DOCUMENT IMAGING AND QUALITY CONTROL SERVICES …...Re: Document Imaging & Quality Control Services Dear Cindy, Thank you for providing GRM with the opportunity to participate in the

CITY OF ST. HELENA, ADMINISTRATION DEPARTMENT

REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES

DOCUMENT IMAGING AND QUALITY CONTROL SERVICES DUE DATE: FRIDAY, JUNE 8, 2018

Prepared For: Cindy Tzafopoulos, City Clerk [email protected] (707) 968-2742

Presented by GRM Information Management Services Laurel E. McAdams Digital Sales Executive [email protected] (415) 760-7075

41099 Boyce Road Fremont, CA 94538

www.grmdocumentmanagement.com

mailto:[email protected]

C I T Y O F S T . H E L E N A

GRM Confidential Page 2 of 16

Cindy Tzafopoulos June 8, 2018

City of St. Helena

1480 Main Street

St. Helena, CA 94574

Re: Document Imaging & Quality Control Services

Dear Cindy,

Thank you for providing GRM with the opportunity to participate in the bid process for Document Imaging &

Quality Control Services. We are very excited about this opportunity and look forward to helping the City with

your scanning needs.

GRM is perfectly qualitied to provide scanning and indexing services for the City. We scan millions of

documents per year and have been in the business for over 30 years. Document Management is our core

business…that’s all we do! GRM is your full service partner when it comes to anything document related. We

do it all…we help you manage a paper document from creation to destruction.

Security is paramount for our customers and we know the City agrees. We are both AICPA and SOC II

compliant. This means that our infrastructure, facilities, policies & procedures, vehicles and employees all meet

controlled and audited security standards. Our entire company is audited by 3rd

party agencies. We train all

employees on the importance of confidentiality and HIPAA compliance annually. We understand our customers

are entrusting us with sensitive and confidential information and we take that responsibility very seriously.

It is GRM’s goal to partner with the City, not simply act as a vendor. We want to understand your business, your

goals and your future vision. We will help you reach those goals. We are dedicated to assisting our clients

transition to a digital work environment. The first step is typically backfile conversions. But we want to help you

in more ways than that. We want to help you eliminate the creation of paper, if that is your goal…we want to

help you improve business processes, we want to help you decrease paper based turnaround times and improve

departmental efficiencies. We can help you do all of these things. We strive to eliminate the mundane,

redundant, time consuming tasks that bog down departments so they can focus on the core competencies of

running the business unit. Your time should be spent running the city of St. Helena not shuffling paper.

We know we are fully qualified for this contract award. We meet all qualification and have the experience and

expertise the City is looking for in a partner.

GRM acknowledges the receipt of the following addendum(s):

1. Addendum 1 – dated May 18, 2018

Please feel to contact me with any question or concerns. I look forward to learning next steps.

Sincerely,

Laurel E. McAdams



Executive Summary

GRM was founded in New York City in 1987 to provide a better, hands-on alternative for records storage than what

was being offered by larger, more established vendors. Early on, this positioning resonated throughout the business

community. Now with document storage facilities located in Atlanta, Austin, Baltimore, Boston, Chicago, Dallas,

Houston, Indianapolis, Los Angeles, San Diego, Miami, New York, New Jersey, Philadelphia, San Francisco,

Washington D.C. and China, Peru, Brazil, Tanzania and Columbia - customers in search of more attentive service and a

commitment to cutting edge technology, look to GRM for cost effective solutions.

Transitioning from paper to digital records management requires careful planning, research, and selection of an

experienced vendor that can support your migration and manage the entire lifecycle of your critical

documents. Implementing a strategic approach to electronic document management takes preparation, experience, and

a versatile solution that provides easy access, secures archival and storage, and professional project management of

your documents.

GRM has been a leading provider of information management solutions for over 30 years, effectively blending both

electronic document management and traditional paper storage, creating the unique GRM Blended Solution. Our

expertise in records management, coupled with premiere Enterprise Content Management (ECM) solutions and data

conversion, enables organizations to have a single window into their documents and records, whether paper or

electronic, active or inactive. We have a systematic approach that creates document storage, records retention and

protection strategy that matches your requirements for document conversion into digital format, archiving, accessing,

securing, and managing your critical business data.

GRM is headquartered in Jersey City, New Jersey at: 215 Coles Street, Jersey City, NJ 07310. The City of St. Helena’s

work will be converted at the Fremont, CA location, located at 41099 Boyce Road, Fremont, CA 94538.

The key personnel are:

Laurel McAdams, Digital Sales Executive

Larry Reynolds, VP of Sales & Executive Sponsor

Raj Kaur, Scanning Lead

Maurice Ebanks, General Manager

I am your main point of contact for this process. I can be reached at:

Laurel E. McAdams

41099 Boyce Road

Fremont, CA 94538

(415) 760-7075

[email protected]

Additional personnel may be engaged based on project scope and subject matter.




GRM is your perfect partner for 5 top reasons:

Our expertise and experience

Our security and compliance

Our proximity to St. Helena

Our project approach & methodology

Our 100% Satisfaction Guarantee!!!

The GRM difference is our ability to listen to you, the customer. It is not about what we offer; it is about what you need,

whether you have one hundred or one million documents. GRM provides tailored solutions in a complex marketplace,

built around individual needs.

GRM focuses on understanding customer needs and offering solutions that make sense. To that end we build, buy and

partner with those technologies, services and providers that best meet those needs. We employ experts from all fields

relating to records, media and document management, both physical and digital, throughout the lifecycle of the

material. This end-to-end approach allows us to create a solution that builds on the knowledge, experience and best

practices from several fields to deliver the high quality services our customers require.

In summary, GRM is the perfect partner because we value the same things the City does.

We value the importance of ensuring documents and data are secure at all times.

We value the importance of a quick turnaround so documents are not out of person’s access for extended

periods of time.

We value the importance of keeping to budget. We offer a valuable service at a competitive price.

We value the importance of long lasting business relationships. We strive to be a trusted advisor and

partner, not just a vendor.

We value the importance of helping our clients reach their business goals.

We hope that our customers turn to us when they have any document related project. The highest compliment

I’ve ever received was when a large regional medical center called and asked if we could help them with a

project that was outside the box. The project was nothing we list on our website or have product brochures for

but low and behold we were able to stand up a 22 person, 2 shifts per day, operation with direct access into their

system where we QC’d paper to image documents to ensure their scanning department was meeting their quality

standards. That’s what I consider a valuable partnership.

We know that we can be that partner for the City of St. Helena. We are committed to making this project a

success and will work directly with each department to fully understand their needs and guide them through each

step of the scanning process. We will offer cost savings options when applicable and look to future business

goals to ensure we are setting up the project to work well into the future.

Please allow me to respond to the remainder of the RFP questions and requirements to follow.

Thank you.



PART 2 | UNDERSTANDING OF PROJECT SCOPE & DETAILED WORK PLAN Each Proposer shall demonstrate its capacity to deliver comprehensive and professional scanning services. Proposer should outline methodology and logistics capable of meeting the goals outlined in the Scanning scope of work. Proposers should draw from previous experience and demonstrated competence to articulate how their capabilities are distinct, comprehensive, and add value. GRM fully understands the project scope and is committed to providing scanning, indexing and quality control services to the City of St. Helena. GRM was over 30 years of experience in the document management industry and takes pride in our ability to meet client’s expectations, turnaround times and stay within budget. This project is a perfect fit for GRM. We can process every document type to the quality standards of the City. Please allow me to provide a high level overview of the project. Should GRM be awarded this contract we will expand upon this outline and document, in detail, every step of the project. GRM utilizes a methodical project approach. Even though each project can be different we approach each project in the same way…this has proven successful for us over the years. We start by understanding the document population and usage of the documents. From there we review the documents with the Project Leads or Business Owners. During this review we gain an understanding of the:

Organization of the documents

Document types

Index values

How the documents will be utilized once in digital format

How often the documents are accessed

Any security requirements associated with the documents

Who needs access to the documents

If/how documents are related/linked to other documents

Volume of documents

Etc.

We also discuss the business goals and document the project scope. From there we create a detailed Statement of Work (SOW), see attached sample SOW. We incorporate all details from our discovery session into the SOW so our production team has everything they need to process the job. Here is a high level overview of the SOW. This is an example; each section will be customized to the needs and specifications of the project(s). Projects are broken down into the following processing steps:

1. Box receipt

2. Inventory Control

3. Document Preparation

4. Scanning

5. Indexing

6. QC

7. Image & Data Delivery

8. Box return



Please note that Quality Control is conducted at every step in our process. QC begins with box receipt. The driver will insure the correct number of boxes are received and entered into the inventory control system. As boxes enter the production process QC continues. At the document preparation stage the operators are looking for any page that will not produce a quality image. When a poor quality page is identified the operator may flag the document so the scanning operator can change settings on the fly to capture a quality image. In many case the scanning software will produce a quality image even though the original document is poor quality. In some cases the original document may be photocopied on a darker or lighter setting to enhance the quality Quality is measured and checked again during scanning. As documents are scanned the front page image is displayed on the scanning operators screen. This allows the operator to view images as they are scanned. The operator is also listening to the scanner and can detect jams, double feeds and other error that can result in poor quality images. The scanning operator will rescan any image that does not meet quality standards. Quality is measured and checked again at the time of indexing. Since the operator needs to read information on each document to index the document the quality is easy to determine. The indexer can flag any image for rescan based on quality standards. Additional quality controls steps are taken after all of the above…a random sampling is taken and QC’d if any issues are identified a large sampling is taken. Root cause analysis is conducted to identify the cause of the quality issues. Corrective action is then taken to ensure quality standards are met moving forward. The City of St. Helena has a variety of documents from four departments. The documents consist of standard small format pages, large format engineering drawings and bound (books and binders) documents. GRM utilizes the proper equipment to process this variety of documents.

5 production scanners 2 flatbed scanners 3 large format scanners 3 book scanners

GRM, as a company, scans over 400 million images per year. We manage billions of images for our customer annually. GRM provides scanning and indexing services for thousands of customers across the county. We have the expertise and experience the City is looking for in a partner. GRM’s goal is to partner with our customer not simply act as a vendor. We strive to understand the technology goals of the City and offer to help them reach their goals. With many scanning projects this involvement seems unnecessary but it truly is necessary when looking beyond the immediate goals. Having an understanding of how documents are utilized and how distributed helps us determine the best way to process the documents. For example, if a document population is rarely accessed but must be kept for a period of time it does not make sense to scan documents at the document level. We would suggest that the documents be scanned at the folder or group level to save money. Spending time and money unnecessarily is simply a waste of time and money and does not bring any value. Our goal is to provide the best service, at the best cost in the most efficient manner possible, meeting the City’s goals, budgets and timelines constraints.



Upon award, GRM would conduct an internal (GRM) kick off meeting with our production team. During the meeting we transfer knowledge from the sales team to the production team. We review the scope of work and prepare the production team for next steps. We then conduct and kick off meeting with the City. This meeting is intended to introduce the production team to the City. We assign roles and responsibilities, identify main points of contact, discuss timeline and begin project planning. It is understood that GRM is responsible for packing all documents for transport. GRM will work with the City staff to arrange onsite packing and document transport. It is critical that all documents removed are returned to their exact original location. GRM will document, label and photograph the original document placement. Transport containers of large format drawings will be mutually agreed upon by both parties. We will work with the City to ensure documents are not damaged during packing, transport and restocking. Transport container options for large format drawings vary and a variety may be required, such as drums, dins or flat boxes.

All standard documents (8.5”x11”) will be boxes in standard GRM boxes.

GRM personnel will be onsite for a period of time throughout the project to box and restock the files. Once boxes are transported to the GRM facility in Fremont CA the boxes are staged for production. Large format and small format processing will occur simultaneously as they are processed on different equipment. It is understood that most documents are organized by permit number. For example a folder represents one permit containing numerous documents. GRM will scan and index each folder as separate file. GRM will not verify contents or check for duplicates, etc. All pages will be scanned in the order received. Document Preparation

Remove staples, paper clips, etc.

Remove bindings

Remove pages from ACCO clips

Tape torn pages

Straighten all pages

Affix any pages smaller than half page to carrier sheet

Unfold folded pages

Inserting bar codes



Scanning

All files are scanned at 300 dpi as Group IV TIFF images

Some pages may be scanned in color. GRM will work with the City to determine which

documents require color scanning.

Indexing

Each file will be indexed by the street address and permit number. It is understood the City can

provide a database containing addresses and permit numbers for Building and Planning

documents. GRM will utilize the database to assist with indexing. For example, utilizing the

database will significantly reduce the data entry costs as we will key the permit number and

match the address to the permit number. This reduces the cost of data entry for Building and

Planning documents by over 70%!!!

For Public Works and City Clerk documents GRM will manually key both the address and the

permit number.

Document Reassembly

It is understood that the City wishes to have document reassembled to some degree. GRM will

work the City to determine the exact specifications for reassembly. In many cases the

documents may simply be rubber banded together but not restapled.

GRM has the experience, expertise and commitment to excellence the City of St. Helena is looking for in a partner. We are committed to meeting the City’s goals…that is what we do and we stand behind out 100% Satisfaction Guarantee!!! Scope OF WORK The City is requesting proposals from qualified Consultants for document imaging and quality control services. The City desires the quality of scanned documents and the diligence of quality control must be superior. Examples of file types to be scanned may include but are not limited to:

Building Permits and Plans

Planning Permits, Plans and Project Files

Public Works Certifications, Plans and Reports

Specialized Studies

Plan Rolls, Folded Maps and Mylar Maps

Minutes, Resolutions and Ordinances

Contracts, Agreements and Deeds

File folders may contain flat and folded documents of varying sizes and plan rolls will vary in size from under an inch to 12” or more in diameter. Proposers may assume that most paper records are in good condition. The following criteria must be met: Laserfiche



1. Ability to scan content directly and seamlessly into laserfiche using an upload utility - must have a tool that

directly uploads content to laserfiche including auto folder generation, tool must have ability to custom build

folder structure and sort files into folder structures automatically. Ability to add meta data.

There are two options for importing images and data to Laserfiche. 1. GRM can purchase the import utility from Laserfiche. The cost is undetermined at this time. The

utility is version specific.

2. GRM can provide the images and data in a “import-ready” format, which is a data pack called a

Laserfiche Briefcase. It's the TIFFs with a .lst file that is based on a master .lst the City provides.

The City provided .lst has the folder structure.

GRM captures all images and data in industry standard formats (TIFF images and ASCII data) allowing for ease of import into any system. GRM will work with the City and/or Laserfiche to determine the best formatting specifications insuring import and folder structure in Laserfiche is accurate.

3. Custom and configurable file naming convention, as well as folder naming conventions up to 256 characters.

GRM will work with the City to determine the file and folder naming conventions for each document type. We understand the names cannot exceed 256 characters. Records

4. Ability to scan:

a. Manila folder- content on file folders

GRM will scan all Manila folders to capture the content on the front cover, and/or the inside front cover, and/or the inside back cover, and/or the back cover. GRM will work with the City to determine if all faces are scanned regardless of content or if only faced with content are scanned. GRM will work with the City to determine all scanning rules prior to project implementation.

b. Post it notes

GRM will scan all post-it-notes. GRM and the City will determine if the post-it-note will be scanned “as is”, moved to a blank area (if available) on the page or moved to a separate page directly behind the page it was originally found on. Other specifications/rules to consider are the content of the post-it-note. Decisioning to scan or not-scan any given post-it-note must be clear.

c. Legal documents

GRM can scan all sized paper – from the size of credit card to large format.

d. Letters

GRM can scan all sized paper – from the size of credit card to large format.

e. Carbon copies

GRM will scan carbon copies.



f. Photo exhibits

GRM will scan all photo exhibits. GRM will work with the City to determine the best photo scanning file format, dpi setting and color format to ensure the best quality image at the smallest file size.

g. Spiral bound books

GRM will scan spiral bound books. If the books cannot be unbound they will be scanned on a book scanner or a flatbed scanner.

h. Tabbed paper

GRM will scan tabbed paper when required.

i. Pocket files folders

GRM will scan pocket file folders when required. Pocket file folders may need to be scanned on a flatbed scanner due to the thickness of the document.

5. Images:

a. Duplex scan documents to capture both front and back of document where needed. Images must be

oriented correctly for viewing. Text must be readable up to the edge of the document.

GRM will scan all pages in duplex mode, capturing the front and back side of the document when content is present. Please note, bleed through from stamps, markers, etc. may cause content to be present on the back side of a page and will generate an image. In this instance we like to believe that it’s better to get an image that you don’t want then to not capture an image that you do want. GRM will work with the City to determine the best scanning options prior to implementation. GRM will utilize Kofax VRS to rotate images so they are “right reading”. In some cases, when documents containing text in multiple direction the image may need to be manually rotated by the end user as the software can’t determine the correct orientation.

b. Image clean-up; the scanned document should be de-skewed, despeckled, blank pages and black

borders removed, hole punch images removed and background color drop out (where possible). Color

images must be viewable quality so that detail in the image is captured.

De-skewing, despeckling and blank page deletion are standard image enhancements provided by GRM utilizing Kofax VRS. Black boarder removal is a bit more complicated based on the size of the boarder and the orientation. GRM will evaluate images with black boarder at the time of project set up to determine the best way to eliminate the boarder but yes, GRM can eliminate the black boarder. It may be done utilizing Kofax VRS software or manually. Hole punches are typically removed utilizing Kofax VRS as well. GRM will evaluate hole punch removal at the time of project set up. GRM will drop out color from all pages when applicable.



GRM understands all pages and content must be of like representation of the original document and we will make every effort to produce a quality image that meets the City’s quality standards. In many instances the image is of better quality than the original due to scanning technology.

c. For the purposes of this RFP, Proposer is invited to offer suggestions on how best to scan color photos

to maintain the quality and detail of an image while striving to reduce size of the electronic image (i.e.

keep them in color or copy in gray-scale).

GRM will work with the City to determine the best way to scan color photos to maintain the quality and details of an image while keeping file size as small as possible. In many cases we’ve found that scanning in greyscale or color we produce an image that meets quality standards.

6. OCR all content with guarantee of 99.5% accuracy on images and ability for 600 dpi images.

GRM can OCR all images. GRM will work with the City to determine if OCR is necessary for all documents based on the content, quality of original document, font and text size. OCR accuracy is dependent on the original document and in many cases will not be 99.5% accurate. As an option, OCR can be manually QC’d however this process is very labor intensive and costly.

7. Perform rework on errors or omissions with no additional charge.

GRM offers a 100% Satisfaction Guarantee. GRM will correct any error at no charge to the City. GRM will work with the City to determine quality standards prior to project implementation. Changes in scope/requirements are separate from this requirement.

8. Warranty period of 6 months against defects.

GRM offers a 100% Satisfaction Guarantee. GRM will work with the City to determine quality standards prior to project implementation. It is the City’s responsivity to QC images and data in a timely manner and notify GRM of any issues for resolution.

9. Records can be saved in PDF and TIFF format.

GRM can scan and save to PDF and TIFF format.

10. Any and all City documents in the possession of Proposer must be stored in a climate controlled safe and

secure location. The City must have access to all City documents in the Proposer’s possession upon

request, with a hard copy or electronic file provided within 24 hours.

GRM is a SOC II compliant organization. Our facilities are climate controlled and secure. Should the City need a document at any time while out of their possession GRM will deliver the document to the City (scan and email or hard copy return) within 24 hours. Please see the Document Request Section of the sample Statement of Work enclosed with our proposal.

11. HIPAA protocol must be followed and anyone who has contact with content must have received HIPAA

training.

GRM trains all production employees on HIPAA and Confidentiality as a condition of employment.



12. Historical document scanning without unbinding, cutting, or otherwise interfering, altering, or damaging

documents or their binders.

GRM will take special care with historical documents. We understand the importance and historical value these documents hold to the City. GRM can utilize flatbed scanners and/or book scanners when necessary to insure original documents are not damaged in any way. Quality of historical documents is dependent on the quality of the original document and may be less than desirable. GRM can insert a “Poor Quality” target, if applicable, to inform the end user of the quality issue stemming from the original document. The use of the target will be determined at the time of project implementation.

13. Documents prep non-historical:

a. Ability to scan small documents such as receipts as small as 1.5 inches x 3 inches in line with up to

11x17 documents in a single scan

GRM can scan all sized documents, from credit cards to large format drawings. b. Staple and fastener removal

GRM will remove all staples and fasteners to prepare all pages for production scanning.

c. Metal, plastic, twine, glue binder removal

GRM will remove all metal, plastic, twine and glue bindings to prepare all pages for production scanning.

d. Industrial staple removal capability including box and plier staples

GRM will remove all staples to prepare all pages for production scanning.

e. Fix torn pages prior to scanning

GRM will tape torn pages in preparation. Other “fixes” will be mutually agreed up on by both parties.

f. Black and white, greyscale, and color scanning options

GRM can scan in black and white, greyscale and color. Each option is listed in the pricing section.

14. Once electronically imaged, documents shall be returned to their original state (restapled, bound, rolled, etc.)

and returned to the original filing location, unless specifically instructed by the Project Manager to return to

an alternate location. No materials will be destroyed.

GRM will work with the City to determine all processing specifications, including document reassembly.

15. Ability to scan documents on site at City facility, offsite at vendor's offices, or both.

GRM will provide all scanning services from our Fremont, CA location.



16. If content is picked up, there must be at least two representatives of the scanning organization present; pick

up must not be outsourced. There shall always be two representatives with the content in transit.

GRM will provide two representatives to pick up and deliver all boxes.

17. Vendor to maintain documented chain of custody through an audit trail.

GRM will maintain the chain of custody at all times. GRM’s SOC II compliance insures your documents and data are secure at all times. GRM requests the City of St. Helena provide any specifications required.

18. Vendor must agree to provide private transport, content will never be mixed in transit with other clients, not

additional, non-mission critical stops to occur en route.

GRM will provide dedicated trip for this project. The City of St. Helena documents will never by mixed in transit with other client’s work.

19. Content will not leave the state of California.

GRM will provide all scanning services in its Fremont CA location located at 41099 Boyce Road, Fremont CA 94538. Our Fremont location is 87 miles from 1480 Main Street, St. Helena, CA.

20. Have California city or county government scanning project references.

Please see the references listed in Part 5 – Reference Review



PART 3 | COMMITMENT TO PROJECT BUDGET & Detailed work plan Consultant shall provide a total base fee for the project. Each responding Proposer shall include an acknowledgement that it can effectively complete this project within the budget indicated. Each Proposer should clearly explain in this section the methods and process it will use to insure the project is within budget and that the City will be getting the best value within the budgeted amount. GRM is committed to completing the project within the scope and budget provided. It is understood the City has not established a budget for this project but the City Council has tasked the City Clerk with their goal of providing more accessible/searchable record to the community and staff. Please find our pricing enclosed. We’ve broken the pricing down by line item to provide as much information as possible. I’ve also provided pricing based on each department so you can allocate budget if needed. I’ve tried to make it as clear as possible so you are able to compare apples to apples but I don’t know how others will present pricing. I am happy to provide scenarios if desired so you are able to compare apples to apples with other vendors. I also included Assumptions to support our pricing. These assumptions allow you to see where variable may differ between responses. For example, one vendor may assume 1,500 pages per hour for prep and one may assume 1,000…for a project of this magnitude the difference can be a difference of 211 hours or over $5,275. GRM’s pricing is fair and completive. We may not be the lowest price but we do not cut corners, we pay close attention to detail, we check for quality at every step in our process and we take the time to insure the quality is superior. In doing so, we go a little slower and err on the side of caution. We have been providing document management services for over 30 years and know the ins and outs of most projects. There is nothing in your documents that cause us concern…this is what we do. The project is large and it is straightforward. The documents are very clean. Another reason we provide our pricing at the line item level is that this allows you to only pay for actuals. If we provide a bundled price of .10 per image and we are able to prep faster than we anticipated you would still pay .10 per image instead of reaping the benefits of faster prep where the estimated hours are reduced. It’s a Win-Win! Please see the pricing enclosed. Please do not hesitate to ask for clarification or explanations if needed.



PART 4 | DELIVERY SCHEDULE AND TIMELINE Discuss in this section the steps the Consultant team proposes to use. Clearly outline the delivery schedule and timeline of each component of the project. Specific dates should be used assuming an award to this RFP and an executed agreement on June 26, 2018. GRM is committed to meeting the desired delivery schedule and timeline of the City. We will be ready to begin work within 2 weeks of contract award. We have the ability to ramp up to meet the needs of any processing timeline. We can add equipment, staff and shifts as needed. However at this time it is difficult to provide a solid production schedule as there are too many unknowns. How many boxes will the City release at any given time? What is the desired turnaround time? Etc. GRM will work with the City to determine a mutually agreed upon timeline and turnaround schedule. Based on the revised volumes provided in Addendum 1 we are estimating 260 boxes of standard sized documents and 85,500 large format documents in various stages of housing (rolls, large drawers etc.). A sample schedule would look something like this: Building: 70 boxes 75,000 large format drawings Planning: 135 boxes Public Works: 21 boxes 10,500 large format drawings City Clerk 34 boxes – binders/books

Shipment # Department Document Type Box Count Pick Up Date Return Date

1 Building Small Format

Large Format

30 boxes

25,000 drawings

July 2, 2018 July 16, 2018

2 Building Small Format

Large Format

30 boxes

25,000 drawings

July 9, 2018 July 23, 2018

3 Building

Planning

Large Format

Small Format

10 boxes

25,000 drawings

July 16, 2018 July 30, 2018

4 Planning Small Format 45 boxes July 23, 2018 August 6, 2018

5 Planning Small Format 45 boxes July 30, 2018 August 13,

2018

6 Planning Small Format 45 boxes August 6, 2018 August 20,

2018

7 Public Works Small Format

Large Format

21 boxes

10,500 drawings

August 13,

2018

August 27,

2018

8 City Clerk Binders/Books 34 boxes August 20,

2018

September 1,

2018



PART 5 | REFERENCE REVIEW The review team will conduct a background reference review of each completed project. Please include the following information for three (3) projects that the proposed Consultant team worked on together: - Client contact information - Place of Business - Project budget - Date of start/completion of the project

GRM is proud to provide the following references to the City of St. Helena. NYC Department of Buildings 280 Broadway, New York, NY 10007 Michael Kelly, Strategic Operations (646) 740-6466 [email protected] 24 projects totaling over $1.2 million Project Dates: 2012 - Ongoing Housing Authority of the City of Austin, TX

1203 Cumberland Drive, Austin, TX 78704 Laura Immer [email protected] (prefers to be contacted by email) 2 projects budgeted at over $100,000 Project Dates: 2016 Gracy/Stewart Title Company Richard Schmuhl, Austin Title Production 8701 North Mopac, Suite #330, Austin, TX 78759 O (512) 322-8775 | F (512) 476-1706 [email protected] Multiple projects totaling over $100,000 Project Dates: 2003 to present




City of St. Helena Document Imaging and Quality Control Services Pricing

Provided by GRM

ServiceEstimated

Qty. Unit MeasureUnit Price

Extended Est. Total

Document Preparation & ReassemblyDocument Preparation 505 per hour $25.00 $12,625.00Document Reassembly 1,010 per hour $25.00 $25,250.00

Scanning (1.5"x3" to 12"x18")Black & White & Greyscale ‐ 300 dpi 631,200 per image $0.04 $25,248.00Color ‐ 300 dpi TBD per image $0.06 TBDHistorical Documents ‐ Special Handling/Fragile Scanning ‐ flat bed scanning TBD per image $0.50 TBDPhotos ‐ format TBD TBD per image $0.20 TBD

Large Format Scanning (Arch C (18”x24”), Arch D (24”x36”), Arch E1 (30”x42”), Arch E (36”x48”))

Document Preparation ‐ unfolding, flattening, straightening, etc. TBD per hour $25.00 TBDLarge Format ‐ folded 42,750 per image $1.05 $44,887.50Large Format ‐ rolled 42,750 per image $0.80 $34,200.00

Binder/Book ScanningDocument Preparation & Reassembly ‐ Historic books with short pull rod or two prong report cover. 30 per hour $25.00 $750.00

Binder / Book Scanning ‐ assumes scanned on production scanners not book scanner 67,840 per image $0.04 $2,713.608 Leather Bound books that can not be unbound ‐ require book scanning 3,200 per image $0.50 $1,600.00

Indexing/Data Entry/File Naming

Planning & Building Records ‐ database provided by the City of St. Helena ‐ key only the permit number ‐ key punch only. Match and Merge to database. 147,757 per record $0.10 $14,775.70Public Works ‐ Address and Permit Number 15,702 per record $0.35 $5,495.70City Clerk 173 per record $0.35 $60.55Indexing/Data Entry/File Naming, if needed TBD per character $0.01 TBD

Page 1 of 4June 8, 2018

City of St. Helena Document Imaging and Quality Control Services Pricing

Provided by GRM

ServiceEstimated

Qty. Unit MeasureUnit Price

Extended Est. Total

OCROCR 716,700 per image $0.01 $7,167.00

Personnel on Client Site ‐ Pack Boxes, Pack Drawings, Mark Shelving Units for Restocking, etc.

Personnel ‐ 8 hours day includes drive time, breaks, lunch and onsite activity 200 per hour per FTE $27.50 $5,500.00

Transportation/Courier ServicesPick up & Delivery Services TBD per trip $100.00 TBDBox Transportation per box in addition to PU & Delivery 260 per box $2.00 $520.00

Transportation ‐ Pick up & Delivery (drive time, wait time, load time & unload time) 80 per hour per FTE $27.50 $2,200.00

MaterialsBoxes ‐ 15" GRM Boxes 260 per box $2.50 $650.00Boxes ‐ flat boxes for large format drawings TBD per box TBD TBDBarrels/Containers for rolled drawings TBD per container TBD TBDLaserfiche Import License, if needed TBD per license TBD TBD

Professional ServicesGRM Engineer ‐ Laserfiche formatting, uploading, etc., if applicable TBD per hour $175.00 TBD

Page 2 of 4June 8, 2018

City of St. HelenaDocument Imaging and Quality Control Services Department

Estimates Provided by GRM Please note, these are intended for budgeting only. GRM will bill actual volumes.

ServiceEstimated

Qty. Unit Measure Unit PriceExtended Est.

TotalDocument Preparation 139 hours $25.0000 $3,471.4400Scanning ‐ Small Format 173,572 images $0.0400 $6,942.8800Scanning ‐ Large Format 75,000 images $1.0500 $78,750.0000OCR 248,572 images $0.0100 $2,485.7200Indexing ‐ small format 49,592 files $0.1000 $4,959.2000Indexing ‐ large format 1,500 files $0.1000 $150.0000Document Reassembly 278 hours $25.0000 $6,942.8800

$103,702.1200

ServiceEstimated


TotalDocument Preparation 271 hours $25.0000 $6,766.5600Scanning ‐ Small Format 338,328 images $0.0400 $13,533.1200OCR 338,328 images $0.0100 $3,383.2800Indexing 96,665 files $0.1000 $9,666.5143Document Reassembly 541 hours $25.0000 $13,533.1200

$46,882.5943

ServiceEstimated


TotalDocument Preparation 51 hours $25.0000 $1,286.5000Scanning ‐ Small Format 51,460 images $0.0400 $2,058.4000Scanning ‐ Large Format 10,500 images $1.0500 $11,025.0000OCR 61,960 images $0.0100 $619.6000Indexing ‐ small format 14,703 files $0.3500 $5,146.0000Indexing ‐ large format 1,000 files $0.3500 $350.0000Document Reassembly 82 hours $25.0000 $2,058.4000

$22,543.9000

ServiceEstimated


TotalDocument Prep 30 hours $25.0000 $750.0000Binder/Book Scanning 67,840 images $0.0400 $2,713.6000OCR 67,840 images $0.0100 $678.4000Indexing 173 files $0.3500 $60.5500Document Reassembly 30 hours 25 $750.0000

$4,202.5500

Building Department

Planning Department

Public Works Department

City Clerk

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City of St. HelenaDocument Imaging and Quality Control Services

Assumptions Provided by GRM

123456

7

89101112

1314

AAssumes a prep rate of 1,250 pages per hour for small format documentAssumes a reassembly rate of 625 pages per hour for small format documentsAssumes a 50/50 split for large format folded and rolled GRM bills for actual hours for preparation, hours for reassemble, images scanned and records indexedData Entry is key punch onlyOCR will not be edited or corrected. OCR accuracy is dependent on the quality of the original Assumes City Clerks books and binders can be disassembled and pages scanned on a production scanner ‐ no book scanner or flat bed scanner is needed for this group of documents. The City of St. Helena will provide a database with Permit Number and Address for all Planning and Building records.Assumes an average of 3.5 pages per document for small format Planning and Building documentsPermit Number is 10 digits, i.e. BD1805‐003City Clerk Indexing ‐ address and permit number estimated at 35 characters Onsite hours are estimated only. GRM will bill for actual hours per FTE including drive time, lunch The City of St. Helena is responsible for the cost of all packing boxes, bins and containers. GRM will price the product upon award. The City may purchase their own items if they can find a lower price. The City of St. Helena is responsible for the purchase of the Laserfiche import utility should one be

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