HomeMy WebLinkAbout23 - Professional Services Agreements - MSI, LLC - DOCUMENT SCANNING & DESTRUCTION DocuSign Envelope ID:8301A1 1 B-BA87-45A1-9A68-F6297763A386
d�Z
p
'et�r�a►oo.yo���
FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT
THIS FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR
DOCUMENT SCANNING & DESTRUCTION SERVICES dated April 5, 2022 (the
"Agreement") is made and entered into this 18th day of April , 2023, by and between
the CITY OF BOZEMAN, MONTANA, a self governing municipal corporation organized and
existing under its Charter and the laws of the State of Montana, 121 North Rouse Street,Bozeman,
Montana,with a mailing address of PO Box 1230, Bozeman, MT 59771, hereinafter referred to as
"City," and MSI, LLC, hereinafter referred to as "Contractor."
In consideration of the mutual covenants and agreements herein contained, the receipt and
sufficiency whereof being hereby acknowledged,the parties hereto agree to amend the Agreement
as follows:
1. Extension of Term. Section 2 of the Agreement is extended for an additional one (1) year
period. The Agreement shall terminate on June 30, 2024.
2. Updated Scope of Services: The attached scope of services will provide the price for
services breakdown to govern the extended term.
3. Agreement still valid.All remaining terms and provisions of the Agreement remain valid.
**** END OF AGREEMENT EXCEPT FOR SIGNATURES ****
Amendment 1 to Professional Services Agreement for Document Scanning and Destruction Services
FY 2024
Page 1 of 2
DocuSign Envelope ID:8301A1 1 B-BA87-45A1-9A68-F6297763A386
IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and
year first above written.
CITY OF BOZEMAN,MONTANA MSI, LLC
DocuSigned by:
s
DocuSigned b�y:' -I � . by:
By .� � B [DocuSignedf
Jeff Mihelich, City Manager Print Name: Steve Lin
Title: G.M.
APPROVED AS TO FORM
/DCocuS`i7gneede y:
JGreg Sullivan, Bozeman City Attorney
Amendment 1 to Professional Services Agreement for Document Scanning and Destruction Services
FY 2024
Page 2 of 2
DocuSign Envelope ID:8301A11B-BA87-45A1-9A68-F6297763A386
INFORMATION Conversion Proposal
/04MS' MANAGEMENT Page 1 of 7
SOLUTIONS
Scope of Services
CONVERSION WORKFLOW
Streamlined for efficiency, security, &quality.
• Phase 1:Secure Pickup+Transport
MSI personnel will pickup and personally prepare,pack,and transport the
documents.MSI will not utilize third-party carriers.
LPICKUP Phase 2:custom Inventory&Trading system
6 — Provide Inventory at File-Level for Retention
— Designed to produce labels and track the lifecyde of every box from departure
FINAL of office(s),to final delivery or destruction.
DELIVERY NVENTORY • Phase 3:File Conversion
State-of-the-art Conversion Center,using Kodak technology to capture the
• best-quality images available.
Phase 4:Document Breaking&Indexing
— Documents will be broken based on specifications provided.
/ — Documents will be indexed by specifications provided.
EXPORT• CONVERT Phase S:Final Export&QC(ISO)
— Documents will be Exported,and Quality Checked using ISO standards for
image scanning,storage,and retrieval.
• Phase 6:Delivery
BREAK/
INDEX — Documents will be delivered securely,through FTP,OneDrive.COM,or HDD
4
MSI will implement a 6-phase process to convert the City of Bozeman's documents. Each phase will be assigned to
highly trained professionals who perform these tasks daily.
Phase 1:Secure Pickup+Transportation
MSI will provide secure, approved transportation of all documents between the City of Bozeman offices and our
facilities and will likewise return the documents(where required)to the same using secure,approved transportation.
Secure transportation will include necessary and prudent measures as identified by MSI to protect the documents
from unauthorized disclosure.
MSI I Business Confidential 1
DocuSign Envelope ID:8301A11B-BA87-45A1-9A68-F6297763A386
INFORMATION Conversion Proposal
/04MS' MANAGEMENT Page 2 of 7
SOLUTIONS
Phase 2:Inventory and Tracking
Upon arrival of all records, MSI will log each box into a custom-developed tracking system utilized throughout the
course of the conversion project. Each box will receive a unique identification number,corresponding to all the files
included within. At any moment, MSI can quickly identify where each box is located with the facility, in case of the
need for a rush pull,or to track the conversion progress.
Phase 3:Scan+Conversion
MSI currently houses one of the largest, and most efficient scanning divisions in the United States. With state-of-
the-art technology,
As with every process throughout the conversion, MSI will design and document the entire scanning process and
procedure. Once the custom procedure is created,the document scanning technicians will be trained on the process
and protocols to be followed specifically for the City. The scanning process will be completed using only Kodak
scanners to ensure there is no damage to the documents. MSI will utilize multiple Kodak scanners dedicated to this
project plus a custom capture and processing network and software solution.
MSI will create a custom procedure and a custom configuration to ensure that the highest degree of quality and
document integrity will be maintained. Each scanner is configured per the specifications to control image reduction,
size,aspect ratio,batching options,auto exposure,thresholding,and file naming conventions,just to name a few.
• All documents will be scanned at 300 DPI
• All Document will be audited and enhanced, using technology such as de-skew,de-speckle, image brightness change,
etc.
• If necessary, MSI will utilize Mylar protection sleeves to scan the large format documents.
• Bound records will be scanned using overhead camera systems unless bindings can be disassembled, at which point
the documents will be machine scanned.
Document Condition—
1. The general condition of your documents to be imaged is defined as follows:
2. Combination of level 1-2 as defined below
3. Documents will be within files or file folders,some loose papers
4. Any spiral or fixed binding will be removed during prep
5. Bands,staples,paper clips and binder clips may be present
6. All folders/documents will be in standard 1.2cf 15"document storage boxes
Level 1 Document Condition--Documents in groups of at least 30 consecutive pages or the same size paper and can
be automatically fed. Each group may be separated by a single band,staple,clip,index tab, post-it, and slip sheet or
placed in a file folder or red well.
MSI I Business Confidential 2
DocuSign Envelope ID:8301A11B-BA87-45A1-9A68-F6297763A386
INFORMATION Conversion Proposal
/04MS' MANAGEMENT Page 3 of 7
SOLUTIONS
Level 2 Document Condition -- Documents in groups of 1-30 consecutive pages, which can be automatically fed.
Each group may be separated by a single band,staple,clip, index tab, post-it,and slip
sheet or placed in a file folder or red well. Computer forms in good condition. Removal from ACCO fasteners
needed, minimal taping, different sized documents.
Level 3 Document Condition—Though unlikely,some documents may require additional attention due to damage,
ultra-light/dark information,or odd sizes. These documents will be treated with extra care at an hourly rate. All level
3 document work will require pre-approval from City of Bozeman prior to start of imaging.
Phase 4:Document Breaking&Indexing
MSI employs a multitude of document indexing personnel,very skilled at data entry. These personnel will be assigned
to performing the data entry on each project. It is understood that each department may require a different set of
indexing fields. MSI acknowledges that it is estimated that each set will have roughly 3 index fields per document.
Here are our assumptions:
0 3 Index Fields Per Document
• Each index field is 10 or less characters
• Documents consist of—20 pages per document on average
• Indices will be easily found on the front page of each document, no reading or searching for data within
the document will be required
Phase 5:Final Export+QC
MSI has the capability to export scanned images to virtually any format, most commonly,Tiff or PDF. Additionally,
MSI has worked with thousands of custom exports to ensure proper integration into any imaging system, such as
OpenText, PaperVision®,and ImageSilo®,to name a few. The export process also includes the final step of Optical
Character Recognition (OCR),which can also be ran on documents to create text-searchable PDF/A documents. Per
the request, MSI will produce:
• 300 dpi PDF Format Images
• Optical Character Recognition (OCR)
• Output into LaserFiche format with supporting XML load file
MSI will perform a consistency check on 20% of the images, including clarity, orientation, and
• Accuracy Documents will be auto rotated to provide maximum readability(legible orientation).Automatic
rotation has a 95%accuracy(or better).
MSI Business Confidential 3
DocuSign Envelope ID:8301A11B-BA87-45A1-9A68-F6297763A386
INFORMATION Conversion Proposal
iO4MSI MANAGEMENT Page 4 of 7
SOLUTIONS
The second half of Phase 5 is Quality Control. MSI believes heavily in complying with International Organization for
Standardization("ISO")standards for image scanning,storage and retrieval as specified in ISO 32000-1:2008 and ISO
9660:1999. In addition, MSI follows all generally accepted standards for quality control in this industry and will
adhere to the specifications set forth in City of Bozeman's RFPAny images that do not meet our strict quality
standards will be rescanned or reprocessed. MSI will make a good faith effort to obtain the best quality image. If
MSI discovers poor digital images or inadequate indexing, MSI will take steps to correct the quality of the images or
indexing prior to contacting City of Bozeman's project manager. If,after such efforts,the scanned image or indexing
remains below MSI's stringent standards, MSI will report the problem to City of Bozeman's project manager
following agreed upon reporting procedures and intervals.
Any scanning that does not meet the quality requirements of this Proposal will be rescanned or reconverted at no
cost to City of Bozeman. MSI is only responsible for rescanning defective images and any rescanned files will be
provided to City of Bozeman by FTP, OneDrive, or other method as determined acceptable by City of Bozeman's
project manager.
Phase 6:Delivery
MSI will deliver the digital media via Secure FTP, Encrypted HDD,or any method preferred by the Project Manager at
the City of Bozeman.
MSI will produce a LaserFiche load file as an XML along with the images for import into LaserFiche.
If desired, MSI will maintain the records at MSI's ultra-secure, Centennial, CO facility for a period of up to 90-days,
complimentary,during which time the City of Bozeman may perform further Quality Control prior to returning
and/or destroying the documents.
It is the responsibility of the City to notify MSI which documents are to be returned at the City's cost and which
documents are to be destroyed prior to pick up.
MSI I Business Confidential 4
DocuSign Envelope ID:8301A11B-BA87-45A1-9A68-F6297763A386
INFORMATION Conversion Proposal
/04MS' MANAGEMENT Page S of 7
SOLUTIONS
Summary Outline
1. MSI (MSI)will securely transport City of Bozeman's records from their headquarters located in Bozeman, MT
to MSI's ultra-secure,state-of-the-art conversion facility located at 7050 S Yosemite St,Centennial,CO 80112
2. MSI will log and track all materials while in custody of them utilizing MSI's self-developed tracking system.
3. MSI will prepare (if necessary) any documents to ensure safety to the original record during the conversion
process. This includes removal of staples, clips, and bindings, sticky notes, unrolling and unfolding of plan
sets, taping tears, etc. As part of this preparation, MSI will also identify documents that are unable to be
scanned.
4. MSI will convert(scan)all images using 300 DPI, Black and White.
5. MSI will work with the City to determine indexing for each specific record type and schedule.
6. MSI will export images into PDF format,drawings will be exported as both PDF and TIF.
7. MSI will include Optical Character Recognition(OCR)on the PDF
8. SI will perform a quality check of all images as they are captured digitally,including manipulations of density, brightness,
skewing,and other forms of imaging enhancements.
9. MSI will work with the City of Bozeman to create a schedule and timeline of completion,including an ongoing
digital delivery schedule using Secure FTP.
10. Digital deliveries will include XML files to be used to load files into LaserFiche.
11. MSI will not outsource ANY of this conversion or steps of the workflow.All work will remain in the sole custody
of MSI.
12. MSI will adhere to the American National Standards Institute(ANSI)and American Society of Quality Control
(ASQC)standards for quality control of all images scanned.
13. MSI will backup, maintain, and retain all converted images until the project is complete or, if applicable,
notified for destruction by the City of Bozeman.
14. MSI will supply all hardware and software used in the conversion process.
15. MSI will provide monthly invoicing.
16. MSI will provide a Project Manager who will work closely with City of Bozeman's Records Administrator to
ensure all Project deliverables and objectives are met.
17. MSI will,with the authorization of City of Bozeman,destroy originals after the conversion has been completed
using NAID-Certified destruction &sanitation methods.
MSI Business Confidential 5
DocuSign Envelope ID:8301A11B-BA87-45A1-9A68-F6297763A386
INFORMATION Conversion Proposal
/04MS' MANAGEMENT Page 6 of 7
SOLUTIONS
Estimated Volume:
Field Books(Scan and Return) Planning Engineering(Scan and Shred)
Division
(Scan and
Return)
5 Boxes 40 Boxes 150 Boxes
100Images Per book 15 Inches 15 Inches
36 Books Per Box 1 Per Inch Large Format 25 Per Inch Large Format
175 Per Inch Regular Format 200 Per Inch Regular Format
600 Total Inches 2,250 Total Inches
600 Total Large Format 56,250 Total Large Format
105,000 Total Regular Format 450,000 Total Regular Format
18,000 Book Images $579.66 Large Format $54,343.13 Large Format
$11,319 Regular Format $48,510.00 Regular Format
$16,245.00 Estimated Total $11,898.66 Estimated Total $102,853.13 Estimated Total
195 Estimated Boxes
*$130,996.79 Estimated Total
MSI I Business Confidential 6
DocuSign Envelope ID:8301 Al I B-BA87-45A1-9A68-F6297763A386
INFORMATION Conversion Proposal
"Als' MANAGEMENT Page 7 of 7
SOLUTIONS
Price Proposal for Services
All levels of document conversion pricing will include capture of documents,image enhancement,de-skew,de-speckle,border removal,image
quality control,any necessary re-scans,as well as formatting for City of Bozeman's internal required format. All pricing is effective for 30 days.
The quoted total image count reflects an estimation of the total project size. City of Bozeman will only be billed on actual image count statistics
post-imaging.Pricing is based on certain assumptions derived from information and volume estimates received from client. If MSI was unable to
perform a sample test,prices are subject to change prior to start of job and after customer consent.
Required Pricing Unit Unit Price
Project Management Per Project Included
Document Preparation Per Hour Included
Document Scanning(Up to 8.5"x 14") Per Image $0.1078
Large Format Scanning(Over 11"x 17") Per Image $0.9661
Bound Book Scanning(Overhead Camera)* Per Image/Side $0.9025
OCR(Optical Character Recognition)for Full-Text Searchable PDF's Per Image Included
Document Indexing/Data Entry* Per Hour Included
Quality Control—MSI Enhanced Standards Per Hour Included
Secure NAID-Certified Document Destruction(Shred) Per lb. Included
Secure Transportation of Records by MSI Personnel Per Trip 3,925.00
Secure FTP(File Transfer Protocol)or FilesAnywhere.com Delivery Per Account Included
Optional Services Unit Unit Price
Image by Image QC
(Single Image Contrast,Brightness,Rotation,Density,etc.) Per Hour $65.00
Administrative Services Per Hour $55.00
(Such as technical analysis,research,additional rush pulls,etc.)
Level 1 Re-Assembly—Mild Re-Prep,back on fasteners Per Image +$0.03
Level 2 Re-Assembly—Full Re-Prep including staples Per Image +$0.06
Boxing Service by MSI Personnel(Includes Box,Packing,&Brief Inventory) Per Box $8.00
Extended Document Storage(After 90 Days Free File Storage) Per Month Per C.F. $1.24
*Indexing Includes Up to 3 Fields(10 Characters Each)for documents having 20 pages per document or more. Data entry
services that fall outside of these assumptions will be charges$911,000 Keystrokes.
*Overhead camera scans 2 images per spread. If a book is oversized and requires a full scan for one image,that will count as 2
images,or$1.80.
*Trips will incur a fee as outlined in secure transportation row.
*Estimated Total Cost does not factor in transportation and will be based on the number of trips.
*Estimated Total Cost does not factor Re-Assembly and will be based on level chosen.
MSI will only bill for the actual number of images that run through our process,so if some of those boxes end up being half-full,
your total would adjust accordingly.
City of Bozeman acknowledges that the pricing contained in this Scope of Services is specific to those services and
estimates identified herein. City of Bozeman further acknowledges that prices and the description of services may change in
subsequent engagements as described in future Scope of Services.
MSI I Business Confidential 7