HomeMy WebLinkAboutPR 22450: AUTHORIZING A CONTRACT WITH MCCI FOR IMAGING SERVICES 4 City of
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DEPARTMENT OF DEVELOPMENT SERVICES
DIVISION OF PLANNING AND ZONING
INTEROFFICE MEMORANDUM
Date: March 18, 2022
To: The Honorable Mayor and City Council
Through: Ronald "Ron" Burton, City Manager
From: Pamela D. Langford, Director of Development Services
RE: P.R. NO. 22450 — A resolution authorizing a contract with MCCI for
imaging services
Introduction:
This Agenda Item intends to request authorization for the City Manager to enter into an
agreement with MCCi through Texas BuyBoard Cooperative Purchasing Document
Scanning Services Contract No. 625-20 for the imaging of documents for an amount of
$84,208.52. Funds are available in Information Technology Capital Equipment Project
Account: 307-09-023-8522-00-10-000, Project No. IT1005-0TH-EQU.
Background:
As documented in the City Council adopted (Resolution No. 17-121) five-year
Information Technology Strategic Plan:
Many of the City's vital records can only be found in physical storage. Vital
records face the risks that all aging physical media do. Over time paper quality
deteriorates. Also, natural calamities/disasters can happen at any time, and
there is a chance of an office and its physical documents being damaged.
Other events such as fire and broken plumbing also endanger physical
documents. Once a physical document is lost, it's gone forever!
The Development Services Department is estimated to have 9,569 grant, housing, and
demolition documents, with a total estimate of 277,500 images currently being stored
in the former offices occupied by the divisions in the city hall annex.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
MCCi will prepare, scan, index, and destroy the print records and provide an electronic
version of the documents. The digital records will be delivered in a format that can be
imported into the City's Laserfiche records management system for historical reference
and research purposes.
Budget Impact:
Funds for the total amount of $84,208.52 are budgeted in Information Technology
Capital Equipment Project Account: 307-09-023-8522-00-10-000, Project No. IT1005-
0TH-EQU.
Recommendation:
It is recommended that City Council approve P.R. No. 22450, authorizing the City
Manager to enter into an agreement with MCCi through Texas BuyBoard Cooperative
Purchasing Document Scanning Services Contract No. 625-20 for imaging documents
for an amount of $84,208.52.
Funding is available in Information Technology Capital Equipment Project Account:
307-09-023-8522-00-10-000, Project No. IT1005-0TH-EQU.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
P.R. NO.22450
03/18/2022-PDL
PAGE 1 OF 4
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER
INTO AN AGREEMENT WITH MCCI FOR THE IMAGING AND
INDEXING OF HISTORICAL PRINT RECORDS FOR THE
DEPARMENT OF DEVELOPMENT SERVICES IN THE AMOUNT
OF $84,208.52 THROUGH TEXAS BUYBOARD COOPERATIVE
PURCHASING DOCUMENT SCANNING SERVICES CONTRACT
NO. 625-20. FUNDING AVAILABLE IN INFORMATION
TECHNOLOGY CAPITAL EQUIPMENT PROJECT ACCOUNT: 307-
09-023-8522-00-10-000; PROJECT NO. IT1005-0TH-EQU.
WHEREAS, the Demolition, Housing, and Grants Divisions in the Development
Services Department has a large volume of physical historic records; and,
WHEREAS, the records are considered irreplaceable assets and essential to the
operations of the department; and.
WHEREAS, physical records are at risk due to loss, physical damage,
deterioration, and natural calamities such as flood and fire; and,
WHEREAS, Chapter 271 of the Texas Government Code allows a city, by
resolution of its governing body, to participate in cooperative purchasing programs, such
as Texas BuyBoard, as an alternative to formal bid process; and,
WHEREAS, pursuant to Resolution No. 02-341, the City of Port Arthur entered an
interlocal agreement for cooperative purchasing with Texas BuyBoard; and,
WHEREAS, MCCi can image physical records into an electronic format preserving
the records for future use; and,
WHEREAS, MCCi can provide imaging services through Texas BuyBoard
Cooperative Purchasing Document Scanning Service Contract No. 625-20; and,
WHEREAS, the specifications of the agreement are attached as "Exhibit A".
P.R.NO.22450
03/18/2022-PDL
PAGE 2 OF 4
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
Section 1. That the facts and opinions in the preamble are true and correct.
Section 2. That the City Council hereby authorizes the City Manager to enter
into an agreement with MCCi through Texas BuyBoard Cooperative Purchasing
Document Scanning Service Contract No. 625-20 for the imaging of certain records
deemed historical and irreplaceable in an amount of $84,208.52, specifications of
agreement attached hereto as '`Exhibit A".
Section 3. That a copy of the caption of this Resolution be spread upon the
Minutes of the City Council.
READ, ADOPTED AND APPROVED this day of March, A.D.2022, at a Regular
Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES:
MAYOR
COUNCILMEMBERS:
NOES:
Thurman Bill Bartle. Mayor
ATTEST:
Sherri Bellard, TRMC, City Secretary
P.R.NO.22450
03118/2022-PDL
PAGE 3 OF 4
APPROVED AS TO FORM:
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alecia V Tizeno, City Attorney
APPROVED FOR ADMINISTRATION:
Rorn - • "Ron" Burton, City Manager
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Pamela D. Langford, Assistant City Manager-Operations/
Director of Development Services
Fay Young, Director of Information Technology
APPROVED AS TO AVAILABILITY OF FUNDS
(INFORMATION TECHNOLOGY CAPITAL
EQUIPMENT PROJECT ACCOUNT: IT1005-0TH-EQU):
0 APKandy Daniel Interim Director of Finance
LIM
Clifton Williams, CPPB, CPPO, Purchasing Manager
P.R.NO.22450
03/18/2022-PDL
PAGE4OF4
Exhibit "A"
ScanningEstimate
City of Port Author
Issued: March 8, 2022
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TABLE OF CONTENTS
EXECUTIVE SUMMARY 3
Our Mission 3
About MCCi 3
Our Culture 3
Our Team 4
RECOMMENDED SOLUTION: SCANNING 5
Why now? 5
Other FAQs 5
PROJECT SCOPE — DEMOLITION FILES 6
General Description 6
Document Preparation 6
Image Processing&Indexing 6
Image Output 6
Material Handling 6
PROJECT SCOPE — GRANTS/ HOUSING FILES 7
General Description 7
Document Preparation 7
Image Processing&Indexing 7
Image Output 7
Material Handling 7
MILESTONES, TASKS& DELIVERABLES 9
PRICING 10
MCCi MASTER SERVICES AGREEMENT 11
MCCi I Scanning Estimate Page 2 of 11
EXECUTIVE SUMMARY
OUR MISSION
Digital Transformation is driving how organizations operate start to finish. MCCi's clients are choosing to begin or
continue their digital transformation journey by digitizing and improving the accessibility to their records.
Selecting the right service provider is important. If you select the wrong service provider, you will be faced with
unexpected challenges that result in a delayed or failed scanning project. Your provider should be the best in the
industry with in-depth expertise, resources, and a steadfast
commitment to client success. Gartner, Inc. cites this as the most "A trusted partner is more than just
important decision when embarking on a transformation project. another set of hands; it is a fresh set
Expertise does not come overnight;it comes with time,projects,and of eyes, ideas, and innovation they
learning best practices over a wide range of clients. Part of
evaluating the provider's stability should include how long the bring to the table. A partnership
provider has been in business,their reputation in the industry,their involves trust and commitment from
knowledge about your business model,and the strength and size of both parties to achieve success."
their team members in support and client relations.
A trusted partner is more than just another set of hands; it is a fresh set of eyes, ideas, and innovation they bring to
the table.A partnership involves trust and commitment from both parties to achieve success.
ABOUT MCCi
Our story goes back to the 1950s. MCCi originated from Municode, who manages the code, ordinances, and
websites of more than 4,500 municipalities. The original mission of MCCi was helping government agencies go
paperless. In 2003, the company's growth led to MCCi becoming a separate company and expanding its services to
all types of government agencies and commercial businesses.
Fast forward and look at us now! While going paperless is still an initiative, we have evolved into so much more
than just digitizing your documents. MCCi is committed to leading the industry, staying abreast of technology, and
focusing on the needs of our clients so that everyone - our clients and our employees -flourish. MCCi has multiple
strategic business units with this focus, making us consultative in our approach to helping clients.
We pride ourselves on the fact that many of our clients'successes are widely recognized and published as leaders in
their industries. Most recently, Inc. Magazine recognized MCCi as an Inc.5000 fastest-growing private company in the
United States. Additional noteworthy recognition includes
Best Companies to Work, Microsoft Gold Certified
Partner, and the only Laserfiche Platinum •
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Certified Solution Provider, to name a few. . " y. ' �. R w.!�
OUR CULTURE
We are fanatical about client success.
Success starts with our eagerness tot,010,
understand our clients'goals.
We do the right thing. Always. We care
deeply about serving our clients and maintaining a
solid reputation for always doing what's right-even when it's not easy.We know that the work we do has a big impact
on the lives of our clients,and we are committed to doing our work with the highest level of integrity and character.
';.mCCi I Scanning Estimate Page 3 of 11
We innovate and evolve. Our growth initiatives are based on what our clients need and where they are headed.We
understand that we must continuously evolve and improve to support our clients.
We are unreasonably picky about our teammates. We believe the execution of team goals requires excellence at
every level. Each team member must enjoy hard work and excel at doing their part. We expect and empower our
team to grow, professionally, and personally.
OUR TEAM
MCCi team members, no matter the department, are focused on customer service in every aspect of your project.
With scanning facilities throughout the U.S. and our onsite scanning bureau, we have the capabilities to handle
projects of all sizes.We are not just your scanning service provider.We are consultants who can draw from more than
15 years of experience to provide customized solutions.
CONSULTATION
From the beginning, we take the time to learn about your organization's needs to help you achieve your digital
transformation goals.Your account and project team will provide effective communication throughout your scanning
project.
PROJECT MANAGEMENT
When it is time to begin your project,we will introduce you to your project team. During this introduction, the team
will discuss the project objectives, address the anticipated timeline,and answer any questions.
PRODUCTION TEAM
From document preppers and indexers to scanning operators and quality control professionals, our team members
have extensive experience in the digitization process.The team follows specific project guidelines for each step of the
process, ensuring quality and accuracy.
LEADERSHIP
We focus on the"Client Lane"as a theme to unite us in how we serve.Our scanning division manager,chief operating
officer, and even our president is available to handle escalated issues to make sure every client is satisfied.We listen
to our clients' needs and always make that our top priority.
�..MCCi I Scanning Estimate Page 4 of 11
RECOMMENDED SOLUTION: SCANNING
WHY NOW?
STORAGE SPACE
Large quantities of paper documents and records can take up valuable office space and limit the ability to run your
department. If you utilize off-site storage, scanning your documents can save you money on retrieval requests and
storage fees. By digitizing your files,you can save space, money,and time.
TRACKING & SHARING
Scanning your documents and records can help you share the information instantly with staff and clients at any
location. Electronic files can eliminate the need for costly reproduction, mailing, and are easier to track. Search, find,
and share your documents in minutes instead of hours.
DISASTER PREPAREDNESS
Moving to electronic files can be an important part of your disaster preparedness and business continuity plan.
Scanned documents provide backup copies of your files in an easily portable digital format. This provides extra
assurance that you will be able to access your information in the event of a disaster.
OTHER FAQS
WHAT TYPES OF RECORDS DO YOU SCAN?
Documents come in countless formats, from letter or legal size to large format. Don't forget about microfilm,
microfiche, and bound books!
WHAT ARE YOUR CERTIFICATIONS AND TRAINING PRACTICES?
Our staff maintains HIPAA and CJIS training and awareness certifications for working with sensitive records.Our team
is trained in document handling procedures to ensure that your records are processed with care.
WILL WE HAVE ACCESS TO OUR RECORDS DURING THE PROJECT?
While records are in MCCi's possession, you can request a copy of any documents. These requests are typically
fulfilled within 24 hours.
DO YOU OFFER PICKUP & SHIPPING?
Scanning facilities located throughout the U.S. provide easy pick-up or shipping of records.
DO YOU OFFER FLEXIBLE SCHEDULING?
A variety of pickup and delivery schedules are available.
DO YOU INTEGRATE WITH LASERFICHE?
As the top Laserfiche provider in the world, MCCi can integrate the scanned documents with your Laserfiche solution
to provide a powerful index retrieval search engine. MCCi has knowledge of the software versions, indexing
requirements, and compatibility issues for each of our Laserfiche system clients. For these reasons, MCCi should be
considered as a Preferred/Best Value provider for scanning services.
MCCi I Scanning Estimate Page 5 of 11
PROJECT SCOPE - DEMOLITION FILES
GENERAL DESCRIPTION
DOCUMENT SIZE Regular up to 11"x 17"
DEPARTMENT Public Works
DOCUMENT TYPES Demolition Files
DOCUMENT COUNT Estimated total number of documents is 6,250
IMAGE COUNT Estimated box count of 50 with an average page count of 2,500 per box= 125,000
images
IMAGES PER DOCUMENT Estimated 20 pages per document
DOCUMENT PREPARATION
CURRENT STORAGE METHOD Filing cabinets on location,client will box before MCCi pickup
CONDITIONS OF DOCUMENTS Documents are in good condition, organized by folder. Each folder will be
scanned as 1 document. Some of the folders include envelopes -only the
outside(front/back)of envelope needs to be scanned, not the contents.
The client estimates 5 pages of photos per folder. MCCi has included
approximately 25%color images for scanning
IMAGE PROCESSING & INDEXING
DPI&COLOR 300 DPI, Black&White or Grayscale - MCCi will provide a sample so the client can
determine which option to move forward with.
25%will be scanned in color.
NUMBER OF INDEX FIELDS Up to 3 Fields(Document name counts as an index)
DOCUMENT NAMING Property Address
CONVENTION
FIELDS TO BE INDEXED Property Address, Remaining 2 fields TBD
Note-Indexing information needs to be readily available on document or folder.
OPTICAL CHARACTER The OCR process will be completed on the client's Laserfiche system. MCCi will
RECOGNITION assist the client in showing how this operation can be done during the import of
records.
IMAGE OUTPUT
DELIVERY METHOD Secure FTP Transfer
OUTPUT TYPE Laserfiche Briefcase
MATERIAL HANDLING
SHIPPING LOGISTICS MCCi Pickup
SHIPPING& DELIVERY TERMS Up to 1 shipment(if job is broken up,volume pricing must be also) -
PHYSICAL DOCUMENTS Secure Destruction
All estimates below have been provided and/or confirmed by Client.Both Parties agree that the Pricing defined herein
is based on the Project Scope and the following assumptions. If documents are not as initially represented,additional
charges will apply. MCCi will call for authorization to proceed with the project.
.mCCi I Scanning Estimate Page 6 of 11
PROJECT SCOPE - GRANTS / HOUSING FILES
GENERAL DESCRIPTION
DOCUMENT SIZE Regular up to 11"x 17"
DEPARTMENT Public Works
DOCUMENT TYPES Grants/ Housing Files
DOCUMENT COUNT Estimated total number of documents is 3,050
IMAGE COUNT Estimated box count of 61 with an average page count of 2,500 per box= 152,500
images
IMAGES PER DOCUMENT Estimated 50 pages per document
DOCUMENT PREPARATION
CURRENT STORAGE METHOD Filing cabinets on location, client will box before MCCi pickup
CONDITIONS OF DOCUMENTS Documents are in good condition, organized by folder. Each folder will be
scanned as 1 document.
The client estimates 25%of color photographs
IMAGE PROCESSING & INDEXING
DPI&COLOR 300 DPI, Black&White
25%will be scanned in color.
NUMBER OF INDEX FIELDS Up to 3 Fields(Document name counts as an index)
DOCUMENT NAMING Document Naming to be determined
CONVENTION
FIELDS TO BE INDEXED Indexing Fields TBD
Note- Indexing information needs to be readily available on document or folder.
OPTICAL CHARACTER The OCR process will be completed on the client's Laserfiche system. MCCi will
RECOGNITION assist the client in showing how this operation can be done during the import of
records.
IMAGE OUTPUT
DELIVERY METHOD Secure FTP Transfer
OUTPUT TYPE Laserfiche Briefcase
MATERIAL HANDLING
SHIPPING LOGISTICS MCCi Pickup
SHIPPING&DELIVERY TERMS Up to 1 shipment(ifjob is broken up,volume pricing must be also) —
PHYSICAL DOCUMENTS Secure Destruction
�r.. mCCi I Scanning Estimate Page 7 of 11
COMBINED PROJECT ESTIMATES
DOCUMENT/ROLL/FICHE COUNT Estimated total number of documents is 9,569
IMAGE COUNT 277,500
IMAGES PER Estimated 29 pages per document
DOCUMENT/ROLL/FICHE
MCCi I Scanning Estimate Page 8 of 11
MILESTONES, TASKS & DELIVERABLES
Milestone TASKS/Deliverables
#1: Project Tasks:
Kickoff Client's MCCi salesperson will set up a project kickoff call. During the kickoff call,the MCCi team
will walk Client through the project scope and contract. Requirements, timeline, pickup and
delivery, and other project specifics will be discussed with Client.
Assumptions:
MCCi may utilize Basecamp to communicate with Client on a regular basis about project
progress, issues, etc.
MCCi may not conduct Client kickoff for continuations of existing project(s).
#2: Sample Tasks:
Sign-Off Once Client documents are brought into MCCi facility and reviewed, the MCCi team will scan a
sample of Client's documents. MCCi will select settings based on the Project Scope,and to make
sure Client's documents are being digitized in a manner that preserves as much detail, clarity,
and quality as possible.
MCCi will deliver these sample scans to Client electronically for review. Once Client agrees that
the sample scan quality is satisfactory,the MCCi team will proceed with the rest of the project.
Assumptions:
Sample scans may not be needed if MCCi and Client have previously worked on similar
conversion projects together.
Client will review sample scans within two(2) business days of receiving them from MCCi.
#3: Scheduled Deliverable:
I Finished At regular intervals (typically monthly), the MCCi team will electronically deliver the digitized
Product documents that were finished in the previous period.
Delivery
Assumptions:
Billing will occur upon completion of this milestone.
These documents will have gone through MCCi prepping, scanning, and quality control
processes.
The delivery schedule will vary based on the size and scope of project.
#4 Physical Tasks:
Document Once the last finished product delivery has taken place, Client's documents will be returned in
Return the fashion indicated in the Project Scope. Documents will continue to be treated with care until
they are in Client's possession.
Client should review all returned documents to ensure all originals are back in their possession.
If Client has chosen to have MCCi destroy their documents(as opposed to being returned),Client
will receive written notification that the documents have been destroyed.
:,.
MCCi I Scanning Estimate Page 9 of 11
PRICING
mcc�
3717 Apalachee Parkway, Suite 201
Tallahassee, FL 32311
850.701.0725
850.564.7496 fax
Estimate Date: March 8, 2022
Project I -Conversion of Documents estimated cost $88,558.85
Excess Images @ $0.28
BuyBoard Client Discount ($4,350.33)
TOTAL ESTIMATED PROJECT COST $84208.52
ALL QUOTES EXPIRE IN 30 DAYS
This is NOT an invoice. Please use this confirmation to initiate your purchasing process.
BuyBoard Pricing-The pricing and terms in this contract are derivative of the"Not-To-Exceed"digitization rates that
were competitively sourced through BuyBoard's Document Scanning Services contract#625-20.The rates and terms
listed are based upon the complexity and volume of the project(s) outlined in this SOW. The rates listed may be
applied to additional projects that haven't been specifically outlined in this SOW, but MCCi reserves the right to verify
the complexity of those projects and if needed modify the rates accordingly.
�..MCCi I Scanning Estimate Page 10 of 11
MCCi MASTER SERVICES AGREEMENT
MCCi's Master Services Agreement is available upon request for review. Please contact your Account Manager or
Account Executive for more information.
�r-.mCCi I Scanning Estimate Page 11 of 11