ Permits: Plans must be approved and permit(s) issued (no fee) by the Planning Department, if appropriate. Call the Building & Safety Division at (562) 804-1424, ext. 2006 if you have questions.
☐ Copy of valid picture I.D. (Driver’s license etc.)
PLEASE NOTE: ALL APPLICABLE INFORMATION LISTED ABOVE MUST BE OBTAINED
AND ON FILE, PRIOR TO THE ISSUANCE OF A CITY PURCHASE ORDER AND COMMENCEMENT OF THE SERVICES.
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City of Bellflower
Agreement File No. XXX
[Contractor’s Name]
Submitted by (complete all blanks):
CONTRACTOR CITY CONTACT
Name, Title: Name, Title:
Company Name: City of Bellflower
Street Address: 16600 Civic Center Drive
Bellflower, CA 90706
Phone: Phone: (562) 804-1424
Fax: Fax: (562) 925-8660
Email: Email:
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the day and year first hereinabove written.
CITY OF BELLFLOWER CONTRACTOR
_________________________________ ____________________________ Jeffrey L. Stewart, City Manager Name, Title
ATTEST:
_____________________________
Mayra Ochiqui, City Clerk
APPROVED AS TO FORM:
_________________________________
Karl H. Berger, City Attorney
ATTACHMENT:
Exhibit A - Terms and Conditions
Exhibit B – Term, Fee Schedule, and Scope of Services
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CITY OF BELLFLOWER
AGREEMENT FILE NO. XXX
EXHIBIT A – TERMS AND CONDITIONS
1. GENERALLY. The materials, supplies, or services (collectively, “Purchase”) covered by this purchase order (“order”) must be furnished by Seller subject to all the terms and conditions contained in this order which Seller, in accepting this order, agrees to be bound by and comply with in all particulars. No other terms or conditions are binding upon the parties unless subsequently agreed to in writing. Written acceptance or shipment of all or any portion of the Purchase covered by this order constitutes unqualified acceptance of all terms and conditions in this order. The terms of any proposal referred to in this order are included and made a part of the order only to the extent it specified the Purchase ordered, the price, and the delivery, and then only to the extent that such terms are consistent with the terms and conditions of this order.
2. INSPECTION. The Purchase furnished must be exactly as specified in this order, free from all defects in Seller’s performance, design, workmanship, and materials, and, except as otherwise provided, is subject to inspection and test by City at all times and places. If, before final acceptance, any Purchase is found to be incomplete, or not as specified, City may reject it, require Seller to correct it without charge, or require delivery of such Purchase at a reduction in price that is equitable under the circumstances. If seller is unable or refuses to correct such items within a time deemed reasonable by City, City may terminate the order in whole or in part.
Seller bears all risks as to rejected Purchases and, in addition to any costs for which Seller may become liable to City under other provisions of this order, must reimburse City for all transportation costs, other related costs incurred, or payments to Seller in accordance with the terms of this order for unaccepted Purchases. Notwithstanding City’s acceptance of any Purchase, Seller is liable for latent defects, fraud, or such gross mistakes as constitute fraud.
3. CHANGES. City may make changes within the general scope of this order in drawings and specifications for specially manufactured supplies, place of delivery, method of shipment or packing of the order by giving notice to Seller and subsequently confirming such changes in writing. If such changes affect the cost of or the time required for performance of this order, an equitable adjustment in the price or delivery or both must be made. No change by Seller is allowed without City’s written approval. Any claim by Seller for an adjustment under this section must be made in writing within thirty (30) days from the date of receipt by Seller of notification of such change unless City waives this condition in writing. Nothing in this section excuses Seller from proceeding with performance of the order as changed.
4. TERMINATION. City may terminate this order at any time, either verbally or in writing, with or without cause. Should termination occur, City will pay Seller as full performance until such termination the unit or pro rata order price for the performed and accepted portion of the Purchase. City may provide written notice of termination for Seller’s default if Seller refuses or fails to comply with this order. If Seller does not cure such failure within a reasonable time period, or fails to perform the Purchase within the time specified (or allowed by extension), Seller will be liable to City for any excess costs incurred by City.
5. TIME EXTENSION. City may extend the time for completion if, in City’s sole determination, Seller was delayed because of causes beyond Seller’s control and without Seller’s fault or negligence. In the event delay was caused by City, Seller’s sole remedy is limited to recovering money actually and necessarily expended by Seller because of the delay; there is no right to recover anticipated profit.
6. REMEDIES CUMULATIVE. City’s rights and remedies under this order are not exclusive and are in addition to any rights and remedies provided by law.
7. TITLE. Title to materials and supplies purchased under this order pass directly from Seller to City upon City’s written acceptance following an actual inspection and City’s opportunity to reject.
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City of Bellflower
Agreement File No. XXX
Exhibit A – Terms and Conditions
8. PAYMENT. City will pay Seller after receiving acceptable invoices for materials and supplies delivered and accepted or services rendered and accepted. City will not pay cartage, shipping, packaging or boxing expenses unless specified in this order. Drafts will not be honored.
9. INDEMNIFICATION. Seller agrees to indemnify and hold City harmless from and against any claim, action, damages, costs (including, without limitation, attorney’s fees), injuries, or liability, arising out of the Purchase or the order, or their performance, except for such loss or damage arising from City’s sole negligence or willful misconduct. Should City be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of the Purchase or order, or their performance, Seller will defend City (at City’s request and with counsel satisfactory to City) and indemnify City for any judgment rendered against it or any sums paid out in settlement or otherwise. For purposes of this section “City” includes City’s officers, elected officials, and employees. It is expressly understood and agreed that the foregoing provisions will survive termination of this order. The requirements as to the types and limits of insurance coverage to be maintained by Seller, and any approval of such insurance by City, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by Seller pursuant to this order, including, without limitation, to the provisions concerning indemnification.
10. WARRANTY. Seller agrees that the Purchase is covered by the most favorable commercial warranties the Seller gives to any customer for the same or substantially similar supplies or services, or such other more favorable warranties as is specified in this order.
Warranties will be effective notwithstanding any inspection or acceptance of the Purchase by City.
11. ASSIGNMENT. City may assign this order. Except as to any payment due under this order, Seller may not assign or subcontract the order without City’s written approval. Should City give consent, it will not relieve Seller from any obligations under this order and any transferee or subcontractor will be considered Seller’s agent.
12. INSURANCE. Seller must provide the insurance indicated on the face sheet of this order.
13. PERMITS. Seller must procure all necessary permits and licenses, and abide by all federal, state, and local laws, for performing this order.
14. INDEPENDENT CONTRACTOR. City and Seller agree that Seller will act as an independent contractor and will have control of all work and the manner in which is it performed.
Seller will be free to contract for similar service to be performed for other employers while under contract with City. Seller is not an agent or employee of City and is not entitled to participate in any pension plan, insurance, bonus or similar benefits City provides for its employees. Any provision in this order that may appear to give City the right to direct Seller as to the details of doing the work or to exercise a measure of control over the work means that Seller will follow the direction of the City as to end results of the work only.
15. WAIVER. City’s review or acceptance of, or payment for, work product prepared by Seller under this order will not be construed to operate as a waiver of any rights City may have under this Agreement or of any cause of action arising from Seller’s performance. A waiver by City of any breach of any term, covenant, or condition contained in this order will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this order, whether of the same or different character.
16. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County.
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CITY OF BELLFLOWER
AGREEMENT FILE NO. XXX
EXHIBIT B – TERM, FEE SCHEDULE, AND SCOPE OF SERVICES
Term: [Insert term]
Total Compensation: [Insert total compensation for the length of the term]
[Attached Fee Schedule and Scope of Services OR insert them below]
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