This document contains information of a proprietary and/or confidential nature, including pricing and procedural data which is only intended for the beneficiary of his proposal © 2025 Global Office, Inc.
Technical & Price Proposal is prepared specifically for:
Dated: September 8, 2025
File Conversion Proposal & Statement of Work
Proposal Submitted to: Proposal Prepared by:
Mario Vallejo Angela Aguilar
This document contains information of a proprietary and/or confidential nature, including pricing and procedural data which is only intended for the beneficiary of his proposal © 2025 Global Office, Inc.
EXECUTIVE SUMMARY
Global Office, Inc. would like to be considered to provide City of Union City with the following document scanning solution, relating to the digital conversion of specific records. As a global leader in the field of Managed Print & Scan Services, we are confident in our ability to provide you a comprehensive solution that meets all the project objectives at a competitive cost, while providing the additional long-term benefits of producing high-quality reusable digital files for any future requirement.
As with nearly all our customers, City of Union City is seeking the following items as some key project objectives:
• The ability to handle all aspects of scanning/indexing of the documents, and provide back high- quality digital files for upload into the City of Union City document management system • The ability to manage a large-scale scanning project with a very high level of accuracy and reliability
• The ability to provide a complete QAP that includes thorough inventory tracking and control of all documents targeted for this project.
Global’s Document Solutions team can meet all these project objectives and would like to go beyond these initial guidelines and provide some additional guidance and support, using our vast experience in the field of complete document management.
We share our Best Practices learned over 30 years in working with some of the largest document collections from: Federal, State, County and Local Municipalities; Utilities, Fortune 500 Companies, and countless other Institutions. We have project managers with extensive document imaging skills and experience, combined with a cutting-edge Technology Division that drives our everyday success as a company.
This document contains information of a proprietary and/or confidential nature, including pricing and procedural data which is only intended for the beneficiary of his proposal © 2025 Global Office, Inc.
PROJECT SUMMARY
Global Office, Inc. (“Global Office”) has prepared the following Statement of Work (“SOW”) to detail conversion services for City of Union City.
Global Office has outlined the Project scope and costs for this Project Based engagement. The service costs outlined in this document are based on Global Office’s experience and preliminary information received from your departments
The pricing contained herein is valid for thirty (30) days from the date of this Statement of Work.
During this conversion engagement, Global Office will convert an estimated total of 2,203,600 documents/file population into electronic format.
The conversion process includes the scanning of the hard copy documents, into a facsimile image, captured at a minimum of 300 DPI, using a programmatic “B/W vs. Auto-Color” detection to maximize image quality. Therefore, those pages having less than a moderate amount of color will be saved as black & white (1 bit per pixel, compressed using Group IV algorithm), while pages having a moderate amount of color content (or more) will be saved in as color (24 bit per pixel), compressed using a JPEG algorithm (set to a Q- Value setting of 75 of 100). The resultant source images will be compiled into a Searchable Image PDF file, where each file folder/binder will result in one PDF file. In addition, appropriate index data will be collected (as directed by City of Union City), from each document, and associated with the resultant PDF files through designated folder structuring and file naming, in addition to providing an accompanying CSV text file.
The specific Indexing schemes used will be defined after award of this project and before work begins.
Global Office will perform the following services on-site at City of Union City • Barcode or Labeling of each box containing targeted documents for conversion • Barcoding or labeling each folder/binder as they are removed from the box, and placed into storage boxes
• The folder barcodes/labels would be sequential, prefixed with the box department, so that exact position of each folder is digitally recorded for inventory and chain of custody purposes. • Each transport box will be barcoded/labeled sequentially and loaded with the content from the boxes in sequential order
• An inventory spreadsheet will be created, to record the exact inventory of each folder, its source location, and its transport box contained therein
• Loading of secured boxes into Global Office provided transport vehicle • Secure transport of box collection to Global Office facilities This document contains information of a proprietary and/or confidential nature, including pricing and procedural data which is only intended for the beneficiary of his proposal © 2025 Global Office, Inc.
WORKFLOW PROCESS
The following chart illustrates the general workflow process that we would be utilizing for this project:
INVENTORY CONTROL & TRACKING
Global Office Document Solutions understands the seriousness of inventory tracking when it comes to working with its clients’ records, and other sensitive document information. That’s why we have been trusted to handle documents ranging from those of Governments and Municipalities, to Utilities and Oil & Gas, as well as Fortune 500 companies across the country.
Global Office has implemented a process to help manage and track document inventory from the time we take possession of the documents, through the necessary processing stages, until document destruction and/or return delivery back to City of Union City. This process includes the use of Barcoding, Proper Labeling, Master Spreadsheets, and Chain-of-Custody Forms.
The highlights of these procedures are:
• Proper and consistent labeling of all City of Union City content. This includes Barcoding and/or Process Labeling of all boxes, folders, etc.
• Proper Inventory Log creation of all document boxes/content Global Office takes possession of from City of Union City
• Proper capture of any pre-index data
• Proper documentation of dates and content when Global Office accepts documents from City of Union City
This process will be customized to meet the specific needs of City of Union City, to capture any relevant data needed from the physical collection, to assure City of Union City that the hard copy and data will transfer into the digital file collection properly. Following this procedure properly ensures that:
This document contains information of a proprietary and/or confidential nature, including pricing and procedural data which is only intended for the beneficiary of his proposal © 2025 Global Office, Inc.
1. All document content provided by City of Union City will be received, processed, and digitally returned correctly.
2. All box content will be processed in sequential order, and no content will be overlooked or missed.
3. All digital files created can have a direct link back to the original documents, allowing for a simple file validation process.
4. All boxes can be identified immediately, and their status be clearly stated.
5. All content can be easily located while in storage, based upon their barcodes & the location tracking listed in the Master Spreadsheet Tracker.
6. Any City of Union City requests for expedited files have a much easier path to be located & processed, allowing for quick turn-around times.
7. A high percentage of possible human error is minimized by using barcodes & barcode readers.
DOCUMENT SCANNING
Global Office Document Solutions prides itself on producing the very best quality images possible when converting a document collection into a digital file archive. For City of Union City documents, Global Office will be scanning all document pages at a pixel density of 300 dpi to ensure a detailed image representation of the original document.
We have the ability to capture documents using an “Auto-Color” mode, where the threshold to save color, will be set at a moderate color amount. When capturing the source page as a black & white (1-bit) image, Global Office’s professional grade scanners will capture B&W image using an “adaptive threshold” (sliding scale of black pixels and blank white space) whereby the pixel placement is analyzed with the surrounding pixels around it to help determine the actual image requirements. This results in a cleaner, better detailed scan than a standard Black & White image, yet it remains at a pixel depth of 1- bit per pixel, allowing a Group-IV compression to be applied.
Global Office uses Production Grade Scanners. These scanners are duplex scanners, meaning that they will capture both the front side and back side images simultaneously as they feed through the scanner one-time. In addition, these scanners are designed to transport fragile documents through a smooth stainless-steel transport path, thereby minimizing any risk of adding wear and tear to any source hard copy.
Also, these scanners utilize a switchable “Black Back” or “White Back” scan surface, to allow the best possible image quality, while minimizing any image reflection or bleed through from the backside of the source document. This also allows each document image to be programmatically de-skewed to the page edge (as opposed to the page content), which yields an exact facsimile of the source document. This also allows each page image to be automatically cropped to the page edge so that the resulting image matches the physical size of the hard copy page.
And finally, and perhaps most importantly, these scanners deploy three ultra-sonic multi-feed sensors across the width of the entry edge of the scanner. These sensors transmit a continual stream of ultrasonic sound waves through the paper as it is feeding into the scanner. This allows an instant detection, and suspension of the scanning process, anytime more than one-page might be feed into the scanner (aka “multi-feed’) at one time. The benefit of this detection system is to insure with 100% This document contains information of a proprietary and/or confidential nature, including pricing and procedural data which is only intended for the beneficiary of his proposal © 2025 Global Office, Inc. accuracy, that we achieve a “page for page” (image to hard copy) result of the scanned batch. In the event a multi-feed occurs, the batch being scanned is immediately suspended, allowing the operator to retrieve the multi-fed pages, manually separate the hard copy pages, and re- insert them into the feed tray, to ensure that all pages are scanned and kept in exact sequential order throughout the batch.
The scanner software will record into a log file, the quantity of images, time of scanning, scanner operator, and scanner and scan station used to acquire the images.
When each set or box is completed, the scanner operator will initial the progress label, indicating that this process has been completed
DOCUMENT SECURITY
Global Office Document Solutions takes the security of all its clients’ records seriously. This means we take precautions not only for the physical security of the records, but also to best control the accessibility to the record content as well as the resulting image and data files. To assist with this process, Global Office has implemented the following steps to help control access to this information:
• All project barcoding/labeling lists the client names by Initials or Abbreviation. This ensures the immediate identification by all Global Office employees as a box of records from a specific client. • All Global Office Full-time, Part-time, and Temp Employees are required to sign a Confidentiality/Non-Disclosure Agreement form prior to employment. This is in addition to the Full Background Checks and/or Drug Screen Tests that are required for general Employment. • All Client Boxes pass through a defined scanning workflow that includes a Box In-Progress label placed on every box in addition to the Box ID Barcode label. This Tracking label requires the Global Office Employee that is handling the box for a specific process to initial & date the label as to when the process took place, and who handled the process. • For full Chain-of-Custody projects, an additional sign-off sheet travels within each box and requires the Global Office employees to Sign-In and Sign-Out the box each time it is opened, and to notate the process status at each step. This process is the workflow that will be recommended for the City of Union City.
• Standard Global Office Scanning Procedures require that all Global Office operators can checkout and process only 1 box of documents at a time.
ASSURANCE FOR QUALITY IMAGING
Global Office utilizes leading Image Processing Software to assist with image quality consistency, starting with the scanner software to properly control the hardware, and including post image capture software to manage the image after the scan is complete.
Global Office technicians set predetermined parameters for each project, and the system will automatically compare the scanned image against those parameters within a split second. Any image that is found to be outside of the acceptable limits is automatically flagged and prompts the technician to manually correct the image so that it is within the acceptable range.
This document contains information of a proprietary and/or confidential nature, including pricing and procedural data which is only intended for the beneficiary of his proposal © 2025 Global Office, Inc.
This includes tasks such as programmatic de-skewing (correcting an image that is captured off center), brightness/contract levels, blank page identification and removal.
Upon completion of a project, the software will calculate and report the total number of images scanned versus images processed, and blank images removed, helping to keep the overall costs of scanning to its minimum actual level. Scanner operators will also quality check all images during the capture process for visual accuracy and readability.
We will ensure:
Every document page in the source file is converted into digital format • Images are in correct readable rotation
• Output images are in focus and properly aligned
• Image sizes are a correct 100% scale with no abnormal cropping • Documents are scanned in the same order they have been received • Proper capture and protection of old & damaged documents • Proper management of hard copy attachments and small size documents Operators perform quality control checks throughout the conversion process, comparing an individual scan to the original document to ensure there is no decline in quality. If for some reason a scanned image is not as clear as the original, our quality control inspectors will rescan the image to the highest attainable quality.
Supervisors also perform defined Project In-progress Inspections, validating that the digital file output specifications match the Scope of Work requirements for the project.
Output matching Scope of Work requirements is passed through. Output found with minor issues is corrected, revalidated, and passed through.
However, any output with major issues, or items that could potentially affect additional records within the project would require a Non-Conformance Report (NCR) to be filed and logged against the project.
An NCR would define the cause of the non-conforming item, the method in which it will be corrected, and the Corrective Action that will be taken to ensure the issue will not replicate itself again for the remainder of the project.
The NCR will require multiple signatures of both supervisors and managers to validate the resolution of the issue before it can be closed out.
Project In-Progress Inspection Form Quality Assurance: Non-Conformance Report This document contains information of a proprietary and/or confidential nature, including pricing and procedural data which is only intended for the beneficiary of his proposal © 2025 Global Office, Inc.
DOCUMENT STORAGE
Global Office will either return hard copy document boxes to City of Union City within 90 days of completion of each box, or if the city elects to have boxes destroyed/shredded, Global Office will arrange for the destruction of the box and its content.
In the event City of Union City requires Global Office to retain the hard copy boxes longer than the 90- day period following completion of the box, Global Office will at its option invoke a monthly storage fee for each box, for each month (or portion thereof) following the 90-day period.
DOCUMENT DESTRUCTION
As an option, Global Office will provide Certified Document Destruction Services. The request for this service must be made in writing from City of Union City to Global Office indicating each box (as a separate line item) to be destroyed and approved by two responsible parties at City of Union City.
Global Office will provide the city with a detailed inventory listing of all documents contained in each box prior to the authorization for destruction; and provide the certificate of destruction, indicating the boxes destroyed.
PROJECTED SCHEDULE
Global Office will implement a “Pilot-Run” for your project of scanning/indexing/OCR fields and retrieval to start the process at no charge. This will ensure that we know the speed of your project as well as the accurate indexing & archiving for OCR.
As an alternative plan, Global Office would be happy to process a limited quantity of boxes on a monthly or quarterly basis, pending City of Union City budget requirements. Allowing the project to be completed over a longer span of time, to be agreed between Global Office and City of Union City.
This document contains information of a proprietary and/or confidential nature, including pricing and procedural data which is only intended for the beneficiary of his proposal © 2025 Global Office, Inc.
DATA & IMAGE FILE FORMAT
The conversion process includes the scanning of the hard copy documents, into a facsimile image, captured at 300 DPI, using a programmatic “Auto-Color” detection, allowing pages containing a moderate amount of color content to be saved as a color image. Therefore, those pages having less than a moderate amount of color will be saved as black & white (1 bit per pixel, compressed using Group IV algorithm), while pages having a moderate amount of color content (or more) will be saved in as color (24 bit per pixel), compressed using a JPEG algorithm (set to a Q- Value setting of 75 of 100). The resultant source images will be compiled into a Searchable Image PDF file, where each file folder/binder will result in one PDF file. In addition, appropriate index data will be collected (as directed by EPRI), from each document, and associated with the resultant PDF files through designated folder structuring and file naming, in addition to providing an accompanying CSV text file.
The specific Indexing schemes used will be defined after award of this project and before work begins.
Global Office will perform the following services on-site at City of Union City:
• Barcode/Labeling of each box containing targeted documents for conversion • The box barcodes/labels would be sequential, prefixed with the current label on box and current labeling structure, so that exact position of each folder is digitally recorded for inventory and chain of custody purposes
• Each transport box will be barcoded/labeled sequentially and loaded in sequential order • An inventory spreadsheet will be created, to record the exact inventory of each box, its source location, and its transport box contained therein
• Loading of secured boxes into Global Office provided transport vehicle • Secure transport of box collection to Global Office facilities Client will provide boxes.
Client will prepare and box documents for shipment.
Global Office will schedule 4 pick-ups from Client or Client-designated facility Global Office will provide file Rapid Response Service for the duration of this project. Global Office cannot provide this service for files in transit. Rapid Response requests will be initiated via email to the Global Office Project Manager. Requests will contain agreed upon identifiable information (barcode number, file name, box number, or other information needed for direct physical file retrieval. The requested file will be retrieved, scanned, and delivered via FTP, to the site set up by Global Office at project start. Files will be delivered as PDF images within 72 hours of request receipt per the SLA.
Business hours are defined as Monday through Friday (excluding holidays) from 8:00 AM - 5:00 PM local time of the location of the physical files. Global Office will provide these requests at a rate of $35.00 per hour.
This document contains information of a proprietary and/or confidential nature, including pricing and procedural data which is only intended for the beneficiary of his proposal © 2025 Global Office, Inc.
DELIVERABLE MEDIA
Original paper/media will be shredded by Global Office within thirty (30) days after associated image delivery is complete and Global Office has written Client authorization to proceed with document destruction. If written authorization is not received within 30 days, original media will be returned to Client and will incur additional return shipping fees.
Should Client fail to accept the return or authorize the shredding of the original paper/media after scanning operations and image delivery is complete, or should the Client request in writing, the original paper/media will be delivered to an off-site third-party storage facility for storage until Global Office receives a written authorization from Client directing the return or shredding of the original media.
Client will be charged the rates specified in the unit pricing for the transport and storage of the original media until Client provides written authorization for the return or shredding of the same.
After thirty (90) days of delivery of data and images, Global Office is not responsible for maintaining archival images or data information in connection with the delivery.
Global Office may affix tracking/control labels and/or asset tags to boxes.
Mario Vallejo
City of Union City
34009 Alvarado-Niles Rd.
510-675-5681
[email protected]
This document contains information of a proprietary and/or confidential nature, including pricing and procedural data which is only intended for the beneficiary of his proposal © 2025 Global Office, Inc.
PRICING TABLE
QTY Location/Item Description/Quantity Unit Price Ext Price 1,489,600 Standard documents up to
11x17. Based on 2,800
pages per box.
Document up to 11x17 $.0875 $130,340.00
12,500 Large format
documents/plans
Documents larger than
11x17. Approx 250 sets w/
50 in each
$1.15 $14,375.00
1,502,100 Indexing Details TBD
Last, First, ID, Invoice
Number, Permit Number
APN, etc.
Indexing per file
(Per file price up to 3 index
fields)
$0.00 $0.00
1,502,100 QC-Rotate pages,
fuzzy/blurry, double feeds,
verify count
To ensure accuracy and
quality of scan
$0.00 $0.00
3 Transportation Round trip Pick up and Secure
Transport of Documents
$250.00 $750.00
532 Box Destruction
(est. 532 boxes)
Includes signed letter of
destruction
$10.00 $5,320.00
1 **Secure File Transfer ** Transfer digital files to
secure FTP
$500.00 $500.00
Project estimated total $151,285.00
** Please note, this is a fee for service engagement, and the foregoing estimated pre-tax total is not a fixed cost, it is merely an estimate of the cost. Global Office will invoice based on the actual number of units processed multiplied by the unit cost as referenced in the above table. Global Office will remove all files within 10-14 days of receiving an order executed. Order to be completed 60-90 days once received at our facility.**
This document contains information of a proprietary and/or confidential nature, including pricing and procedural data which is only intended for the beneficiary of his proposal © 2025 Global Office, Inc.
PRICING & PAYMENT TERMS
Pricing is valid for thirty (30) days from the date of proposal. Each project is based on Global Office Inc.’s understanding of the scope and volume of the requirements as presented herein. Changes in that understanding or in the underlying express and/or implicit assumptions related to it may require substantial changes in price and schedule. All changes will be made in writing and agreed to by all parties prior to commencement of billable work.
1. Global Offices’ services are offered based on the assumptions as defined herein. If the collection characteristics are substantially different from these assumptions, Global Office reserves the right to re-price the services.
2. Delivery schedules are based on assumptions defined herein and substantial change in these assumptions may require delivery schedule changes.
3. Failure to provide Global Office with a regular and consistent flow of materials may result in an increase in pricing and/or schedule delays.
4. Processing will be performed in accordance with the instructions set forth in this document and the addenda stated herein.
5. Pricing is offered as a comprehensive package of services. Global Office reserves the right to reprice services if the Client decides not to have Global Office perform certain services that have been quoted.
6. Invoicing will be based on the actual number of units multiplied by its unit or hourly rate and total.
7. Invoicing will be issued throughout the duration of the project. Invoicing will include all billable work processed up to the date of the invoice, even if that work-product has not yet been delivered to Client.
8. Payment for Global Office services will be made to Global Office and are due within thirty (30) days from date of invoice.
9. In the event payment is not received within ten (10) days of its due date a late charge of one and a half percent (1.5%) per month of the overdue amount will be charged to Client.
10. Client has thirty (30) days from receipt of a delivery to identify image file formatting issues. After this period, a service charge may be applied for corrections. This service charge accounts for reloading the data and/or images onto the system, reallocating staff, etc.