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HomeMy WebLinkAboutAMERICAN MICRO DATA - CONTRACT - CONTRACT - 5439 DOCUMENT SCANNINGCity of Fort Collins Admit_ ,trative Services Purchasing Division LETTER OF TRANSMITTAL To: Carrie Daggett, Assistant City Attorney John Fischbach, City Manager Wanda Krajicek, City Clerk From: James B. O'Neill II, CPPO Director of Purchasing & Ri an ent Date: January 13, 2000 Re: Bid #5439 Document Scanning Attached find four (4) sets of contract documents regarding the above -mentioned matter. Would you approve as to form and forward to the City Manager for signature. The bidder received the award through the normal bid process. John, please forward to the City Clerk after you sign the agreement. Wanda, please call Purchasing, Jim will come over, sign the contracts and have you attest his signature. Would you call Purchasing when that is completed. Thank you. 256 W. Mountain Avenue • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 Preliminary TestiM A test run will be required from the lowest responsive bidder to complete several Group Sample files to assure that the process logistics will work, and that the information obtained from the vendor is complete, and can be imported into our current document management system. If the test run is successful, the vendor agrees to match the test run quality and approved required indexing for all remaining documents. Any changes in the scope of this project must be approved by the Project Manager. Psgject pricing and timeline• Group 1 (Address and Sign Permit Files) estimated at 300,000 pieces .------------------$36,000.00 Time to complete (Group 1) project.----------------------------------------------------------------- 4 months ACQRLD, CERTIFICATE OF LIABILITY INSURANCE DATEIMAVODAY, PRDnucI THIS CERTIFICATE 19 If 1129l1999 .IJ INSURANCE, INC. 303-871-$880 ONLY AND CONFERS O AS A MATTER OF INFORMATION GHTS THE 880 BUCHTEL BLVD HOLDER, THIS CERTIFICATE DOES NOT UPON AMEND EXTENID OR ALTER THE COVERAGE gFFORDED BY THE POLICIES BELOW, DENVER, CO 60210-2233 INSURERS AFFORDING COVERAGE INSURES ---- INsuaaaA: ALLIED GROUP INSURANCE "�-'-"-- AMERICAN MICRO DATA "—�-- 4950 EAST 415T AVENUE INSURERC:-....._.___ DENVER, CO 80210 INSURER O' COVERAGES INSURER E. POLIC ES THE REQUIREMENT, INSURANCE O LISTED BELOW HAVE BEEN ISSUED YO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT TERM C CONDITION BY ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THi6 CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES OESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, E%GlUS10NE AND CONDITIONS OF SUCH FOUCIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN gEDUGED BY PAID CLAIMS, n R TYPE W UISVMNCB POUCYNUMBER P OFF TI UCY TIISN '...-._—._ T'G� --E UAMUTY LIMITS I COMMERCML OENERAL LIABILITY EACH OCCURRENCE _ S .�I CLAIMS MADE I::]OCCUR FIRE DAMAGE lAnf A1A rvq 6-_-_-- — MEDEXP(ArryunEPnFen) f PERSONAL S AD V INJURY -_-------- GENTAGCREGATELIMITAPPUESPER: EMERALAGGRECATE_ POLICY PA - LOC PRODUCTS-COMPMPACG $ AUTOMORILRUAINLITY --- '-- -'—, A 'ANY AUTO ACP 7550059334 11/07/99 11/07/00 EMBINEO SINGLE LIMB 1 000UDD I i ALL OVYNEO AUTOS A SCNEOULED AUTOS `x ' MIRED AUTOS X i NONAwNRD AUTOS I ANY AUTO EXCESS LIABILITY _{ OCCUR 117 CLAIM MADE DEDUCTIBLE ETENTION i V/ORKERS COMPENSATION AND EMPI.OYEAS' LIABILITY $100 DEDUCTIBLE $250 DEDUCTIBLE 1996 FORD RANGER - VIN # 1FTCRQOALTPB28224 MOUNTAIN STATES SANK 1035 E. COLFAX AVE DENVER, CO 80218 I a�ae�emq f �------------_ EDGILY INJURY (Por PNwA) f BODILY INJURY -------•----_ (Per Amaay) S PROPERTYDAMAGE AUTO ONLY. EA ACCIDENT OTHER THAN EAACC f AUTO ONLY: __ ---"—'— s EL. SHOULD ANY OP rNB A40" DEBCNeT(O POLICIES EE CANC44EO BEFORE THE EXPIRATION DATE 111211 R, THE I0"0 INSURG WILL ENO,RVOR TO MAIL 30 DAYS AmA N rrr NOTICE TO7NE OBRTIFICATR NpLpeR NAMED TO THE LEFT, RUT PAaurtB To DO m ENALI 1MPOY NO OBLIGATION OR LIABILITY OF ANY KIND UPON TIME INSURINL ITS AGENTS OR mrmgmTAM& IUTROlD RARELBIrsrivD M ACOka me oneennu .eRR 1 American Compensation insurance Co. ENGLEWOOD, CO 80111 WORKERS COMPENSATION AND EMPLOYERS' LIABILITY POLICY INFORMATION PAGE Policy Number: AC•CO-004545-3 ITEM 1. nAMcu rNaunnU ANV MAILING ADDRESS' AGENCY AND MAILING ADDRESS: American Micro Data JJ insurance, Inc. 7100 Broadway Bldg a 880 Buchfsl Westminster, CO $9030 Denver, CO 80210 ITEM 2. Policy Period from 12/31/1999 to 12/31/2000 12:01 A.M.Standard Time at the Insured's Mailing Address, Other Workspace not Shown above: See attached Schedule of Locations and Named Insureds Interalate ID! Intrastate ID: NCC1 Number: 29734-015 Insured la: Corporation Federal Employer ID: 841286190 Unemployment 10: 1086712 BureaulRisk ID: 050302504 Company Number: ITEM 3. COVERAGE A. Workers Compensation Insuranoel Part one of the policy applies to the Workers Compensation Lew of the states listed here: CO B. Employers Liability Insurance: Part Two of the Policy applies to work in each state listed in Item 3A. The limits of our (lability under Part Two are: Bodily Injury by Accident $100,000 Each Accident Bodily Injury by Disease $100,000 Each Employee Bodily Injury by Disease $500,000 Policy LImN C. Other States Insurance: Part Three of the policy applies to the states, If any, listed here: ALL STATES EXCEPT THOSE LISTED IN 3.A. ABOVE AND NV, ND, OH, WA, WV, AND WY. D. This policy includes these endorsements and schedules: WC 00 00 00 A WC 00 04 03 WC 00 04 06 WC 713 WC 06 04 02 WC 05 04 03 ITEM 4. PREMIUM The premium for this policy wffl be determined by our manual of Rules, Classifications, Rates and Rating Plana, All Information below is subject to varificatlon and change by audit. SEE SCHEDULE OF CLASSIFICATIONS ON FOLLOWING PAGESIS) DOWN PAYMENT PREMIUM TOTAL ESTIMATED PREMIUM $1�360 $5,441 Insured Copy PREMIUM ADJUSTMENT PERIOD Annual EXHIBIT C YEAR 2000 COMPLIANCE CERTIFICATION AND INDEMNITY Section 1. Contractor hereby certifies that all information resources or systems to be provided or used in connection with the performance of this Agreement are "Year 2000 Compliant" except as otherwise expressly described in Section 2, below. "Year 2000 Compliant" shall mean that information resources meet the following criteria: a. Data structures (e.g., databases, data files) provide 4-digit date century recognition. For example, "1996" provides date century recognition; "96" does not. b. Stored data contains date century recognition, including (but not limited to) data stored in databases and hardware/device internal system dates. C. Calculations and programs logic accommodate both same century and multi - century formulas and date values. Calculations and logic include (but are not limited to) sort algorithms, calendar generation, event recognition, and all processing actions that use or produce date values. d. Interfaces (to and from other systems or organizations) prevent non -compliant dates and data from entering any state system. e. User interfaces (i.e., screens; reports; etc.) accurately show 4 digit years. f. Year 2000 is correctly treated as a leap year within all calculation and calendar logic. Section 2 Contractor agrees to notify the City immediately of any information resources or systems that are not Year 2000 Compliant upon encountering the same in connection with the performance of the Agreement, including without limitation any information resources or systems in use by Contractor in the performance of the Agreement or information resources or systems of the City regarding which Contractor obtains information in the course of its performance of the Agreement. Section 3. Contractor agrees to permit examination, by the City or agents thereof, of any and all information resources and systems in use in connection with this Agreement, and related Year 2000 Compliance implementation plans, in order to evaluate Year 2000 Compliance and potential implications of the same for the City and for performance of the Agreement. Section 4 The Contractor shall indemnify and hold harmless the City, and its officers, agents and employees, from and against all claims, damages, losses, and expenses, including attorneys fees, arising out of or resulting from the Contractor's information resources or systems that are not Year 2000 Compliant. SA 10/97 PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and Hook Engineering, Inc., a corporation, hereinafter referred to as 'Professional'. WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of five (5) pages, and incorporated herein by this reference. 2. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within five (5) days following execution of this Agreement. Services shall be completed no later than November 30, 1998. Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in writing by the parties hereto. 3. Early Termination by City. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. PSA 10/97 1 SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and AMERICAN MICRO DATA, LLC, hereinafter referred to as "Service Provider". MOMWININ In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. SCODe of Services. The Service Provider agrees to provide scanning services in accordance with the scope of services attached hereto as Exhibit "A", consisting of three (3) pages, and incorporated herein by this reference. 2. Time of Commencement and Completion of Services The services to be performed pursuant to this Agreement shall be initiated within ten (10) days following execution of this Agreement. Services shall be completed no later than One Hundred Twenty Days from the effective date of this agreement. Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 3. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. 4. Early Termination y Ci ti . Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of SA 10/97 1 termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: City: DeLynn Coldiron Building and Zoning Dept. City of Fort Collins P. O. Box 580 Fort Collins, CO 80522 Service Provider: American Micro Data 4950 E 41st Avenue Denver, CO 80216 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 5. Contract Sum The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, the sum of Thirty-six Thousand Dollars ($36,000.00) 6. City Representative The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 7. lndependent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any SA 10/97 K other purpose. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 9. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of action arising out of performance of this Agreement. 10. Warrant . (a) Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. (b) Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. (c) Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City -furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 11. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default thereof. SA 10/97 12. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non - defaulting party for the non -defaulting parry's reasonable attorney fees and costs incurred because of the default. 13. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 14. lndemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit B, consisting of one (2) pages, attached hereto and incorporated herein by this reference. The Service Provider before SA 10/97 4 commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk Management, 256 West Mountain Avenue, Fort Collins, Colorado 80521 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 15. -Eotice Agreement This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 16. Law/Severabilitk The laws of the State of Colorado shall govern the construction interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Special Provisions Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit C, consisting of one (1) page, attached hereto and incorporated herein by this reference. SA 10/97 b7 CITY OF FORT COLLINS, COLORADO a municipal corporation a By: Q John Ir. Fischbach Manager G By. 13 0 Jame 'Neill II, CPPO DirectbL.of Purchasing and Risk Management Date: / q l z ©O'D jVTEST: TT 1". ��s City Clerk APPROVED AS TO FORM: l�—� Assistant City Attoi ATTEST: CORPORATE SECRETARY SA 10/97 AMERICAN MICRO DATA, LLC. By:z.--- Roger rown Sales Executive Date: / -- /1— 2 v a ­1 (Corporate Seal) EXHIBIT A Scope of Services Vendor Requirements for (Group 1) Address and Sign Permit File 1. Retrieve the paper files from the Building & Zoning office at 281 N. College Avenue which will be boxed and ready to take off -site; 2. Prepare the documents for scanning which may include making copy enhancements and/or removing staples, paperclips, etc.; 3. Scan the documents; 4. Index the documents in accordance with the instructions provided below; 5. Prepare CDs containing the index files and all image files related to each specific index, as noted more specifically below; 6. Return the paper files and CDs to the Building & Zoning office. The types of documents included in each of the above categories are as follows: File Category Type of Document Date Range Address Files: C/O's/LOCs 1950s — current Correspondence 1950s — current Home Occupations 1960s — current Inspections 1960s — current Miscellaneous 1950s — current Permits 1940s — current Site Plans 1960s — current File Category Type of Document Date Range Size 8Y2x11 8%2x11or8%2x14 8'/2 x 11 or smaller 8 %2 x 11 or smaller Varies 8'/2 x 11 or smaller Varies — some over 11 x 17 Size Comments 1-sided 1 and/or 2-sided 1-sided 1-sided 1 and/or 2-sided 1 and/or 2-sided are1-sided Comments Sign Permit Files: Drawing 1970s — current 8 %2 x 11 — 11 x 17 1-sided Permit 1970s — current 8'/2 x 11 1-sided Site Plan 1970s—current Varies; a few may bet -sided over 11 x 17 Most of the documents to be scanned are 8 %2 x 11 or 8 %2 x 14. Sizes of site plans vary somewhat. We are unable to scan any site plans that are over 11 x 17 and would want to pull those from our existing scanned files to have them scanned as a part of this process. Some permits, receipts, and miscellaneous information are smaller than 8 %2 x 11. Due to the age of some of the documents, the quality of the original also varies. Some are brittle, yellowed, not legible, etc. Some enhancement of the original will be required in these cases to try to get a legible scanned image. Some of the originals also contain staples and/or paperclips which will have to be removed. Indexing will be necessary for each of the file categories. The information entered must be in ALL CAPS, without punctuation. The index files must be delivered in comma quote delimited format. Index text file CDs are required; one for the address and sign permit files (Group 1); Indexing Requirements: For address and sign permit files (Group 1), the following indexing is required: Field 1) Address The address will be found on each file folder label. It should be entered as: Street #, fraction (if any), direction letter (N, S, E or W), street name, unit # or letter. For the address 1219'/z W MOUNTAIN AVE #4, 1219 = Street # = Fraction W = Direction letter MOUNTAIN AVE = Street Name #4 = Unit # The information must be in ALL CAPS, with no punctuation. There are occasions when a street # may look like 1219-24. This is an acceptable street number. The direction letter should be only 1 character (N, S, E or W). The standard abbreviations used as part of the address are as follows: AVE = Avenue CR = Circle CT = Court DR = Drive LN = Lane PL = Place RD = Road ST = Street WY = Way Field 2) Category — Must be one of seven choices: CO/LOC Correspondence Home Occupations Inspection Results Miscellaneous Permits Site Plans The specific choice must be typed exactly as it appears above. This information can be easily determined by looking at the type of document. Field 3) Document type — Does not have any pre -defined choices. This field further describes the information in Field 2. If the choice in Field 2 was "Permits", the entry in Field 3 would be the type of permit, i.e., single family, mechanical alteration, gas logs, etc. If the choice in Field 2 was "Correspondence", the entry in Field 3 would describe the correspondence, i.e., engineer's letter. This information can be easily determined by looking at the document. Field 4) Path to the file on the CD (c:\... ) Field 5) =1 for the 1st page of a document =0 for additional pages of a document A CD including an index file containing these five fields, in a comma quote delimited format, together with all related image files, must be prepared. This information must relate to address and sign permit files only. The City is currently using the I. Leevy Navigator 2000 software product and Oracle database. In order to be compatible with this, image files will need to be formatted as "tif, group 3, single page" files. The resolution should be set at 200 x 200 dpi. 2