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2021-09-07 Ex 03 M E M O R A N D U M TO: Mayor Watford & City Council DATE: August 27, 2021 FROM: City Clerk Gamiotea SUBJECT: 9/7/21 Agenda Item, Quote for MTS- Phase 3 Backlogged Scanning Project Action Requested: Award a Quote to MTS Software Solutions for Phase 3 of the Backlogged Scanning Project in the amount not to exceed $20,000.00. Information to Note: • Service is a non-capital budgeted item for FY 2020-21 within line item 001-2512-3400. • Phase 3 is for two types of records; one is for the commercial permit files, the other is for commercial plans, a copy of the quotes are attached. • Phases 1 and 2 weren’t required to be approved by the City Council as the costs were within the amount the Administrator can approve. Background Information: I wanted to provide you all with an update on the project since we didn’t go into detail during the budget workshops. A few years ago, we obtained quotes from three companies who could scan our past records that are required to be retained permanently or for 30 years or longer. Due to the number of records and costs, we looked at phasing the project over several years. MTS was the only company who offered to breakdown the proposal into four phase s, over four years, and would honor their original quote for the period. The other companies only offered to honor their quotes for two- years. The following schedule is what was agreed to: FY Phase Type of Records Estimate Actual & Date Completed 2018-19 1a Convert microfilm $1,007.50 914.94, 5/31/2019 2018-19 1b Pension Records-all funds, all records, permanent retention $7,450.00 $7443.58, 11/26/2019 2019-20 2 Payroll Records required to be retained for 50 - years after the date employee separates employment $11,350.00 $13,284.15, 9/28/2020 2020-21 3 Commercial Building Permits and Commercial Building Plans, required to be retained for the life of the structure $19,397.60 2021-22 4 Planning/Zoning Records and Minutes Files, permanent retention $7,000.00 I greatly appreciate your approval on the next phase of this project. We have had an increase in requests for these records on existing commercial buildings as individuals need them when preparing to remodel, expand, sale, or shop for lower insurance. Please don’t hesitate to call me with any questions or if you need any additional information. Thank you. � � � SC)FTWARE S�LUTIC�NS FASTER, SMARTER WAYS TO DO BUSINESS ,�•' •' • � �: _,. �.. ,• •' . �'' .• • . •' ..,,. i• ' . �' , � r G � , � � ;, , , � r �� , #. � 1l o ��7� �� Attn: Lane Gamiotea �� 34 L�=` �� `' �� _�� yti 1. Executive Summary 2. Who We Are 3. Project Process Overview 4. Our Superior "SERVICE" Promise 5. Scope of Work 6. Go Beyond Scanning, Go Paperless. �_ ,t. �. � The valuable information contained within your business documents should be at your fingertips, not hidden in a filing cabinet drawer, stored in a box in the basement, or locked away in a third- party facilitv, By making the decision to outsource the scanning of your documents, you make the decision to unlock the value of your business documents by making them accessible digitaliy - when, where, and to whom they are needed. You're also choosing to reduce the time, expense, and risks of managing and storing paper, and instead focusing your organization's resources on increasing the value that you deliver to your clients. By choosing to work with MTS Software Solutions, you can rely on the trust, experience, and expertise of our dedicated, on-shore team to execute a quality, cost-effective scanning project. Our Document Scanning and Digital Conversion services provide our clients the peace of mind and sense af security that their documents and ciata are in good hands. We appreciate the opportunityto presentthis proposal to City of Okeechobee City Clerk in response to your inquiry for digital conversion services. By choosing to work with us, your scanning project will benefit from our "SERVICE" promise. Learn more about our "SERVICE" promise, why we are leaders in the industry, as well as the various ways that we help customers with "paperiess" and process improvement initiatives in the following pages of this proposal. We welcome your feedback and look forward to the opportunity to work together! PSEG: Energy Campany ➢..,��. � � ,..�t wiz Ef �e.t s �i' ��? ? rv'3.�'�I� y�, � � .„ z° ht:� 'y �„��.`a .� � � nn 5 v�CEfk� hf� �+� �• , I pR . tl�'� J �p q �� .u��fi �,� �q� �l ' s �' �^h� ', k 2 `�r .� � 3 L.�' a ,.r 1 �. . - . . � . i,.��r'.�,�, z.s.�..'i.-<d,......n ��j.se.ara �t�`_a, ..,....5` �� ,� ' Hear frarn Felix R�riz, of PSEG, on how we converted ti�ousands of documef�its from �tl�e "Dta��geor�" into digital files that c�zn stored in your� pocket! Watch the video > ' [Type here] With over 30 years of experience in delivering high-quality document imaging projects, we offer consultative services, competitive prices, and flexible payment options to ensure the value of your pro�ecr is aiigned with your business requirerrrents and budge�i_ In addition to our document scanning and conversion services, we offer a suite of technologies and related professional services to help businesses simplify, streamline, and accelerate their business processes. We help organizations across a number of industries improve productivity and profits through the foliowing expertise: • Business Process Automation • Enterprise Content Management (ECM) • Intelligent Data Capture (IDC) • Business Process Outsourcing (BPO) • Software Development • Check Scanners • Document Scanners • Document Conversion • Data & System Migration • APl integrations For more information, visit our website: www.mtssoftwaresolutions.com. [Type here] �. � � ��„!4 aicpa.orglsoc 0 While each scanning project will have unique requirements, below are the various steps that many projects have in common. Our Imaging Specialists will work with you to determine your specific requirements and guide you throu�h each stea of our project management process. PRi�J�CT�SSES5�1EN7 The fiirst sr.�p of any °�ai7nii7� prcg�t is to revi��a the details & requireinents incUading vc�urc� dracum znt f�rm�t ty��es of fil�; t� �se scanned, nurn ber uf images, tiine£rame, locatinn, etc. � P!C K-!i P & TFt�lNS['(�RT If your r�r�ject is t� t� �rformerJ dtour a�cure facility, wre ran box, invenU�ry, ancl transport ynur d�uments in our company-owned vehiCles ri7�irit�in it ig "r ir�in-ai-�;ustixly" ilu 4ughuu t U i� po�eCi. �. �.,,,; D�ClI�iENT PF�EP��i1C}N We act�pt paper in �II eonditions .stapl�r�i, �rith pap.,�rclips, �.overed w�ith ppst-it not�; and more. At tY7is stc{�, v�� prepare if7e p�per for scannine anrJ can �van �pture me content+�f ynur post-it notes. n; SCAI�NIN� Our ful�-tin�e �anning�ruices tearn u�s �roducUon-levc� d�cument �annersand industry-le��lingsrarniingsoitvvaretoprc�iuceacrurat� fmage results a� efficientiv as �c�ible �.rl�i IMAG�.EN#i1�NC�(ul�iVT&�tAti[�AI�I(?N Qiaaiizy �ntrol 'is im�rt�nt to us and occurs�tevery st�p�af the pro�ss_ At this stGp, we ha� ,� t�m dedicstEcl to veriivbig ihe ima�e r�ualit� and confirrnin� the acruracy c�f the associat�l data. �;x'� Ci15T�7N16N[}E,�iN� ArJaiicated dc�cument indexer p�rformsan edditianal review for in�a�e quaiitV and assigns indeV valuc-s (mei�data} to each image far easy and efficientse�rCh and raUievai �r�„'�� a�;� D€�Li1lERY0F�tJCUN1ENT1t��ll�GES � D�iA Vde offer various options for deliverin� t�e digital files including CDjDVDs. �cure FfP, Encryptai Hard Drive, and �mt�rtand/!�r integration t� husinass sy�stcro s. ;�; a7�t�R�1GE, [�E57RUCi1tJN, (�� 'URN �pendingoi� the preferencEof ii�� client� ude r�n facilitate long-tprm stara�, secure desiructiori, or return �I�livery +�f vca�r daurr�ents [Type here] Why select MTS Software Solutions for your digital conversion project? In addition to our years of experience and excellent track record, we offer our clients a"SERVICE" promise. S E R V I C E m � rn o � o x � � sv' � a � � -� �' � � � � � � � `� c� �=-t: � � �, o � � � � � m S - Security When selecting a scanning and conversions provider, you want to know that you're putting your documents and data in good hands. MTS Software Solutions has established security controls and procedures of the highest standards to ensure that your documents and data are secure. • SOC 1/SSAE 16 Type II Certified o We take the trust and confidence of our customers very seriously, and our participation in routine SOC audits is a best practice to assure our customers and prospects of the integrity of our internal processes. • HIPAA Certified • 100�o Chain of Custody o From the moment, your files leave your office to when they are returned or destroyed, we maintain 100% chain of custody. With our own staff and vehicles responsible for loading, unloading, and transporting your documents, you don't have to worry about us using third-party logistics to scan your documents. o We maintain a clean desk policy in which all documents are returned to their respective containers and securely stored when not in production. • DOD-compliant Data Encryption Standards o Company computers, back-up drives, and data transmissions are encrypted. o Computers and back-up drives are destroyed at the end of their life-cycle via a certified destruction process. o Remote access is encryp#ed over a secure VPN and an RSA security key must be used. • Network Monitoring & PC Protections o We use a third-party network monitoring service to monitor the network and all server-based applications for any attempted intrusions. o Dual DMZ zones are used to prevent unauthorized access to the network. [Type herej �� . o Each PC is set to sieep mode after 5 minutes of inactivity and can only be activated with proper security credentials. Employees lock PCs when leaving their work space. o Security credentials for PCs must be at least 8 characters, include both upper and lower-case characters and at least one special character. Twalevel Secure Entrance to Buliding and Production Area o Entrance to the building requires all personnel to use an ID card with a 4-character passcode preventing unauthorized access with lost or stolen ID cards. c Product�on area has a secon� level af secure access witf� E� carU ar�u pass��e and is only accessible to authorized personnel. Rigorous Employee Screening Procedures o Every employee with access to the Production Area must have a full security background check which includes County Criminal, Statewide Criminal, Credit Check, State Prison Check, Federal Prison Check, Federal District Check, Previous Employment Verification, Social Security Validation, Drug Test, and OFAC International Background Check. o All employees receive an intense security awareness training and are required to sign-off on company security policies and non-disclosure agreement. E - Efficiency With 30+ years of document imaging experience, we have tried and true internal procedures that allow us to deliver results efficiently and effectively. • Strict SOPs o Our standard operating procedures are time-tested and continually tweaked to improve on what we know to be the best in the industry. • Top-of-the-line Hardware & Software o We invest in the best equipment available to increase scanning and processing speeds. . ._ � . With years of experience and thousands of satisfied customers, we offer reliability that our competitors - both big and small - cannot. • In-house Scanner Maintenance Team o As hardware vendors, we have a team of hardware technicians who are available to service our production scanning equipment to minimize any downtime for your project. • Disaster Recovery Systems & Protocol o Our systems are routinely backed-up to prevent any loss of data. [Type here] V - Volume Our Production Facility, warehouse, equipment, personnel, and processes are suited to scale and can process jobs of any shape, size, or volume in a timely manner. • Our Production Scanners have the capacity to scan over 200,000 images per shift. • We have the capacity to run multiple shifts per day to meet strict time-based SLAs. • Our machines have the capacity to scan multiple document sizes and formats includin� standara business documents, iegai documents, iarge rormat drawings, books, magazines, newspapers, microfilm, and microfiche. • We maintain strategic relationships with Production Scanner vendors, including OPEX whose headquarters is right across the street. I - I ntegrity The integrity of your indexed document images and related data is paramount to the success of scanning project. Otherwise, why would you do it? That's why we take it very seriously. • Custom Box Barcode Tracking System o Our software development team created a box barcode tracking system that helps us determine where each box is in the scanning process and also ensures that no boxes go missing or unscanned. • Document Inventory Verifications o Throughout the scanning process, we routinely verify that our box and image inventory match what was received. • Document Image Validations o We have manual validation procedures in place to ensure that ali images are being captured by the equipment and no documents is left behind. • Industry-leading Data Clean-up o We use a software called Virtual Rescan that helps to ensure that the scanned image is high quality. This includes de-speckling, de-skewing, auto-rotating, etc. • Double-key Index & Data Extraction o If requested by the customer, we implement double-key index and data extraction which allows us to compare the results of two imaging specialists to ensure 100% accuracy. [Type here] C - Convenience We want your customer experience to be simple, sensible, and satisfactory. Our team works alongside your team to ensure the value of your project is aligned with your business requirements and budget. • Consultative Approach o Our team offers a consultative approach to help you understand the R01 of scanning your documents as well as tne opportunities to improve processes and reauce the time and expense of managing paper going forward. • Flexible Pricing Options & Payment Plans o We understand that one lump sum price does not fit all. We propose multiple options for digitizing your documents at a pace and a price that makes sense for your business today and into the future. • Assigned Account Executive o Start-to-finish project updates and accessibility to answer questions or concerns. • Dedicated Document Scanning & Conversions Department a We have a team of dedicated Imaging Specialists who have years of experience delivering high-quality, timely, and cost-effective scanning projects. • Web-based Job Tracking Portal o Want to monitor the progress of your scanning project? We offer a web-based job tracking portal built by our own software development team to keep you informed of the status of your project in real-time. E - Execution The bottom-line is that MTS Software Solutions can execute. We deliver our projects on-time, on- budget, and with highest standards of quality. Combining our infrastructure, team, and reputation, we can make a"SERVICE" promise and keep it. [Type here] City of Okeechobee City Clerk is seeking an imaging solution provider to outsource the digitization and indexing of their files. The following outlines all services and project specifications to be performed under the scope of this proposal. Changes in the scope of work may affect pricing. Document Packaging & Transport • City of Okeechobee City Clerk will be responsible for the boxing and inventorying of the files for transport to the MTS conversion facility. • MTS will be responsible for thP pickup and transfer to the MTS conversion facility. • Pickup Location: 55 SE 3�d Ave Okeechobee, Florida 34974 Document Preparation • Documents will require preparation and MTS will include the following in the pricing: o Removal of documents from folders or binders o Removal of all staples and paperclips o Post-it notes that cover information will be moved to a non-evasive part of the document. • Documents will remain in the order in which they are received. Document Scanning • Location: MTS NJ Facility @ 225 Executive Drive, Suite 4, Moorestown, NJ 08057 • Estimated Volume: 199,600 source documents and 400 large format o An image is defined as every digitized image captured of the document being scanned, or one side of a document. o Customers has 80 small boxes of commercial permits o Source documents are smaller than 11" x 17", large format are anything over 11" x 17" o Customer estimates 5 drawings per box o Documents are considered single sided o Actual number of images delivered will be invoiced. • Source Document Specs o Format: Paper pocuments o Types: Minute Packet o Size: Multiple Sizes � 99.8%- Smaller than 11" x 17" • 0%- Largerthan 11" x 17" • Scanner Equipment o MTS will provide batch production mode scanning. The scanners will capture the documents in their native form, utilizing automated techniques which produce best quality "as-is" digital representation. [Type here] o MTS will determine the type and the number of scanner(s) to be used in the document capture process. • Removai of Biank Pages o MTS will delete pages that fall below a minimum image size, typically 2k. This will be determined by MTS and City of Okeechobee City Clerk o Images that are deleted in this manner are not considered billable. o This means that some blank backsides (depending on the amount of stray data on a backside ai` a pa�e} may not be detActe� as �lank an� may he delivet��d �c� i� �^ customer. These images will be billable. o In addition, any boiler plate will not be automatically deleted. Boiler plates will be imaged, delivered to the customer, and charged as a biliable image. o This service is not availabie for microfilm or microfiche. Image Specifications o Resolution: 300 dpi • Color: Monochrome • Auto document cleanup will be done at the scanning step and wili include the following: deskew, despeckle, auto-rotation. Optical Character Recognition (OCR) • OCR will not be supplied as an Optional Cost. Image Indexing • MTS will index each document using the indexing convention defined below. • Indexing at the file level • Information for indexing includes: � Box �- Address Quality Control • Checks on preparation of files to confirm that internal specifications and client's requirements are fulfilled. • Scanning operator visually inspects every image. Our hand assisted scanning procedure means that the scanner operators must be seated at the scanner. This ensures the highest quality of scanned images is achieved. • Indexing is completed using double key verification. This ensures image to data verification. • Validation quality checks to endure that the data is correctly formatted. • Final cut inspections that compares the finished images and data are to the client's specifications. • 25% random quality checks on all finalized work, failures will result in 100% batch check and rework where needed. Image Delivery [Type here] • Final delivery of images will be in an image only multipage named PDF and a TIFF and text file that can be imported into customers document management system. MTS is not responsible for any database configuration or uploading of images into customers system. o MTS will store digital images on our back-up drives for up to 90 days. MTS will delete electronic images from our back-up drives 90 days after delivery. Restitution of Original Documents • All paper remains the property of City of Okeechobee City Clerk • By default, MTS will deliver the documents in the condition that they are in after the scanning process. No post-scanning preparation wiil be performed. o Files will be unstapled, in original folders (if provided), possibly with barcode ' separator sheets and index sheets between documents. o Post-prepping can be performed at an additional cost. • MTS offers document destruction (see Optional Pricing). Project Schedule MTS and City of Okeechobee City Clerk wili determine a mutually agreeable project delivery schedule. Change Orders In the event, City of Okeechobee City Clerk desires to make any modifications to Assumptions or a Deliverable, City of Okeechobee City Clerk and MTS shall enter into a Change Order ("Change Order"). The Change Order will include: • The scope of services to be provided by MTS • The scope of services to be provided by City of Okeechobee City Clerk • The deliverable, schedule, and the cost/payment schedule for the modifications. If the Change Order is acceptable to City of Okeechobee City Clerk and MTS, MTS shall execute the Change Order. All Change Orders shall be effective upon execution by both Parties, and shall be attached to and incorporated into this Agreement. The terms and conditions of a Change Order shall refer back to and supersede those contained in the Assumptions which are being modified by the Change Order. [Type here] The table below reflects the estimated costs of the effort based on the services proposed, rates, and estimated quantities provided by the customer. �Y:.r�i� y��. � � 's�. �.�� r� � � �r :a:u'�s ,x'`�=r�r�".-;; `5¢'•'",''�,3? z.:z '�^,�.� � k-.q,=�u�`Y.�"3k;,�2 .'t �.r ..^".0 ,� y c�.�.+"mr �,';2 �*�. ^�'"F a= �a p $'�'�, � ^--z..� �->�' � ::��- 't�..'� -�r+--^`, ,„„ r �.�'� .� —£ � s x �¢ �." t- ,� .v ��. � �i'; �"'.�� ,e ��"�� '�`��`r��'��'� �' h�r� 1Zr � �,.. '� � � �z �. � �.��'� �, '�i � �; �srs"� `��§� '2'�. 3 S��r��''r�`m''� � ��k s �. � :�" �� k'��" � 3�� -�� e � ` ��'-� � k � � -; r �` �.�`€`��`„'s ?�' � �� '� 3� � r��.>: �,..,�,ss � � � �� ` � "� m= � t.� �,�� " �'�+�.� �.,��w��. '�� ". ��s�.��"�,��r�� '�� .� "� ,�� >. ,�,� �. �s.�,.„�-s".-� - ��, :�s " x , ; � *.,-,��`"-=e '�:,�`�"i�'' � n '�' gr� d� � ��,��„� ��',�� -��3 s �`�� f '� as x �� ' "�.^�.��` k...:� �' �'-s� �"�^'�% � �� _,. � �� `r� r��—�„5� ,� �s-r�w� €,��$ -��,��`�� ,.�w �":�`�;��,e,�c��h;� �'+k' x�'��,��,�„ � � �'��.:��`;�,n,� �k�r�.�c�a^ � . n.i�..' ' a .,.. �. . Preparation, Scanning & Indexing of Documents (smaller $0.056/ image 199,600/ images $11,177.60 than 11" x 17" in size) Preparation, Scanning & Indexing of Documents (larger $0.050/ image 400/ images $200.00 than 11" x 17" in size) SFTP Set Up No Charge 1 set up No Charge � Waived �� (Charge will apply if � Transportation $150.00/trip 1/trip documents need to be returned to Florida) � Total Estimated Cost NOT including *Optional* Services: $11,377.60 Total Estimated Cost including *Optional* Services: $11,377.60 [Type here] * Indicates OPTIONAL Services ++ Payments are due 30 days from receipt and are subject to a 1.5% per month late fee. IN WITNESS, WHEREOF the Parties hereto have executed this Agreement as of the dates set forth below. [Type here] �'�a� � � �C�FTWAF�E Sc�LUTIC�NS FASTER, SNIARTER WAYS TO D� BUSlNES5 � �m � � � � f.. � � � � � � �� d� � � �� v�G�Q�l� �IDO .�f�a �.��'��/ �"1� �1�� .�—c� , �� Attn: Lane Gamiotea � � � �� a �� ', ��~�`�� ' �w��_ : �� ` �o ��v� ��s�� '`� �`' ° t�� s' � ' �� , �- , ;;, � f� � -: � �; ,, � ; �.� , . _. < ; ; � �., � �, ,�, ,. �; ; � € : � _ � 50 ��pe �� rk 6. o �y�� n�in , � �er�es�m �4 .� The valuable information contained within your business documents should be at your fingertips, not hidden in a filing cabinet drawer, stored in a box in the basement, or locked away in a third- party facility. By maKing the decision to outsource the scanning of your documents, you make the decision to unlock the value of your business documents by making them accessible digitally - when, where, and to wham they are needed. You're also choosing to reduce the time, expense, and risks of managing and storing paper, and instead focusing your organization's resources on increasing the value that you deliver to your clients. By choosing to work with MTS Software Solutions, you can rely on the trust, experience, and expertise of our dedicated, on-shore team to execute a quality, cost-effective scanning project. Our pocument Scanning and Digital Conversion services provide our clients the peace of mind and sense of security that their documents and data are in good hands. We appreciate the opportunity to present this proposal to City of Okeechobee City Clerk in response ta your inquiry for digital conversion services. By choosing to work with us, your scanning project will benefit from our "SERVICE" promise. Learn more about our "SERVICE" promise, why we are leaders in the industry, as well as the various ways that we help customers with "paperless" and process improvement initiatives in the following pages of this proposal. We welcome your feedback and look forward to the opportunity to work togetheri PSEG: Energy Company �'.wi.�s,lt i�y ..�,.� �a 7�,�,'k�..i?�.� .� �.�f� � h�z �'��r��X:��`.`5 i�.�l��{� _ �a;..a�,.,��.. �.�._;d.;'i <„ i _.. �� `,�; , ., �E�;i, � il�'r . I : � .. C �)1 t 11 � t .� � ; r _ o- r F �r � , . ? . �> .J �� ,_�t� i;,r�f�� t r; ;�� .,�� ._. _ (_ijt,. .- , � .<,r r , L? ..:?i� r ` r_r ;;� .i , ,,. _+ . .�. . Watch the video > [Type here] With over 30 years of experience in delivering high-quality document imaging projects, we offer consultative services, competitive prices, and flexible payment options to ensure the value of your project is aligned with your business requirements and budget. In addition to our document scanning and conversion services, we offer a suite of technologies and related professional services to help businesses simplify, streamline, and accelerate their business processes. We help organizations across a number of industries improve productivity and profits through the following expertise: • Business Process Automation • Enterprise Content Management (ECM) • Intelligent Data Capture (IDC) • Business Process Outsourcing (BPO) • Software Development • Check Scanners • Document Scanners • Document Conversion • Data & System Migration • APl integrations For more information, visit our website: www.mfssoftwaresol�.�tions.com. [Type here] While each scanning project will have unique requirements, below are the various steps that many projects have in common. Our Imaging Specialists will work with you to determine your specific requirements and guide you through each step of our project management process. P�OI ECT �aSSE�S�ai ENT Tl�e first step of any scanning projct�.t is to revi�vv the details c°r requirements includ ir�g source docum ent format, types of ffiEs to be scanned, num ber of images, timeframe, location, etc. ��-�i� �u��i��i�{� If your project is t� be performed atour �cure facility, vv� can box, inventory, and transport yeur documents in our company-0wned vehicles maintainfng °chain-of-custod;�" thfoughni�t t}�a p�rgPr_.t. �� $�� Weacceptpaper inall �nditions..stapled, with �.,aperclips, o�vered with post-it not�, and more. At this step, vv� prepare the paper for scanning and can even capture ihe cont�nt of your �st-rt notes ;°: S�l�l�N�NG Our full-time scan�ing �rvices team u�s proluction-level document �anners and industry-leading scanning soft�are to produce accurate image results as efficiently as possible. �C� IM1��EENH�iNCEM�i�T&tl�iiDATIC}� Quaiity controi is importantto us and occurs at every step of the process. At this step, w� have a team dedicateci to verifying the image quality and o�nfirming the accuracy of the associated data �3�; C�lSTt�Pv11i�DE��NG Ad�icated document indexer performs an addivonal review for image quality and assigns index values {metadata} to each image for easy and efficientsearch and reVievaL �:�,�� DEi11BERY (lF [}�)CtlNiENii�iACES & DATI� We offer various �tions for delivering the digital files including CD/DVDs. Secure FTP, Encrypt�i Hard Drive, and importand/or fntegration to busi ness system s. �,�; STf1[�GE, DE"TRtlCi�Qt�, �k� RE��RI� Depending on the preference of the client, we can facilitate Iong-term storage, secure destruction, or return delivery of your documents. [Type here] ' S E R V I C E � � c� o � o x � � �' � � � �° � �� _ � � � � � � � �� o � � � c� S - Security When selecting a scanning and conversions provider, you want to know that you're putting your documents and data in good hands. MTS Software Solutions has established security controls and procedures of the highest standards to ensure that your documents and data are secure. • SOC 1/SSAE 16 Type II Certified o We take the trust and confidence of our customers very seriously, and our participation in routine SOC audits is a best practice to assure our customers and prospects of the integrity of our internal processes. • HIPAA Certified • 100% Chain of Custody o From the moment, your files leave your office to when they are returned or destroyed, we maintain 100% chain of custody. With our own staff and vehicles responsible for loading, unloading, and transporting your documents, you don't have to worry about us using third-party logistics to scan your documents. o We maintain a clean desk policy in which all documents are returned to their respective containers and securely stored when not in production. • DOD-compliant Data Encryption Standards o Company computers, back-up drives, and data transmissions are encrypted. o Computers and back-up drives are destroyed at the end of their life-cycle via a certified destruction process. o Remote access is encrypted over a secure VPN and an RSA security key must be used. � Network Monitoring & PC Protections o We use a third-party network monitoring service to monitor the network and all server-based applications for any attempted intrusions. [Type here] . . o Dual DMZ zones are used to prevent unauthorized access to the network. o Each PC is set to sieep mode after 5 minutes of inactivity and can only be activated with proper security credentials. Employees lock PCs when leaving their work space. o Security credentiais for PCs must be at least 8 characters, include both upper and lower-case characters and at least one special character. Two-level Secure Entrance to Building and Production Area o Entrance to the building requires all personnel to use an ID card with a 4-character passcode preventing unauthorized access with lost or stolen ID cards. o Froduction area nas a second ievei of secure access with IG card ar�d passcode anci is only accessible to authorized personnel. Rigorous Employee Screening Procedures o Every employee with access to the Production Area must have a full security background check which includes County Criminal, Statewide Criminal, Credit Check, State Prison Check, Federal Prison Check, Federal District Check, Previous Employment Verification, Social Security Validation, Drug Test, and OFAC International Background Check. o All employees receive an intense security awareness training and are required to sign-off on company security policies and non-disclosure agreement. E - Efficiency With 30+ years of document imaging experience, we have tried and true internal procedures that allow us to deliver results efficiently and effectively. • Strict SOPs o Our standard operating procedures are time-tested and continually tweaked to improve on what we know to be the best in the industry. • Top-of-the-line Hardware & Software o We invest in the best equipment available to increase scanning and processing speeds. R - Reliability With years of experience and thousands of satisfied customers, we offer reliability that our competitors - both big and small - cannot. • In-house Scanner Maintenance Team o As hardware vendors, we have a team of hardware technicians who are available to service our production scanning equipment ta minimize any downtime for your project. • Disaster Recovery Systems & Protocol o Our systems are routinely backed-up to prevent any loss of data. [Type here] V - Volume Our Production Facility, warehouse, equipment, personnel, and processes are suited to scale and can process jobs of any shape, size, or volume in a timely manner. • Our Production Scanners have the capacity to scan over 200,000 images per shift. • We have the capacity to run multiple shifts per day to meet strict time-based SLAs. • Our machines have the capacity to scan multiple document sizes and formats including standard business documents, legal documents, large format drawingv, bo^ks, magaz�nes, newspapers, microfilm, and microfiche. • We maintain strategic relationships with Production Scanner vendors, including OPEX whose headquarters is right across the street. I - I ntegrity The integrity of your indexed document images and related data is paramount to the success of scanning project. Otherwise, why would you do it? That's why we take it very seriously. • Custom Box Barcode Tracking System o Our software development team created a box barcode tracking system that helps us determine where each box is in the scanning process and also ensures that no boxes go missing or unscanned. • Document Inventory Verifications o Throughout the scanning process, we routinely verify that our box and image inventory match what was received. • Document Image Validations o We have manual validation procedures in place to ensure that all images are being captured by the equipment and no documents is left behind. � Industry-leading Data Clean-up o We use a software called Virtual Rescan that helps to ensure that the scanned image is high quality. This includes de-speckling, de-skewing, auto-rotating, etc. • Double-key Index & Data Extraction o If requested by the customer, we implement double-key index and data extraction which allows us to compare the results of two imaging specialists to ensure 100% accuracy. [Type here] C - Convenience We want your customer ex�erience to be simple, sensible, and satisfactory. Our team works alongside your team to ensure the value of your project is aligned with your business requirements and budget. • Consultative Approach o Our team offers a consultative approach to help you understand the R01 of scanning your documents as well as the opportunities to improve processes anri ra�I��P the time and expense of managing paper going forward. • Flexible Pricing Options & Payment Plans o We understand that one lump sum price does not fit all. We propose multiple options for digitizing your documents at a pace and a price that makes sense for your business today and into the future. • Assigned Account Executive o Start-to-finish project updates and accessibility to answer questions or concerns. • Dedicated Document Scanning & Conversions Department o We have a team of dedicated Imaging Specialists who have years of experience delivering high-quality, timely, and cost-effective scanning projects. • Web-based Job Tracking Portal o Want to monitor the progress of your scanning project? We offer a web-based job tracking portal built by our own software development team to keep you informed of the status of your project in real-time. E - Execution The bottom-line is that MTS Software Solutions can execute. We deliver our projects on-time, on- budget, and with highest standards of quality. Combining our infrastructure, team, and reputation, we can make a"SERVICE" promise and keep it. [Type herej City of Okeechobee City Clerk is seeking an imaging solution provider to outsource the digitization and indexing of their files. The following outlines all services and project specifications to be performed under the scope of this proposal. Changes in the scope of work may affect pricing. Document Packaging & Transport • City of Okeechobee City Clerk will be responsible for the boxing and inventorying of the files for transport to the MTS conversion facility. • MTS will be responsible for the pickup and transfer to the MTS conversion facility. • Pickup Location: 55 SE 3�d Ave Okeechobee, Florida 34974 Document Preparation • Documents will require preparation and MTS will include the following in the pricing: o Removal of documents from folders or binders o Removal of all staples and paperclips o Post-it notes that cover information will be moved to a non-evasive part of the document. • Documents will remain in the order in which they are received. Document Scanning • Location: MTS NJ Facility @ 225 Executive Drive, Suite 4, Moorestown, NJ 08057 • Estimated Volume: 14,040 images o An image is defined as every digitized image captured of the document being scanned, or one side of a document. o Customers shelving unit has 13 columns and 9 rows o The slots contain 6 rolls with approx. 20 plans per roll o Drawings are singie sided o Actual number of images delivered will be invoiced. • Source Document Specs o Format: Paper pocuments o Types: Commercial Permits o Size: Multiple Sizes ■ 0%- Smaller than 11" x 17" • 100% - Larger than 11" x 17" • Scanner Equipment o MTS will provide batch production mode scanning. The scanners will capture the documents in their native form, utilizing automated techniques which produce best quality "as-is" digital representation. o MTS will determine the type and the number of scanner(s) to be used in the document capture process. [Type hereJ • Removal of Blank Pages o MTS will delete pages that fall below a minimum image size, typically 2k. This will be determined by MTS and City of Okeechobee City Clerk o Images that are deleted in this manner are not considered billable. o This means that some blank backsides (depending on the amount of stray data on a backside of a page) may not be detected as blank and may be delivered to the customer. These images will be billable. o In addition, any boiler plate will not be automatically deleted. Boiler plates will be imaged, delivered to the customei�; and chargEd as a biila�ie irnage. o This service is not available for microfilm or microfiche. Image Specifications • Resolution: 300 dpi � Color: Monochrome • Auto document cleanup will be done at the scanning step and will include the following: deskew, despecl:le, auto-rotation. �ptical Character F�ecognition (OCF�) • OCR will not be supplied as an Optional Cost. Image Indexing • MTS will index each document using the indexing convention defined below. • Indexing at the drawing level • Information for indexing includes: ��- Name on Plan Quality Control • Checks on preparation of files to confirm that internal specifications and client's requirements are fulfilled. • Scanning operator visually inspects every image. Our hand assisted scanning procedure means that the scanner operators must be seated at the scanner. This ensures the highest quality of scanned images is achieved. • Indexing is completed using double key verification. This ensures image to data verification. • Validation quality checks to endure that the data is correctly formatted. • Final cut inspections that compares the finished images and data are to the client's specifications. • 25°/o random quality checks on all finalized work, failures will result in 100% batch check and rework where needed. Image Delivery • Final delivery of images will be in an image only multipage named PDF and a TIFF and text file that can be imported into customers document management system. MTS is not responsible for any database configuration or uploading of images into customers system. [Type here] o MTS will store digital images on our back-up drives for up to 90 days. MTS wiil delete electronic images from our back-up drives 90 days after delivery. Restitution of Original Documents All paper remains the property of City of Okeechobee City Clerk By default, MTS will deliver the documents in the condition that they are in after the scanning process. No post-scanning preparation will be performed. o riies will be unstapled, m originai folders (if proviqeci), possibiy with barcode separator sheets and index sheets between documents. o Post-prepping can be performed at an additional cost. • MTS offers document destruction (see Optional Pricing). Project Schedule MTS and City of Okeechobee City Clerk will determine a mutually agreeable project delivery schedule. Change Orders In the event, City of Okeechobee City Clerk desires to make any modifications to Assumptions or a Deliverabie, City of Okeechobee City Clerk and MTS shall enter into a Change Order ("Change Order"). The Change Order will include: • The scope of services to be provided by MTS • The scope of services to be provided by City of Okeechobee City Clerk • The deliverable, schedule, and the cost/payment schedule for the modifications. if the Change Order is acceptable to City of �keechobee City Clerk and MTS, MTS shall execute the Change Order. All Change Orders shall be effective upon execution by both Parties, and shall be attached to and incorporated into this Agreement. The terms and conditions of a Change Order shall refer back to and supersede those contained in the Assumptions which are being modified by the Change Order. [Type here] � D �' d- ,;�u� * Indicates OPTIONAL Services ++ Payments are due 30 days from receipt and are subject to a 1.5% per month late fee. 1 '" r '`, ��'"��`�is`,�°,.-�i s'.�- x� kN„��-�'�w�,a�,.„a � � ,'m.�-='�,�� , .rr �qM��,�� u: ��;,.�� Y - i L $ � z � �& �� a 3�3�� °4� ��^'^"��p :�" ?`"�'"„��'t'"''" �' ,� 5'� , � �y+��fu'tyv T� ..� -� ��kt'.".rz^��'�. �".� ��v. �.�� `�n��i ".�'s a;� .. ..�5: v....i,u'e..,sv:_....r .�� '� s�._r�F� _ Boxes for packing of drawings $4.75/box Color or Grayscale 20°/o increase per image External Drive (pad lock) $225.00/drive External Drive (no pad lock) $100.00/drive [Type herej The table below reflects the estimated costs of the effort based on the services proposed, rates, and estimated quantities provided by the customer. IN WITNESS, WHEREOF the Parties hereto have executed this Agreement as of the dates set forth below. [Type here]