14-D — Bellflower City Council, March 27, 2023

14-D
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 award a contract to MSI Information Management Solutions (MSI) and authorize the City Manager to execute Agreement File No. 981.1 with MSI, in a form approved by the City Attorney, for Document Conversion and Scanning Services.

DATE: March 27, 2023

EXECUTIVE SUMMARY

On February 14, 2023, staff released a Request for Proposals (RFP) 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 four (4) proposals and going through a review and rating process, staff is recommending MSI for the service agreement based on its experience with document conversion and scanning services, understanding of the specific requirements of our needs, and its competitive fee structure.

RECOMMENDATION TO CITY COUNCIL

1) Award an agreement to MSI and authorize the City Manager to execute Agreement File No. 981.1, in a form approved by the City Attorney; or

2) Alternatively, discuss and take other action related to this item.

FISCAL IMPACT

Proposed estimated costs associated with the large volume projects are as follows:

Project A: Public Works Department - $41,000.00
Project B: Planning and Building Services Department - $49,800.00 Monthly Ongoing Scanning: Citywide - $428.00

The following funds are allocated in the Planning and Building Services budget for these services and necessary budget amendments will be presented 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 March 27, 2023

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FISCAL IMPACT – Continued

The following funds are allocated in the Public Works Department budget for these services, as the large volume project relates to the construction of new offices and the need for the space where the maps are currently stored:

Account No. 011-47260-9000 / City Maintenance Yard Improvements / $41,000

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 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. Sufficient funds for ongoing scanning will be allocated in the 2023 – 2025 budget for each department.

DISCUSSION

In past years, the City of Bellflower entered into agreements for professional document conversion and scanning services for the Planning and Building Services Department.

The latest agreement expired in 2020. Recently, it came to the City Clerk’s attention that there were two large volume scanning projects that the Public Works Department and Planning and Building Services Department were independently interested in completing.

This need prompted discussions regarding Citywide scanning services being consolidated under the Records Management Program and overseen by the City Clerk’s Office. In gathering further information about the projects and requesting preliminary estimates from a few service providers, we learned that the estimated amounts warranted an RFP process.

The City issued a Request for Proposals (RFP) on November 16, 2022, for a new agreement. It was advertised on the City website and sent out to vendors on the City’s vendor list. On December 16, 2022, the due date, the City received three (3) proposals.

After receiving three proposals and going through a review and rating process, none of the proposals fully met the requirements of the RFP. On February 13, 2023, Staff recommended and the City Council approved that all bids be rejected and a new RFP be issued.

The City issued a new Request for Proposals (RFP) on February 14, 2023, for a new agreement. It was advertised on the City website and sent out to vendors on the City’s vendor list. On February 28, 2023, the due date, the City received four (4) proposals.

Services included in the new agreement are ongoing Citywide document conversion and scanning services, as well as the two large volume projects for the Public Works Department (Project A) and the Planning and Building Services Department (Project B).

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Staff Report –Document Conversion and Scanning Services March 27, 2023

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DISCUSSION – Continued

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: 42 boxes of blueprints, 19 boxes of building permits, and 7 boxes of planning files; scanned at file-level (one electronic file per paper file); and indexed by Address, Street Name, APN, and Case Number/Permit Number.

Based on the proposal evaluations, MSI was determined to be the highest rated proposer.

The following are the final ratings for the four proposers:

Evaluation Criteria
ECS
Imaging,
Inc.

Iron
Mountain
Information
Management,
LLC

MSI CA,
LLC
ViaTRON
Systems,
Inc.

1. Contractor’s understanding of
scope of work (15%) 13.2 13.2 12 13.4

2. Contractor’s approach to
performing the tasks defined in the
scope of work (15%)
13 14.2 13.8 13.2

3. Capability of firm and key project
personnel to handle the project in
terms of workload, experience, and
efficient staff utilization (25%)

20.2 24 23 21.8

4. Meaningful experience providing
document conversion and scanning
services, including demonstrating
successful completion of similar
scanning services (25%)

23.2 23.8 24.2 23

5. Cost (20%) 16.8 8.6 19.2 18
TOTAL (100%) 86.4 83.8 92.2 89.4

The City Clerk’s Office will manage the release and return of City records from MSI and monitor the projects through completion. Professional document and scanning services will only be used for permanent records to provide for efficient ease of access for staff and preservation of the original records.

ATTACHMENTS

1. Staff Report, February 13, 2023 .................................................................................. 4

2. RFP No. CC-2023-01 for Document Conversion and Scanning Services ……………...6

3. Agreement File No. 981.1 with MSI ........................................................................... 33 -3-

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

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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ATTACHMENT 1
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Staff Report –Document Conversion and Scanning Services February 13, 2023

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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 -5-

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

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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

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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

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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

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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

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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

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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 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

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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

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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

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☒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

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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

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(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

Page 12 of 24 ends

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.

-19-

City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services

Page 13 of 24 ends

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.

-20-

City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services

Page 14 of 24 ends

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

-21-

City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services

Page 15 of 24 ends

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

-22-

City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services

Page 16 of 24 ends

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: $

-23-

City of Bellflower
RFP No. CC-2023-01: Document Conversion and Scanning Services

Page 17 of 24 ends

EXHIBIT D
SAMPLE WORK PRODUCT – TEST DOCUMENTS
(See page 9)

[BEGINS ON NEXT PAGE]

-24-

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

Page 18 of 24 ends

EXHIBIT E

SAMPLE CONTRACT
[BEGINS ON NEXT PAGE]

-27-

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.

Page 1 of 2 ends

-28-

City of Bellflower
Agreement File No. XXX
[Contractor’s Name]

Page 2 of 2 ends

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

-29-

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.

-30-

City of Bellflower
Agreement File No. XXX
Exhibit A – Terms and Conditions

Page 2 of 2 ends

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.
-31-

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]

-32-

AGREEMENT FILE NO. 981.1

SERVICES AGREEMENT

BETWEEN

THE CITY OF BELLFLOWER AND

MSI INFORMATION MANAGEMENT SOLUTIONS (MSI)

FOR DOCUMENT CONVERSION AND SCANNING SERVICES
DATE: MARCH 27, 2023

☒ 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 $2,000,000 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.

Page 1 of 2 ends

-33-

City of Bellflower
Agreement File No. 981.1
MSI Information Management Solutions

Page 2 of 2 ends

Submitted by (complete all blanks):

CONTRACTOR CITY CONTACT
Name, Title: Steve Lin, General
Manager Name, Title: Mayra Ochiqui, City Clerk
Company Name: MSI Imaging
Management Solutions City of Bellflower
Street Address: 1550 Valley Vista Drive,
Ste 150, Diamond Bar, CA 91765
16600 Civic Center Drive
Bellflower, CA 90706
Phone: (909) 285-0553 Phone: (562) 804-1424
Fax: N/A Fax: (562) 925-8660
Email: [email protected] Email: [email protected]

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 Steve Lin, General Manager

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

-34-

CITY OF BELLFLOWER
AGREEMENT FILE NO. 981.1

EXHIBIT A – TERMS AND CONDITIONS

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.

-35-

City of Bellflower
Agreement File No. 981.1
Exhibit A – Terms and Conditions

Page 2 of 2 ends

Warranties will be effective notwithstanding any inspection or acceptance of the Purchase by City.

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.

CITY OF BELLFLOWER
AGREEMENT FILE NO. 981.1

EXHIBIT B – TERM, FEE SCHEDULE, AND SCOPE OF SERVICES

Term: March 27, 2023 through December 31, 2024, with three one-year extensions at the City’s option

Total Compensation: Amount not to exceed $140,000, including the three one-year extension options

[Fee Schedule and Scope of Services Attached]

-37-

A •
441;
41s

INFORMATION MANAGEMENT SOLUTIONS

MSI CA, LLC
1550 S.Valley Vista Dr I Diamond Bar, CA 91765
W: www.msimaging.com
E: [email protected]
T: 909-285-0553
Document Conversion and Scanning Services
PROPOSAL NO. CC-2023-01
PREPARED FOR:

Mayra Ochiqui, City Clerk
City of Bellflower
City Clerk's Office
16600 Civic Center Dr.

Bellflower, CA 90706
[email protected]
-38-

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.

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.

MSI: INformation Management Solutions 1550 Valley Vista Dr., Suite 150, Diamond Bar, CA 91765 Company Address
Steve Lin
Name (Print) Si.' ature
888-780-7226 General Manager
Company Phone No. Title of Person Signing Bid
-39-

Confidentiality Agreement - Notice to Recipients
This proposal contains proprietary and confidential information owned by MSI CA, LLC. This proposal is for informational purposes only and for the Recipient and is not authorized for distribution to anyone other than the Recipient. Recipient acknowledges and agrees that in order to protect MSI CA, LLC interest in its proprietary and confidential information,this proposal will be maintained in strict confidence and will not be disclosed to third parties or used by the Recipient for any purpose other than considering whether to enter into an agreement with MSI CA, LLC without the express written consent of MSI CA, LLC. Neither this proposal nor the information contained herein may be reproduced or used for any other purpose without permission from MSI CA, LLC.The reader acknowledges that the information provided by MSI CA, LLC in this proposal is confidential;therefore,the reader agrees not to disclose it without the express written permission of MSI CA, LLC.

It is acknowledged by the reader that information to be furnished in this proposal is in all respects confidential in nature, other than information which is in the public domain through other means and that any disclosure or use of same by the reader may cause serious harm or damage to MSI CA, LLC. and their members.

Upon request,this document is to be immediately returned to:

MSI CA, LLC
1550 S. Valley Vista Dr
Diamond Bar,CA 91765
Attn: Steve Lin
-40-

RFP No. CC-2023-01

Page 4 of 26 ends

TABLE OF CONTENTS
PROPOSALS ARE DUE: NOT LATER THAN 3:30 PM Tuesday, February 28, 2023. 2 Confidentiality Agreement - Notice to Recipients 3
TABLE OF CONTENTS 4
EXECUTIVE SUMMARY 5
PROFILE OF FIRM 6
MSI's Extensive Experience 6
MSI's State-Of-The-Art Conversion Facility 7
Personnel Security— Background Checks and CJIS Program 7 UNDERSTANDING OF WORK 9
Document Preparation Requirements 10
Document Scanning 10
Data Entry and Quality Assurance 11
WORKFLOW 12
STAFFING PLAN & RESUMES 14
Assigned Personnel and Resumes of Key Project Members 15 PROFESSIONAL REFERENCE LISTINGS 16
CONFIDENTIAL, NOT FOR PUBLIC DISTRIBUTION 16
Counties 16
Town &City 16
Federal Government 16
References—CONFIDENTIAL, NOT FOR PUBLIC DISTRIBUTION 17 ADDITIONAL SUBMISSION INFORMATION 19
Quality Control 19
Rush Pull Requests 20
Key Partnerships and Alliances 20
EXHIBIT A 21
INSURANCE REQUIREMENTS 21
Exhibit A: Insurance Requirements—Continued 22
EXHIBIT B 23
SIGNATURE VERIFICATION FORM 23
EXHIBIT C 25
COST PROPOSAL 25
MSI CA,LLC 4 -41-

EXECUTIVE SUMMARY
Dear City of Bellflower,
Thank you for allowing us to provide you with the attached proposal for Document Conversion Services for the City of Bellflower, CA.We have thoroughly reviewed the Request for Proposal (RFP). MSI CA, LLC (MSI)fully understands the requirements and the following response is intended to portray MSI CA, LLC interest and ability to meet and exceed all the requirements set forth by City of Bellflower.

MSI CA, LLC is dedicated to its clients. MSI's experience and flexibility will allow them to meet and exceed the expectations of the City of Bellflower. We are confident that a partnership with MSI will provide the City of Bellflower with the best possible paper to digital image conversion services available.

If there were 6 things that I personally want to point out about MSI that we would love for you to pay extra attention to within this proposal, they would be:
36 Years in business. There aren't many scanning companies in the US that can claim that length of operations.

Extensive experience with digital image conversion of large format documents including construction documents such as building, grading,electrical,etc.

Multiple government contracts require MSI to undergo annual inspections and audits,our security is undeniably far beyond our competitors.

Passion for scanning. Plain and simple,we love what we do. Everyone at MSI enjoys the document imaging industry—which is why we do it every day!
Extreme Efficiency=Fast Turnaround times. While we can certainly respond to an RFP,we see places where MSI can strategize and improve a process. In this RFP,we've included some proposed plans to better approach this conversion.

Quality.MSI utilized the latest technology and equipment,as well as proven industry processing standards to ensure that each and every image and corresponding data meets or exceeds your requirements.

At MSI we are confident that we can meet and exceed your expectations. We look forward to forming a long-term and mutually rewarding partnership between the City of Bellflower and MSI CA, LLC. If you have any questions or concerns, or just need clarification on items within this response, please do not hesitate to call me at 909-285-0553 Sincerely, J I S0VENDOR
Steve Lin—Director of SalesH I PA A

MSICA, LLC CERTIFIED
1550 S.Valley Vista Dr
Diamond Bar, CA 91765
[email protected]
909-285-0553 PII CERTIFIED
-42-

RFP No. CC-2023-01

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PROFILE OF FIRM
MSI CA, LLC ("MSI") is a California Based Limited Liability Company headquartered in Diamond Bar, CA, t'"""'',,c originally founded in Colorado in 1986. MSI is a proven industry leader, providing premier conversion 30 •services for transforming all forms of media into micrographic and digital formats. We provide a broad range of back-file and day-forward document/microfilm conversion services to organizations from the Years of Service
Est.1986 public, private,federal, state, county and legal sectors.

Denver,CO

4. 4".

Conversions can be accomplished on-site, near-site, or at our company's secure processing center. MSI has developed procedures to ensure the quality and consistency of every conversion project,thereby providing the best possible products and services. MSI has established a solid reputation for providing quality conversion services to a wide variety of companies and governmental agencies.

As a Kodak Authorized Conversion Center, and utilizing best-of-breed hardware, Kodak Scanners, Canon Scanners, WideTeklTM' Large Format Scanners, Wicks and Wilson' Microfilm Scanners, NextStarTM' Microfilm Scanners,Atiz Book Scanners', Psigen", and CaptivaTM' software, MSI is able to accept client's valuable documents and transform them into high-quality electronic media TIFF or PDF)files. MSI maintains a vast array of equipment and custom software to handle multiple large conversions simultaneously and to ensure that all timeframes are met. Services cover all aspects of conversion including: preparation, scanning, indexing, enhancement/cleanup, and document reassembly. Once this conversion process is complete, the media is ready for storage and access in virtually any stand-alone, enterprise-wide electronic imaging system, or web-based image repository.

MSI's Extensive Experience
Originally focused in micrographics, MSI has nearly 30 years of experience, and has mastered the ability to convert customer documents and data and has successfully converted millions and millions of documents for their clients. In fact, MSI currently maintains projects for the Department of Interior and The Department of Justice that have been successfully running for over 5 years. These projects are for the government and require security clearance and high-quality standards. To highlight a few, large-scale,conversions:

Metropolitan Life Insurance:Over 10 million images in less than 10 weeks with 100%satisfaction.

United States Marine Corps:Over 65 million images of Microfilm and Microfiche converted in Quantico,VA.

Department ofJustice:Over 20 million images for Tribal Trust litigation.

United States Postal Service Litigation:75-100 Boxes of paper scanned daily.

MSI has completed numerous massive conversions involving paper,film, large format, book, and even photo scanning. MSI's vast experience has given them the opportunity to become extremely efficient and organized, and most importantly, MSI has successfully converted billions of images with outstanding quality. Further,MSI has never been involved in any daims or litigation against our company.

Utilizing a state-of-the-art facility specifically designed for Conversion services, best-of-breed equipment and software, and most importantly, over 30 experienced and well-trained, dedicated personnel between both locations, MSI CA is confident they can provide City of Bellflower a high-quality and cost-effective solution to meet all their document conversion and indexing requirements.

MSI CA,LLC 6 -43-

MSI's State-Of-The-Art Conversion Facility
For the imaging which can be completed at our facility, MSI can handle all the requirements for the conversion projects utilizing one of the most powerful and secure document imaging facilities in the country, located in Diamond Bar, California. This facility was designed and built specifically to create an efficient workflow for the conversion of media to a digital format in an ultra- secure environment.

MSI CA, LLC recognizes the importance of securing our customers' documents and data. MSI has taken a multi-layered approach to provide the best possible security against unauthorized access as well as damage,theft, and other physical threats.

Construction includes reinforced doorframes,concrete walls, and roof. Some key highlights of our state-of-the-art facility are:

All access points,document storage,and processing areas are monitored 24/7 via HD surveillance systems.

Entire facility monitored by advanced alarm systems with emergency responders.

RFID card access controls all access points.

Production areas are physically separated with independent RFID card access.

Non-authorized personnel must check in with an in-house developed check-in system, including verification of driver's license or other identification.

Encrypted network, both at rest and in transit.

DDOS Attack prevention and advanced network firewall penetration security.

Our data center is secured separately with restricted access and is in an interior area of our facility.All data capture and processing occurs on our client's server-based network with advanced security. MSI requires all users to log into its network using unique user accounts. All-access and processes are monitored and logged. Our network design includes advanced firewalls. Our network architecture is such that we can completely isolate production systems from other areas of operations if security requirements dictate. Our data center features conditioned power, and the facility is monitored via CCTV.

Personnel Security—Background Checks and UIS Program
Due to the sensitive nature of City of Bellflower information that will be provided to MSI under the contract,all MSI personnel who will have access to sensitive City of Bellflower information must be identified to City of Bellflower. All MSI personnel accessing City of Bellflower information under this contract must secure a sensitive clearance.

Because of existing contracts with other government agencies, MSI CA LLC is an active participant in the UIS Vendor Management Progrm. Further, MSI does not utilize any subcontractors to perform any part of the conversion services. This requirement is based on the risk level associated with the nature of the contract data. In addition,the contract must provide for additional clearances,as necessary,for any other MSI personnel who may be called upon to perform work under the contract in the future.

MSI maintains responsibility for completing the following background investigation steps:
a) Criminal Records Check. The records check shall be made through local agencies(city,county, State)where the employee has resided and worked for the past five(5)years for felonies and misdemeanors. To perform the criminal history checks the employee must have resided in the United States for the previous five(5)years. b) Employment Verification. The verification shall identify reasons for termination or resignation from prior positions during the five(5)years prior to employment under the contract. To verify employment,the employee must have resided in the United States for the previous five(5)year period.
c) Drug-Screening Test Results. The term prohibited drugs means marijuana,cocaine,opiates, phencyclidine(PCP), amphetamines,or a substance specified in Schedule 1 or Schedule 2 of the Controlled Substances Act,21 U.S.C.§811-812,unless the drug is being used as authorized by a legal prescription or other exemption under Federal,State,or local law. A laboratory certified by the U.S. Department of Health and Human Services must perform the drug test meeting the requirements of the Substance Abuse and Mental Health Services Administration. d) Verification of US Citizenship or Legal Work Status. MSI shall provide for each employee who will perform work under the contract proof of US citizenship or legal work status authorizing the employee to work in the United States. Acceptable proof -44-

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shall include a certified copy of a Birth Certificate(US citizen),copy of a Passport(US citizen),or a copy of permanent resident card or unexpired work visa from INS.
e) Education. Verification of highest level achieved (five[5]years and or highest degree obtained for each employee who will perform work under the contract
Any other derogatory information obtained in the background investigation that could undermine the efficiency of City of Bellflower or the safety of its employees.

Due to MSI's substantial work performed with government agencies such as The NIS°5747 United States Postal Service,The United States Marine Corps,The Department of Justice, and The 44,Department of Interior, MSI maintains strict personnel screening and 85-P security clearances for :A, 4 every employee
involved with these conversions.

RSONNO'
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UNDERSTANDING OF WORK
MSI's primary focus is high-volume, best-quality document conversions. Services cover all aspects of conversion including monthly document pick up, document preparation (cleaning and organizing), scanning, indexing (up to ten fields of data per document), enhancement/cleanup and document return. Once this conversion process is complete,the images and data will be transferred to the MSI secure cloud repository for 24/7 access. The images and meta data will be retrained for future migrations to additional stand-alone, enterprise-wide electronic imaging system, or web-based image repositories, should the city desire to do so.

MSI's extensive span of industry participation since 1986 provides the expertise in all kinds of file conversions, for every know document management software application available, such as Hummingbird, SharePoint, Laserfiche, OnBase, PaperVision Enterprise, and ImageSilo,to name a few.

As previously mentioned, our primary focus is high-volume conversions, and we have mastered the ability to convert customer documents and data, having successfully converted millions of documents each year. MSI has completed hundreds of successful on-location conversions, including the setup of a localized capture system, deployment of personnel, and efficient conversion timeline.

Project A to be completed within 3 months of executing the agreement and Project B to be completed within 6 months of executing the agreement.

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.

The City currently uses Laserfiche,Version 10.3.0.457 as it's data repository.

Files need to be returned.They will be fully reassembled, re-stapled and returned to the City.

Document sizes include, but are not limited to, 8'/z"x 11", 8 '/z"x 14",11 x 17", 18"x 24", 24"x 36", 30"x 42", 36"x 48", and other odd-sizes.

Records vary in size, format, and paper, including, but not limited to, reports,forms, photographs, drawings, diagrams, charts, graphs, blueprints, maps, and plans.

To be scanned in Black&White 300 DPI with OCR(Documents need to be searchable by index name in TIFF Files type compatible with Laserfiche, Version 10.3.0.457
The index file using the City's standardized nomenclature, as provided by the City staff.

Ensure next working day delivery of any document that is out for scanning services and requested by City Staff. -46-

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Deliver USB and hardcopy of files back to the City Hall upon completion of each scan order.

Document Preparation Requirements
The Conversion Team will do all necessary preparation of the paper records to ensure high quality scanned images pursuant to the Request for Proposal.

The first step is to design and document the entire document preparation process and procedure. Once the custom procedure is created,the Document Preparation Technicians will be trained on the process by the department Operations Lead who will supervise the prep process.

The document preparation process will be completed as a combined process,with scanning.The preparation includes, but is not limited to, removal fasteners such as staples, edge bindings or binder clips, or any other fasteners,tape or otherwise secure repositionable notes (such as "post it notes), and tape smaller sized items to 8.5 x 11" blank paper. Folded documents will be straightened, and torn documents will be taped.

MSI understands that small format documents may be present within the large format documents and will be prepared in the same manner and will be tracked via bar-coded tracking. These documents will be separated from and scanned on our high- speed small format scanners.

1. Document Condition Assumptions

1.1. The general condition of your documents to be imaged is defined as follows:

1. 1.1. Combination of level 2- 3 as defined below

1. 1.2. Documents will be within rolls or sets with some loose papers

1. 1.3. Any bindings will be removed during prep

1. 1.4. Bands, staples, paper clips and binder clips may be present

1. 2. Level 1 Document Condition-- Documents in groups of at least 30 consecutive pages or the same size paper and can be automatically fed. Each group may be separated by a single band, staple, clip, index tab, post-it, and slip sheet or placed in a file folder or red well.

1.3. Level 2 Document Condition -- Documents in groups of 1-30 consecutive pages,which can be automatically fed. Each group may be separated by a single band, staple, clip, index tab, post-it, and slip sheet or placed in a file folder or red well. Computer forms in good condition. Removal from ACCO fasteners needed minimal taping, different sized documents.

1.4. Level 3 Document Condition—Though unlikely, some documents may require additional attention due to damage, ultra-light/dark information, or odd sizes. These documents will be treated with extra care. Any level 3 document work will require pre-approval from City of Bellflower prior to the start of imaging.

Document Scanning
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As with every process throughout the conversion, The Conversion Team will design and document the entire scanning process and procedure. The scanning process will be completed using primarily WideTek&Kodak document scanners due to their excellent output quality, and reliability, and to ensure there is no damage to the documents.The Conversion Team will utilize multiple scanners dedicated to this project.

Due to the diverse paper colors, quality, inks,and stamps, the documents will be scanned in either single or multi-page PDF format (bi-tonal images). Color images will be scanned in color and duplex scanning will be necessary to capture information on the back of documents and the scanning system supports blank page detection and removal. Document cleanup measures, such as de-skewing,de-speckling, and other common production scanning techniques, are also required. Mylars and other clear or opaque materials will be scanned utilizing "white" background imaging guides to maximize and enhance the quality of the final image.

The Conversion Team will create a custom procedure and a custom configuration to ensure that the highest degree of quality and document integrity will be maintained. Each scanner is configured per the specifications of the project to control image reduction, size, aspect ratio, batching options, auto exposure, thresholding, and file naming conventions,just to name a few.

The scanners are being driven by a complete information capture solution that provides effective methods to coordinate, validate, and assimilate images and documents throughout the capture process. The combination of WideTek/Kodak scanners in conjunction with The Conversion Team custom capture solution allows for control and to automate the capture process specifically to the parameters set forth in the procedures for City of Bellflower.

All scanned documents will require the following;
a) 300 DPI (minimum DPI. Up to 600 to improve quality when necessary) b) PDF or TIFF File Format
c) Automated Blank Page Deletion
d) Automated Image Enhancement including deskew, despeckle, and border removal e) Page Alignment
Data Entry and Quality Assurance
All images are scanned and processed at MSI's secure Diamond Bar, CA facility(encrypted)for image processing, quality control, and output.All electronic data is stored redundantly and backed up immediately on a secured self-contained network. Images are constantly monitored both visually and electronically throughout the scanning process to obtain the highest quality. If a poor-quality image is spotted, such as polarity changes, multiple documents, skewing, etc. during the scanning process, the scanner operator will stop and rescan the image after making the proper software adjustments (if required). All scanners are thoroughly calibrated per the manufacturer specifications and under maintenance contracts with WideTek/Eastman Kodak Company to maximize run time and optimum quality. City of Bellflower will provide final file naming scheme and format. Indices to include Address,APN, Document Type, Permit Number and Description of Work.Additional data fields to include, if available, are Project Name, Building Number, Building Name, and Unit/Suite Number. -48-

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WORKFLOW
MSI will implement a 6-phase process to convert City of Bellflower's documents. Each phase will be assigned to highly trained professionals who perform these tasks daily.

Phase 1:Secure Pickup+Transportation
MSI will provide secure transportation on a schedule to be coordinated with the City. MSI-owned and operated transportation of all documents between City of Bellflower offices and our facilities and will likewise return the documents to the same using secure, MSI transportation. Secure transportation will include necessary and prudent measures as identified by MSI to protect the documents from unauthorized disclosure.

Phase 2:Custom Inventory and Tracking
Upon the arrival of all documents,MSI will log each box into a custom-developed tracking system utilized throughout the course of the conversion project. Each box will receive a unique identification number,corresponding to all the documents included within. At any moment, MSI can quickly identify where each box is located within the facility, in case of the need for a rush pull, or to track the conversion progress.

Phase 3:Document Scan+Conversion
MSI currently houses one of the largest and most efficient document scanning operations in the United States. With this state-of-the- art technology, MSI can scan more documents than any other conversion bureau in a quick amount of time. All documents will be scanned at a minimum of 300dpi. Documents will be scanned in the same format at the original(B/W in B/W;Color in Color)depending on the original document. Documents may also be scanned in greyscale if required to obtain optimal quality of each original. All documents will be auto-quality controlled and enhanced, using automated technology such as de-skew, de-speckle, density change, image brightness change,etc.

Phase 4:Document Separation&Indexing
MSI has identified in the RFP that City of Bellflower is requesting documents to be separated by Plan Set. Each plan set will be indexed with all required indices.

Phase 5:Final Export+QC
MSI has the capability to export scanned images to virtually any format,most commonly,Tiff or PDF. Additionally,MSI has worked with thousands of custom exports to ensure proper integration into any imaging system,such as OpenText,LaserFiche',and ImageSilo®,to name a few. The export process also includes the final step of Optical Character Recognition(OCR),which is an optional service that can also be run on documents to create text-searchable PDF/A documents.

Any images that do not meet our strict quality standards will be rescanned or reprocessed. MSI will make a good faith effort to obtain the best quality image. If MSI discovers poor digital images or inadequate indexing, MSI will take steps to correct the quality of the images or indexing prior to contacting City of Bellflower's project manager. If,after such efforts,the scanned image or indexing remains below MSI's stringent standards, MSI will report the problem to City of Bellflower's project manager following agreed-upon reporting procedures and intervals.

Phase 6:Delivery
MSI will deliver the digital media via USB Drive and provide access to our secure cloud-based system FilesAnywhere®.Additional methods of delivery include Secure FTP and Encrypted HDD. All documents will be returned to City of Bellflower by MSI unless City of Bellflower chooses to request that MSI securely destroy them.

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Proposed Schedule
Business Days Scan Processing
off-site Prep Hours Hours QC Hours Index Hours Hours
Planning Case Files:
7 large boxes (Box Dimensions: 25"L x

12.5"W x 10"H 10 70 10 7 2 2
Blueprints:
29 large boxes (Box Dimensions: 25"L x

12.5"W x 10"H 95 58 667 8 8 2
13 vertical boxes (Box Dimensions:

16.5"L x 16.5"W x 37"H)10 84 13 13 4 2
Building permits:
16 small boxes (Box Dimensions: 16"L x
12"W x10.5"H); 10 104 16 16 5 2
3 large boxes (Box Dimensions: 25"L x

12.5"W x 10"H) 10 6 69 3 2 2
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STAFFING PLAN & RESUMES
Provided below is a breakdown of all the personnel positions that would work directly on the conversion for City of Bellflower.

Operations Manager—The Operations Manager oversees all conversion projects and personnel for MSI. With a day-to-day average of 20-30 customer projects, it is crucial to have an Operations Manager that keeps an"Eagle Eye View"over all conversions, deadlines, and quality measures. Additionally,the Operations Manager orchestrates with the Operation Leads the completion and delivery of all final products.

Operations Lead—MSI currently has multiple Operations Leads employed on staff. For each department(Warehouse, Prep, Scan, Index, QC)there is a designated Operations Lead. Each lead has been employed to lead a specific department because of their extensive experience within that department. These leads will learn specific details regarding each project settings within their department and will train and oversee the department staff on each project.

Driver/Warehouse Personnel—Driver/Warehouse personnel oversee inventory control, labeling, and tracking all incoming/outgoing project files, and are employed to run routes to/from client sites for pickup and delivery of documents and digital images.

Document Preparation Personnel eDoc Prepper)—Document prep is one of the most important positions in a conversion assembly line. A perfectly"prepped" box starts a smooth-running workflow. The document preparation team focuses on each piece of paper within a box of documents, removing bindings, staples, fasteners, moving sticky notes, fixing torn corners, straightening, and sizing documents so they'll have smooth guidance through the scanners.

Scanning Technicians—MSI has a multitude of trained Scanning Technicians. While most of our scanning equipment revolves around standard paper(8.5 x 11—11 x 17), MSI has Scanning Technicians independently trained to scan large format documents, microfilm and microfiche,aperture cards, books, ledgers, and even photos.

Data Entry/Indexing Personnel—MSI employs a large number of personnel that are dedicated to Data Entry(Indexing). While some projects require a basic "10-key"of only numerical digits, other projects require intense, Alpha-Numeric indexing of many fields. Some projects require a single field to be keyed,while others can have up to 25 fields that require"subjective coding"and an in-depth understanding of the project documents. With such a range of requirements, MSI has found it crucial to keep as many indexing personnel on staff as possible.

Quality Control Technician—Quality Control Technicians have an eye for detail. Every project receives a final QC check,where images will be randomly inspected for image quality, skew, distortion, resolution, and any other concerning graphical defects.

The QC Technician will also be responsible for verifying that all data-entry, file-naming, export settings, and any other aspect of the project were completed correctly, and meet the requirements outlined by the Operations Manager on behalf of the client.

MSI has spent three decades perfecting our staff and our process for efficiently converting client documents. Each position is dedicated to perfecting the quality and workflow for their department, and when combined,the outcome is a high-quality conversion.

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Assigned Personnel and Resumes of Key Project Members
MSI has completed thousands of conversion projects, ranging from a few boxes to millions of images. With nearly 30 years in business, and collectively 100's of years of combined experience throughout personnel, MSI has one of the most efficient,time- friendly, and high-quality workflows in the industry. Not only can MSI meet the requests of City of Bellflower, MSI plans to exceed them. Meet some of the MSI team that will work closely with City of Bellflower:

Steve Lin—General Manager
[email protected] I 713.705.0806
Steve has a long history of mentoring and developing employees to become successful mid and senior managers in all departments of the organization and successfully built an award-winning national sales organization that was recognized as One of the Best Places to Work For" by the LA Business Journal.

John Garst—Manager of Operations [email protected] I 720.390.7074 John Garst has over 23 years of practical experience in the Document Management industry, as well as completing numerous training programs, and numerous electronic imaging design and implementation certifications.John maintains responsibility for day-to-day management of Document Conversion operations for MSI, as well as implementing and managing automated document imaging and information management systems for MSI's clients.

John will be one of the primary principles on the project.John has worked on many Laserfiche conversions for multiple government agencies. Most recently is the City of Bozeman (3 Departments) and the City of Federal Heights (4 Departments) Estimated John will spend 2 hours a day until the project is completed.

April Stavropoulos—Sr Sales Representative
[email protected] I 626.638.1442
April has been a part of the organization for the past 12 years. She is an optimistic and enthusiastic sales professional with over 20 years of experience. She is skilled at developing the right action plan for each of her client's unique needs and is committed to helping them choose the best products. She attributes her success to her ability to listen to customers and put their needs first. She was recognized in 2021 as Teammate of the Year by her peers.April will be the secondary point of contact for the City of Bellflower.

Manny Lopez—Account Executive
[email protected] 1909.279.0353
Manny has been a part of the organization for 1 year and has over 10 years of management experience and professional sales experience. He received his bachelor's degree in business administration from California State University Fullerton. His solutions based approach ensures partners are successful in completing their projects and finding the optimal solution to address needs.

Manny will be the primary point of contact for the City of Bellflower. -52-

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PROFESSIONAL REFERENCE LISTINGS

CONFIDENTIAL, NOT FOR PUBLIC DISTRIBUTION
MSI worked (and currently works)with several large government and private clients, delivering massive amounts of data,on time:

Counties
Adams County,CO:Combined Courts Case Files
Adams County,CO:District Attorney Case Files
Adams County,CO:Sheriff Department Inmate Files
Adams County,CO:School District 50 Student Files
Arapahoe County,CO:Judicial Files-Court Criminal
Boulder County,CO Land Use:5-Channel Microfiche Jackets Douglas County,CO:Conversion of thousands of student records,annually Eagle County,CO:Clerk and Recorder Book Conversion
Jefferson County,CO:Sheriff Department Case Files
Jefferson County,CO:Human Resources Files
Jefferson County,CO:School District Student Files
Larimer County,CO:Thousands of images for Health and Clerk Mesa County,CO:Parks Department Conversion
Montezuma County,CO:Judicial Files-Court Criminal
Pitkin County,CO: -75,000 Various Departmental Documents Routt County,CO:Book&Microfilm Scanning
Teller County,CO:Clerk and Recorder Book Conversion
Town &City
City of Aspen,CO: - One Hundred Thousand Large Format Plats City of Broomfield,CO:Attorney File Conversion
City&County of Denver,CO:Large Format Maps and Plats
City of Fort Collins, CO:Water Utility File Conversion
City of Greeley,CO:Microfilm conversion of both 16mm and 35mm film City of Longmont,CO:Tens of thousands of microfilm images converted to digital image City of Longmont,CO:Conversion of Water Department&Treatment files City of Longmont,CO: Department of Public Safety Case Files California Springs,CO:Police Department cold case file conversion Town of Carbondale,CO:Conversion of Building Department files Town of Castle Rock,CO: Large/Regular Format Drainage Utility Files Town of Estes Park,CO:Conversion of Building Department Files Town of Morrison,CO:Several thousand large format drawings and plans Town of Silverthorne, CO:Microfiche Conversion
Town of Snowmass,CO:Police Department Microfilm Conversion Federal Government
The Department of Justice:Over 5 million images of litigation documentation converted on-site The United States Navy:Millions of microfiche and microfilm images converted on-site The United States Postal Service:Converted 100 boxes(200k+ pages)of paper per day for litigation United States Marine Corps:Over 65 million images converted on-site in Quantico,VA MSI CA,LLC 16 -53-

References—CONFIDENTIAL. NOT FOR PUBLIC DISTRIBUTION
Company Name: I Contact Name:

City&County of Denver Guy Mason (Information Manager)
Address: Phone:
201 W Colfax, Denver CO 80202 720-865-8411
Dates of Service(s): Email:
2016-Present [email protected]
MSI began scanning for the City&County of Denver's Department of Public Works converting several thousand large format drawings. These drawings were more complex as most of the collection was Mylar and/or folded, requiring extra care. Shortly after completion, MSI worked with Parks &Recreation to convert extremely fragile large format documents, such as building plans, as completed, drawings, etc. MSI's reputation continues to grow and future opportunities with City&County of Denver are in planning now.

Company Name: I Contact Name:

University of California Mark Diekhoff
Address: Phone:
303) 735-6556
Dates of Service(s): Email:
2010-Present I [email protected]
MSI has worked with University of California for nearly a decade and recently was contracted as the exclusive scanning partner for the University for 5 years. From Student Records,to HR, Disability, Provost Records, etc., MSI has handled all conversions for the University!
Company Name: I Contact Name:

Denver Health—Public Health Department Kathy Root
Address: Phone:
605 Bannock Street, Denver, CO 80204 303-602-7251
Dates of Service(s): Email:
2015 I [email protected]
MSI converted vital public health records, some of which were water damaged and stored in a basement.

Denver Health had in total, approximately 450,000 images converted with MSI CA.

Company Name: I Contact Name:

The United States Marine Corps via CH2M Kim Henderson (Project Manager, CH2M) Address: Phone:
2008 Elliot Road, Quantico, VA 22134 619-272-7209
Dates of Service(s): Email:
2013-Present [email protected]
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MSI currently finalized -in conjunction with CH2M Hill and The United States Marine Corps.-a conversion of 60 Million Microfilm/Microfiche Images,through scanning and indexing of metadata to an electronic imaging database. The document collection contains vital records and personal identifiable information. MSI was not only responsible for the conversion of the images and data, but also designed and implemented an Electronic Content Management System (both Software& Hardware)to store and provide access to the entire record collection. This effort has required MSI to work with The United States Navy, The Marine Corps, CH2M Hill, The Veterans Administration,and The National Archives who will be providing the images to Ancestry.com.

Company Name: Contact Name:

The United States Postal Service Matthew Bushong (Senior Litigation Counsel) Address: Phone:
600 17th Street, Denver, CO 80202-5402 720-221-5118
Dates of Service(s): Email:
2008-Present I [email protected]
MSI currently maintains projects for The United States Postal Service Law Department that have been successfully running for five years, converting over 75 million documents, converting Tb's of electronic data from numerous formats and systems. This contract has also included custom designing and implementing various content management and document tracking and analysis solutions. These projects are for large- scale class action government litigation and require USPS security clearances, for employees, our facilities, our software, and our networks. MSI's expertise and privacy/security clearances through government projects set our service bureau apart from any other.

MSI CA,LLC 18 -55-

ADDITIONAL SUBMISSION INFORMATION
Quality Control
MSI meets and exceeds the International Organization for Standardization ('ISO') standards for image scanning, storage and retrieval as specified in ISO 32000-1:2008 and ISO 9660:1999. Following the ISO Standards, utilizing state-of-the-art equipment and software combined with almost three decades of experience,allows MSI to produce the highest level of image quality and more importantly, MSI has created a quality control system second to none in the industry. MSI will also provide a designated Quality Control Manager to oversee the Quality Control function and to act as a liaison between MSI and City of Bellflower.

MSI has implemented a structured employee-training program (which is specifically tailored to each application)to ensure that all equipment and software is utilized properly and regularly maintained. All equipment and software is configured per the specifications to control image reduction, size, aspect ratio, batching options, auto exposure,thresholding, and file naming conventions. The scanners utilized are being driven by a complete information capture solution that provides effective, efficient, and accurate methods to coordinate,validate, and assimilate images and documents throughout the capture process. This allows MSI to easily route and manage images through the required workflow modules -Capture, Image Enhancement, Indexing, QC, and Exporting. All images are scanned and routed to the MSI central server room for image processing,quality control, and output. Images are constantly monitored both visually on 27' monitors and electronically throughout the scanning process to obtain the highest quality available. If a poor-quality image is spotted, such as polarity changes, multiple documents, skewing, etc. during the scanning process,the scan operator will stop and rescan the image after making the proper software adjustments if required. All scanners are thoroughly cleaned at the beginning of each new shift and calibrated per the manufacturer specifications.

In addition, MSI follows all generally accepted standards for quality control in this industry and then takes it to the next step... a visual inspection of the images, a step to verify the original page against the corresponding image. The Quality Control Technicians will utilize custom software,which will:

Provide protection against accidental file deletion
Provide the ability to edit the order/sequence of the electronic file Search capability to find a specific doc type
Blank page removal
Review and re-scan for skewed,spotted, incorrect densities,etc.

Page rotation capabilities
Retain full image size of the original document
Any images that do not meet our strict quality standards will be rescanned or reprocessed on an individual basis to obtain the best quality image possible. If MSI discovers poor digital images or inadequate indexing performed, MSI will correct the quality of the images or indexing. If, after such efforts,the scanned image or indexing remains below MST's stringent standards, due to poor quality originals, MSI will report the problem to the City of Bellflower project manager following agreed upon reporting procedures and intervals. Any scanning that does not meet the quality requirements of this Statement of Work will be rescanned or reconverted at no cost to City of Bellflower.
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RFP No. CC-2023-01

Page 20 of 26 ends

Rush Pull Requests
MSI understands that our client's documents (whether film or paper), can be the lifeblood of a company. While in possession at MSI,we want our clients to feel safe knowing that if they need a file, they'll be able to get it in a timely fashion. MSI includes up to 2 rush pulls per day for no additional charges. We will pull and scan the requested file and deliver an electronic image within 8 business hours.

That's why MSI streamlined the rush pull request process, by creating a web-driven form that alerts multiple personnel about an incoming rush pull, allowing for a highly-efficient,trackable, rush-pull system.

RUSH P. , S MADE EASY
your files,that's why we'v=-• it simve to request a rush pull ii.0INNS
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VISIT MSIMAGING.COM CLICK RUSH LINK REQUEST FORM RECEIVE RUSH PULL Start by going to our Click the"Rush Pull Fill out the short form with Within 8 business hours, website at Request"link in the top details about you,your our team will pull,scan,and www.msimaging.com right corner of our website company,and the file that senc your rush pull to you you need
IWSCOVUUY WON MOW Yf-
Key Partnerships and Alliances
MSI currently is an authorized vendor, partner, or reseller for the following companies:

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1 LATERAL DATA
AigA PSIGEN inc.

DIGITECHMicrosoftKodalalarisSYSTEMS KOFAX
MSI CA,LLC 20 -57-

EXHIBIT A

INSURANCE REQUIREMENTS
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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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."

2.27.23 Date Bidder
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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: 2.27. 23
Type of Company/Organization: Data Management
Company/Organization Name: MSI: Information Management Solutions Name: Steve Lin
Title: General Manager
Signature:
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Company Certification
September 12, 2022
To Whom It May Concern,
On behalf of MSI CA LLC(202116110337),we hereby confirm and certify that the following individual is an authorized officer to submit proposals and contract on behalf of MSI CA LLC.

Name: Steve Lin
Title: Head of Sales
Address: 1550 Valley Vista Drive, Ste 150
Diamond Bar, CA 91765
Contact Info: 909-285-0553 (0)
713-705-0806 (M)
[email protected]
If you have any questions, please call us at (888) 780-7226.

Best regards,
Vincent Huang
President
www.msimaging.com
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EXHIBIT C

COST PROPOSAL

MSI CA LLC
1550 Valley Vista Drive, Ste 150
Diamond Bar, CA 91765

AS-NEEDED,ONGOING SCANNING SERVICES(MONTHLY)
Item No. Description Estimated Qty. Unit Price Total Amount 1 Document preparation up to legal size(price
1,000 pages $0.05 50.00
per page)
2 Black&white document scanning services
500 pages $0.05 25.00
up to legal size
3 Color document scanning services up to
500 pages $0.05 25. 00
legal size
4 Document preparation up to ANSI E size
400 pages $0.02 8.00
price per page)
Black&white document scanning services
I
5'
up to ANSI E size
200 pages $0.80 160.00
6 Color Document Scanning Services up to
200 pages $0.80 160.00
ANSI E size
Indexing of documents(price per7.
document/file)
1 document/file $ Included

8. Archival USB drive or CD/DVD 1 USB/CD/DVD $ Included

9. Pick-up/Delivery(per trip) 1 trip 165.00 SUBTOTAL: $
428.00
excluding Lines 7- 9)
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 0.05
2 Black&white document scanning services
0 0.05
up to legal size

3. Color document scanning services up to
0 0.05
legal size

4. Document preparation up to ANSI E size 50,000 pages $0.02 1,000.00 price per page)
5 Black&white document scanning services
25,000 0.80 20,000.00
up to ANSI E size

6. Color Document Scanning Services up to
25,000 0.80 20,000.00
ANSI E size

7. Indexing of documents(price per
1 document/file $ Included
document/file)

8. Archival USB drive or CD/DVD 1 USB/CD/DVD $ N/A

9. Pick-up/Delivery(per trip) 1 trip N/A
SUBTOTAL: $41,000.00
excluding Lines 7-9)
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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
170,000 pages $0.05 8,500.00
per page)
2 Black&white document scanning services
120,000 0.05 6,000.00
up to legal size
3 Color document scanning services up to
50,000 0.05 2,500.00
legal size

4. Document preparation up to ANSI E size
40,000 pages $0.02 800. 00
price per page)
5 Black&white document scanning services
20,000 0.80 16,000.00
up to ANSI E size

6. Color Document Scanning Services up to
20,000 0.80 16,000.00
ANSI E size

7. Indexing of documents(price per
1 document/file $ Included
document/file)

8. Archival USB drive or CD/DVD 1 USB/CD/DVD $ Included

9. Pick-up/Delivery(per trip) 1 trip 165.00
SUBTOTAL: $49,800
excluding Lines 7-9)
Total Cost for Project A and Project B: $90,800
Excluding Transportation; total number of trips to be determined in coordination with the City of Bellflower)
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Bellflower City CouncilMarch 27, 2023

Bellflower City Council
March 27, 2023