2011-R-11 MCCiRESOLUTION NO. 11-R-11
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF
SCHERTZ, TEXAS AUTHORIZING A DOCUMENT SCANNING
AGREEMENT WITH MCCi, AND OTHER MATTERS IN CONNECTION
THEREWITH
WHEREAS, the City staff of the City of Schertz (the "City") has recommended that the
City enter into a document scanning agreement with MCCi relating to scanning City documents
into the City's electronic database; and
WHEREAS, the City Council has determined that it is in the best interest of the City to
contract with MCCi pursuant to the document scanning agreement attached hereto as Exhibit A
(the "Agreement").
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCHERTZ, TEXAS
THAT:
Section 1. The City Council hereby authorizes the City Manager to execute and
deliver the Agreement with MCCi in substantially the form set forth on Exhibit A.
Section 2. The recitals contained in the preamble hereof are hereby found to be true,
and such recitals aze hereby made a put of this Resolution for all pwposes and are adopted as a
part of the judgment and findings of the City Council.
Section 3. All resolutions, or parts thereof, which are in conflict or inconsistent with
any provision of this Resolution are hereby repealed to the extent of such conflict, and the
provisions of this Resolution shall be and remain controlling as to the matters resolved herein.
Section 4. This Resolution shall be construed and enforced in accordance with the
laws of the State of Texas and the United States of America.
Section 5. If any provision of this Resolution or the application thereof to any person
or circumstance shall be held to be invalid, the remainder of this Resolution and the application
of such provision to other persons and circumstances shall nevertheless be valid, and the City
Council hereby declares that this Resolution would have been enacted without such invalid
provision.
Section 6. It is officially found, determined, and declared that the meeting at which
this Resolution is adopted was open to the public and public notice of the time, place, and subject
matter of the public business to be considered at such meeting, including this Resolution, was
given, all as required by Chapter 551, Texas Government Code, as amended.
Section 7. This Resolution shall be in force and effect from and after its final
passage, and it is so resolved.
50408042.1
PASSED AND ADOPTED, this 8`h day of March, 2011.
CITY OF S RTZ EXAS
Mayor
ATTEST:
ecretary
(CITY SEAL)
so~oeoaz.~
EXHIBIT A
DOCUMENT SCANNING AGREEMENT
soaosoaz.i A-1
i~Ci
Municipal Code Corporation
SALES DEPARTMENT
PO Box 2235 D Tallahassee, Florida 32316
TELEPHONE (800) 342-2633 D FAX (850) 701-0715
Russell Haddock, Senior Account Executive 0 (817) 788-1102 fl rhaddock@mccinnovations.com
March 1, 2011
Brenda Dennis
City Secretary
1400 Schertz Parkway
Schertz, Texas 78154
Dear Ms. Dennis:
Thank you for speaking with me recently regarding Scanning and Indexing your records and our archiving
services for your permanent records. Per our conversation we have included a Proposal for scanning your
documents so you have a searchable archived copy of your records. Our Scanning and Indexing service provides
many benefits including:
- Full Search Features- Your typed documents will be fully searchable through the run-time CD equipped with
the Laserfiche software. This powerful searching includes general text searching as well as date searches.
Both of these searches can be combined to find documents instantly from your desk versus spending
countless hours manually searching through your hard copy records.
- Web Hosting- Our web hosting service allows you to provide your citizens the ability to access and search
your records just as easily as you will be able to internally. This will promote transparency in your
organization and can be easily linked to your current website.
- Disaster Recovery- By scanning and indexing your documents, you will no longer have to depend on the
hard copies for finding information. This can be extremely valuable in the event of a disaster and your
records were unobtainable temporarily or permanently.
If you have any questions concerning our proposal or desire additional information, please do not hesitate to
contact me on our toll-free number. We appreciate your interest and hope that we will have the pleasure of
working with you and serving the City Schertz, TX.
Sincerely,
cen t / "~-
Russell Haddock
Senior Account Executive
MuniScan Quotation Sheet -Exhibit A
REGULAR DOCUMENTS
Project I - MuniScan -Conversion of Documents up to 11"x17" in size
Excesslmages @ $0.259
PROJECT SCOPE -All estirr
• General Description
Department:
Document Types:
Document Count:
Image Count:
Images Per Document
ates are based on information provided by the client
Human Resources
HR Files
5, 625
45,000
8
• Document Preparation:
Current Storage Method: File Folders
Condition of documents: Staples
• Image Processing
DPI & Color: 300 DPI, Black & White
Indexing Requirements: Up to 4 Fields (Document name counts as an index)
Optical Character Recognition Included
• Image Output
Media: Removable Hard Drive up to 1 Set per trip
Output & Content: Laserfiche Briefcase
Remote Import Assistance to LF: Included
$12,310
• Material Handling
Shipping Logistics: MCCi Pickup
Shipping & Delivery Terms: Up to 1 shipment (if job is broken up, volume pricing must be a1soJ
MuniScan Quotation Sheet -Exhibit A
LARGE FORMAT DOCUMENTS
Project I - MuniScan -Conversion of Large Format Documents up 42" Wide
Excesslmages @ $4.78
PROJECT SCOPE -All estirr
• General Description
Department:
Document Types:
Document Count:
Image Count:
Images Per Document.
ates are based on information provided by the client
Engineering
Plans, Commercial/Residential
30
38
Avg of 1-4 pages per document
• Document Preparation:
Current Storage Method
• Image Processing
DPI & Color:
Indexing Requirements:
Rolls
300 DPI, Black & White
Up to 3 Fields (Document name counts as an index)
• Image Output
Media: DVD up to 1 Set per trip
Output & Content: Laserfiche Briefcase
Remote Import Assistance to LF: Included
$799
• Material Handling
Shipping Logistics: MCCi Pickup
Shipping & Delivery Terms: Up to 1 shipment (if job is broken up, volume pricing must be also)
MCti, a Limited Liability Company and subsidiary of MUNICIPAL CODE CORPORATION, which is duly organized and existing under the laws of the
State of Florida, hereinafter referred to as MCCI, hereby o((ers [he Laserfiche Software & Services to the CITY OF SCHERT2, TX a municipality duly
organized and existing under state law, hereinafter referred to as the Client, according to the fallowing terms and conditions.
MCCI DOCUMENT SERVICES-lNDEXING SERVICES
Once MCCI has received Client's documents, the following process will occur according to the terms laid out in the Munistan Quotation Sheet
attached hereto as Exhibit A "MCCI s pricing proposal" and may vary according to services selected.
CONSULTATION. A Consultation will be scheduled via a telephone conference after receipt of this signed contract. This Consultation is designed to
go over [he following: the signed contract and terms, folder structure, current searching methods, document naming scheme, document
preparation requirements, and document shipment and/or pick up.
DOCUMENT PREPARATION. If Client decides to send paper documents to MCCI, the process of document preparation begins with removing any
materials that may prohibit the document from being fed through the scanner (i.e. Removal of documents from file folders, Removal of staples,
paperclips, tape, clips, etc) and is described as Document Preparation, Included on the Munistan Quotation Sheet. Upon completion of scanning,
MCCI will organize the documents Into their original order as received from the Client. Document Re-Prep is not included.
DOCUMENT ORGANIZATION & INDEXING. Based on the scope of the project and outcome of the Consultation, MCCI will organize and index
Client's documents. This will enable them to be searched and organized by three different methods. The first method includes organizing Client's
documents in a tree-like folder structure, similar to Windows Explorer. This provides a visual method to store and locate Client's documents. The
second method Involves the use of electronic template cards. These templates contain unique information pertaining to that particular document.
Once a template layout has been agreed upon, no changes can be made once the job has already been started. The third method includes running
a process called optical character recognition (OCR), allowing for full-text indexing and searching capabilities. The OCR process converts printed
words into alphanumeric characters dependent upon font and paper quality. This enables each occurrence of an OCR'd word to be searched and
retrieved. Microfilm, Maps, Poor Quality, and Handwritten documents will be searchable by keyword index only (via template card).
DOCUMENT QUALITY CONTROL. MCCI performs a thorough quality control process after [he job has been completed. Each scanned image is
inspected for quality, legibility, and accuracy. Steps are taken to ensure each document has been captured, the quality of the scanned Image is
comparable to the original, and all manual indexing errors have been corrected. MCCI cannot 6e accountable for records not reflected in original
inventory report as provided by Client. MCCI will correct only those discrepancies reported within 90 days after delivery of hard copy materials.
DOCUMENT STORAGE. MCCI s facilities contain secure rooms for hardcopy "work in progress" document storage that are designed to prevent
damage from natural disasters. MCCI will arrange for the return of hardcopy documents to the Client after completion of scanning. If documents
reside at MCCI facilities for a period longer than 90 days after a request for delivery by MCCI has been made, storage charges will apply. MCCI is
not responsible for maintaining permanent archive and accepts no responsibility to loss of electronic data.
FUTURE UPDATES. The Client can provide MCCI additional documents after completion of initial project. The updates can be on a schedule, or as
desired by the Client. The Client shall forward to MCCI copies of the final documents via a-mail, certified mail carrier, or through the MCCI pickup
and delivery service. At each update, the Client may elect to purchase an updated version of their records on electronic media. Original
documents will be returned to the Client.
ENTERPRISE WIDE SCANNING SERVICES. In accordance with the terms and conditions as laid out here within, MCCI tan provide Client with
scanning services for documents other than those described on the Munistan quotation Sheet. All costs are volume based and can be provided
upon request. MCCI will consult with Client concerning other Munistan project to determine individual scanning and indexing needs. For further
information and instruction regarding this service please contact our Service Bureau Manager.
MICROFILM & FICHE CONVERSION SERVICES. MCCI offers electronic conversion services for microfilm, microfiche, and aperture cards. The Client
will provide MCCI with data to be converted to electronic format. MCCI will extract the images contained on the film/fiche and migrate Yhem [o
Laserfiche or to another industry standard format as requested by the Client. The images will be captured based upon the reduction ratio and
threshold between the beginning and ending of new Images on the original film. MCCI is not responsible for the accuracy of existing image quality,
such as black borders, skewed images, blurry images, non-legible images, or other errors that are not controllable by MCCI. Unless otherwise
specified in the project scope, MCCI will index by the roll/card number or unique identifier.
LASERFICHE SEARCH ENGINE CD/DVD AND MINIMUM HARDWARE REQUIREMENTS. MCCI will integrate the documents with the LaserFiche
Software to provide the Client with the most powerful index retrieval search engine available with the following features: Intuitive browse window,
index cards, and full text word search. MCCI will provide the Client with the appropriate media containing all documents scanned and integrated
with Laserfiche. The Laserfiche version 8 software requires the use of Windows 2000 or higher or Windows XP to access the CD/DVD.
PROJECT TIMELINE. MCCI will complete and deliver the project within 90 days after receipt of documents. Should MCCI require additional time,
the Client will he notified Immediately. The delivery for routine updates to the database will be within 30 days. If Client requests return of
documents it requires during the project, MCCI will promptly cooperate. Client acknowledges that this may in some cases extend the time
necessary for MCCI to complete the project.
DOCUMENT TRANSPORTATION. The Client is required to package all materials per MCCI's instruction prior to delivery of materials to MCCI
facilities. If the Client chooses to utilize MCCYs pickup and delivery service, pricing is based on picking up the entire project described in the scope
of services in one shipment. At the time of updating or if additional trips are required due to the Client not having all the documents ready for pick
up, additional charges will be applied. If the Client chooses to ship via a certified carrier, the Client Incurs all shipping costs.
PRICING. Charges apply on a per project basis and are dependent upon size and volume of documents. MCCI requires having the entire project in
a single delivery, rather than in small quantities. Breaking the project into smaller quantities will affect the volume pricing, and additional charges
per Image may apply. A sample may he required prior to confirming large volume job pricing.
UNANTICIPATED DOCUMENT TYPES & 512E5. The prices quoted are made with the expectation that Client will properly prepare and annotate
materials for scanning bureau use and that documents are consistent with the description provided in [he scope of services, located on the
Muniscan Quotation Sheet. If documents are not as initially represented, additional charges will apply. MCCI will call for authorization to proceed
with the project.
LASERFICHE SYSTEM CUSTOMERS. Due to requirements by Laserfiche systems regarding the importing of images and indexing information, It Is
highly recommended that Clients who already have a Laserfiche system have their documents scanned using only Laserfiche software. This will
ensure that all associated indexing information will be properly retained after the importing of Images Into the Laserfiche system. MCCI has
knowledge of the software versions, indexing requirements, and compatibility issues for each of our Laserfiche system clients.
MCCI CERTIFIED PARTNERS. MCCI maintains MuniScan partnerships for the purpose of additional capacity and flexibility In meeting client
expectations. In the event MuniScan partners are used for a project, the management and support of the project is handled directly by MCCI.
AGREEMENT EXTENDED TO OTHER GOVERNMENTAL UNITS. MCCI agrees to allow any other Government agency to purchase items at the same
terms, conditions and pricing as this contract during the period of time that this contract is in effect. Minor changes in terms and conditions maybe
negotiated by MCCI and participating Government agencies. Any orders issued against this agreement shall be the sole responsibility of the
Government agency placing the order. It is understood that the Client shall incur no financial responsibility inconnection with any purchase by
another Government agency.
TERMINATION. The services provided in this contract will be in full force and effect for a period of three (B) years from the date of shipment of the
completed product to the organization. Thereafter, this contract will 6e automatically renewed from yearto year, provided that either party may
alter or cancel the terms of this contract at any time upon sixty (60) days' written notice.
LIMITED LIABILITY. In no event shall MCCys total liability to the client exceed the project fees paid to MCCI by the client.
PAYMENT & 81LLING TERMS. MCCI will invoice project on a monthly schedule, based on deliverables (via Electronic media orthe Internet).
Payment is due upon receipt of an invoice.
The terms of this agreement shall remain in force and effect for a period of ninety (90) days from the date
appearing below, unless accepted by the Client.
Submitted by: MCCi, a Limited Liability Company
Date: March 1, 2011
By:
(Signature)
Witness:
~UItV-vl `,~ d r5'~-~,.,1 -- I~t eS i~-~"
(Printed Name & Title)
(Signature)
Noted Items Accepted by: CITY OF SCHERTZ, TX
Date: 1 V 1 N 1 V j V' " I I
By: ~` ~- _
Si ure)
~n ~.TaU I o ~', G-I~ M~na~~~r
~rinted Name & 1~ le)