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05-0920_ACCELERATED IMAGING_D5_Agenda Report0 • 9/20/2005 D5 AGENDA REPORT TO: Dave Adams, City Manager 911v FROM: Nasser Abbaszadeh, Engineering & Building Director SUBJECT: Consideration of Approval of a Personal Services Agreement for Electronic Document Imaging for Engineering and Building Department (Accelerated Imaging) RECOMMENDATION: By motion, approve the Personal Services Agreement with Accelerated Imaging for Electronic Document Imaging for the Engineering and Building Department SITUATION: Summary and Recommendation: On September 5, 2000, the City Council approved a personal services agreement with Infinite Imaging Systems, the lowest bidder, to provide electronic document imaging services for the Engineering and Building Department. Infinite Imaging is now known as Accelerated Imaging. Accelerated Imaging continues to scan the department's permits, plans, maps, grading and project files, in addition to converting microfiche onto CD-ROM. By scanning these documents onto CD-ROM, the originals can be stored offsite in a protected facility. The scanned images are readily accessible on the document server for both staff and the public to easily access. Accelerated is a local company which is especially important as requests are made frequently for records that may be off-site being prepared for imaging. The City needs the capability to access these documents on a timely basis for public use, litigation, etc. In addition, Accelerated also loads the information from the CD-ROMs to our document server and provides backup CDs that are stored off-site providing extra security. Accelerated Imaging has agreed to maintain the same low costs approved in 2000 (Attachment 1, Exhibit A). Staff is very satisfied with their customer service and in order to maintain consistency, security and continuity, staff is recommending a one year term for this agreement, with two renewable one year extensions. COMMISSION/BOARD REVIEW AND RECOMMENDATIONS: li•I/_1 Agenda Report September 20, 2005 Page 2 FINANCIAL CONSIDERATIONS: The City collects a fee for maintaining a permanent copy of all permits and plans for construction projects in the City. A fee of $1.00 per sheet of plans, reports and correspondence is collected at permit issuance. This fee provides for scanning of the building records. Additional funding under purchase order Nos. 17681 and 19081 (used specifically for the Engineering plans and Microfiche scanning), are available in the amount of $68,000 to continue this project. NOTIFICATION: Accelerated Imaging* * Agenda Report included RECOMMENDATION: By motion, approve the Personal Services Agreement with Accelerated Imaging for the Electronic Document Imaging for the Engineering and Building Department. Respectfully submitted, /---1 16�- NasserAbbaszadeh, P.E. Engineering & Building Director Prepared by: Dawn Schanderl Engineering Department Attachments: 1. Personal Service Agreement PERSONAL SERVICES AGREEMENT THIS AGREEMENT is made and entered into this 20 day of September 2005, by and between the City of San Juan Capistrano (hereinafter referred to as the "City") and Accelerated Imaging (hereinafter referred to as "Consultant"). RECITALS: WHEREAS, City desires to retain the services of Consultant regarding the City's proposal to continue to image the Engineering and Building documents on CD -Rom; and WHEREAS, Consultant is qualified by virtue of experience, training, education and expertise to accomplish such services. NOW, THEREFORE, City and Consultant mutually agree as follows: Section 1. Scope of Work. The scope of work to be performed by Consultant shall consist of those tasks as set forth in Exhibit 'A" attached and incorporated herein by reference. Consultant warrants that all of its services shall be performed in a competent, professional and satisfactory manner and in accordance with the prevalent standards of its profession. Section 2. Term. The services provided under this agreement shall begin upon execution of this agreement by all parties. This agreement shall be for a one-year (1 year) period of time with two (2) one-year (1 year) extensions. Agreement extensions shall be based on staff review of consultant's performance. Section 3. Compensation. 3.1 Amount. Total compensation for the scope of services for this Project shall not exceed Sixty-eight thousand dollars ($ 68.000). ATTACHMENT 0 0 3.2 Rate Schedule. The services shall be billed to the City at the rate set forth in Exhibit "C," attached and incorporated herein by reference. Included within the compensation are all the Consultant's ordinary office and overhead expenses incurred by it, its agents and employees, including meetings with the City representatives and incidental costs to perform the stipulated services. Submittals shall be in accordance with Consultant's proposal. 3.3 Method of Payment. Consultant shall submit monthly invoices based on total services which have been satisfactorily completed and specifying a percentage of projected completion for approval by the City. The City will pay monthly progress payments based on approved invoices in accordance with this Section. For extra work not part of this Agreement, a written authorization from City is required prior to Consultant undertaking any extra work. 3.4 Records of Expenses. Consultant shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to City. Section 4. Independent Contractor. It is agreed that Consultant shall act and be an independent contractor and not an agent or employee of City, and shall obtain no rights to any benefits which accrue to City's employees. Section 5. Limitations Upon Subcontracting and Assignment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for City to enter into this Agreement. Consultant shall not contract with any other entity to perform the services required without written approval of the City. This Agreement may not be assigned, voluntarily or by operation of law, without the prior written approval of the City. If Consultant is permitted to subcontract any part of this Agreement by City, Consultant shall be responsible to City for 2 0 0 the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationships between any subcontractor and City. All persons engaged in the work will be considered employees of Consultant. City will deal directly with and will make all payments to Consultant. Section 6. Changes to Scope of Work. In the event of a change in the Scope of Work provided for in the contract documents as requested by the City, the Parties hereto shall execute an addendum to this Agreement setting forth with particularity all terms of the new agreement, including but not limited to any additional Consultant's fees. Section 7. Familiarity with Work and Construction Site. Not applicable Section 8. Time of Essence. Time is of the essence in the performance of this Agreement. Section 9. Compliance with Law. Consultant shall comply with all applicable laws, ordinances, codes and regulations of federal, state and local government. Section 10. Conflicts of Interest. Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of the services contemplated by this Agreement. No person having such interest shall be employed by or associated with Consultant. Section 11. Ownership of Documents. All reports, information, data and exhibits prepared or assembled by Consultant in connection with the performance of its services pursuant to this Agreement are confidential to the extent permitted by law, and Consultant agrees that they shall not be made available to any individual or organization without prior written consent of the City. All such reports, information, data, and exhibits shall be the property of the City and shall be delivered to the City upon demand without additional costs or expense to the City. The City acknowledges such documents are instruments of Consultant's professional services. 0 Section 12. Indemnity. 0 Consultant agrees to protect, defend and hold harmless City, its elected and appointed officials and employees from any and all claims, liabilities, expenses or damages of any nature, including attorneys' fees, for injury or death of any person or damage to property or interference with use of property and for errors and omissions committed by Consultant arising out of or in connection with the work, operation or activities of Consultant, its agents, employees and subcontractors in carrying out its obligations under this Agreement. Section 13. Insurance. Insurance required herein shall be provided by Admitted Insurers in good standing with the State of California and having a minimum Best's Guide Rating of A- Class VII or better. 13.1 Comprehensive General Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive General Liability coverage in the following minimum amounts: $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period. 13.2 Comprehensive Automobile Liability. Throughout the term of this Agreement, Consultant shall maintain in full force and effect Comprehensive Automobile Liability coverage, including owned, hired and non - owned vehicles in the following minimum amounts: $500,000 property damage; $500,000 injury to one person/any one occurrence/not limited to contractual period; $1,000,000 injury to more than one person/any one occurrence/not limited to contractual period 0 0 0 13.3 Worker's Compensation. If Consultant intends to employ employees to perform services under this Agreement, Consultant shall obtain and maintain, during the term of this Agreement, Worker's Compensation Employer's Liability Insurance in the statutory amount as required by state law. 13.4 Proof of Insurance Requirements/Endorsement. Prior to beginning any work under this Agreement, Consultant shall submit the insurance certificates, including the deductible or self -retention amount, and an additional insured endorsement to the Consultant's general liability policy. 13.5 Errors and Omissions Coverage Throughout the term of this Agreement, Consultant shall maintain Errors and Omissions Coverage (professional liability coverage) in an amount of not less than One Million Dollars ($1,000,000). Prior to beginning any work under this Agreement, Consultant shall submit an insurance certificate to the City=s General Counsel for certification that the insurance requirements of this Agreement have been satisfied. 13.6 Notice of Cancellation/Termination of Insurance. The above policy/policies shall not terminate, norshall they be cancelled, nor the coverages reduced, until afterthirty (30) days' written notice is given to City, exceptthat ten (10) days' notice shall be given if there is a cancellation due to failure to pay a premium. 13.7 Terms of Compensation. Consultant shall not receive any compensation until all insurance provisions have been satisfied. 13.8 Notice to Proceed. Consultant shall not proceed with any work under this Agreement until the City has issued a written "Notice to Proceed" verifying that Consultant has complied with all insurance requirements of this Agreement. Section 14. Termination. City and Consultant shall have the right to terminate this Agreement without cause by giving thirty (30) days' advance written notice of termination to the other party In addition, this Agreement may be terminated for cause by providing ten (10) days' notice to the other party of a material breach of contract. If the other party does not cure the breach of contract, then the agreement may be terminated subsequent to the ten (10) day cure period. Section 16. Notice. All notices shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice. These addresses shall be used for delivery of service of process: To City: City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 Attn: Director of Administrative Services To Consultant: Accelerated Imaging 40 Empire Drive Lake Forest, CA 92630 Attention: Jordan Anast Section 17. Attorneys' Fees. If any action at law or in equity is necessary to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled to reasonable attorneys' fees, costs and necessary disbursements in addition to any other relief to which he may be entitled. Section 18. Dispute Resolution. In the event of a dispute arising between the parties regarding performance or interpretation of this Agreement, the dispute shall be resolved by binding arbitration under the auspices of the Judicial Arbitration and Mediation Service ("JAMS"). 0 0 0 Section 19. Entire Agreement. This Agreement constitutes the entire understanding and agreement between the parties and supersedes all previous negotiations between them pertaining to the subject matter thereof. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. CITY OF SAN JUAN CAPISTRANO In WYATT HART, MAYOR CONSULTANT IIn ATTEST: Margaret R. Monahan, City Clerk APPROVED AS TO FORM: John R. Shaw, City Attorney ACCELERATED IMAGING 7 EXHIBIT A SPECIFICATIONS AND SCOPE In an effort to automate the paper-based conversion, the City suggests the following broad-based document imaging and information management solution: ■ Capture Images Captured images via scanner, (Minimum of 200 d.p.i.) All dual -sided document results in two images Perform complete image processing to include: Despeckle Deshade Deskew Black border removal Character enhancement ■ Perform Image Quality Assurance Replace any unsatisfactory or substandard images Ensure proper image rotation ■ Indexing — Data is to be placed into an Access 7.0 database for importing. Street Number - Alpha/Numeric Street Address - Alpha Unit Number - Alpha/Numeric = Lot Number - Alpha/Numeric Tract Number - Alpha[Numeric Document Type - Alpha CD - Boolean Perform database verification and validation on captured data ■ Image Storage Index data stored directly into back -end relational database and imported in the City of San Juan Capistrano's imaging program using an Microsoft Access 7.0 database A master and duplicate copy of all images is to be produced onto CD format.. EXHIBIT A • Scanning services assumes that the Document Imaging and Information Management System has already been integrated and installed • Billing will be on actual numbers, all prices are to be bid on a 'Turn -Key" price, one fixed price per image, to include the following Qty Description Unit Price Extended Set-up Costs $ $ Document Preparation Scan/Image Processing Double Sided Count as 2 Indexing — Per Above Specifications QA — good Commercial Standards Release Images into Database Facsimile of any requested document Master CD-ROM Duplicate CD-ROM Back-up CD-ROM for Disaster Recovery Pick -Up and elive Total Cost Per Image for up to 8.5" x 14" $ $.075 Total Cost Per Image for "A — B" Size Mas $ $.gg Total Microfiche Conversion $ $.10