TASK ORDER NO. 4
CITY OF PACIFICA AND HINES EDM
CITY CLERK FILES - RECORDED PROPERTY RECORDS
SECTION 1 - PURPOSE
The purpose of this Task Order is to authorize and direct Hines EDM ("CONSULTANT") to proceed with the work specified in SECTION 2 below, in accordance with the provisions of the Master Agreement for Consultant Services between the CITY and CONSULTANT entered into on the 9nd day of August, 2021, as amended by Amendment No. 1 on the 15' day of July, 2023.
SECTION 2 - SCOPE OF WORK
The items authorized by this Task Order are presented in Attachment "A" - Work Plan, which is attached hereto and incorporated by reference. The specific scope of work to be completed as part of this Task Order shall include:
1. Document conversion services of Recorded Property Records files (see Attachment C for photographic reference of the files to be scanned):
a. Approximately 4 banker boxes.
b. Approximately 50% of files are 8 ½ x 11.
c. Approximately 40% of files are between 8 ½ x 13 and 8 ½ x 14. d. Approximately 5% of files are between 8 ½ x 3 ½ and 8 ½ x 5. e. Approximately 5% of files are oversized maps larger than 8 ½ x 14. f. Some documents may require double-sided scanning.
2. OCR of all scanned documents.
3. Creation of Template for Recorded Property Records (4 banker boxes) to conform with cxisting Lascrfich templato "Rocorded_Documents" filds as reforenced in Attachment D. Scan documents and capture and/or populate the following required metadata fields for the Recorded Property Documents scanned:
a. City_Index_Number (capture from document, if available) = Index number assigned by City (usually noted in header)
Typical format range (T denoting document type, Y denoting year, and # denoting numeric)
1. T-YYYY-##
T-YY-#
3. T#-YY
4. T##
b. Recorded_Number (capture from document) = Index number assigned by County for Recorded Property Document
Typical format range for files dated approximately 1948-1996 (# denoting numeric and X denoting letter)
1. ###|#|#X
2. ###|#|#XX
3. ########
4. ##-######
ii. Typical format range for files dated approximately 1996- (Y denoting year and # denoting a numeric)
1. YYYY-######
2. YYYY-###### CONF
c. Recorded_Date (capture from document) = date at which document was recorded with the County
d. APN (capture from document) = 9-digit parcel number associated with property e. Street Number (capture from document) = number of property street address f. Street Name (capture from document) = name of property street address g. Agreement_ With (capture from document) - party or parties included in the recorded property document (external from the City)
h. Recorded_DocType (capture from document) = title of document, including, but not limited to
i. Deed
ii. Covenant
iii. Certificate of Compliance
iv. Declaration of Restriction
v. Easement
vi. Escrow
vil. Lot Line Adjustment
viii. Notice of Completion
ix. Street Improvement
x. Street Vacation
xi. Subdivision Improvement Agreement
xii. Subordination Agreement
xili. Temporary License, Release, & Agreement
4. Scanned file and metadata import of documents into Laserfiche.
5. Transportation, inventory, and document preparation services including:
a. Pick up of all boxes and materials from 540 Crespi Dr, Pacifica, CA 94044.
Location details will be confirmed prior to official pickup. b. Inventorying of materials from bankers boxes and preparation for scanning (i.e. remove staples, bindings, etc.)
c. For Recorded Property Records: Re-assemble documents, return boxed records after successful delivery into the Laserfiche repository and for quality control verification.
6. Contingencies:
a. Provide document requests within 48 hours, delivered digitally. b. Rescanning of documents due to quality control issues.
SECTION 3 - COMPENSATION
Compensation shall be as provided in the MASTER AGREEMENT. Compensation for services under this Task Order shall be as set forth in Attachment "B" = Compensation, which is attached hereto, and incorporated by this reference. Total compensation for all services provided under this Task Order shall not exceed $2,000 ("Cost Ceiling").
SECTION 4 - SCHEDULE OF PERFORMANCE
The services described in SECTION 2 of this Task Order shall be completed by June 30, 2024. or as extended in writing by the City Manager.
SECTION 5 - ITEMS AND CONDITIONS
All terms and conditions contained in the MASTER AGREEMENT are incorporated by reference and remain in full force and effect.
Task Order approved this ,17th day of April, 2024.
CITY OF PACIFICA
By _ Date April 17, 2024
Kevin Woodhouse, City Manager
Approved As To Form
By:_
Michelle Marchetta Kenyon, City Attorney
HINES EDM
Digitally signed by Lonnie RHines
DN: cn=Lonnie R Hines, o=Hines EDM Inc,
Lonnie R Hines ou-Hines EDM.
[email protected], c=US
Date: 2024.04.01 13:41:29-07'00
By: Date_April 1, 2024
Lonnie R Hines, President
By: Date
ATTACHMENT A
Work Plan
-HINESEDM
ENTERPRISE DOCUMENT MANAGEMENT
Work Plan and Project Understanding
Technical Approach
Hines EDM will provide scanning and imaging services with the resulting images being sent to the City of Pacifica for import into the City's existing Laserfiche system. Hines uses a 3rd party tool built to upload images into various document management systems. All images will include the associated metadata in an electronic text data file (e.g. spreadsheet, CSV or text file) formatted for import. Fragile or other type documents that require special handling will be processed in the safest way so as to protect the integrity of the original document and ensure readability in the electronic format.
Hines will pick up boxes of documents and large-format rolled plans from the City's multiple departments and locations.
a. Boxes will be boxed, labeled and cataloged by City staff prior to pick up. b. If requested, at an additional charge, Hines staff can box any materials not already boxed. The City will provide boxes and Hines employees will keep a detailed inventory of the materials that are placed in those boxes. Optionally Hines can provide boxes for an additional fee (See Cost Worksheet) c. Hines will acknowledge receipt of each box within a shipment using our standard pick-up/delivery form to be signed by Hines and the City's rep at time of pick up. d. Any existing damage to materials will be notated on packing slips and acknowledged by Hines and by the City at time of pick up.
Hines will store all materials in a secure facility which is protected by a monitored fire and burglar alarm system and is under 24-hour video surveillance. Our secured facility requires passcode entry into the building, City materials will also be stored in a secure location on premise accessible only to those employees authorized to work on the project.
Documents will be removed from their containers to be prepared and scanned then returned to their original file folders and containers for storage until returned to the City or destroyed per request. Once the documents are in the possession of Hines, the company assumes responsibility for the security of the documents.
Hines will prepare the documents for scanning by removing the staples and other binding, inspecting, and repairing pages as needed. Items that are smaller than 8 ½ x 11 paper size (i.e. Post-It notes) will be taped using non-reflective tape to an 8 ½ x 11 sheet of paper if required.
Inspection of Images: All images will be checked for quality. Any adjustments that are needed to remove or minimize skews or speckles on image, without affecting image readability, will be made prior to delivery to the City. Hines will ensure that documents are in correct order and of the highest professional quality. The City will be responsible for inspecting the scanned images in a timely manner and will notify Hines within 30 days of any delivery regarding any issue or discrepancy identified. If documents are identified as needing to be rescanned, Hines will rescan the images at no additional cost to the City.
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• Hines will adhere to the specified Digital Image Standards set by the RFP. Files will be formatted according to specified file types and resolutions. Documents will be delivered as searchable PDF to the City.
• Images will be compatible with required Laserfiche import specifications. • Documents will be scanned at 200dpi or higher. On page 4 of the City's RFP, it states that images should have the ability to be scanned at 600 DPI. Hines will work with the City to establish the appropriate DPI for each Task in the project and Hines will scan all images at the agreed upon DPI.
• Scanned images that represent poor quality originals will have a disclaimer cover sheet inserted by Hines at time of scanning.
• OCR will be performed on all PDF images before final delivery.
An index metadata file will be included with each delivery of scanned images and be formatted suitable for import into the City's existing Laserfiche document management system. Data to be captured in the metadata will be consistent with the agreed upon fields pertaining to each document type in each department. Hines understands this contract is Task driven and each department and Task will require unique and specific metadata fields. Hines will work with the City to establish these fields at the beginning of each Task.
All Hines EDM, Inc. employees are compliant and familiar with HIPPA regulations. Where appropriate, HIPPA procedures will be followed when handling City documents.
Work Plan & Methodology
The purpose for this section is to demonstrate that Hines EDM fully understands the required service plan, the City's objectives, work requirements, and that Hines EDM has the ability to satisfy these requirements. Further, Hines EDM is committed to and will assign the resources necessary to meet the required project schedule.
Hines EDM will provide scanning and imaging services with the resulting images being delivered and formatted for import into City's internal Laserfiche system. All images will include the associated metadata in an electronic text data file formatted for import. Fragile or other type documents that require special handling will be processed in the safest way so as to protect the integrity of the original document and ensure readability in the electronic format. • Document Transportation Process
• Records Management (Inventory Control)
• Document Preparation Process
• Document Scanning Process
• Large Format Document Scanning Process
• Indexing and Imaging Process
• Final Quality Control Process
• Return of Documents and Delivery of Images
• Document Request Procedure
• Data Confidentiality and Security
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Document Transportation Process
The Hines EDM drivers have signed a company policy requiring the transportation vehicles to be locked at all times when the vehicle is not being accessed by the drivers. The Hines EDM driver maintains a company standardized form in order to itemize the content of the cargo hold, this list requires items such as a (partial listing), box count and brief description of the customer's boxed content (e.g. a from-to range).
All City documents will be transported in a secure, climate controlled vehicle. The vehicle will transport materials back to our secured facility without making any stops along the way.
Sample Transmittal Sheet - (Customizable for the City's specifications) Hines EDM, Inc.
L #HINESEDM 1380 Lead Hill Bivd, Suite 106
Roseville, CA 95661
ENTERPRISE DOCUMENT MANAGEMENT 916.784.8436
www.hinesedm.com
PICKUP RECEIPT
Customer: City of Pacifica
Task Information: Task01_City Clerk
Job Batch ID: T001_CC
Date/Time: 05/01/2021
Material:
Qty Description
52 Bankers Boxes - from City Clerk's Office Cabinets
21 Bankers Boxes - from Clerk File Room
Hines Signature Pickup: 05/01/2021
Date
Client Signature Pickup: 05/01/2021
Date
RETURN RECEIPT
Date/Time of Return:
Qty Description
Hines Return Signature:
Date
Customer Return Signature:
Date
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Records Manager (Inventory Control)
The purpose for the Hines EDM RM (Records Management) position is to identify a single- point of accountability employee who is permitted to physically relocate customer content within the internal environment. Ultimately, the purpose for this role is to mitigate human error, and or loss of content via accidental misplacement.
Once the transportation team arrives back at the Hines EDM facility, the content will be immediately unloaded and checked-in with the Hines EDM RM (Records Manager). The initial check-in procedure requires the RM to review the transportation log for accuracy (e.g. number of records received).
The Hines EDM Record Manager will input each Job Batch Number into the Hines EDM internal "PTS" (Project Tracking System) which tracks all internal movement of the City's boxed materials. Each box will receive a label containing pertinent job information on it. The label will identify the customer name, batch ID, box ID and barcode used for internal tracking.
Each box will also contain a box manifest to indicate which items are within a specified box.
Sample Box Label:
City of Pacifica - Task001_CC
•HINESEDM BOX: 1
Date Employee
Received 5/1/2021
Prepped
Scanned
Large Format Scanned
Indexed
Quality Control
Each Hines team member will check-in and check-out boxes to different production stations and will only check out an amount of boxes that can be facilitated in one shift. In other words, the boxes will not remain at the stations after the shift. Once a box is completed at a particular stage in production (scan, index, QC), employees will sign off on the physical box as well as in our internal tracking system to ensure all materials on site are completely processed. An electronic manifest of all boxes in progress will be kept. Within this electronic worksheet a list of each step will be logged with employee name, date and time the box was in their possession for reference if needed at a later time.
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Document Preparation Process
The document preparation process is the stage where Hines EDM gets the paper and scanner ready. That is, where; staples are removed, page tears are repaired with clear tape, sticky- notes are relocated to avoid covering information, and the like. In terms of oversized documents, often the plan sheets are stacked and laid flat prior to document scanning (in order to better minimize the effects of folded creases upon the scanned image). Hines is also proficient at removing spiral bindings and glue from bound books when needed.
If a unique situation presents itself, Hines will address how to proceed with the City before making decisions that may change the approved work plan.
The document preparation process is also the stage where Hines EDM can leverage technology in order to save the customer time and money. For instance, barcode separator sheets can instruct the scanning software where to start a new file. More advanced barcode options can actually contain index data such as a Project number that can be used to populate an index field and then do a lookup to retrieve additional info such as Document Type. The insertion of barcode separator sheets can improve accuracy and eliminate the requirement for data entry entirely. Pertinent file information would be written on this barcode sheet to be used during indexing.
Sample Barcode Sheet (Customizable to project and department specifications):
"NEW DOCUMENT*
PACIFICA RECORDS CONVERSION
SEPARATOR SHEET
DEPARTMENT: CITY CLERK
Project i:
Date
Description
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Document Scanning Process
Hines EDM utilizes state of the art Panasonic high speed scanners with the advanced capability to scan all forms of documents within a given project. This includes, but is not limited to, index cards, file folders, envelopes, photographs (including polaroids), binder tabs, post-its, receipts, carbon copies, spiral bound and glued booklets (once separated by preppers). All documents will be scanned from front to back as presented in their original folders.
The Hines EDM scanners maintain technology to
detect a double feed (via ultrasound waves). This
QA feature ensures that the scan operator is audibly
alerted to such an occurrence and error rate is
greatly reduced. The scanners also provide
advance image quality options such as auto
deskew, blank page deletion, edge fill and clean-up,
background smoothing, and auto rotation of
images. The Hines EDM document scanners
maintain onboard software that evaluate each
electronic image in real-time for the best quality
output.
Subtask (if applicable): About Hines EDM Color Scanning Technology Where color scanning is appropriate, the Hines EDM document scanning software offers options to mitigate large file sizes. For example, where a sheet of paper is gold in background, the scanner can render the background image as white in order to reduce the overall file size.
Even where the background is gold and there exists color notations, both (1) the background can still be captured as white and (2) maintain the color notations as presented. Our state of the art scanners also provide an Auto-Color Detect feature that allows bitonal images to be captured in Black & White while processing color documents and photos in Color instantaneously. This feature allows us to scan documents more efficiently and capture the most true to original image as possible. Hines will work with the City during each task to set project criteria detailing out color requirements and pages requiring color scanning will be identified at document prep and scanned accordingly.
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Large Format Document Scanning Process
All large format plans will be unfolded or unrolled prior to scanning and prepped by removing any binding or staples from the plan set. To make sure all plans are inserted in the correct order, barcode sheets will be inserted at prep to mark where Large Format pages are to me inserted. Hines EDM will scan all oversize documents (larger than 11x17) in grayscale or color depending on the criteria set forth by the City. If red stamps, color coded markings, or map notations exist and are required to be scanned in color, Hines can toggle between greyscale and color scanning as is appropriate. Pages will be scanned to reflect the same DPI as the small format images.
Hines prefers to scan large format images at 200DPI because there is no loss in quality but a lower DPI negates larger file sizes for the City. Larger file sizes can make documents slower to open once delivered which is why Hines typically recommends scanning all larger documents at a lower DPI. Hines can scan images at 300DPI if the City requires it as a project specification. All physical pages will remain in the original order received. Plans will be indexed with other file documents contained within a folder unless the City requires large plans to be categorized as a different document type. All images will still pass through the data entry and quality control processes.
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Indexing and Imaging Process
The Hines EDM data entry process may use barcode sheets in coordination with the City's document type specification, and key information from the lead page of each file folder will be used to derive the necessary information for each field. Hines will employ quality assurance methods to ensure correct metadata information was generated.
Hines understands and agrees to ensure all Task specific required fields for indexing are accurate and complete. Per the RFP, Hines will establish required metadata fields and indexing criteria with each department on a task by task basis.
Hines EDM can incorporate project specific data tables designed to catch any anomalies. For instance, if provided with an Employee ID or Employee Name, indexing entries can be validated against the City's prepopulated data such as Department to ensure accuracy. This not only ensures correct data collection but eliminates the need for technician subjectivity when reading lighter images.
Validation Tables are an electronic data file (i.e. flat file) that would map predetermined data based on a look-up table accessible by our team. If such as database were already in existence, the requirement for data entry under this project would significantly diminish.
Provided there is a database available, Hines EDM is proficient in using data look up and information data bases to increase efficiency and accuracy when manually entering data.
Optical Character Recognition Process (OCR)
Optical Character Recognition is a process requiring specialized software in order to interpret and convert the characters from an electronically scanned image into standardized text. The main benefit of an OCR software process is the ability to incorporate a full-text search by keyword or phrase.
Although a mature technology, OCR is still prone to certain errors, especially related to historical or poor quality original documentation. As such, documents originating from the likes of typewriters and dot-matrix style printers do not always OCR accurately. OCR is not compatible with hand written documents.
Hines recommends files be delivered at multi-page PDF files. Because Laserfiche utilizes hit- highlight technology when searching OCR'd documents, delivered images with OCR that are PDFs will allow the city to search using OCR in Laserfiche as well as utilize Laserfiche's hit highlight features. Files delivered as multi-page TIFF images would not recognize the hit- highlight feature within Laserfiche.
Final Quality Control Process
To ensure that the City has the highest level of quality assurance we will conduct a final quality control review in order to sample and review the final deliverables and make sure they meet the requirements. We will provide a dedicated QC technician to visually verify that images and metadata are readable and of the highest quality before delivery. We will also check the accuracy of indexed fields, checking formatting and all final deliverable before contacting the Hines EDM, Inc. Respose to The City of Pacifica RFP for City-Wide Document Imaging and Quality Control Services 22 -HINESEDM
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City's designated project manager to schedule delivery. If an image does not meet the basic requirement of 'duplicate of the source document', the entire box will be rechecked and if necessary, any affected images will be rescanned at no additional cost to the City. Where poor quality originals exist, Hines can insert a leader page indicating poor original so the City can have full trust that the images delivered are an accurate representation of the original hard copy documents.
Return of Documents and Delivery of Images
Following scanning of all documents, items will be placed back in each box in the original order before being returned to the City. Documents can be re-stapled or rebound by Hines for an additional fee. If requested, boxes can be securely destroyed by Hines upon receipt of a signed destruction authorization form.
A metadata txt file formatted for import into the City's existing Laserfiche document management system will also be included in each delivery. Hines EDM, Inc. employs a secure cloud based system for secured delivery of confidential data. Through this system, the City can have real-time access to documents in production as well as document requests as needed. If the City prefers, images and metadata file will be delivered to the SCVTA via portable storage (Encrypted CD or USB drives). Hines will keep a copy of all images on our secure internal system until the City has reviewed and accepted images from a particular job shipment. All Hines invoices will reflect an exact file count which can be verified and checked against the inventory count to confirm that there is a corresponding PDF for every file picked up from the City of Pacifica.
Depending on the needs of the City, Hines can remote into the City's internal system securely though VPN and import images into Laserfiche directly after images are downloaded onto the City servers or, Hines can train designated City personnel on the import process to eliminate the need for Hines involvement on the City's internal servers. Laserfiche even supports a HOT folder which Hines can implement. This HOT folder would be monitored by the City's system and automatically import files when present in the folder.
Hines agrees to store all physical files at our secure facility for up to 90 days after delivery of final digital files to the City. After 90 days, all materials will be returned to the City along with a return manifest that corresponds to the original pick up receipt.
Alternatively Hines can securely destroy all documents and materials if authorized to do so by the City with an authorization request form. Hines could return 10% of the physical documents within a delivered batch for 100% verification and QC by the City. Once the City is satisfied that the delivered images are accurate and complete and meet the specifications of the Task, a certificate of destruction will be sent to the City. Following authorization, remaining materials within the authorized batch that is located at our facility will be securely destroyed on premises.
If the City requires materials to be stored longer than 90 days, a storage fee may be assessed by Hines EDM. Once instructed to do so by the City, Hines will purge all digital files permanently from our internal system. Hines will work closely with the City to meet the criteria withing their newly approved retention schedule.
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Customer Document Request Procedure
Any and all document requests from the City should be sent to [email protected] where it will be received and processed promptly. Critical document requests will be processed and delivered within 12 hours of the original request. Non-critical requests are fulfilled within 2 working days of the request. All document requests will be delivered either via email to the original requestor or, if too large for email, or requested by City, uploaded to Hines' secured Cloud system for retrieval.
Data Confidentiality and Security
Employee Backgrounds
Standard drug screening and background checks are performed for all new Hines EDM, Inc. employees. Hines employees have undergone additional employee background checks when necessary to satisfy security requirements for former and current state agency scanning jobs.
We have had several clients with sensitive documentation needing to be digitized. Some examples are the Department of Justice, SMUD, Daly City Police Department, Dept. of Water Resources and more.
In the event that any new employee joins the team during the course of this project, they will undergo a standard employee background check. They will not begin work of any kind on the project until an acceptable response is received.
Data Breach of Records
Hines has several levels of security to safeguard against data breaches such as unauthorized outside access, loss of data, modification to images or internal data structure or digital destruction of any form. The City will be made aware of any suspected data breach; the nature of the instance, what data was potentially involved, the parties involved and Hines' solution to the resolve the issue at hand and to prevent further situations from occurring. An investigation will take place and the City will be made aware of all findings immediately. If City involvement is necessary, Hines will cooperate fully throughout the duration of the process. The City will be authorized to perform a security audit at any time, if requested, in such a way as to not conflict with the security protocols of other existing clients of Hines EDM Inc. It changes to security procedures are required by the City following any security audit, Hines will fulfill all requirements within 30 days of notification.
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Proposed Innovations
Hines can use our extensive industry knowledge and experience to propose several innovations to the City's project that can help to increase productivity and decrease the overall production cost to the City.
Auto-Color Detection Technology
Our state of the art scanners also provide an Auto-Color Detect feature that allows bitonal images to be captured in Black & White while processing color documents and photos in Color instantaneously. This feature allows us to scan documents more efficiently and capture the most true to original image as possible. Because this technology mitigates the need for manual intervention during scanning, not only are images more true to their originals, it frees up scanning technicians to visually verify and perform other vital project tasks. Hines is better able to meet the City's needs while reducing overall production costs internally, that reduction in cost allows us to price jobs more competitively without compromising the quality of work we provide our clients. Hines will work with the City during each task to set project criteria detailing out color requirements and pages requiring color scanning will be identified at document prep and scanned accordingly.
Validation Tables
Validation Tables are an electronic data file (i.e. text or Excel file) that would map predetermined data based on a look-up table accessible by our team. If such as database were already in existence, the requirement for data entry under this project would significantly diminish. Provided there is a database available, Hines EDM is proficient in using data look up and information data bases to increase efficiency and accuracy when manually entering data.
Hines EDM can incorporate project specific data tables designed to catch any anomalies. For instance, if provided with an Employee ID or Employee Name or Permit numbers, or Street names, indexing entries then can be validated against the City's prepopulated data to ensure accuracy. This not only ensures correct data collection but eliminates the need for technician subjectivity when reading lighter images.
M-Disc (Millennial Disc)
Although not required by the City, Hines can offer an optional archival system in addition to the delivery of images that would meet California's Trustworthy Electronic Document or Recordation Preservation Regulations. M-DISC is a write-once optical disc technology available as DVD and Blu-ray discs. M-DISC's design is intended to provide greater archival media longevity. Properly stored M-DISC DVD recordings are rated to last 1,000 years, M-Disc DVDs are more durable than conventional DVDs.
• According to California code 22620.7 - "To ensure that every official electronic document or record is considered to be a true and accurate copy of the original information received and before the original copy may be destroyed, at least two (2) separate copies of the official document or record must be created on electronic media meeting all the conditions of a trusted system."
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• M-disc is write-once media which allows for maximum security and trust that information on the disc has not and cannot be altered after being backed-up. • Provides the hardware/software component of a multi-dimensional trusted system.
Appropriate policies and procedures are also a critical part of a total trusted solution and those will need to be implemented and followed by end users to ensure full compliance with California Government regulations regardless of the actual hardware / software solution selected.
This hardware solution would be in compliance with California Government Regulations regarding Trustworthy Electronic Document or Recordation Preservation. Hines technical staff will work with the City to implement a robust solution that would meet the State's requirements for a Trusted System. If the City wishes to employ this system, Hines would draft an additional cost proposal to encompass this system including hardware to read M-Discs and the Discs with accompanying metadata from approved project shipments.
Hines EDM, Inc. Respose to The City of Pacifica RFP for City-Wide Document Imaging and Quality Control Services 26 ATTACHMENT B
Compensation
CITY shall pay CONSULTANT for the Services on a cost reimbursement basis, up to the Cost eiling (as defined in Section 2.1 of the Agreement). CONSULTANT agrees to use appropriat ethods to contain its fees and costs under this Agreement. Compensation shall include only tl following costs, which shall all count toward the Cost Ceiling:
Direct Labor
Direct labor costs shall be invoiced as set forth on the attached Exhibit B-1, Hines EDM Pricing and Billing, Cost Worksheet.
Other Direct Costs
The following categories of costs are eligible for reimbursement, which shall be made at the actual cost to CONSULTANT without any additional mark-up:
Payments to CONSULTANT for reimbursable costs/expenses will be made only after the specific costs/expenses have been incurred and CONSULTANT has submitted substantiating documentation, such as copies of paid invoices or other documentation confirming that such costs/expenses have been incurred.
ATTACHMENT B-1
Hines EDM Pricing and Billing, Cost Worksheet
Hines EDM Cost Proposal Form 07/01/2023
Price per
Document Conversion Sevices (Scanning) Unit Unit
a. Document Preparation Services $0.01 Per Image
Scan and Convert standard sized documents (11" × 17" and smaller) to PDFs b. @ 200 DPI - Black and White $0.040 Per Image
Scan and Convert standard sized documents (11" × 17" and smaller) to PDFs c. @ 200 DPI - COLOR $0.040 Per Image
Scan and Convert standard sized documents (11" × 17" and smaller) to PDFs d. @ 300 DPI - Black and White $0.040 Per Image
Scan and Convert standard sized documents (11" × 17" and smaller) to PDFs e. @ 300 DPI - COLOR $0.040 Per Image
If. Microfilm Scanning $50.00 Per Roll
g. Microfiche Scanning $75.00 Per Fiche
Searchable Document - OCR (Optical Character Recognition) OCR Documents $0.005 Per Image
Large Format Document Conversion Services
Scan and Convert Large Format Documents (larger than 11" × 17") to PDFs i. @ 200 DPI - Black and White $1.10 Per Image
Scan and Convert Large Format Documents (larger than 11" × 17") to PDFs @ 200 DPI - COLOR $1.10 Per Image
Indexing (Metadata Capturing)
Metadata Capture WITHOUT lookup table (i.e. database export CV, master Per k. table etc.) $0.01 Character
Metadata Capture WITH a lookup table (i.e. database export CSV, master (table etc.) $0.05 Per Field
Scanned File and Metadata Import into City's Laserfiche Document Management System m. Project Management, File import into City's Lasefiche system remotely $175.00 Per Hour Per
n. Delivery of digital images per shipment via Hines Secure Cloud No Charge Shipment Transportation, Inventory and Document Request Services o. Pickup of all boxes and materials from City location(s) $225.00 Per Trip Boxing and inventorying of materials from City department Cabinets and p. Shelves (labor is calculated by employee) $5.00 Per Box Document Requests - non critical, returned and delivered digitally within 48 Per q. hours $5.00 Request
Document Requests - urgent, returned and delivered digitally within 12 Per r. hours $5.00 Request
Other Services
S. Special Handling $35.00 Per Hour
t. Destruction of Boxed Records $8.00 Per Box
Per Cubic
u. Storage of Boxed Records - Storage fees begin 90 days after delivery $0.55 Foot Per
v. Rescanning of documents due to QC issues No Charge Document
ATTACHMENT C
Photos for Reference
Photos shown here are provided for reference only and do not depict all files to be scanned.
RECORDED PROPERTY RECORDS BANKERS BOXES:
ecorodata
neprodata
Georodata Bcorodata
RECORDED PROPERTY RECORDS SAMPLES:
FINE -23
MAITANT Stanlet, se treias, Me feltreing atorment ta-the
22. 20 cha
• ly Grantes se astataining, restriag ar tarsting sy sesse tiral legina
antonetaine, rejeelag se teniting side aldtlary sever ir arvers.
ED $ /36
8-3. 5/
Talun
sacerd, ay te Danttany Poent of the Coisa Elere Iaratse 1 serety sertty mat te tarseite resolutton von bitt
lanttars ludint if the dosan thore dantary Dosteich, Jen Petee May 7
STATE UP CAPIRA LA
Compa. Des Delas
стрітист нок
1 3-11-22
GET ALONE
Pended i, 4E-7%
fer the sare of carelent barcifiest sitates andal
OnE AHa 15, N01
32157AG
6381 - 386
1 31 2271095
6354 - 36LL o3SE 357
EMERAL PROVICHS - Cortised
First American Title Insurance Company
2002
• 5511 261 - 5611 - 252
v 5611 x 202
HI TAS ATMENTS AN ERECTED ANOI 25611 - 264
MAIL TAX STATEMENTS AS DIRECTED ABOVE v 5611 ~ 264
4-u —
Fire: Seroets de Torpous, Strechie of Palle al
NOT: We barenish regiset authoriassica sa tacorpionte visa - the Riblicein Grass for Polent van
Manay Beuman e
2013-002125 CONT
UHEL E
CRANPOF PUR IC TELECOMMUNCATIONS ERLITY RASEMENT
prates erte paleetan mdis necoe tal sige, a pepetal tesal eod pette uttly cuorent in fore of te pette Minussee sad coe of fec pollic villty sacraed a buedecien tela date iat pogaterde adossel heshe KEB OMI celti spendek upeet sporas ce cede cannat ilirea and the fec sfle. No sorger b inkndl - 23od у кЕ. 400 39% alal vatnr seonsosst fetense hessan baueu
SITTEETI CUNO sTAsI
FIA_ 186, SI HESTVIT FANS
Nam ent Asorert af Cvtae ty of Factti
DuLE: Feke ima
MAR La Bet
sascrbet ant seim to tofuri ne on Hedmang
e putes
Tunty. Cattfemte
ATTACHMENT D
Document Template Field Listing
Recorded Property Documents
Laserfiche Template "Recorded_Documents"
Name Recorded_Documents
Description
Color (Default)
1* +
Name Description Type List items Width Default value Multiple Required for t Indexed Constraint Format City_index_Number Text 40 None
Recorded_Number Text 40 None
Recorded_Date Date/Time N/A Short Date/....
APN Text 40 None
Street Number Text 40 None
Street Name Text 40 None
Recorded_DocType List Administra... 100 0 None
Subject Text 500 None
Agreement With Test 100 None
Agreement_HinesEDM_20240417_TaskOrder4_
ScanningProject_CLK_recvd 4.2.24_approved
Final Audit Report 2024-04-17
Created: 2024-04-17 (Pacific Daylight Time)
By: Jennie Kenway ([email protected])
Status: Signed
Transaction ID: CB.JCHBCAABAAcPUPmYrTvIG-8WLCjToHT535V4K4qtiv "Agreement_HinesEDM_20240417_TaskOrder4_ScanningProje
ct_CLK_recvd 4.2.24_ _approved" History
L Document created by Jennie Kenway ([email protected]) 2024-04-17 - 9:34:47 AM PDT
2 Document emailed to kwoodhouse @pacifica. gov for signature 2024-04-17 - 9:35:04 AM PDT
7 Email viewed by [email protected]
2024-04-17 - 9:47:41 AM PDT
& Signer [email protected] entered name at signing as Kevin Woodhouse 2024-04-17 - 9:48:04 AM PDT
& Document e-signed by Kevin Woodhouse ([email protected]) Signature Date: 2024-04-17 - 9:48:06 AM PDT - Time Source: server • Agreement completed.
2024-04-17 - 9:48:06 AM PDT
Adobe Acrobat Sign