ADDENDUM NO. 3 TO MASTER SERVICES AGREEMENT NO. 23507
SCANNING ORDER
Addendum No. 3 to Master Services Agreement No. 23507 Page 1 of 8
Pursuant to Master Services Agreement No. 23507 ("Agreement"):
This Order, designated as Addendum No. 3 is entered into as of _________________, (“Order Effective Date”), by and between MCCi and Client and is hereby incorporated into the Agreement and made a part thereof. If there is any conflict between a provision of the Agreement and this Order, the Order will control. Any capitalized terms not otherwise defined herein shall have the meaning set forth in the Agreement. This Order supersedes any previous quote or proposals received. Use of pre-printed forms, including, but not limited to, email, purchase orders, shrink-wrap or click-wrap agreements, acknowledgements, or invoices , is for convenience onl y, and all unilaterally issued and/or pre -printed terms and conditions stated thereon, except as specifically set forth in this Order, are void and of no effect
IN WITNESS WHEREOF, the parties hereto have caused this Addendum No. 3 to be executed by their respective duly authorized representatives as of the Order Effective Date.
MCCi, LLC CITY OF SAN PABLO (“Client”)
Signed: __________________________ Signed: ___________________________
Name: ___________________________ Name: ____________________________
Title: ____________________________ Title: _____________________________
Date: ____________________________ Date: _____________________________
Addendum No. 3 to Master Services Agreement No. 23507 Page 2 of 8
PROJECT SCOPE: BUILDING PERMITS
GENERAL DESCRIPTION
DOCUMENT SIZE Regular format up to 11” x 17” (RF), Large Format up to 42” wide (LF) DEPARTMENT Building Department
DOCUMENT TYPES Building plans and permits
DOCUMENT COUNT 652 Regular Format
816 Large Format
IMAGE COUNT 19,550 Regular Format
8,160 Large Format
IMAGES PER DOCUMENT 30 Regular Format
10 Large Format
DOCUMENT PREPARATION
CURRENT STORAGE METHOD Boxes
CONDITIONS OF DOCUMENTS Assumed general good condition
IMAGE PROCESSING & INDEXING
DPI & COLOR 300 DPI, Black & White
NUMBER OF INDEX FIELDS Up to 3 Fields
DOCUMENT NAMING CONVENTION Filename = Address, Permit Number, APN if available FIELDS TO BE INDEXED Address, Permit Number, APN if available OPTICAL CHARACTER RECOGNITION Not Included
IMAGE OUTPUT
DELIVERY METHOD Secure FTP Transfer
OUTPUT TYPE TIFF images in Laserfiche Briefcase
MATERIAL HANDLING
SHIPPING LOGISTICS MCCi Pickup
SHIPPING & DELIVERY TERMS Up to 1 shipment (if job is broken up, volume pricing must be also) PHYSICAL DOCUMENTS Return to Client
The Scope above has been provided and/or confirmed by Client. Both Parties agree that the estimated Pricing defined herein is based on the Project Scope and the following assumptions. If documents are not as initially represented, additional charges will apply. MCCi will call for authorization to proceed with the project.
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MILESTONES, TASKS & DELIVERABLES
Milestone TASKS / Deliverables
#1: Project Kickoff
Tasks:
Client’s MCCi salesperson will set up a project kickoff call. During the kickoff call, the MCCi team will walk Client through the project scope and contract. Requirements, timeline, pickup and delivery, and other project specifics will be discussed with Client.
Client Deliverables:
▪ All documents will be boxed and securely closed.
▪ Boxes will not exceed 40 lbs each
▪ Boxes will need to be 95% filled or less
▪ Boxes will need to be accessible without the use of stairs ▪ Boxes will need to be clearly labeled
▪ Boxes will only contain one document type per box
▪ Items that do not need to be converted are removed from the boxes ▪ Client will furnish MCCi with all hardcopy/electronic documents for its use in preparing the document imaging project for conversion
Assumptions:
MCCi may utilize Basecamp to communicate with Client on a regular basis about project progress, issues, etc.
MCCi may not conduct Client kickoff for continuations of existing project(s). #2: Sample Sign-Off Tasks:
Once Client documents are brought into MCCi facility and reviewed, the MCCi team will scan a sample of Client’s documents. MCCi will select settings based on the Project Scope, and to make sure Client’s documents are being digitized in a manner that preser ves as much detail, clarity, and quality as possible.
MCCi will deliver these sample scans to Client electronically for review. Once Client agrees that the sample scan quality is satisfactory, the MCCi team will proceed with the rest of the project.
Client Deliverables:
Client will need to approve or deny image quality samples within two (2) business days of electronic delivery. Delays in approval may cause significant delays in project timeline.
Assumptions:
Sample scans may not be needed if MCCi and Client have previously worked on similar conversion projects together.
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#3: Scheduled
Finished Product
Delivery
Deliverable:
At regular intervals (typically monthly), the MCCi team will electronically deliver the digitized documents that were finished in the previous period.
Client Deliverables:
▪ Client is responsible for filing of all documents in their document management system ▪ Client will have 60 days from the date of the last data delivery to review deliverables, after this time period MCCi will not be held responsible for any quality issues
Assumptions:
Billing will occur upon completion of this milestone.
These documents will have gone through MCCi prepping, scanning, and quality control processes.
The delivery schedule will vary based on the size and scope of project. #4 Physical
Document
Return/Destruction
Tasks:
Once the last finished product delivery has taken place, Client’s documents will be returned or destroyed in the fashion indicated in the Project Scope. Documents will continue to be treated with care until they are in Client’s possession or destroyed.
Documents will be returned to Client in the order they were received, but they will not be placed back into their file folders/envelopes or be re-prepped (unless specifically stated otherwise in the Project Scope). Folders/envelopes may need to be cut for processing.
If Client has chosen to have MCCi destroy their documents (as opposed to being returned), Client will receive written notification that the documents have been destroyed.
Client Deliverables:
▪ Client should review all returned documents within 30 days of return, to ensure all originals are back in their possession.
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PRICING
3717 Apalachee Parkway, Suite 201 Bill /Ship to: Arturo Castillo Tallahassee, FL 32311 [email protected]
850.701.0725 cc AP Contact:
[email protected]
850.564.7496 fax
Client Name: City of San Pablo Quote Date: March 13,
2026
Client Address: 1 Alvarado Square, San Pablo, CA 94806
Quote Number: 40589
Order Type: Scanning
Scanning Services Description: Qty. Unit Cost Total
MCCi SCANNING SERVICES
Regular Size Images up to 11x17" (< 25,000) Doc Prep Per Image 19550 $0.020 $391.00 Regular Size Images up to 11x17" (< 25,000) Scanning Per Image 19550 $0.130 $2,541.50 Large Format up to 42" Wide (< 10,000) Standard Scan and Prep Per Image
8160 $1.800 $14,688.00
Indexing Fields Per Index (< 10,000) 4404 $0.030 $132.12 Pick Up, Base Fee, Per 150 Boxes 1 $500.000 $500.00
Pickup, Per Box (<50) *$300 Minimum Charge per Pickup 17 $0.000 $300.00 Delivery, Base Fee, Per 150 Boxes 1 $500.000 $500.00 Return, Per Box (<50) *$300 Minimum Charge per Pickup 17 $0.000 $300.00 Project Management for Scanning 1 $450.000 $450.00
Scanning Services Subtotal 1 $19,802.62
GRAND TOTAL - SCANNING SERVICES $19,802.62
TOTAL SCANNING PROJECT COST $19,802.62
All Quotes Expire in 30 Days
This is NOT an invoice. Please use this confirmation to initiate your purchasing process.
Project must be received in its entirety within 90 days of contract execution or pricing is subject to change
Addendum No. 3 to Master Services Agreement No. 23507 Page 6 of 8
BILLING SCHEDULE
Deliverables will be billed monthly for work completed during the previous month. Client is responsible for all images processed by the MCCi project team. Any expected overages will be raised with Client before such overage is to occur so that Client can appropriately make arrangements to accommodate for the overages.
SALES TAX
Sales tax will be invoiced where applicable and is not included in the fee quote above.
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SCANNING ASSUMPTIONS
The following assumptions serve as the basis for this SOW. Any service or activity not described in this SOW is not included in the scope of services to be provided. Variations to the following may impact this SOW’s cost and/or schedule and require a change order.
DELIVERABLE ACCEPTANCE CRITERIA
▪ Both Parties acknowledge that the acceptance period noted herein is in conflict with the Master Agreement and the terms defined within this agreement take precedence. ▪ MCCi‘s delivery of a Deliverable to Client shall constitute that MCCi has conducted its own review and believes it meets Client’s requirements.
▪ MCCi’s acceptable error rate will be less than 0.5% for the overall project, unless otherwise stated in writing. MCCi cannot be accountable for records not reflected in the original inventory report provided by Client. MCCi will correct only those valid di screpancies above the acceptable error rate reported within the Acceptance Period (defined below).
▪ If Client, in its reasonable discretion, determines that any submitted Deliverable does not meet the agreed upon expectations, Client shall have 30 days after MCCi delivers the Deliverable to Client (the “Acceptance Period”) to give written notice to MCCi specifying the deficiencies in reasonable detail. ▪ MCCi shall use reasonable efforts to promptly resolve any such deficiencies. ▪ Upon resolution of any such deficiencies, MCCi shall resubmit the Deliverable for review as set forth above. ▪ Notwithstanding the foregoing, if Client fails to reject any Deliverable within 30 days, such Deliverable shall be deemed accepted.
GENERAL
▪ Charges apply on a per project basis and are dependent upon size and volume of documents. MCCi requires having the entire project in bulk, rather than in small quantities. Breaking the project into smaller quantities will affect the volume pricing, and add itional charges per image may apply. A sample may be required prior to confirming large volume job pricing.
▪ Client agrees that the work described herein represents MCCi’s current best estimate and is subject to possible change due to circumstances beyond MCCi’s direct control and/or new or additional information discovered during the course of the project. Further, Client understands and acknowledges that MCCi’s ability to meet such work schedule is dependent upon, among other things, the accuracy of the assumptions and representations made by Client, the timeliness of Client business decisions, and the performa nce of Client and Client’s vendor personnel in meeting their obligations for this project and in accordance with this Order. ▪ MCCi maintains partnerships for the purpose of offering additional capacity and flexibility in meeting Client expectations. In the event partners are used for a project, the management and support of the project will be handled directly by MCCi. Physical documents will never leave the United States, but our partners may utilize offshore resources to handle document indexing, quality control, and other processes. ▪ Through the course of this project, MCCi may choose to utilize the third -party service Basecamp (http://www.basecamp.com) for project management and team collaboration. Documentation and correspondence exchanged between MCCi and Client may be stored in Basecamp. ▪ Client is responsible for creating and operating any workflows needed to import and/or organize data.
DOCUMENTS
▪ Client understands that MCCi will process every image supplied to MCCi by Client as furnished. Client is responsible for removing any documents before shipping to MCCi for processing.
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▪ Client will furnish MCCi with all hardcopy/electronic documents for its use in preparing the document imaging project for conversion. Upon completion of scanning, MCCi will return the documents to the Client in the order as received from Client but not pla ced back into their file folders/envelopes or re -prepped unless specifically stated otherwise in the Project Scope.
▪ Client is required to package all materials per MCCi’s instructions prior to shipment/delivery of materials to MCCi’s facility. If Client chooses to utilize MCCi’s pickup and delivery service (offered in select states), pricing is based on picking up the entire project described in the scope of services in one (1) shipment unless stated otherwise in the scope of work. At the time of updating or if additional trips are required due to Client not having all the documents ready for pick up, additional charges will be applied. If Client chooses to ship via a certified carrier, Client incurs all shipping costs.
DOCUMENT & DATA STORAGE
▪ MCCi’s facilities contain secure rooms for hardcopy “work in progress” document storage. MCCi will arrange for the return of hardcopy documents to Client after completion of scanning. If documents reside at MCCi facilities for a period longer than 90 days after converted electronic data is delivered to Client, storage charges of $ 5.00 per cubic foot per month will apply.
▪ MCCi is not responsible for maintaining a copy of Client data, with the exception of clients who subscribe to MCCi’s Online Document Hosting Services. MCCi periodically reviews and deletes Client data from previous projects. The timing of the periodic review and deletion of data is at MCCi’s discretion. If Client requires MCCi to delete copies of its data prior to MCCi’s standard process of deleting data, Client is responsible for submitting an official request in writing and for obtaining confirmation of data deletion.
LASERFICHE
Laserfiche system clients with a pre -existing template(s) are required to supply MCCi with a Laserfiche Briefcase of their current template(s) prior to each scanning project.
LIMITED LIABILITY
If the Master Agreement is silent on each Parties’ limited liability, liability is limited to the amount of dollars received by MCCi directly associated with this Order.