1 PROFESSIONAL CONSULTANT SERVICES AGREEMENT ECS IMAGING, INC. Electronic Plan Archiving Services and Support Document (RFP No. 2274 – BAFO) THIS PROFESSIONAL CONSULTANT SERVICES AGREEMENT (“Agreement”) is made and entered into this ______ day of _________________, 2025 (“Effective Date”), by andbetween the CITY OF RIVERSIDE, a California charter city and municipal corporation (“City”), and ECS IMAGING, INC., a California corporation (“Consultant”). 1. Scope of Services. City agrees to retain and does hereby retain Consultant and Consultant agrees to provide the services more particularly described in Exhibit “A,” “Scope of Services” (“Services”), attached hereto and incorporated herein by reference, in conjunction with Electronic Plan Archiving Services and Support Document (RFP No. 2274 - BAFO) (“Project”). 2. Term. This Agreement shall be effective on the date first written above and shall remain in effect for three (3) years from the Effective Date, unless otherwise terminated pursuant to the provisions herein. The term may be extended for two (2) additional one-year periods, upon mutual written consent of the parties. 3. Compensation/Payment. Consultant shall perform the Services under this Agreement for the total sum not to exceed Fifty Thousand Dollars ($50,000.00) per year, not to exceed Two Hundred Fifty Thousand Dollars ($250,000.00) in total, payable in accordance with the terms set forth in Exhibit “B.” Said payment shall be made in accordance with City’s usual accounting procedures upon receipt and approval of an itemized invoice setting forth the services performed. The invoices shall be delivered to City at the address set forth in Section 4 hereof. 4. Notices. Any notices required to be given, hereunder shall be in writing and shall be personally served or given by mail. Any notice given by mail shall be deemed given when deposited in the United States Mail, certified and postage prepaid, addressed to the party to be served as follows: To City Community & Economic Development City of Riverside Attn: Brieanna Brown 3900 Main Street Riverside, CA 92522 To ConsultantECS Imaging, Inc. Attn: Debbie Bodewin 5905 Brockton Avenue, Suite C Riverside, CA 92506 2 5. Prevailing Wage. If applicable, Consultant and all subcontractors are required to pay the general prevailing wage rates of per diem wages and overtime and holiday wages determined by the Director of the Department of Industrial Relations under Section 1720 et seq. of the California Labor Code and implemented by Resolution No. 13346 of the City Council of the City of Riverside. The Director’s determination is available on-line atwww.dir.ca.gov/dlsr/DPreWageDetermination.htmand is referred to and made a part hereof; the wage rates therein ascertained, determined, and specified are referred to and made a part hereof as though fully set forth herein. 6. Contract Administration. A designee of the City will be appointed in writing by the City Manager or Department Director to administer this Agreement on behalf of City and shall be referred to herein as Contract Administrator. 7. Standard of Performance. While performing the Services, Consultant shall exercise the reasonable professional care and skill customarily exercised by reputable members of Consultant’s profession practicing in the Metropolitan Southern California Area and shall use reasonable diligence and best judgment while exercising its professional skill and expertise. 8. Personnel. Consultant shall furnish all personnel necessary to perform the Services and shall be responsible for their performance and compensation. Consultant recognizes that the qualifications and experience of the personnel to be used are vital to professional and timely completion of the Services. The key personnel listed in Exhibit “C” attached hereto and incorporated herein by this reference and assigned to perform portions of the Services shall remain assigned through completion of the Services, unless otherwise mutually agreed by the parties in writing, or caused by hardship or resignation in which case substitutes shall be subject to City approval. 9. Assignment and Subcontracting. Neither party shall assign any right, interest, or obligation in or under this Agreement to any other entity without prior written consent of the other party. In any event, no assignment shall be made unless the assignee expressly assumes the obligations of assignor under this Agreement, in a writing satisfactory to the parties. Consultant acknowledges that any assignment may, at the City’s sole discretion, require City Manager and/or City Council approval. Consultant shall not subcontract any portion of the work required by this Agreement without prior written approval by the responsible City Contract Administrator.Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement, including without limitation, the insurance obligations set forth in Section 12. The Consultant acknowledges and agrees that the City is an intended beneficiary of any work performed by any subcontractor for purposes of establishing a duty of care between any subcontractor and the City. 10. Independent Contractor. In the performance of this Agreement, Consultant, and Consultant’s employees, subcontractors and agents, shall act in an independent capacity as independent contractors, and not as officers or employees of the City of Riverside. Consultant acknowledges and agrees that the City has no obligation to pay or withhold state or federal taxes or to provide workers’ compensation or unemployment insurance to Consultant, or to Consultant’s employees, subcontractors and agents. Consultant, as an independent contractor, shall be responsible for any and all taxes that apply to Consultant as an employer. 3 11.Indemnification. 11.1 Design Professional Defined. For purposes of this Agreement, “Design Professional” includes the following: A. An individual licensed as an architect pursuant to Chapter 3 (commencing with Section 5500) of Division 3 of the Business and Professions Code, and a business entity offering architectural services in accordance with that chapter. B. An individual licensed as a landscape architect pursuant to Chapter 3.5 (commencing with Section 5615) of Division 3 of the Business and Professions Code, and a business entity offering landscape architectural services in accordance with that chapter. C. An individual registered as a professional engineer pursuant to Chapter 7 (commencing with Section 6700) of Division 3 of the Business and Professions Code, and a business entity offering professional engineering services in accordance with that chapter. D. An individual licensed as a professional land surveyor pursuant to Chapter 15 (commencing with Section 8700) of Division 3 of the Business and Professions Code, and a business entity offering professional land surveying services in accordance with that chapter. 11.2 Defense Obligation For Design Professional Liability. Consultant agrees, at its cost and expense, to promptly defend the City, and the City’s employees, officers, managers, agents and council members (collectively the “Parties to be Defended”) from and against any and all claims, allegations, lawsuits, arbitration proceedings, administrative proceedings, regulatory proceedings, or other legal proceedings to the extent the same arise out of, pertain to, or relate to the negligence, recklessness or willful misconduct of Consultant, or anyone employed by or working under the Consultant or for services rendered to the Consultant in the performance of the Agreement, notwithstanding that the City may have benefited from its work or services and whether or not caused in part by the negligence of an Indemnified Party. Consultant agrees to provide this defense immediately upon written notice from the City, and with well qualified, adequately insured and experienced legal counsel acceptable to City. Consultant will reimburse City for reasonable defense costs for claims arising out of Consultant’s professional negligence based on the percentage of Consultant’s liability. This obligation to defend as set forth herein is binding on the successors, assigns and heirs of Consultant and shall survive the termination of Consultant’s Services under this Agreement. 11.3 Indemnity For Design Professional Liability. When the law establishes a professional standard of care for Consultant’s services, to the fullest extent permitted by law, Consultant shall indemnify, protect and hold harmless the City and the City’s employees, officers, managers, agents, and Council Members (“Indemnified Parties”) from and against any and all claim for damage, charge, lawsuit, action, judicial, administrative, regulatory or arbitration proceeding, damage, cost, expense (including counsel and expert fees), judgment, civil fines and 4 penalties, liabilities or losses of any kind or nature whatsoever to the extent the same arise out of, pertain to, or relate to the negligence, recklessness or willful misconduct of Consultant, or anyone employed by or working under the Consultant or for services rendered to the Consultant in the performance of the Agreement, notwithstanding that the City may have benefited from its work or services and whether or not caused in part by the negligence of an Indemnified Party. 11.4Defense Obligation For Other Than Design Professional Liability. Consultant agrees, at its cost and expense, to promptly defend the City, and the City’s employees, officers, managers, agents and council members (collectively the “Parties to be Defended”) from and against any and all claims, allegations, lawsuits, arbitration proceedings, administrative proceedings, regulatory proceedings, or other legal proceedings which arise out of, or relate to, or are in any way connected with: 1) the Services, work, activities, operations, or duties of the Consultant, or of anyone employed by or working under the Consultant, or 2) any breach of the Agreement by the Consultant. This duty to defend shall apply whether or not such claims, allegations, lawsuits or proceedings have merit or are meritless, or which involve claims or allegations that any or all of the Parties to be Defended were actively, passively, or concurrently negligent, or which otherwise assert that the Parties to be Defended are responsible, in whole or in part, for any loss, damage or injury. Consultant agrees to provide this defense immediately upon written notice from the City, and with well qualified, adequately insured and experienced legal counsel acceptable to City. This obligation to defend as set forth herein is binding on the successors, assigns and heirs of Consultant and shall survive the termination of Consultant’s Services under this Agreement. 11.5Indemnity For Other Than Design Professional Liability. Except as to the sole negligence or willful misconduct of the City, Consultant agrees to indemnify, protect and hold harmless the Indemnified Parties from and against any claim for damage, charge, lawsuit, action, judicial, administrative, regulatory or arbitration proceeding, damage, cost, expense (including counsel and expert fees), judgment, civil fine and penalties, liabilities or losses of any kind or nature whatsoever whether actual, threatened or alleged, which arise out of, pertain to, or relate to, or are a consequence of, or are attributable to, or are in any manner connected with the performance of the Services, work, activities, operations or duties of the Consultant, or anyone employed by or working under the Consultant or for services rendered to Consultant in the performance of this Agreement, notwithstanding that the City may have benefited from its work or services. This indemnification provision shall apply to any acts, omissions, negligence, recklessness, or willful misconduct, whether active or passive, on the part of the Consultant or anyone employed or working under the Consultant. 12. Insurance. 12.1 General Provisions. Prior to the City’s execution of this Agreement, Consultant shall provide satisfactory evidence of, and shall thereafter maintain during the term of this Agreement, such insurance policies and coverages in the types, limits, forms and ratings required herein. The rating and required insurance policies and coverages may be modified in writing by the City’s Risk Manager or City Attorney, or a designee, unless such modification is prohibited by law. 5 12.1.1 Limitations. These minimum amounts of coverage shall not constitute any limitation or cap on Consultant’s indemnification obligations under Section 11 hereof. 12.1.2 Ratings. Any insurance policy or coverage provided by Consultant or subcontractors as required by this Agreement shall be deemed inadequate and a material breach of this Agreement, unless such policy or coverage is issued by insurance companies authorized to transact insurance business in the State of California with a policy holder’s rating of A or higher and a Financial Class of VII or higher. 12.1.3 Cancellation. The policies shall not be canceled unless thirty (30) days’ prior written notification of intended cancellation has been given to City by certified or registered mail, postage prepaid. 12.1.4 Adequacy. The City, its officers, employees and agents make no representation that the types or limits of insurance specified to be carried by Consultant pursuant to this Agreement are adequate to protect Consultant. If Consultant believes that any required insurance coverage is inadequate, Consultant will obtain such additional insurance coverage as Consultant deems adequate, at Consultant’s sole expense. 12.2 Workers’ Compensation Insurance. By executing this Agreement, Consultant certifies that Consultant is aware of and will comply with Section 3700 of the Labor Code of the State of California requiring every employer to be insured against liability for workers’ compensation, or to undertake self-insurance before commencing any of the work. Consultant shall carry the insurance or provide for self-insurance required by California law to protect said Consultant from claims under the Workers’ Compensation Act. Prior to City’s execution of this Agreement, Consultant shall file with City either 1) a certificate of insurance showing that such insurance is in effect, or that Consultant is self-insured for such coverage, or 2) a certified statement that Consultant has no employees, and acknowledging that if Consultant does employ any person, the necessary certificate of insurance will immediately be filed with City. Any certificate filed with City shall provide that City will be given ten (10) days’ prior written notice before modification or cancellation thereof. 12.3 Commercial General Liability and Automobile Insurance. Prior to City’s execution of this Agreement, Consultant shall obtain, and shall thereafter maintain during the term of this Agreement, commercial general liability insurance and automobile liability insurance as required to insure Consultant against damages for personal injury, including accidental death, as well as from claims for property damage, which may arise from or which may concern operations by anyone directly or indirectly employed by, connected with, or acting for or on behalf of Consultant. The City, and its officers, employees and agents, shall be named as additional insureds under the Consultant’s insurance policies. 12.3.1 Consultant’s commercial general liability insurance policy shall cover both bodily injury (including death) and property damage (including, but not limited to, premises operations liability, products-completed operations liability, independent contractor’s liability, personal injury liability, and contractual liability) in an amount not less than $1,000,000 per occurrence and a general aggregate limit in the amount of not less than $2,000,000. 6 12.3.2 Consultant’s automobile liability policy shall cover both bodily injury and property damage in an amount not less than $1,000,000 per occurrence and an aggregate limit of not less than $1,000,000. All of Consultant’s automobile and/or commercial general liability insurance policies shall cover all vehicles used in connection with Consultant’s performance of this Agreement, which vehicles shall include, but are not limited to, Consultant owned vehicles, Consultant leased vehicles, Consultant’s employee vehicles, non-Consultant owned vehicles and hired vehicles. 12.3.3 Prior to City’s execution of this Agreement, copies of insurance policies or original certificates along with additional insured endorsements acceptable to the City evidencing the coverage required by this Agreement, for both commercial general and automobile liability insurance, shall be filed with City and shall include the City and its officers, employees and agents, as additional insureds. Said policies shall be in the usual form of commercial general and automobile liability insurance policies, but shall include the following provisions: It is agreed that the City of Riverside, and its officers, employees and agents, are added as additional insureds under this policy, solely for work done by and on behalf of the named insured for the City of Riverside. 12.3.4 The insurance policy or policies shall also comply with the following provisions: a. The policy shall be endorsed to waive any right of subrogation against the City and its sub-consultants, employees, officers and agents for services performed under this Agreement. b. If the policy is written on a claims-made basis, the certificate should so specify and the policy must continue in force for one year after completion of the services. The retroactive date of coverage must also be listed. c. The policy shall specify that the insurance provided by Consultant will be considered primary and not contributory to any other insurance available to the City and Endorsement No. CG 20010413 shall be provided to the City. 12.4 Errors and Omissions Insurance. Prior to City’s execution of this Agreement, Consultant shall obtain, and shall thereafter maintain during the term of this Agreement, errors and omissions professional liability insurance in the minimum amount of $1,000,000 to protect the City from claims resulting from the Consultant’s activities. 12.5 Subcontractors’ Insurance. Consultant shall require all of its subcontractors to carry insurance, in an amount sufficient to cover the risk of injury, damage or loss that may be caused by the subcontractors’ scope of work and activities provided in furtherance of this Agreement, including, but without limitation, the following coverages: Workers Compensation, Commercial General Liability, Errors and Omissions, and Automobile liability. 7 Upon City’s request, Consultant shall provide City with satisfactory evidence that Subcontractors have obtained insurance policies and coverages required by this section. 13.Business Tax. Consultant understands that the Services performed under this Agreement constitutes doing business in the City of Riverside, and Consultant agrees that Consultant will register for and pay a business tax pursuant to Chapter 5.04 of the Riverside Municipal Code and keep such tax certificate current during the term of this Agreement.14.Time of Essence. Time is of the essence for each and every provision of this Agreement. 15.City’s Right to Employ Other Consultants. City reserves the right to employ other Consultants in connection with the Project. If the City is required to employ another consultant to complete Consultant’s work, due to the failure of the Consultant to perform, or due to the breach of any of the provisions of this Agreement, the City reserves the right to seek reimbursement from Consultant. 16.Accounting Records. Consultant shall maintain complete and accurate records with respect to costs incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 17. Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other materials either created by or provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant, except as otherwise directed by City’s Contract Administrator. Nothing furnished to Consultant which is otherwise known to the Consultant or is generally known, or has become known, to the related industry shall be deemed confidential. Consultant shall not use City’s name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production, website, or other similar medium without the prior written consent of the City. 18. Ownership of Documents. All reports, maps, drawings and other contract deliverables prepared under this Agreement by Consultant shall be and remain the property of City. Consultant shall not release to others information furnished by City without prior express written approval of City. 19. Copyrights. Consultant agrees that any work prepared for City which is eligible for copyright protection in the United States or elsewhere shall be a work made for hire. If any such work is deemed for any reason not to be a work made for hire, Consultant assigns all right, title and interest in the copyright in such work, and all extensions and renewals thereof, to City, and agrees to provide all assistance reasonably requested by City in the establishment, preservation and enforcement of its copyright in such work, such assistance to be provided at City's expense 8 but without any additional compensation to Consultant. Consultant agrees to waive all moral rights relating to the work developed or produced, including without limitation any and all rights of identification of authorship and any and all rights of approval, restriction or limitation on use or subsequent modifications. 20.Conflict of Interest. Consultant, for itself and on behalf of the individuals listed in Exhibit “C,” represents and warrants that by the execution of this Agreement, they have no interest, present or contemplated, in the Project affected by the above-described Services. Consultant further warrants that neither Consultant, nor the individuals listed in Exhibit “C” have any real property, business interests or income interests that will be affected by this project or, alternatively, that Consultant will file with the City an affidavit disclosing any such interest. 21.Solicitation. Consultant warrants that Consultant has not employed or retained any person or agency to solicit or secure this Agreement, nor has it entered into any agreement or understanding for a commission, percentage, brokerage, or contingent fee to be paid to secure this Agreement. For breach of this warranty, City shall have the right to terminate this Agreement without liability and pay Consultant only for the value of work Consultant has actually performed, or, in its sole discretion, to deduct from the Agreement price or otherwise recover from Consultant the full amount of such commission, percentage, brokerage or commission fee. The remedies specified in this section shall be in addition to and not in lieu of those remedies otherwise specified in this Agreement. 22.General Compliance With Laws. Consultant shall keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Consultant, or in any way affect the performance of services by Consultant pursuant to this Agreement. Consultant shall at all times observe and comply with all such laws, ordinances and regulations, and shall be solely responsible for any failure to comply with all applicable laws, ordinances and regulations. Consultant represents and warrants that Consultant has obtained all necessary licenses to perform the Scope of Services and that such licenses are in good standing. Consultant further represents and warrants that the services provided herein shall conform to all ordinances, policies and practices of the City of Riverside. 23.Waiver. No action or failure to act by the City shall constitute a waiver of any right or duty afforded City under this Agreement, nor shall any such action or failure to act constitute approval of or acquiescence in any breach thereunder, except as may be specifically, provided in this Agreement or as may be otherwise agreed in writing. 24.Amendments. This Agreement may be modified or amended only by a written agreement and/or change order executed by the Consultant and City. 25.Termination. City, by notifying Consultant in writing, shall have the right to terminate any or all of Consultant’s services and work covered by this Agreement at any time. In the event of such termination, Consultant may submit Consultant’s final written statement of the amount of Consultant’s services as of the date of such termination based upon the ratio that the work completed bears to the total work required to make the report complete, subject to the City’s rights under Sections 15 and 26 hereof. In ascertaining the work actually rendered through the 9 termination date, City shall consider completed work, work in progress and complete and incomplete reports and other documents only after delivered to City. 25.1 Other than as stated below, City shall give Consultant thirty (30) days’ prior written notice prior to termination. 25.2 City may terminate this Agreement upon fifteen (15) days’ written notice to Consultant, in the event: 25.2.1 Consultant substantially fails to perform or materially breaches the Agreement; or 25.2.2 City decides to abandon or postpone the Project. 26. Offsets. Consultant acknowledges and agrees that with respect to any business tax or penalties thereon, utility charges, invoiced fee or other debt which Consultant owes or may owe to the City, City reserves the right to withhold and offset said amounts from payments or refunds or reimbursements owed by City to Consultant. Notice of such withholding and offset, shall promptly be given to Consultant by City in writing. In the event of a dispute as to the amount owed or whether such amount is owed to the City, City will hold such disputed amount until either the appropriate appeal process has been completed or until the dispute has been resolved. 27. Successors and Assigns. This Agreement shall be binding upon City and its successors and assigns, and upon Consultant and its permitted successors and assigns, and shall not be assigned by Consultant, either in whole or in part, except as otherwise provided in paragraph 9 of this Agreement. 28. Venue. Any action at law or in equity brought by either of the parties hereto for the purpose of enforcing a right or rights provided for by this Agreement shall be tried in the Superior Court, County of Riverside, State of California, and the parties hereby waive all provisions of law providing for a change of venue in such proceedings to any other county. In the event either party hereto shall bring suit to enforce any term of this Agreement or to recover any damages for and on account of the breach of any term or condition of this Agreement, it is mutually agreed that each party will bear their own attorney’s fees and costs. 29. Nondiscrimination. During Consultant’s performance of this Agreement, Consultant shall not discriminate on the grounds of race, religious creed, color, national origin, ancestry, age, physical disability, mental disability, medical condition, including the medical condition of Acquired Immune Deficiency Syndrome (AIDS) or any condition related thereto, marital status, sex, genetic information, gender, gender identity, gender expression, or sexual orientation, military and veteran status, in the selection and retention of employees and subcontractors and the procurement of materials and equipment, except as provided in Section 12940 of the California Government Code. Further, Consultant agrees to conform to the requirements of the Americans with Disabilities Act in the performance of this Agreement. 30. Severability. Each provision, term, condition, covenant and/or restriction, in whole and in part, of this Agreement shall be considered severable. In the event any provision, term, condition, covenant and/or restriction, in whole and/or in part, of this Agreement is declared 10 invalid, unconstitutional, or void for any reason, such provision or part thereof shall be severed from this Agreement and shall not affect any other provision, term, condition, covenant and/or restriction of this Agreement, and the remainder of the Agreement shall continue in full force and effect.31.Authority. The individuals executing this Agreement and the instruments referenced herein on behalf of Consultant each represent and warrant that they have the legal power, right and actual authority to bind Consultant to the terms and conditions hereof and thereof. 32.Entire Agreement. This Agreement constitutes the final, complete, and exclusive statement of the terms of the agreement between the parties pertaining to the subject matter of this Agreement and supersedes all prior and contemporaneous understandings or agreements of the parties. Neither party has been induced to enter into this Agreement by and neither party is relying on, any representation or warranty outside those expressly set forth in this Agreement.33.Digital and Counterpart Signatures. Each party to this Agreement intends and agrees to the use of digital signatures that meet the requirements of the California Uniform Electronic Transactions Act (Civil Code §§ 1633.1, et seq.), California Government Code § 16.5, and California Code of Regulations Title 2 Division 7 Chapter 10, to execute this Agreement. The parties further agree that the digital signatures of the parties included in this Agreement are intended to authenticate this writing and to have the same force and effect as manual signatures for purposes of validity, enforceability, and admissibility. For purposes of this section, a “digital signature” is defined in subdivision (d) of Section 16.5 of the Government Code and is a type of “electronic signature” as defined in subdivision (h) of Section 1633.2 of the Civil Code. This Agreement may be executed in any number of counterparts, each of which will be an original, but all of which together will constitute one instrument. Each certified or authenticated electronic copy of an encrypted digital signature shall be deemed a duplicate original, constituting one and the same instrument and shall be binding on the parties hereto. 34. Interpretation. City and Consultant acknowledge and agree that this Agreement is the product of mutual arms-length negotiations and accordingly, the rule of construction, which provides that the ambiguities in a document shall be construed against the drafter of that document, shall have no application to the interpretation and enforcement of this Agreement. 34.1 Titles and captions are for convenience of reference only and do not define, describe or limit the scope or the intent of the Agreement or any of its terms. Reference to section numbers, are to sections in the Agreement unless expressly stated otherwise. 34.2 This Agreement shall be governed by and construed in accordance with the laws of the State of California in effect at the time of the execution of this Agreement. 34.3 In the event of a conflict between the body of this Agreement and Exhibit “A” - Scope of Services hereto, the terms contained in Exhibit “A” shall be controlling. 11 35.Exhibits. The following exhibits attached hereto are incorporated herein to this Agreement by this reference: Exhibit “A” - Scope of Services Exhibit “B” - Compensation Exhibit “C” - Key Personnel [SIGNATURES ON THE FOLLOWING PAGE] 12 IN WITNESS WHEREOF, City and Consultant have caused this Agreement to be duly executed the day and year first above written.CITY OF RIVERSIDE, a Californiacharter city and municipal corporation By: _____________________________ City ManagerAttest:City ClerkECS IMAGING, INC.,a California corporationBy:_________________________________ Print Name:__________________________ Title:________________________________ and By:__________________________________ Print Name:___________________________ Title:_________________________________Certified as to Availability of Funds:By: Chief Financial OfficerApproved as to Form: By: Assistant City Attorney\\Rc-citylaw\cycom\WPDOCS\D015\P042\00893887.DOCX24-2010 SDW 2/21/2025
EXHIBIT “A”SCOPE OF SERVICESThe Selected company shall, but not necessarily be limited to, furnish all expertise, labor andresources to provide complete permit and plan archiving services necessary to fulfill the requirements as detailed below: Imaging (Scanning) and Indexing Specifications Task A.1.1 Scanning and Indexing – Must be completed in compliance with all applicableCalifornia State laws, and ANSI and AIIM standards. Files are to maintain their integrity as submitted and shall not be altered in any way.Task A.1.2 Consultant Responsibilities – Consultant shall provide all materials and supplies necessary for producing scanning as ordered including boxes or containers to hold plans/documents in transit. The Consultant shall provide a complete pick-up service including removing permit records and plan/documents from plan bins and placing in boxes or containers for transit. Consultant shall also be responsible for exporting, indexing, and filing all City approved electronic plans and supporting documents received through the City’s e-Plan software solution provider, Computronix POSSE System. Task A.1.3 Document preparation for scanning – Consultant shall: Smooth dog-ears. Repair torn edges. Flatten rolled plan-sets. Remove staples, clips, fasteners, or other binding material. Attached Notes (sticky notes) - Remove attached notes from pages, attach the notes to a separate carrier sheet, and scan the notes in front of the page on the record. Return the notes to the page after scanning. Binders – Include the binder spine or cover information, if no cover internal sheet (Target) is present. Folders – If information is present on folders, include the folders for scanning Continuous form computer paper will be burst by the Consultant and scanned in order, beginning with the first page. Bound documents are to be disassembled and scanned. Task A.1.4 Imaging (Scanning) – The City’s originals are NOT to be altered in any way. All images are to be clearly legible and representative of the original records. RFP No. 2274 General Specifications Document Orientation – All documents are to be in proper orientation to be viewed without image rotation when used in the City’s Electronic Document Management System (EDMS) with words and pictures running from top to bottom, and from left to right.
Double-sided pages are to be scanned in sequence and the image of the reverse side of thepage is to follow the front side of the page when viewing the images in the EDMS.Images are to be de-skewed to the best possible alignment and when practical,despeckled. Despeckeling will occur when speckle sizes are small enough to not beconfused with characters or lines. This includes single and/or double-sided records. Blank pages (with no text or image) are to be eliminated. No imprinting to the document is required. No border on the document is required.Technical Specifications Resolution – All scanning will be at a true (not extrapolated) resolution of 300 dpi (dots per inch). File format is to TIFF – Group IV, single page or multi pages as required. Capture Verification – 100% in accordance with the Avant Imaging & Information Management Inc. (AIIM) recommended practices for Electronic Imaging and Quality Control. Visual Inspection – 100% in accordance with AIIM recommended practices for Electronic Imaging and Quality Control. Archival and long-term records are to be converted to microfilm Task A.1.5 Optical Character Recognition (OCR) – All text records must be OCR’d and the OCR files delivered with the images. Task A.1.6 Indexing Specifications – All records to be named and indexed according to naming conventions, as determined by the City. Anticipated indexing fields include the following: Complete address Permit number Identify as either (Plans – Calculations – Documents) Page count of plans (example: 1 of 40) Omit page count on Truss and/or Structural Calculations Electronically submitted Plans and supporting documents Task A.1.8 Damage to records – Any damage to City records, or other issues, irregularities,difficulties, or challenges shall be immediately reported, via email, to the Building & SafetyDivision. Task A.1.9 Request by City for records or images – The City must have access to all City documents in the Consultant’s possession upon request. Any request(s) for documents (hard copy or electronic file) during the scanning process (that are located offsite) shall be provided to the Building & Safety Division via email within two business days. Task A.1.10 Record Retention/Destruction – The City desires the option to destroy some or alloriginal documents scanned, thus the quality of scanned documents and diligence of quality control must be superior. Consultant shall store the originals at no cost to the City. Consultant shall provide a Certificate to Destroy Documents with each lot of Images scanned delivered to the City. The City then has sixty days to advise the Consultant as to the disposition of theoriginal documents. If the Consultant has not received wither the signed Certificate to DestroyDocuments or other instruction for the City within the sixty-day period, then the Consultant may proceed with the destruction of the original documents. Task A.1.11 Confidentiality – Consultant agrees to maintain the confidentiality of its records, including billing, in accordance with all applicable Federal, State and County laws relating toconfidentiality. Consultant shall inform all of its officers, employees, and agents providing services hereunder of the confidentiality provisions of this agreement.Delivery Specifications Task A.2.1 Provide images and index data on DVD-R in Laserfiche Briefcase Format (LBF) in a single file, not multiple files – LFB provides compatibility and allows for efficientimporting of scanned records into the City’s Laserfiche repository. City is currently running version 10.2.1.973 RIO. Task A.2.2 Requirements – The Consultant is required to use the Laserfiche system and maintain their own computer equipment to host a stand-alone Laserfiche instance. The Cityprovides a software license to the Consultant for a stand-alone Laserfiche instance that they willhost at their own facility.
EXHIBIT “B” COMPENSATION Not to exceed $50,000 annually. Pricing sheet attached.
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ECS Imaging Cost Proposal 2024 Services Provided Unit of Measure Cost Shipping Pick up Fee, if any, and any constraints (i.e. maximum boxes, etc.) Per Trip No cost for pick up, up to 20 banker boxes Delivery Fee, if any, and any constraints (i.e. maximum number of boxes, etc.) Per Trip No cost for return delivery up to 20 banker boxes Document Scanning @ 300 DPI Permits and their supporting documents and required indexing Per Image $0.08 B&W Business Documents, (i.e. any structural calculations, soils reports, specifications, etc.) to include any preparation work Per Image $0.09 Color & Grayscale $0.08 B&W Large format plans including preparation work and required indexing in Black and White Per Image $0.85 Large format plans including preparation work and required indexing in Grey Scale Per Image $1.05 Large format plans including preparation work and required indexing in Color Per Image $1.05 Miscellaneous Additional copies (in CD format) Per CD $47.50 (DVD)Other charges, fees, or billable items not listed herein: Laserfiche to POSSE interface, estimated. Shredding by box Flat Rate Per Banker box $3,400.00 $6/box NOTES: Indexing per image includes up to four index fields and Document Name. $0.03 per image for advanced indexing beyond four index fields. Additional details will be necessary to accurately quote POSSE conversion to Laserfiche. Cost shown is estimate only if converting to Laserfiche format. ECS is located 2 miles from the Riverside City Hall building.
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ECS Scanning Services Price List SKU Description Unit PriceECSS-REG-B&W ECS Black & White Document Scanning Services up to 11x17 $0.08/ImageECSS-REG-COLOR ECS Color/Grayscale Document Scanning Services up to 11x17 $0.09/ImageECSS-ESIZE-B&W ECS Black & White Map Scanning Services up to e-size $0.85/ImageECSS-ESIZE-COLOR ECS Color Map Scanning Services up to e-size $1.05/ImageECSS-ESIZE-GRAYSCALE ECS Grayscale Map Scanning Services up to e-size $1.05/ImageECSS-16MM-FICHE ECS Conversion Services for 16mm Microfiche Sheets B&W $2.25/per sheetECSS-16MM-FICHE ECS Conversion Services for 16mm Microfiche Sheets Gray $2.50/per sheetECSS-16MM-FILM ECS Conversion Services for 16mm Microfilm Rolls B&W/Gray $75.00/Roll ECSS-35MM-FICHE ECS Conversion Services for 35mm Microfiche Jacketed B&W $2.25/per sheetECSS-35MM-FILM ECS Conversion Services for 35mm Microfiche Jacketed Gray $2.50 per sheet ECS-FICHE COMM CARD ECS Microfiche per card COMM Fiche B&W/Gray $4.25 ECSProjectSetup/Hourly ECS Project Setup for New Document Types, Consulting, Taxonomy $225/Hour ECSS-INDEXI ECS Heavy Indexing Name Each File or Manual Document Split per image $.03/ImageECSS-PREP ECS Heavy Prep Charge Advanced Doc Prep Per Image (multi-section folders, prongs, tabs, post-its, unfold, tape, moderate staples) $.025/ImageECSS-ADVANCEDQC ECS Advanced Quality Control Required (Poor quality original, carbon copy, light handwritten, fax, copies etc.) $.03/ImageECSS-REPREP ECS Re-file pages into Original Folder $.025/ImageECSS-HD ECS Portable Drive Transfer Fee - Per Volume $50.00/Volume ECSS-UPLOAD ECS Upload Fee - Per Volume $50.00/Volume ECSShred ECS Shredding by Banker Box $6/Box Terms and Conditions Payment Terms: Net 20 after each batch returned. Laserfiche Tiffs or PDFs in portable volumes to be attached to your Laserfiche system. ECS will train customer on how to load data onto LF Server during first delivery, if needed Consulting of folder template and volume set ups included in new project set up fee. Items will be placed back into original carrier (folder or box) Items will be delivered free of charge after being scanned. Items are scanned in order received. Any additional requests are subject to a charge. Scanning in Tiff images is 200-300dpi depending on need. Paper/Plans: Indexing included is 4 fields, up to 20 characters and Unique Document Name up to 20 characters each. Microfiche: Indexing included is the name on the Sleeve Microfilm: Indexing included is the name on the Cartridge Images that have been fiched/filmed reverse have additional charge. All prices listed above are for estimating purposes only. Actual prices may vary.
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Typical upload fee is 5GB per volume max - ~66 Boxes B&W or ~13 Color standard banker boxes.Pick up / Delivery charges (pricing varies, based on location and quantity). Changes in naming, templates or folders after files have been returned are subject to restructuring/reindexing fee at $225/hour. OCRing can be done during scan process at no charge. Any verification time is $50.00/Hour. DVD Set = 1 Data DVD, Regular size documents fit approximately 90,000 images. CD Set = 1 Data CD, Regular size rolls fit approximately 10,000 images. per box. A Destruction Certificate will be provided. While documents are at ECS, we can provide an electronic copy for up to 4 per batch at no charge. Additional special handling requests are subject to a charge of $50/per hour. IMPORTANT: Once the imaged data has been delivered you will have 60 days to review all images. After 60 days all original documents will be destroyed, or a monthly storage box fee will apply of $5/box.ECS may choose to utilize a scanning partner to perform these services as quoted and ECS would remain the project manager and billing agent. Standard processing fee added to credit card payments. Billing and Warranty Scanning projects are billed at the conclusion of each batch scanned. Invoicing will include total number of images scanned, hours required for prepping and indexing (if applicable), and a pickup/delivery charge. ECS will work with your team to establish a feasible schedule for your project. ECS guarantees the work we do, if any scanned image does not meet the quality control requirements, ECS will rescan the document and resubmit it to the customer at no additional cost. Customers will have 60 days to review scanned documents by each batch before shredding takes place. Piggy-Back Clause The RFP pricing for scanning services is Piggy-backable and we request a clause included in Agreement if we are selected. This agreement between the City and the Contractor for the City's requirements of select item(s) of personal property and/or personal services, the Contractor agrees to extend the same pricing, terms and conditions to each political entity, special district, and related non-profit entity. It is understood that political entities, special districts, and related non-profit entities that piggy-back on this quote shall make purchases in their own name, make direct payment, and be liable directly to the contractor holding the City harmless. The City may, at its option, charge an administrative fee to those political entities, special districts and related non-profit entities who avail themselves of this agreement.
EXHIBIT “C”KEY PERSONNEL Debbie BodewinWill Wolfe