FIRST AMENDMENT TO MASTER AGREEMENT
CITY OF PACIFICA AND HINES EDM
This First Amendment to Master Agreement for Consultant Services (the “First Amendment”) is made and entered this 1st day of July, 2023, by and between THE CITY OF PACIFICA, a municipal corporation (hereinafter referred to as "CITY") and Hines EDM (“Consultant”), a California corporation (hereinafter referred to as "CONSULTANT").
RECITALS
WHEREAS, on August 9, 2021, the CITY and CONSULTANT entered into that certain agreement entitled “Master Agreement for Consultant Services” (“Agreement” or “Master Agreement”) to provide scanning and digitization and related services in conjunction with the CITY’S Records and Information Management Program Policy; and WHEREAS, CITY and CONSULTANT now desire to enter into this First Amendment to the Agreement to extend the term reflected in Section 3.1 “Effective Date” for completion of the services; and
WHEREAS, CITY and CONSULTANT desire to amend Section 2.1 “Compensation” to increase the not-to-exceed total compensation for all services provided under the Master Agreement from $110,000 to $150,000 and update the Pricing and Billing rate schedules to be specified pursuant with ATTACHMENT B to this First Amendment.
AGREEMENT
NOW, THEREFORE, for the considerations hereinafter set forth, CONSULTANT and CITY amend the Master Agreement as follows:
1. Section 2.1 within ARTICLE 2 – COMPENSATION of the Master Agreement is deleted and hereby amended to read in its entirety as follows:
2.1 Compensation. Compensation for the Services shall be in accordance with the Pricing and Billing rate schedules specified in Attachment B “Compensation” to the First Amendment to Agreement. However, in no event shall the amount the CITY pays to CONSULTANT for work done under this Agreement or any Task Orders issued pursuant to this Agreement exceed $150,000 (“Cost Ceiling”).
2. Section 3.1 “Effective Date” within ARTICLE 3 – TIME OF PERFORMANCE of the Master Agreement is hereby amended to read in its entirety as follows:
3.1 Effective Date. This Agreement shall become effective upon execution of the second signature and shall remain in full force and effect until the Services are completed (the “Term”). CONSULTANT agrees to complete all services by June 30, 2024.
3. AGREEMENT IN EFFECT. Except as amended by this First Amendment, all other terms and provisions of the Master Agreement shall remain unmodified and in full force and effect.
4. COUNTERPART SIGNATURES. This First Amendment may be signed in multiple counterparts which, when signed by all parties, shall constitute a binding agreement.
IN WITNESS WHEREOF, the parties have executed this First Amendment to the Agreement as of the date set forth above.
HINES EDM INC.
By: Date
Lonnie R. Hines, President
Hines EDM, Inc.
CITY OF PACIFICA
By: Date
Kevin Woodhouse, City Manager
Approved As To Form
By:
Michelle Marchetta Kenyon, City Attorney
ATTEST:
By: _______________________________
Sarah Coffey, City Clerk
June 30, 2023
ATTACHMENT “B”
COMPENSATION
[Hines EDM Cost Proposal Form effective 7/1/2023 attached] In no event shall the amount the CITY pays to CONSULTANT for work done under this Agreement or any Task Orders issued pursuant to this Agreement exceed $150,000.
Price per
Unit Unit
a. Document Preparation Services $0.01 Per Image
b.
Scan and Convert standard sized documents (11" x 17" and smaller) to PDFs @ 200 DPI - Black and White $0.040 Per Image
c.
Scan and Convert standard sized documents (11" x 17" and smaller) to PDFs @ 200 DPI - COLOR $0.040 Per Image
d.
Scan and Convert standard sized documents (11" x 17" and smaller) to PDFs @ 300 DPI - Black and White $0.040 Per Image
e.
Scan and Convert standard sized documents (11" x 17" and smaller) to PDFs @ 300 DPI - COLOR $0.040 Per Image
f. Microfilm Scanning $50.00 Per Roll
g. Microfiche Scanning $75.00 Per Fiche
h. OCR Documents $0.005 Per Image
i.
Scan and Convert Large Format Documents (larger than 11" x 17") to PDFs @ 200 DPI - Black and White $1.10 Per Image
j.
Scan and Convert Large Format Documents (larger than 11" x 17") to PDFs @ 200 DPI - COLOR $1.10 Per Image
k.
Metadata Capture WITHOUT lookup table (i.e. database export CSV, master table etc.) $0.01
Per
Character
l
Metadata Capture WITH a lookup table (i.e. database export CSV, master table etc.) $0.05 Per Field
m. Project Management, File import into City's Lasefiche system remotely $175.00 Per Hour n. Delivery of digital images per shipment via Hines Secure Cloud No Charge Per
Shipment
o. Pickup of all boxes and materials from City location(s) $225.00 Per Trip p.
Boxing and inventorying of materials from City department Cabinets and Shelves (labor is calculated by employee) $5.00 Per Box Indexing (Metadata Capturing)
Scanned File and Metadata Import into City's Laserfiche Document Management System Transportation, Inventory and Document Request Services Hines EDM Cost Proposal Form 07/01/2023
Document Conversion Sevices (Scanning)
Searchable Document - OCR (Optical Character Recognition) Large Format Document Conversion Services
q.
Document Requests - non critical, returned and delivered digitally within 48 hours $5.00
Per
Request
r.
Document Requests - urgent, returned and delivered digitally within 12 hours $5.00
Per
Request
s. Special Handling $35.00 Per Hour
t. Destruction of Boxed Records $8.00 Per Box
u. Storage of Boxed Records - Storage fees begin 90 days after delivery $0.55 Per Cubic
Foot
v. Rescanning of documents due to QC issues No Charge
Per
Document
Other Services