HomeMy WebLinkAbout072610_ca02
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO:
Board of Commissioners
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FROM:
Donna M. Eldridge
DATE:
.July 20, 2010
RE: Contract for Professional Services
STATEMENT OF JSSUE:
This is a Contract for Professional Services. It has been through the Contract Review
Fonn process and is ready for signature.
ANALYSIS:
FISCAL IMP ACT:
RECOMMENDATION:
DEPARTMENT CONTACT:
Donna M. Eldridge
REVIEWED BY:
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CONTRACT FOR PROFESSIONAL SERVICES
This Contract for Professional Services (the Contract) is entered into by Jefferson
County, a municipal corporation, having its principal offices at 1820 Jefferson Street,
Port Townsend, WA 98368 (the County) and USArchive & Imaging Services, Inc.,
having its principal offices at 15315 NE 90th Street, Redmond, WA 98052 (the
Contractor).
SECTION 1. EFFECTIVE DATE OF CONTRACT
The Contract will become effective on Approval and terminate on June 1, 2015. In no
event will the Contract become effective unless and until it is approved and executed by
the duly authorized representative of Jefferson County.
SECTION 2. SERVICES TO BE PROVIDED
2.1 A description of the services to be performed by the Contractor is set forth in
Exhibit A: Description of Services, which is attached to the Contract and
incorporated by this reference.
2.2 The Contractor agrees to provide its own labor and materials. Unless otherwise
provided for in the Contract, no material, labor or facilities will be furnished by the
County.
2.3 The Contractor will perform the work specified in the Contract according to
standard industry practice.
2.4 The Contractor will complete its work in a timely manner and in accordance with
the schedule agreed to by the parties.
2.5 The Contractor will confer with the County from time to time during the progress
of the work. The Contractor will prepare and present status reports and other
information that may be pertinent and necessary, or as may be requested by the
County.
SECTION 3. CONTRACT REPRESENTATIVES
The County and the Contractor will each have a contract representative. A party may
change its representative upon providing written notice to the other party. The parties'
representatives are as follows:
County's Contract Representative
Donna M. Eldridge, Auditor
Jefferson County
PO Box 563, Port Townsend, W A 98368
(360) 385-9118
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Contractor's Contract Representative
Doug MacDonald
Vice President - Sales
USArchive & Imaging Services, Inc,
153 I 5 NE 90th Street, Redmond, W A 98052
(425) 822-5 I 70
SECTION 4. COMPENSATION
4,1 A description of the compensation to be paid to the Contractor is set forth in
Exhibit B: Compensation, which is attached to the Contract and incorporated by
this reference,
4.2 The total amount payable under the Contract by the County to the Contractor in
no event will exceed $75,000,
4,3 Unless otherwise provided in the Contract, the Contractor may submit an invoice
to the County once a month for payment of work actually completed to date,
Subject to the other provisions of the Contract, the County generally will pay such
an invoice within 30 days of receiving it.
4,4 The Contractor will be paid only for work expressly authorized in the Contract.
4.5 The Contractor will not be entitled to payment for any services that were
performed prior to the effective date of the Contract or after its termination,
unless a provision of the Contract expressly provides otherwise,
4,6 If the Contractor fails to perform any substantial obligation and the failure has not
been cured within 10 days following notice from the County, the County may, in
its sole discretion and upon written notice to the Contractor, withhold all monies
due the Contractor, without penalty, until such failure to perform is cured,
SECTION 5. AMENDMENTS AND CHANGES IN WORK
5,1 In the event of any errors or omissions by the Contractor in the performance of
any work required under the Contract, the Contractor will make all necessary
corrections without additional compensation, All work submitted by the
Contractor will be certified by the Contractor and checked by the Contractor for
errors and omissions, The Contractor will continue to be responsible for the
accuracy of work even after the work is accepted by the County,
5.2 In order to be effective, any Contract renewal, amendment or modification must
be in writing, be signed by both parties and be attached to the Contract. Work
under a renewal, an amendment or a modification may not commence until the
renewal, amendment or modification has been approved by the County and has
become effective.
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SECTION 6. HOLD HARMLESS AND INDEMNIFICATION
6.1 The Contractor will hold harmless, indemnify and defend the County, its officers,
officials, employees and agents, from and against any and all claims, actions,
suits, liability, loss, expenses, damages and judgments of any nature
whatsoever, including reasonable costs and attorneys' fees in defense thereof,
for injury, sickness, disability or death to persons or damage to property or
business, caused by or arising out of the Contractor's acts, errors or omissions in
the performance of the Contract. Provided, however, that the Contractor's
obligation under this provision will not extend to injury, sickness, disability, death
or damage caused by or arising out of the sole negligence of the County, its
officers, officials, employees or agents.
6.2 With regard to any claim against the County, its officers, officials, employees and
agents by any employee of the Contractor, subcontractor, anyone directly or
indirectly employed by any of them, or anyone for whose acts any of them may
be liable, the indemnification obligation under this Section will not be limited in
any way by any limitation on the amount or type of damages, compensation or
benefits payable by or for the Contractor or subcontractor under workers'
compensation acts, disability benefit acts or other employee benefit acts. It is
clearly agreed and understood by the parties to the Contract that the Contractor
expressly waives any immunity the Contractor might have had under such laws.
By executing the Contract, the Contractor acknowledges that the foregoing
waiver has been mutually negotiated by the parties and that the provisions of this
Section will be incorporated, as relevant, into any contract the Contractor makes
with any subcontractor or agent performing work under the Contract.
6.3 The Contractor's obligations under these provisions include, but are not limited
to, investigating, adjusting and defending all claims alleging loss from action,
error or omission, or breach of any common law, statutory or other delegated
duty by the Contractor, the Contractor's employees, agents or subcontractors
SECTION 7. INSURANCE
7.1 Professional Legal Liability. The Contractor will, if necessary, maintain
professional legal liability or professional errors and omissions coverage
appropriate to the Contractor's profession. The coverage will have a limit of not
less than $1 million per occurrence. The coverage will apply to liability for a
professional error, act or omission arising out of the Contractor's services under
the Contract. The coverage will not exclude bodily injury or property damage.
The coverage will not exclude hazards related to the work rendered as part of the
Contract or within the scope of the Contractor's services under the Contract,
including testing, monitoring, measuring operations or laboratory analysis where
such services are rendered under the Contract. .j
Note: Not Applicable for this contract - USAIS Initials':'l
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72 Workers' Compensation and Employer Liability. The Contractor will maintain
workers' compensation insurance as required by Title 51, Revised Code of
Washington, and will provide evidence of coverage to the Jefferson County Risk
Manager. If the Contract is for over $75,000, then the Contractor will also
maintain employer liability coverage with a limit of not less than $1 million,
7.3 Commercial General Liability. The Contractor will maintain commercial
general liability coverage for bodily injury, personal injury and property damage,
subject to a limit of not less than $1 million per occurrence, The general
aggregate limit will apply separately to the Contract and be no less than $2
million, The Contractor will provide commercial general liability coverage that
does not exclude any activity to be performed in fulfillment of the Contract
Specialized forms specific to the industry of the Contractor will be deemed
equivalent provided coverage is no more restrictive than would be provided
under a standard commercial general liability policy, including contractual liability
coverage,
7,4 Automobile Liability, The Contractor will maintain automobile liability insurance
as follows (check ONE of the following options):
Not Applicable,
X The Contractor will maintain commercial automobile liability insurance with a
limit of not less than $1 million each accident combined bodily injury and property
damage, The aggregate limit will be at least $2 million, Coverage will include
owned, hired and non-owned automobiles,
The Contractor will maintain automobile liability insurance or equivalent form
with a limit of not less than $100,000 each accident combined bodily injury and
property damage, The aggregate limit will be at least $300,000, If a personal
lines automobile liability policy is used to meet this requirement it must include a
business rider and must cover each vehicle to be used in the performance of the
Contract and the certificates of insurance must evidence that these conditions
have been met If the Contractor will use non-owned vehicles in performance of
the Contact, the coverage will include owned, hired and non-owned automobiles.
7.5 Miscellaneous Insurance Provisions,
A. The Contractor's liability insurance provisions will be primary with respect to
any insurance or self-insurance programs covering the County, its elected
and appointed officers, officials, employees and agents.
B, When such coverage is required, the Contractor's commercial general
liability insurance and automobile liability insurance will include the County,
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its officers, officials, employees and agents as an additional insured with
respect to performance of services.
C. When such coverage is required, the Contractor's commercial general
liability insurance and automobile liability insurance will contain no special
limitations on the scope of protection afforded to the County as an additional
insured.
D. Any failure to comply with reporting provisions of the policies will not affect
coverage provided to the County, its officers, officials, employees or agents.
E. The Contractor's insurance will apply separately to each insured against
whom claim is made or suit is brought, subject to the limits of the insurer's
liability.
F, The Contractor will include all subcontractors as insureds under its policies
or will furnish separate certificates and endorsements for each
subcontractor. All coverage for subcontractors will be subject to all of the
requirements stated in these provisions.
G. The insurance limits mandated for any insurance coverage required by the
Contract are not intended to be an indication of exposure, nor are they
limitations on indemnification.
H. The Contractor will maintain all required policies in force from the time
services commence until services are completed. Certificates, policies and
endorsements scheduled to expire before completion of services will be
renewed before expiration. If the Contractor's liability coverage is written as
a claims-made policy, then the Contractor must evidence the purchase of an
extended-reporting period or "tail" coverage for a three-year period after
completion of the services.
7.6 Verification of Coverage and Acceptability of Insurers.
A. The Contractor will place insurance with insurers licensed to do business in
the State of Washington and having A.M. Best Company ratings of no less
than A-VII, with the exception that excess and umbrella coverage used to
meet the requirements for limits of liability or gaps in coverage need not be
placed with insurers or re-insurers licensed in the State of Washington.
B. The Contractor will furnish the County with properly executed certificates of
insurance or a signed policy endorsement which will clearly evidence all
insurance required in this Section within 10 days after the effective date of
the Contract The certificate will, at a minimum, list limits of liability and
coverage. The certificate will provide that the underlying insurance contract
may not be canceled, or allowed to expire, except on 30-days' prior written
notice to the County. Any certificate or endorsement limiting or negating the
insurer's obligation to notify the County of cancellation or changes must be
amended so as not to negate the intent of this provision.
C. The Contractor will furnish the County with evidence that the additional-
insured provision required above has been met. Acceptable forms of
evidence are the endorsement pages of the policy showing the County as
an additional insured.
D. Certificates of insurance will show the certificate holder as Jefferson County
and indicate "care of" the appropriate County office or department. The
address of the certificate holder will be shown as the current address of the
appropriate County office or department.
E The Contractor will request that the Washington State Department of Labor
and Industries, Workers Compensation Representative, send written
verification to Jefferson County that the Contractor is currently paying
workers' compensation.
F. Written notice of cancellation or change will be mailed to the County at the
following address:
Philip Morley, Risk Manager
County Administrator's Office
PO Box 1220
Port Townsend, WA 98368
G. The Contractor or its broker will provide a copy of all insurance policies
specified in the Contract upon request of the Jefferson County Risk
Manager.
SECTION 8. TERMINATION
8.1 The County may terminate the Contract in whole or in part whenever the County
determines, in its sole discretion, that such termination is in the best interests of
the County. The County may terminate the Contract upon giving the Contractor
1 O-days' written notice. In that event, the County will pay the Contractor for all
costs incurred by the Contractor in performing the Contract up to the date of such
notice, subject to the other provisions of the Contract.
8.2 If funding for the underlying project or matter is withdrawn, reduced or limited in
any way after the Contract is signed or becomes effective, the County may
summarily terminate the Contract notwithstanding any other termination provision
in the Contract. Termination under this provision will be effective upon the date
specified in the written notice of termination sent by County to the Contractor. No
costs incurred after the effective date of the termination will be paid.
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8.3 If the Contractor breaches any of its obligations under the Contract, and fails to
cure the breach within 10 days of written notice to do so by the County, the
County may terminate the Contract. In that event, the County will pay the
Contractor only for the costs of services accepted by the County. Upon such
termination, the County, at its discretion, may obtain performance of the work
elsewhere, and the Contractor will bear all costs and expenses incurred by the
County in completing the work and all damages sustained by the County by
reason of the Contractor's breach.
SECTION 9. ASSIGNMENT, DELEGATION AND SUBCONTRACTING
9.1 The Contractor will perform under the Contract using only its bona fide
employees or agents, and the obligations and duties of the Contractor under the
Contract will not be assigned, delegated or subcontracted to any other person or
firm without the prior express written consent of the County.
9.2 The Contractor warrants that it has not paid, nor has it agreed to pay, any
company, person, partnership or firm, other than a bona fide employee working
exclusively for Contractor, any fee, commission, percentage, brokerage fee, gift
or other consideration contingent upon or resulting from the award or making of
the Contract.
SECTION 10. INDEPENDENT CONTRACTOR
10.1 The Contractor's services will be furnished by the Contractor as an independent
contractor and not as an agent, an employee or a servant of the County. The
Contractor specifically has the right to direct and control Contractor's own
activities in providing the agreed services in accordance with the specifications
set out in the Contract.
10.2 The Contractor acknowledges that the entire compensation for the Contract is set
forth in the compensation provisions of the Contract and the Contractor is not
entitled to any County benefits, including, but not limited to: vacation pay;
holiday pay; sick leave pay; medical, dental or other insurance benefits; fringe
benefits; or any other rights or privileges afforded to Jefferson County
employees.
10.3 The Contractor will have and maintain complete responsibility and control over all
of its subcontractors, employees, agents and representatives. No subcontractor,
employee, agent or representative of the Contractor will be or be deemed to be,
or act or purport to act, as an employee, agent or representative of the County.
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SECTION 11. NONDISCRIMINATION
The Contractor, its assignees, delegates or subcontractors will not discriminate against
any person in performance of any of its obligations under the Contract on the basis of
race, color, creed, religion, national origin, age, sex, marital status, veteran status or the
presence of any disability.
SECTION 12. OWNERSHIP OF MATERIALSIWORKS PRODUCED
12.1 All reports, drawings, plans, specifications, all forms of electronic media, and
data and documents produced in the performance of the work under the Contract
will be "works for hire" as defined by the U.S. Copyright Act of 1976 and will be
owned by the County. Ownership includes the right to copyright, patent, and
register, and the ability to transfer these rights.
12.2 All design work done by the Contractor will be done on AutoCAD, release 12 or
higher or other systems mutually agreed upon, an electronic copy of which will be
submitted to the County upon request or at the end of the job. Should a
construction project result from the work of the Contractor, the record drawings
from the Contractor will be transposed onto the electronic design drawings and
submitted to the County.
12.3 An electronic copy of all word processing documents will be submitted to the
County upon request or at the end of the job using the word processing program
and version specified by the County.
SECTION 13. PATENT/COPYRIGHT INFRINGEMENT
The Contractor will hold harmless, indemnify and defend the County, its officers,
officials, employees and agents, from and against any claimed action, cause or demand
brought against the County, where such action is based on the claim that information
supplied by the Contractor or subcontractor infringes any patent or copyright. The
Contractor will be notified promptly in writing by the County of any notice of such claim.
SECTION 14. DISPUTES
Differences, disputes and disagreements between the Contractor and the County
arising under or out of the Contract will be brought to the attention of the County at the
earliest possible time so that the matter may be settled or other appropriate action
promptly taken. Any dispute relating to the quality or acceptability of performance or
compensation due the Contractor will be decided by the County's contract
representative or designee. All rulings, orders, instructions and decisions of the
County's contract representative will be final and conclusive.
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SECTION 15. CONFIDENTIALITY
The Contractor, its employees, subcontractors and their employees will maintain the
confidentiality of all information provided by the County or acquired by the Contractor in
performance of the Contract, except upon the prior express written consent of the
County or an order entered by a court of competent jurisdiction. The Contractor will
promptly give the County written notice of any judicial proceeding seeking disclosure of
such information. The County is subject to the Public Records Act, Ch. 42.56 RCW,
and this Agreement is a Public Record subject to disclosure if requested by a citizen.
SECTION 16. CHOICE OF LAW, JURISDICTION AND VENUE
16.1 The Contract will be construed as having been made and delivered within the
State of Washington, and it is agreed by each party that the Contract will be
governed by the laws of the State of Washington, both as to its interpretation and
performance.
16.2 Any action at law, suit in equity or other judicial proceeding arising under or out of
the Contract may be instituted and maintained only in a court of competent
jurisdiction in Jefferson County, Washington.
SECTION 17. MISCELLANEOUS
17.1 No Waiver. The parties agree that the excuse or forgiveness of performance, or
waiver of any provisions of the Contract, does not constitute a waiver of such
provision or future performance, or prejudice the right of the waiving party to
enforce any of the provisions of the Contract at a later time.
17.2 Tax Payments. The Contractor will pay all applicable federal, state and local
taxes, fees (including licensing fees) and other amounts.
17.3 Personnel Removal. The Contractor agrees to remove immediately any of its
subcontractors, employees, agents or representatives from assignment to
perform services under the Contract upon receipt of a written request to do so
from the County's contract representative or designee.
17.4 Legal Compliance. The Contractor and its subcontractors, employees, agents
and representatives will comply with all applicable federal, state and local laws,
rules and regulations in their performance under the Contract.
17.6 Successors and Assigns. The County, to the extent permitted by law, and the
Contractor each bind themselves, their partners, successors, executors,
administrators and assigns to the other party to the Contract and to the partners,
successors, administrators and assigns of such other party in respect to all
covenants to the Contract.
17.7 Severability. If a court of competent jurisdiction holds any provision of the
Contract to be illegal, invalid or unenforceable, in whole or in part, the validity of
the remaining provisions will not be affected, and the parties' rights and
obligations will be construed and enforced as if the Contract did not contain the
particular provision held to be invalid. If any provision of the Contract conflicts
with any statutory provision of the State of Washington, the provision will be
deemed inoperative to the extent of the conflict or modified to conform to
statutory requirements.
17.8 Entire Agreement. The parties acknowledge that the Contract is the complete
expression of their agreement regarding the subject matter of the contract. Any
oral or written representations or understandings not incorporated in the Contract
are specifically excluded.
17.9 Notices. Any notices will be effective if personally served upon the other party or
if mailed by registered or certified mail, return receipt requested, to the addresses
set out in the contract representative's provision of the Contract. Notice may also
be given by facsimile with the original to follow by regular mail. Notice will be
deemed to be given three days following the date of mailing, or immediately if
personally served. For service by facsimile, service will be effective at the
beginning of the next working day.
SECTION 18. COOPERATIVE PURCHASING
The Washington State Interlocal Cooperative Act RCW 39.34 provides that other
governmental agencies may purchase goods and services on this solicitation or contract
in accordance with the terms and prices indicated therein if all parties are willing.
DATED this.4-day .j:',~. ,20.Lf..
USArchive & Imaqinq Services. Inc.
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DATED this_day
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Printed Name:
David Sullivan, Chairman
Jefferson County Commissioners
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Federal Tax 10 No.:
86-1062174
APPROVED AS TO FORM ONLY
David,Alvarez, Dep. Pros, Attorney
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EXIHIBIT A: DESCRIPTION OF SERVICES
The contractor will provide archiving and imaging services for the Jefferson County
Auditor's Office, and other Jefferson County Departments.
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EXHIBIT B: COMPENSATION
See attached.
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~~'"U'"Archive
I,~ & I~aging Services
June 22, 2010
Donna Eldridge
County Auditor
Jefferwn County Auditor's Office
PO BOX 1220
PORT TOWNSEND WA 98368-1220
Dear Donna:
Thank you for the opportunity to present this proposal specifYing the services and project deliverahles for the
Jefferson County Auditor's Office. For digital scanning projects, documents \-vill be scanned (unless otherv..'ise
requested) black & white at 200 dpi in a single or multi-page pdf or tiff format or both.
All digital conversion projects will bc fnlly detailed in a "Statement of Work" (SOW) and agreed to by both the
Jefferson County Auditor's Office and USArchive & Imaging Services (USAIS) prior to project commencement.
Once an imaging project initiates, USAIS \vill produce a "first run" sample for the Jefferson County Auditor's
Office for validation and confirmation with the SOW. Once approval of the "first run" is received, the USA1S
Productlon Team will continue work on the project.
We are prepared to initiate formal \york on any project upon receipt of your signature and approval to do so. The
terms and conditions of USArchivc & Imaging Services, Inc. are presented as follows:
Back-file conversion at the tiSAIS fadlity of Auditor's Office records:
. Scan paper documents:
. Up to 5.5" x 8.5" (haltCsheet size)
$.04 per Image
. Up to 8.5" x 11.0" (letter size)
$.06 per image
. Up to 8.5" x 14.0" (legal size)
$.08 per image
. Upto 11"x 14.0"
$.09 per image
. Greater than 12.0" and up to 18.0"
$.32 per image
NOTE: Blended size., may be charged al mulually agreed upon
"blended" rate.
. Scan "bound" books:
$ A 5 per image
. Scan paper documents (optional features)
. 300 dpi scans
Add 30% to the unit price
. Color jpeg images
Add 30 % to the unit price
Jefferson County Auditor's Office
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\cry & Imaging Services
. Labor rates:
. General labor rate: Special handling or "prep" (taping, $28,50 per hour
staple and paper clip removal, binder/folder dis-
assembly/re-assembly, ctc) and redaction services.
. Supervisor/IT labor rate: S53,50 per hour
NOTE: Client has option to do own "prep", either full or partial
drawings:
. Scan wide format dra\'lIings, schematics and Mylar documents:
. "C" size 18" by 24"
. "0" size 24" by 36"
. "E" size 36" by 48"
. "F" size 48" by 72"
. Larger sizes
. Scan \....ide format maps and drawings (optional features)
. 300 dpi scans
. Color jpeg images
. Reverse polarity scans
. Special handling (plastic sleeves, archival taping, etc)
~ Indexing and Data Entry
"Off-Shore" Data Entry and Indexing service options
NOTE: Client has option to do own Data Entry
.
USA IS will scan all images to (your choice of) CD or DVD and
deliver media to the Jefferson County Auditor's Office, Or, an
external hard drive device may be supplied by the client (or client
may pay the price for USAIS to acquire), Original paper documents
\viII be returned to the Jefferson County Auditor's Office or
Regional Branch of the State Archives.
.
Optional duplicate CD's
Optional duplicate DVD's
(Includes disk labeling)
(Includes disk labeling)
.
Jefferson County Auditor's Office
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$ 1.25 per "C" size
$1,50 per "D" size
$2.25 per "E" size
$6,00 per "F" size
At labor rate
Add 3 O~/O to the un it price
Add 30% to the unit price
Add 20~/o to the unit price
$28,50 per hour
$0,0 I to $.015 per character
depending on job specifications
Custom quote
Included
$lO.OO per "dupe" CD
! $25,00 per "dupe" DVD
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During the production process, USAIS will pull a requested
document, fax or and scan & cmai( as required for customer service
Up to five (5) requests included
per day. Labor rate charged for
any additional requests.
.
The Jefferson County Auditor's Office will be responsible to
transport (or pay USAIS) all documents to the USAIS Redmond
W A facility.
CSAIS cost is $75.00 plus $.50
per mile per trip.
(.4 II attempts will be made to try
and consolldate pick-ups to
reduce cost.)
USAIS Imaging Solntions - Microfilm Conversion Services Cost
Conversion of roll microfilm and fiche mkrofilm jackets:
Oualitv Service Level
Includes clean images with no black edges de~speckled and de-skewed, and as
multi-page images by flash target, or as single page images in roll/frame order
i RollFilm:
Scan] 6 mm roll microfilm:
Less than 20,000 images
20,000 to 200,000 images
200,001 to 500,000 images
500,00] to 1,000,000 images
Greater than 1,000,000 images
Scan 35 mm roll microfilm with standard size images:
Less than 20.000 images
20,000 to 200,000 images
200,00 I to 500,000 images
500,00] to ],000,000 images
Greater than 1,000,000 images
Scan 35rnm roll microfilm "vith large fonnat imae:es:
Less than 20,000 images
20,000 to 200,000 images
200,001 to 500,000 images
500,00 I to 1,000,000 images
Greater than 1,000,000 images
$0.0563 per image
$0.0450 per image
$0.0375 per image
$0.0225 per image
Custom Quote
SO.0750 per image
$0.0525 per image
$0.0475 per image
$0.0325 per image
Custom Quote
$.2250 per image
$.1575 per image
$.1425 per image
S.0975 per image
Custom Quote
Jefferson County Auditor's Office
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Fiche Film:
Scan 16 mm "com" microfiche:
Less than 20,000 images
20,000 to 200,000 images
200,00 I to 500,000 images
500,00 I to 1,000,000 images
Greater than 1,000,000 images
$.0875 per image
$.0800 per image
$.0725 per image
$.0625 per image
Custom Quote
Scan 16mm "iacket" microfiche:
,
Less than 20,000 images $.1500 per image
20,000 to 200,000 images $.1250 per image
200,00 I to 500,000 images $.1125 per image
500,00 I to I ,000,000 images $.0975 per image
Greater than 1 ,000,000 images Custom Quote
Scan 35 mm microfilm (fiche) iackets:
Less than 20,000 images $.5000 per image
20,000 to 200,000 images $.3750 per image
200,001 to 500,000 images $.3375 per image
, 500,00 I to 1,000,000 images $.3250 per image
Greater than 1,000,000 images Custom Quote
i
. Indexing or Data entry S.01 to $.015 per character hased
on job spec
. Output media (choice of CD or DVD) , I (one) set included in hase price
if job exceeds 3,000 images
0 CD
,'., DVD
. Generallahor rate (if required) $28.50 per hour
. Supervisor/IS labor rate (if required) $53.50 per bour
. Optional duplicate CD's (includes disk laheling) $ I 0.00 per "dupe"
. Optional duplicate DVD's (includes disk labeling) $25.00 per "dupe"
. Pick-up charges USAI$ pick up cost is $75.00
plus $.50 per mile per trip
. Delivery charges Included
,
Jefferson County Auditor's Office
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Microfilm Creation Services (from di2:itizcd files):
USAIS follows guidelines from the State of Washington SecretaI)' of State's
Office at the W A State Archives to create electronic microfilm (from the
USAIS digitized images).
. Conversion from multi-page fannat to single-page tiff format
$.0 I per image
. Microfilm Creation (16mm roll film)
r Set up cost
S450.00 per set up
Cost per roll created (plus cost per image below)
$15.00 per roll
c Cost per image
I to 100,000 images
100,00 I to 500,000 images
500,001 to 1,000,000 images
Greater than 1,000,000 images
$.043 per image
$.037 per image
$.033 per image
S.029 per image
o
Minimum job charge
Tmage rotation (if desired)
Blipping
Diazo Duplicate Roll, 16mm 100'
Diazo Duplicate Roll, 16mm 215'
Silver Duplicate Roll, 16mm 100'
Silver Duplicate Roll, 16mm 215'
3M Cartridge load & label
ANSI Cartridge load & label
Roll labeling
$600.00 per project
$.004 per image
$.04 per image
$15.00 per roll
$15.00 per roll
S56.00 per roll
$56.00 per roll
$8.50 per cart
$5.00 per cart
$\.00 perroll
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. Microfilm Creation (35mm roll film)
Custom Quote
. Microfiche Creation (jacket and COM)
Custom Quote
USAIS Imaging Solutions - Destruction Services Cost
Paper Destruction:
. Certified Destruction Process. 5.40 per cubic oot
. Timing and frequency of destruction to be determined per customer Included
analysis and retention schedule
. Certificate of Destruction Included
$
D
Jeffersou County Auditor's Office
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USAIS Imaging Solutions - Document Imaging SoftwareiHardware Costs
Client Server or SaaS Soft..vare Solutions:
. Client Server Solution
Custom Quote
. Software as a Service (SaaS) Solution
Custom Quote
Box supplies: (for transport and/or storage of documents)
1.2 cubic feet corrugated boxes - double \valled on sides/bottoms and
triple walled on ends
$3.75 plus tax per box
(Delivery charges may apply)
\Vater Resistant storage boxes
Custom Quote
I External Hard Drive device:
Customer supplied or USA IS to
provide. Cost TBD per client
requirements
Quote costs/fee" are executable for a sixty (611) day period of time from date of Proposal.
The Jefferson County Auditor's Office will be responsible to:
Transport all records to the USAIS Redmond W A facility or place into suitable transport/storage
boxes for pick-up by USAlS. Books may be bulk loaded.
identify al11ndexing data or selfindex after retum of scanned documents
place (USAIS provided) bar code labels on each box/book.
complete (USAlS provided) index of boxes
USAfS will ~ffer to provide all above stated services at the published General Labor rate.
Jefferson County Auditor's Office
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Timing and Staffing of Projects:
Tne Digital Imaging and Indexing project will be managed by Claire Phillips, Imaging Services Supervisor with
assistance from USAIS's Operations teams. Each Digital Conversion Project initiation can begin upon receipt of
your contract or purchase order.
Terms and Conditions:
Imaging Services are invoiced on the] 5th and end of month based on the amount of production work completed.
Payment is expected upon delivery of each work product A finance charge of 1.5% per month (compounded) will
be assessed to any past due invoices.
There is a minimum service charge of$75.00 for each imaging project.
Project Acceptance and Quality Control Revie",,:
To ensure customer satisfaction and maintain quality control, \.....e ask that all media project deliverables be reviewed
and accepted by the customer within 30 days of delivery or return of work product. USAIS will correct and/or
replace any substandard work product during that period of time. Following 30 days. we will work with you to
determine a mutually acceptable solution to any work product issues.
Jefferson County Anditor's Office
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Donna, thank you for the opportunity to provide our enterprise document management services to the Jefferson
County Auditor's Office. Vole look forward to \varking with you as your records and document management
solutions provider.
Please indicate your approval to proceed with the project initiation by either initiating your purchase order or by
initialing the speciflc services requested, signing and returning this proposal tD USAr~hive & Imaging Services,
Inc.
Sincerely,
(])OUfJ :Mac<Donaftf
Doug MacDonald
Vice President - Sales
o proceed with Project Initiation based on the June 22, 2010 quote:
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The information contained in this proposal is conjiden/ial and proprietary to USArchive & Imaging ,)'ervice~', Inc. and the J~fferson County
Auditor '8 Office.. Pricing, Jees and terms are not to be dL~closed to any additional third parties without the written consem oj a USAlS F.:xeculive
,Uanagement Representative The pricing or rate structure for all imaging projects is subject to review ta evaluate and confirm the pn?iect
speqficalians and source document considerations are in aliKnment with an "average or typicar type afproject and are accurately represented
in the USA IS proposal. Criteria or jactors that significantly impact time and materials will resull in an immediate notification to the cllSlOrner.
Any adjustments in increase or decrease (!( proposal pricing, length oJ project run-time or quality will he documented in a Change of Scope
Statement of rVork. Customer will be asked to approve and sign-qjJ on the Change of Scope Statement of rVork prior to the project entering into
active production at L'~)Archive & Imaging Services, inc.
Jefferson County Auditor's Office
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