Western Integrated Systems | Fairfield, CA | Oakland, CA | Rocklin, CA | (866) 736-2191 | www.westint.com Hard Copy Imaging Proposal
for
201 W Sierra Ave, Cotati, CA 94931
Overview
The City of Cotati has a collection of approximately 117 standard boxes (15" x 12" x 10") of folded large format drawings (greater than 11" x 17" and less than 36" x 48") along with standard paper, (8 1/2" x 11” up to 11" x 17"), that makes up the content of a single file. Some files are made up of folded large format drawings and some are made up of standard paper only. Western received 2 typical boxes of the 117 as a basis for this quote. The documents will be scanned as 300 DPI Color Multi-page PDF files. The PDF files will be named with the indexing information contained in each box on the box inventory sheet. The first box PL166 contained a total 100 large format drawings and 800 standard pages comprising 7 files. This includes the box index as a separate file. The second box BLDG 060, contained a total of 134 large format drawings and 324 standard pages comprising 26 files including the box index as a separate file. The average of the two boxes will be used as basis of our estimate for the 117-box collection. The averages are 117 large format drawings, 562 standard pages comprising 17 files. If a file needs to be accessed during the imaging process, simply call or email us and identify the box number and file description you need, and we will pull the file and scan it if needed and then send it to you electronically. Please allow 4 hours for this service. This project will be billed monthly in arrears for completed units only and our production will stop not to exceed your allocated budget for this fiscal year.
Generally, we will process the 117 boxes in batches of 25 to 50 boxes. The City of Cotati will complete a Western Transmittal listing the Customer Box Number and optionally a description of the box contents. The boxes will be checked in at the Western Imaging Center per the transmittal list. Any discrepancies will be resolved at check in with the City of Cotati over the phone. Upon completion of the Imaging process the boxes will be returned to the City or its designated 3rd Party and a new batch will be picked up. Media containing the images will be delivered with each completed batch. .
Western Integrated Systems | Fairfield, CA | Oakland, CA | Rocklin, CA | (866) 736-2191 | www.westint.com Pricing
Project Assumptions
Description
Estimated number of standard record storage cartons 117 Estimated number of Large Format Drawings (>11"x17" and < 36" x 48") 117 Estimated number of Standard Pages (up to 11" x 17") 562 Estimated total number of Large Format Drawings 13689
Estimated number of Standard Pages 65754
Estimated total number of Large Format Drawings and Standard Pages 79443 Estimated total number of Separator pages per box 17
Estimated total number of Separator pages for the project 1989 Estimated total number of user and separator pages 81432 Black and White Pages 0
Large Format Color Pages 13689
Standard Color ADF pages 65754
Imaging Services Quantity Rate Extension
Includes: Project Management, Pickup and Receiving of 117 boxes, Document preparation for scanning, Box and File Level Indexing from inventory in each box (File Description.pdf), Color ADF Scanning and Color Large Format scanning. QA based on service option selected below, Re-assembly, OCR, PDF, Media Preparation (Encrypted USB Hard Drive), Delivery of media and boxes to the City of Cotati.
Image Pro - Full Service 117 $344.00 $40,248.00
(Physical Page Counts, Reconciliation and 100% Visual Inspections) Additional charge per File Level index if project has more than 1989 Files. $0.56 Additional scan charge per page if the project has more than 65754 ADF pages. $0.07 Additional Large Format scan charge per drawing if the project has more than 13689 Large Format Drawings. $0.67
Image Plus - 100% Visual Inspections 117 $288.00 $33,696.00 Additional charge per File Level index if project has more than 1989 files. $0.56 Additional scan charge per page if the project has more than 65754 ADF pages. $0.06 Additional Large Format scan charge per drawing if the project has more than 13689 Large Format Drawings. $0.67
Image Express - No optional QA 117 $244.00 $28,548.00
Additional charge per File Level index if project has more than 1989 files. $0.56 Additional scan charge per page if the project has more than 65754 ADF pages. $0.05 Western Integrated Systems | Fairfield, CA | Oakland, CA | Rocklin, CA | (866) 736-2191 | www.westint.com Additional Large Format scan charge per drawing if the project has more than 13689 Large Format Drawings. $0.67
Accepted By: City of Cotati
Signature
Print Name
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Date
Accepted By: Western Integrated Systems
Signature
Print Name
Title
Date